IN BRIEF
The Instructor Absences And Substitutions Report (STA-11) shows instructor absences and substitutions within a selected date range. Use this report to review substitute coverage, absence reasons, class details, and total hours based on class duration.
Overview
The Instructor Absences And Substitutions Report helps staff review instructor absences and substitution assignments for classes within a defined date range.
Key Report Details
The report includes the following details:
- Substitute date
- Permanent instructor
- Substitute instructor
- Class name
- Schedule
- Class duration
- Absence reason
- Total hours, based on class duration
This report is useful for reviewing substitute coverage, tracking instructor absences, confirming class staffing, and calculating total substituted or missed instructional time.
Instructor Results Behavior
- Entries will not be included on the final report for any selected instructor or staff member who was not associated with the specified enrollments, events, or other reportable activity during the selected date or date range.
- If an instructor was deleted after the start date of the report, the results will include relevant entries for the instructor on the dates before they were deleted.
- If an instructor was created or attached to an event after the end date of the report, the instructor will not be included in the results.
Using Preset Filters
If you commonly use the same filters when running this report, you can save them as Presets. Load a Preset Filter when you open the report page, set your date range, and generate the report in the preferred format.
- For more information, see What are Preset Filters for Reports?
Accessing the Report
- From the main navigation menu, go to Reports.
- Locate the Staff reports section.
- Select Instructor Absences And Substitutions Report (STA-11).
Step-by-Step Instructions
- Open the Instructor Absences And Substitutions Report (STA-11).
- Enter the Start Date/End Date.
- Use this filter to limit results to staff members who had an absence or substitution within the specified date range.
- Select one or more Locations.
- Use this filter to include only staff members with an absence or substitution in a class associated with the selected Location or Locations.
- Choose a Has Substitute option.
- Both: Includes all absences, regardless of whether a substitute has been assigned.
- Yes: Includes only absences where a substitute has been assigned.
- No: Includes only absences where a substitute has not been assigned.
- Select one or more Choose Program options, if needed.
- Use this filter to include only staff members with absences in classes associated with the selected Program or Programs.
- Select one or more Choose Level options, if needed.
- Use this filter to include only staff members with absences in classes and/or camps associated with the selected Level or Levels.
- Select one or more Choose Instructor options, if needed.
- Use this filter to include only absences for the selected Instructor or Instructors.
- Choose a Group By option.
- Date: Groups all absences and substitutions chronologically by the date on which they occur.
- Permanent Instructor: Groups all absences and substitutions alphabetically by the name of the permanent instructor.
- Substitute Instructor: Groups all absences and substitutions alphabetically by the name of the substitute instructor.
- Choose whether to enable Hours as Decimal.
- By default, the System displays time in HH:MM format.
- For example, one hour and 15 minutes displays as 1:15.
- Selecting Hours as Decimal displays the time in decimal format.
- For example, one hour and 15 minutes displays as 1.25.
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
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Why is an instructor missing from the report?
- Confirm that the instructor had an absence or substitution during the selected Start Date/End Date range. The instructor must also match the selected Locations, Choose Program, Choose Level, and Choose Instructor filters.
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Why does the report show no results for a selected instructor?
- The selected instructor may not have been associated with the specified enrollments, events, or other reportable activity during the selected date or date range.
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Why are deleted instructors still appearing on the report?
- If an instructor was deleted after the report start date, the report may include relevant entries for dates before the instructor was deleted.
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Why does the total time display differently than expected?
- Check whether Hours as Decimal is selected. When this option is not selected, the System displays time in HH:MM format. When selected, the System displays time as a decimal.
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How can I quickly reuse the same report filters?
- Save the commonly used filter selections as a Preset Filter, then load that Preset Filter the next time you open the report.