SECTION 7: REPORTS - Query Options
QUERY OPTIONS
Listed below is a breakdown by tab of the different filters available for querying. These options will vary depending on the type of report you are running.
Name Tab
Last Name – This gives you two fields to enter information in; using this option you can search a range of last names. For example: Anderson – Collins or simply A – C.
First Name – This will pull student records matching the first name entered.
SSN (Social Security Number) – This will pull student records matching the SSN.
State – This will pull all student records that have an address in that state.
Permit Number – This will pull a student’s record by permit number.
Prospect # – This allows you to query for a prospect number range.
Total Paid Amount – This allows you to query by a range of total monies paid by the prospect.
Personal Tab
DOB – This field allows you to enter a date of birth range.
SSN – This allows you to query reports for a prospect by SSN.
Sex – This field allows you to query by sex; you will select either Male or Female.
Race – This gives you a drop-down of race types to select from.
Marital Status – This gives you a drop-down of marital statuses to select from.
Scholastic Level – This gives you a drop-down of scholastic levels to select from.
Referral Code – This gives you a drop-down of referral codes to select from.
Tracking Code – This gives you a drop-down of tracking codes to select from.
Financial Aid – This gives you a drop-down of financial aid types to select from.
Education Level – This gives you a drop-down of education levels to select from.
Housing Plan – This gives you a drop-down of housing plans to select from.
Grade Level – This gives you a drop-down of grade levels to select from.
Employment Code – This gives you a drop-down of employment codes to select from.
Pass Place Code – This gives you a drop-down of pass place codes to select from.
Graduation Status – This gives you a drop-down of graduation statuses to select from.
Veteran – This allows you to check a box to include anyone marked as a veteran to pull on the report.
Dates Tab
All of the date query options are in date range format. If you want to query for a single day, use the same date twice. Here are the date range fields you may find.
Initial Date – This would be the initial contact date.
Appointment – This allows you to query by appointment date range.
Enrolled Date – This is the enrollment date.
Start Date – This is the actual start date.
Original Start – This is the original start date, for circumstances where the start date has changed.
Drop 1 – This is for students that have dropped one time. If the student has dropped and re-enrolled more than once, this would be the date they dropped the first time.
Re-enroll 1 – This is for students that have dropped and re-enrolled. This is the re-enrollment date; if they have dropped and re-enrolled more than once, this would be the date that they first re-enrolled.
Drop 2 – This is for students who have dropped a second time.
Re-enroll 2 – This is for students who have re-enrolled a second time.
Contract Grad – This is for the date that the student is contracted to graduate. This is not the actual graduation date.
Max Time Frame – This is the maximum time frame a student has to graduate by. This reads from the last day of a student’s schedule; this date is calculated by the school, not SMART.
Actual Grad – This is the date that the student actually graduated on.
Ldgr Closed – This date range will help you find every student that had their ledger closed within a date range.
Determined – This is the date that the school determined that a student has withdrawn.
License Exam – This date range will help you find every student that took their license exam within a date range.
DOB – This allows you to query by date of birth within a date range.
HS Grad – This allows you to query by high school graduation within a date range.
Courses Tab
Course Hrs – This allows you to query by using a range of course hours. Course hours are contract hours, not attended hours.
Attendance Hours – This allows you to query by using a range of attendance hours. This is how many hours are attended.
Course – This gives you a drop-down of available courses to select from.
Enrollment Type – This gives several checkboxes for available enrollment types.
Contract Hrs – This is a single field with which you can query for students who have a certain amount of hours.
Class – Time of day the student attends (Day or Night).
Admission Rep – This allows you to query students by their assigned admissions representative.
Financial Tab
Contract $ – This is a range, and allows you to query by the total amount of contract.
Amount – This allows you to query by the total amount of contract as well.
Check # – This is a range that allows you to query by the check numbers you are looking for.
Pay Period – This field allows you to query by students in a specific payment period.
Fee Paid – This field allows you to query by the amount of fees paid by students.
Financial Aid – This gives you a drop-down of available financial aid types to select from.
Dependent – This flag allows you to query by students dependent or independent status.
Ledger Type – This gives you a drop-down of available ledger entry types to select from.
Program – This gives you a drop-down of available programs to select from. SMART has provided the option to query by All Direct Loans and Direct Student Loans here as well.
Ledger Code – This gives you a drop-down of available ledger codes to select from.
Zero EFC – This is a check box that, if selected, will pull all students who have a Zero EFC.
Maint $ – This allows you to query by the Maintenance amount.
Total Family Income – This allows you to query by the Total Family Income amount.
Flags Tab
Drop Code 1 – Enter a drop code in this field; anyone with that drop code for their first or only drop will pull on the report.
Drop Code 2 – Enter a drop code in this field; anyone with that drop code for their second drop date will pull on the report.
Ledger Closed – By selecting this box, you will pull every student who has a closed ledger.
Title IV – By selecting this box, you will pull everyone who is Title IV eligible.
Dropped – By selecting this box, you will pull all dropped students.
Active – By selecting this box, you will pull all active students.
Verify – By selecting this box, you will pull all students that are selected for verification.
SAP – By selecting this box, you will pull all students that are in SAP.
NSLDS – By selecting this box, you will pull all students that have NSLDS.
Over Contract – By selecting this box, you will pull all students that are over contract.
Not SAP – By selecting this box, you will pull all students that are not in SAP.
Not Active – By selecting this box, you will pull all graduated, dropped, and inactive students.
Is Active On – This allows you to enter a date range, and will pull all students that were active at any point in that date range.
