Reports that find the problem before you go looking

Family contact gapslive · zero is the goal

Every hole in the family contact net: students with no guardian on file, guardians without an email or phone, and students with no authorized pickup. The answer to "can we actually reach every family?" without opening records one by one.

Duplicate guardianslive · zero is the goal

Adults who appear as more than one guardian record. A duplicate splits the family in the portal, doubles invite emails, and gives autopay two places to live — this finds them so they can be merged onto one record.

Portal adoptionlive · zero is the goal

Which families can actually receive what you send: guardians with an email who were never invited, invites that were never accepted, and who has muted notifications.

Invoice aginglive · zero is the goal

Every unpaid invoice past its due date, bucketed by how far past: 1–30, 31–60, 61–90, and 90+ days. The collections worklist, oldest first.

Families without autopaylive · zero is the goal

Students on a tuition plan whose family has no saved payment method — every one is an invoice that waits on a human remembering to pay it.

Aid ending soonlive · zero is the goal

Financial aid awards that have ended or end within 60 days. Each one is a family whose bill is about to change — renew the award or warn the family before the next invoice does it for you.

Students in no classeslive · zero is the goal

Active students enrolled in zero classes — invisible to the gradebook, attendance, and report cards. Usually a mid-year arrival whose schedule never got built.

Chronic absencelive · zero is the goal

Students whose attendance rate has fallen below 90% this school year (with at least ten days recorded) — the federal chronic-absenteeism line, and the earliest reliable signal a family is struggling.

Graduation progresslive · zero is the goal

Students who will not graduate on their current course load — what each one is short, worst first. Counts courses they are sitting in now, so it flags a real gap rather than every senior who hasn't finished the year yet. Empty until the school publishes graduation requirements.

Attendance not takenlive · zero is the goal

Classes with students enrolled but no attendance recorded in the last 7 days. A compulsory-attendance filing is only as good as the days actually marked.

Report-card readinesslive · zero is the goal

Classes with students but no grades entered — either no assignments at all, or assignments nobody has scored. The list to clear before report cards go home.

Health record gapslive · zero is the goal

Students with no health profile, students with no immunization record on file, and medication authorizations that have expired or expire within 30 days.

Overdue library loanslive · zero is the goal

Every checked-out book past its due date, student and staff borrowers alike, oldest first.

Textbooks outstandinglive · zero is the goal

Textbook sets past their collection date with copies still out, plus copies marked lost — what to chase before buying replacements.

Board packprintable packet + CSV

The four questions every board meeting opens with, as one printable packet: enrollment against last year, attendance rate by grade, receivables aging with six months of collections, and the admissions funnel. Each section prints as its own page.

Enrollment rosterCSV extract

Every student's enrollment standing as of a date — status, grade, entry and withdrawal dates. The roster behind affidavits, diocese reports, and accreditation counts.

Attendance summaryCSV extract

Per student for a grading period or a date range: days recorded, present, absent, late, excused, and attendance rate — plus converted and effective absences if your school has a tardy rule. What scholarship programs and insurers ask for.

Immunization statusCSV extract

Each student's standing against your required-vaccine checklist — compliant, missing (and what's missing), or exempt (and why). The annual state immunization report.

Allergies & conditionsCSV extract

One row per allergy and chronic condition on file — student, what it is, severity, reaction, and whether it's flagged for all staff. The list behind a substitute binder, a field-trip pack, or a nurse's day. Requires health-record access.

Staff rosterCSV extract

Teachers and staff accounts with roles, titles, and status — for accreditation packets and background-check tracking.

Aid income verificationCSV extract

Per aid application: household size, income band, and the verification record — who verified, how, and whether the family confirmed the document reading. The answer to an SGO or scholarship program's eligibility audit; contains no income figures because none are stored. Requires aid review access.

Scholarship / ESA verificationCSV extract

Students funded by a third-party program (ESA, STO/SGO, voucher) with their enrollment standing and attendance for the period — the quarterly proof ESA programs and scholarship organizations ask schools for. Also available as printable per-student letters.

Utah Fits All tuition worksheetCSV extractUT

Per scholarship student: full-year tuition net of discounts, plus billed fees in Odyssey's five categories (Utah Tax Commission Pub 35). These are the numbers the school enters — or CSV-uploads against Odyssey's Enrollment IDs — in the Odyssey School Portal for parents to confirm. Review each row before submitting.

TEFA tuition worksheetCSV extractTX

Per TEFA student: full-year tuition net of discounts, plus billed fees in the six categories the Odyssey School Portal accepts — enrollment, registration, lunch/meals, educational services and tutoring, academic assessments, and transportation. Anything else, activity and athletic fees included, lands in the review column because it is not an eligible school charge. Odyssey clears every tuition amount at the start of a program year, so regenerate this worksheet each year and re-enter from it. Reconcile against total paid to date — the portal's quarter labels are advisory, and families pay across them.

