IN THIS ARTICLE:
Learn about the Instructor Absences And Substitutions Report (STA-11), its filter options, and how to generate it.

• What is the Instructor Absences And Substitutions Report?
• Available Formats
• Available Filters
  • General Filters
  • Display Options

What is the Instructor Absences And Substitutions Report?

The Instructor Absences And Substitutions Report is a report showing all absences and substitutions for instructors within a defined date range. The report includes: substitute date, permanent instructor, substitute instructor, class name, schedule, class duration, absence reason, and total hours (based on class duration). 

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our "Preset Filters for Reports" document for more information.

Available Formats

The Instructor Absences And Substitutions Report is available in HTML, PDF, XLS, and CSV format.

Available Filters

General Filters

• START DATE/END DATE: allows you to limit results to include only Staff members who have had an absence or substitution within the specified date range.
• LOCATIONS: selecting one or more specific Location(s) limits results to include only Staff members with an absence or substitution in a class associated with the selected Location(s).
• HAS SUBSTITUTE: allows you to limit results based on whether the reported absence has a substitute assigned.
  • 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.
• CHOOSE PROGRAM: selecting one or more specific Program(s) will limit the results only to Staff members with absences in class(es)that are associated with the selected Program(s).
• CHOOSE LEVEL: selecting one or more specific Level(s) will limit the results only to Staff members with absences in class(es) and/or camp(s) that are associated with the selected Level(s).
• CHOOSE INSTRUCTOR: selecting one or more specific Instructor(s) will limit the results only to absences for those selected Instructor(s).
  • NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/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 date(s) before they were deleted.
    • If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.

Display Options

• GROUP BY: allows you to define how the results will be grouped together within the report.
  • Date - groups all absences/substitutions chronologically by the date on which they will occur.
  • Permanent Instructor - groups all absences/substitutions alphabetically by the name of the Permanent Instructor.
  • Substitute Instructor - groups all absences/substitutions alphabetically by the name of the Substitute Instructor.
• SHOW
  • Hours as Decimal - by default, the system displays the time in HH:MM format (so 1 hour and 15 minutes would display as 1:15). Selecting this option will make the system display the time in decimal format (such as 1.25 for 1 hour and 15 minutes)