Learner Enrolments Report in PICSWeb
The Learner Enrolments Report produces a list of Learners that are enrolled onto Courses within a specified date range. It can also be used to report on attendance statistics for learners and courses.
Several Optional Output Fields for attendance are available in this report. These fields are explained in Learner Attendance in PICSWeb Reports.
Report Options
The following customisation options are available:
Enrolment Report Type – This controls the information that is used in the enrolment record to determine whether the learner is included in the report. Choosing Enrolled on Course Between will include any learners whose enrolment period overlaps at all with the chosen date range. Choosing Enrolment Date will include learners whose Enrolment Start date falls within the chosen date range.
Enrolment From and To – Here you can specify the date range that will determine which learners are included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.
Course Type – Here you can restrict the report to enrolments for a specific Course Type. You can add multiple tags to the field and remove any added ones by selecting the X icon.
Enrolment Type – Here you can restrict the report to either Fixed Start Date or Roll-on Roll-off enrolments.
Course Status – Here you can restrict the report to enrolments from Live or Dormant courses. You can add multiple tags to the field and remove any added ones by selecting the X icon.
Learners Report Type – This controls which date is used in the learner record to determine whether enrolments for that learner will be included.
Choosing In Learning Between Dates will include any learners whose programme overlaps with the date range.
Choosing Starters Between Dates will include any learners whose Start Date falls within the date range.
Choosing Leavers Between Dates will include any learners whose Actual End Date falls within the date range.
Choosing Created Between Dates will include any learners whose Created Date falls within the date range.
Learners From and To – Here you can specify the date range that will determine which learners have their enrolments included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.
Learner Status – Here you can restrict the report to enrolments for learners with specific statuses. You can add multiple statuses to the field and remove any added ones by selecting the X icon.
Learner Tags – Here you can restrict the report to enrolments for learners with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:
Any – This will restrict the report to learners that have at least one of the specified tags.
All – This will restrict the report to learners that have every specified tag.
None – This will restrict the report to learners that do not have any of the specified tags.
Sites – Here you can restrict the report to enrolments for learners linked to specific Sites. You can add multiple sites to the field and remove any added ones by selecting the X icon.
Contract – Here you can restrict the report to enrolments for learners linked to a specific Contract.
Programme – Here you can restrict the report to enrolments for learners enrolled on specific programmes. You can add multiple sites to the field and remove any added ones by selecting the X icon.
Funding Organisation – Here you can restrict the report to enrolments for learners associated with specific funding organisations. You can add multiple funding organisations to the field and remove any added ones by selecting the X icon.
Past Expected End – If this is ticked, only learners that have passed their Expected End Date will have their enrolments included.
On Break-in-Learning – Here you can choose whether to include enrolments for learners on a Break in Learning. You can choose whether to include All Learners, Exclude those on a break in learning, or restrict the report to Only learners on a break in learning.
Optional Output Fields
Two options are available in the Optional Fields tab that will include several columns of attendance data.
Course Attendance Summary
This summary shows attendance statistics for the individual course that the enrolment is a part of. If this is ticked, the following columns will be added to the report.
Course Attendance - Sessions – This shows the total number of sessions that the learner is enrolled on for the course.
Course Attendance - Present – This shows the number of sessions that the learner has been marked as Present.
Course Attendance - % Present – This shows the percentage of sessions that the learner has been marked as Present.
Course Attendance - Late – This shows the number of sessions that the learner has been marked as Late.
Course Attendance - % Late – This shows the percentage of sessions that the learner has been marked as Late.
Course Attendance - Authorised – This shows the number of sessions that the learner has been marked as Authorised Absence.
Course Attendance - Unauthorised – This shows the number of sessions that the learner has been marked as Unauthorised Absence.
Course Attendance - % Absent – This shows the percentage of sessions that the learner has been marked as either Authorised or Unauthorised Absence.
Course Attendance - Unknown – This shows the number of sessions that the learner has been marked as Unknown.
Course Attendance - Not Enrolled – This shows the number of sessions for which the learner is not enrolled.
Course Attendance - Future – This shows the number of sessions that have not yet taken place.
Learner Attendance Summary
This summary shows attendance statistics for all courses that the learner is enrolled on. If this is ticked, the following columns will be added to the report:
Learner Attendance - Sessions – This shows the total number of sessions that the learner is enrolled on for any course.
Learner Attendance - Present – This shows the number of sessions that the learner has been marked as Present.
Learner Attendance - % Present – This shows the percentage of sessions that the learner has been marked as Present.
Learner Attendance - Late – This shows the number of sessions that the learner has been marked as Late.
Learner Attendance - % Late – This shows the percentage of sessions that the learner has been marked as Late.
Learner Attendance - Authorised – This shows the number of sessions that the learner has been marked as Authorised Absence.
Learner Attendance - Unauthorised – This shows the number of sessions that the learner has been marked as Unauthorised Absence.
Learner Attendance - % Absent – This shows the percentage of sessions that the learner has been marked as either Authorised or Unauthorised Absence.
Learner Attendance - Unknown – This shows the number of sessions that the learner has been marked as Unknown.
Learner Attendance - Not Enrolled – This shows the number of sessions for which the learner is not enrolled.
Learner Attendance - Future – This shows the number of sessions that have not yet taken place.
Report Output
The learner enrolments report consists of a single sheet listing all matching enrolment records. Each row represents an individual enrolment, rather than a learner.
Along with the relevant learner and course details, any Optional Fields chosen when building the report will be included as additional columns.
