IN BRIEF
The Absences Report (CLA-12) provides a detailed list of student absences within a specified date range. Administrators can use this report to identify attendance patterns, monitor unexcused or consecutive absences, and follow up with families as needed.
Overview
The Absences Report generates a list of absences for specific students based on the filters and date range you select. Each result reflects absence data tied to individual enrollments, not a combined total per student.
The report can include the following information:
- Student name.
- Family name.
- Primary phone number.
- Primary email address.
- Class name.
- Enrollment start date.
- Enrollment end date.
- Number of absences within the selected date range.
Important Notes:
- Filters related to enrollments return results based on the Start Date and End Date selected when generating the report.
- Absence totals are calculated per enrollment, not per student across multiple enrollments.
Preset Filters
If you frequently run this report using the same filter combinations, you can save them as Preset Filters. When opening the report page, load a preset, adjust the date range as needed, and generate the report in your preferred format.
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Absences Report (CLA-12) from the list of available reports.
Step-by-Step Instructions
- Navigate to the Absences Report (CLA-12).
- Select a Start Date and End Date to define the reporting period.
- Apply any applicable General Filters and Class Filters.
- Choose an output format (HTML, PDF, XLS, or CSV).
- Select Generate Report.
General Filters
-
Start Date / End Date
- Limits results to attendance records that fall within the specified date range.
-
Locations
- Limits results to absences in classes associated with the selected location(s).
-
Enrollment Type
- Limits results to attendance records associated with selected enrollment types:
- ACTIVE.
- SINGLE DAY (if enabled).
- WAIT.
- TRIAL.
- MAKEUP.
- Limits results to attendance records associated with selected enrollment types:
-
Day of Week
- Limits results to absences in classes that meet on selected day(s) of the week.
-
Minimum Number of Absences Within Date Range
- Sets the minimum number of absences required for inclusion.
- Defaults to one absence.
- This minimum applies per enrollment, not per student total.
-
Absence Type
-
Exclude Excused Absences
- Displays only students with at least the minimum number of unexcused absences.
- When enabled, the absence total reflects only unexcused absences.
-
Consecutive Unexcused Absences Only
- Available only when Exclude Excused Absences is enabled.
- Limits results to enrollments with consecutive unexcused absences.
-
Exclude Excused Absences
-
Class Status
-
Active
- Includes absences from classes currently marked as Active.
-
Inactive
- Includes absences from classes currently marked as Inactive.
-
Active
Class Filters
-
Choose Program
- Limits results to classes associated with selected program(s).
-
Choose Session
- Limits results to classes associated with selected session(s).
- By default, only current and future sessions are shown.
- Use Show Past to include past or rolling sessions.
-
Choose Class Level
- Limits results to classes associated with selected class level(s).
-
Choose Instructor
- Limits results to classes associated with selected instructor(s).
- Entries are excluded if the instructor was not associated with the enrollment during the selected date range.
- If an instructor was deleted after the report start date, results include data prior to deletion.
- If an instructor was added after the report end date, they are not included.
-
Choose Class Keywords
- Limits results to classes associated with selected class keyword(s).
-
Choose Class
- Limits results to absences for selected specific class(es).
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why does a student appear multiple times on the report?
- Each enrollment is evaluated separately. A student with multiple enrollments may appear more than once if each enrollment meets the selected criteria.
-
Why do absence totals seem lower than expected when using “Exclude Excused Absences”?
- When this option is enabled, only unexcused absences are counted and displayed.
-
Why is the “Consecutive Unexcused Absences Only” option unavailable?
- This option only appears after enabling Exclude Excused Absences.