How to Use the Advanced Enrollment Query

This article will discuss how to use the AEQ on the People table, Students table, and Enrollment table.

The Advanced Enrollment Query (AEQ) tool is a powerful filter that can return all of your students/enrollments and guardians including active students and/or withdrawals for a certain school year, term, or date. This filtering tool is very similar to the "basic" Enrollment Query tool but it also allows you to filter for students/enrollments by cohort and/or schedule. On top of this, you can also filter for any combination of programs that you want so program groups are unnecessary with the AEQ. 

For these reasons, the Advanced Enrollment Query tool should be the choice for any school using cohorts and/or schedules, or for any school that wants a more dynamic way to filter for programs. If you do not use cohorts and schedules, or would prefer to only use the Enrollment Query check out this article for how to use it.

PRO TIP!  Keep in mind that many reports (e.g., assessment reports, transcripts, directories, etc.) will also use the AEQ or a variation of it. In short, learning this tool will help you become a pro at filtering for students and/or guardians throughout your database!

People Table

1. Go to Favorites > People Records OR use the People shortcut on your dashboard.
     OR
2. Click the Advanced Enrollment Query button.
   
3. The AEQ will give you the following options to filter for Students and/or Guardians from the People table.
   (Right-click and 'Open image in new tab' to enlarge)
   
   1. Always start by selecting By Academic Year, By Term, or By Date as this affects what Programs, Cohorts, and Schedules you can use in your query.
   2. Choose any combination of Programs you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   3. Choose any combination of Cohorts you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   4. Choose any combination of Schedules you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   5. Select the type of student records you want to return. In green are students that have an open and active enrollment for the Academic Year/Term/Date you have chosen above. The students in red are what we call "attrition" students - students that have left sometime during the year/term/date.
   6. Select if you want to filter for Students who fit your criteria, Guardians of students who fit your criteria, or both.
   7. PRO TIP! you can save your filter criteria as a template if you expect to use it often.
   8. When you have your criteria how you want it, Apply Filter to see your results.

Students Table

1. Go to Students > Student Records OR use the Students shortcut on your dashboard.
   OR
2. Click the Advanced Enrollment Query button.
   
3. The AEQ will give you the following options to filter for Students from the Students table.
   (Right-click and 'Open image in new tab' to enlarge)
   
   1. 1. Always start by selecting By Academic Year, By Term, or By Date as this affects what Programs, Cohorts, and Schedules you can use in your query.
      2. Choose any combination of Programs you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
      3. Choose any combination of Cohorts you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
      4. Choose any combination of Schedules you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
      5. Select the type of student records you want to return. In green are students that have an open and active enrollment for the Academic Year/Term/Date you have chosen above. The students in red are what we call "attrition" students - students that have left sometime during the year/term/date.
      6. PRO TIP! you can save your filter criteria as a template if you expect to use it often.
      7. When you have your criteria how you want it, Apply Filter to see your results.

Enrollment Table

1. Go to Students > Enrollments on the left menu OR click the Enrollment Management shortcut on your dashboard.
   OR 
2. Click the Advanced Enrollment Query button.
   
3. The AEQ will give you the following options to filter for Students from the Enrollment table.
   (Right-click and 'Open image in new tab' to enlarge)
   
   1. Always start by selecting the Term as this affects what Programs, Cohorts, and Schedules you can use in your query.
   2. Choose any combination of Programs you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   3. Choose any combination of Cohorts you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   4. Choose any combination of Schedules you want to include OR exclude from your query. If you choose none, the query will automatically include all of them.
   5. Select the type of student records you want to return. In green are students that have an open and active enrollment for the Academic Year/Term/Date you have chosen above. The students in red are what we call "attrition" students - students that have left sometime during the year/term/date.
   6. PRO TIP! you can save your filter criteria as a template if you expect to use it often.
   7. When you have your criteria how you want it, Apply Filter to see your results.