Students First ESA tuition worksheetCSV extractIA

One tuition-and-fees number per student PER SEMESTER — Iowa has no fee categories, so this is the net amount the family owes your school for that term. Enter or CSV-upload it in the Odyssey School Portal for parents to confirm; the CSV keys on the Odyssey enrollment ID and the state SSID, and a missing SSID blocks the entry outright. Tuition is re-entered each semester: fall from July 15 (confirm by September 30), spring from December 1 (due February 1). Extra fees do not belong here — they go through a separate Marketplace vendor listing.

LA GATOR tuition worksheetCSV extractLA

ONE number per student: the total annual tuition and fees the family owes your school, net of discounts. LA GATOR has no fee categories — tuition includes applicable fees, and the state splits it into quarterly payments for you. Enter it once in the Odyssey School Portal against the student's enrollment ID; once the parent confirms it, it is frozen, so review the row first. Reconcile what arrives CUMULATIVELY against this number rather than quarter by quarter: families push their own quarterly payments and often batch two, so the quarter labels do not mean what they say.

FL scholarships tuition worksheetCSV extractFL

Per Florida scholarship student: the agreed annual tuition rate net of school discounts, plus billed fees sorted into the categories EMA recognizes — application, enrollment, registration, ESE and therapy services, academic services, activity and athletics, books and supplies, technology, testing, uniform, security, transportation and field trips, and graduation. Anything carrying a prohibited word (optional fees, food and lunch, before- and after-school care, fundraising and donations, scholarship-management costs, shoes and accessories) is routed to the review column rather than filed as something it is not. Key it into the EMA Tuition tab, where the published maximum is per GRADE LEVEL and the per-student agreed rate may be lower but never higher. There is no bulk import and no API — this file is for a human retyping it, so it follows the order of the fields on their screen.

Arizona ESA tuition worksheetCSV extractAZ

Per ESA student: tuition plus the fees Arizona's approved school-fee list recognizes — application, enrollment, registration, textbook, supply, transportation, tutoring, uniform, and the payment-processing fee you pass through. Anything outside that list (meals, activity and athletic fees, after-care, late fees) lands in the review column, because an Arizona reviewer rejects an over-asking invoice outright instead of trimming it. This is the school's own price list, not a reconciliation of anyone's award: the Parent Handbook tells families not to disclose award details, so balances are whatever the family self-reports. Bill quarterly — a wallet holds about a quarter of the annual award — and gross tuition up by the 2.0% ClassWallet vendor fee if you intend to net the sticker price.

SC ESTF tuition worksheetCSV extractSC

Per ESTF student: tuition — which in South Carolina carries enrollment and registration fees with it — plus the ClassWallet categories a school actually bills, being transportation, educational therapies, tutoring, testing, technology, textbooks, curriculum, instructional materials and uniforms. Meals, field trips, fundraising, graduation charges and child care are ineligible outright and land in the review column, because they belong on the family's own bill rather than an ESA invoice. Transportation is listed separately here for a reason: it must be invoiced on its own document or the payment is rejected. Bill against the quarters — a family's wallet holds about $1,908 at a time, so an annual invoice cannot be paid — and remember that only the parent can submit one.

EdChoice tuition worksheetCSV extractOH

Ohio has no tuition portal to upload to — this worksheet is your own record of what EdChoice should pay per student, and what you may bill on top. The scholarship pays the LESSER of the grade-band maximum and your actual tuition, so the tuition you file with ODEW by June 30 is what your students are paid against. Families at or below 200% of the federal poverty guidelines may not be billed a cent beyond the scholarship; for everyone else the gap is your regular tuition minus the award, and you owe ODEW an annual count of who was charged and the average.

Choice Scholarship tuition worksheetCSV extractIN

What each Choice student's award should be worth this year — the lesser of the tuition and fees you reported on their application and the state amount for their school corporation. Indiana pays at least once a semester, and only for students with an approved application, a current enrollment record, a Membership for Vouchers entry, and a signed endorsement form on file. Work this list at each payment run: a missing signature is the most common reason a payment simply does not arrive.

EFA tuition worksheetCSV extractAR

What each EFA student's account should pay your school this year, ready for the invoice you raise inside ClassWallet once the family has linked to you. Arkansas pays in four equal quarterly installments and re-checks enrollment before every one of them, so this is also the list to work through at each re-verification. The published award is net of transaction fees — invoice the tuition, not a grossed-up figure.

EFS tuition worksheetCSV extractTN

What each EFS student's account should pay your school this year. Tennessee front-loads the money — 50% on August 15, then 20%, 20% and a final 10% on March 15 — so an autumn invoice is drawing on a fuller account than a spring one. Two dates decide whether a student is funded at all: the family's January application window, and your own June 30 confirmation of their enrollment in the EFS Portal.