Grades tab
GPA – This allows you to enter a GPA range to query by.
Listed below is a breakdown by tab of the different filters available for querying. These options will vary depending on the type of report you are running.
Name Tab
Last Name – This gives you two fields to enter information in; using this option you can search a range of last names. For example: Anderson – Collins or simply A – C.
First Name – This will pull student records matching the first name entered.
SSN (Social Security Number) – This will pull student records matching the SSN.
State – This will pull all student records that have an address in that state.
Permit Number – This will pull a student’s record by permit number.
Prospect # – This allows you to query for a prospect number range.
Total Paid Amount – This allows you to query by a range of total monies paid by the prospect.
Personal Tab
DOB – This field allows you to enter a date of birth range.
SSN – This allows you to query reports for a prospect by SSN.
Sex – This field allows you to query by sex; you will select either Male or Female.
Race – This gives you a drop-down of race types to select from.
Marital Status – This gives you a drop-down of marital statuses to select from.
Scholastic Level – This gives you a drop-down of scholastic levels to select from.
Referral Code – This gives you a drop-down of referral codes to select from.
Tracking Code – This gives you a drop-down of tracking codes to select from.
Financial Aid – This gives you a drop-down of financial aid types to select from.
Education Level – This gives you a drop-down of education levels to select from.
Housing Plan – This gives you a drop-down of housing plans to select from.
Grade Level – This gives you a drop-down of grade levels to select from.
Employment Code – This gives you a drop-down of employment codes to select from.
Pass Place Code – This gives you a drop-down of pass place codes to select from.
Graduation Status – This gives you a drop-down of graduation statuses to select from.
Veteran – This allows you to check a box to include anyone marked as a veteran to pull on the report.
Dates Tab
All of the date query options are in date range format. If you want to query for a single day, use the same date twice. Here are the date range fields you may find.
Initial Date – This would be the initial contact date.
Appointment – This allows you to query by appointment date range.
Enrolled Date – This is the enrollment date.
Start Date – This is the actual start date.
Original Start – This is the original start date, for circumstances where the start date has changed.
Drop 1 – This is for students that have dropped one time. If the student has dropped and re-enrolled more than once, this would be the date they dropped the first time.
Re-enroll 1 – This is for students that have dropped and re-enrolled. This is the re-enrollment date; if they have dropped and re-enrolled more than once, this would be the date that they first re-enrolled.
Drop 2 – This is for students who have dropped a second time.
Re-enroll 2 – This is for students who have re-enrolled a second time.
Contract Grad – This is for the date that the student is contracted to graduate. This is not the actual graduation date.
Max Time Frame – This is the maximum time frame a student has to graduate by. This reads from the last day of a student’s schedule; this date is calculated by the school, not SMART.
Actual Grad – This is the date that the student actually graduated on.
Ldgr Closed – This date range will help you find every student that had their ledger closed within a date range.
Determined – This is the date that the school determined that a student has withdrawn.
License Exam – This date range will help you find every student that took their license exam within a date range.
DOB – This allows you to query by date of birth within a date range.
HS Grad – This allows you to query by high school graduation within a date range.
Courses Tab
Course Hrs – This allows you to query by using a range of course hours. Course hours are contract hours, not attended hours.
Attendance Hours – This allows you to query by using a range of attendance hours. This is how many hours are attended.
Course – This gives you a drop-down of available courses to select from.
Enrollment Type – This gives several checkboxes for available enrollment types.
Contract Hrs – This is a single field with which you can query for students who have a certain amount of hours.
Class – Time of day the student attends (Day or Night).
Admission Rep – This allows you to query students by their assigned admissions representative.
Financial Tab
Contract $ – This is a range, and allows you to query by the total amount of contract.
Amount – This allows you to query by the total amount of contract as well.
Check # – This is a range that allows you to query by the check numbers you are looking for.
Pay Period – This field allows you to query by students in a specific payment period.
Fee Paid – This field allows you to query by the amount of fees paid by students.
Financial Aid – This gives you a drop-down of available financial aid types to select from.
Dependent – This flag allows you to query by students dependent or independent status.
Ledger Type – This gives you a drop-down of available ledger entry types to select from.
Program – This gives you a drop-down of available programs to select from. SMART has provided the option to query by All Direct Loans and Direct Student Loans here as well.
Ledger Code – This gives you a drop-down of available ledger codes to select from.
Zero EFC – This is a check box that, if selected, will pull all students who have a Zero EFC.
Maint $ – This allows you to query by the Maintenance amount.
Total Family Income – This allows you to query by the Total Family Income amount.
Flags Tab
Drop Code 1 – Enter a drop code in this field; anyone with that drop code for their first or only drop will pull on the report.
Drop Code 2 – Enter a drop code in this field; anyone with that drop code for their second drop date will pull on the report.
Ledger Closed – By selecting this box, you will pull every student who has a closed ledger.
Title IV – By selecting this box, you will pull everyone who is Title IV eligible.
Dropped – By selecting this box, you will pull all dropped students.
Active – By selecting this box, you will pull all active students.
Verify – By selecting this box, you will pull all students that are selected for verification.
SAP – By selecting this box, you will pull all students that are in SAP.
NSLDS – By selecting this box, you will pull all students that have NSLDS.
Over Contract – By selecting this box, you will pull all students that are over contract.
Not SAP – By selecting this box, you will pull all students that are not in SAP.
Not Active – By selecting this box, you will pull all graduated, dropped, and inactive students.
Is Active On – This allows you to enter a date range, and will pull all students that were active at any point in that date range.
Grades tab
GPA – This allows you to enter a GPA range to query by.