Overview & When to Use
The ASES Report provides a monthly summary of enrollment, attendance, program days, and Average Daily Attendance (ADA) by site. It is designed to help program administrators and grant managers monitor participation trends, track compliance with ASES grant requirements, and prepare for state reporting.
Typical audience: Site coordinators, program directors, grant/district-level administrators, and compliance staff responsible for ASES-funded after-school programs.
This report is most useful when:
- Preparing monthly or cumulative ASES grant compliance reports for state submission.
- Monitoring whether ADA levels are meeting program targets across sites.
- Identifying months or sites where attendance or enrollment has dropped and may require follow-up.
How to Read the Report (What to Look At First)
- Start with the time period indicator at the top of the report (e.g., “Time Period: PM”) to confirm you are viewing the correct program session type before drawing any conclusions.
- Scan the Month column from top to bottom to understand the reporting window covered — each row represents one calendar month of data for a given site.
- Review Enrollment vs. ADA side by side: if ADA is significantly lower than Enrollment, this may indicate attendance issues or data entry gaps that need follow-up.
- Check the Days column to contextualize attendance totals — months with fewer program days (e.g., due to holidays or breaks) will naturally show lower raw attendance figures.
- Look for month-over-month trends in ADA: a declining ADA across consecutive months may signal a program engagement or data quality issue worth investigating.
Key Metrics
| Metric | What It Measures | How it is Calculated | Notes |
| Enrollment | Unduplicated attendance count of students | A student is counted if they have attended once in the reporting month | This count may vary month to month as attendance changes |
| Attendance | Total of individual student attendance instances across all program days in the reporting month | Each day, a student is counted once if they have at least one “present” record for any activity. The total is the sum of these daily counts for all dates in the reporting month. | |
| Days | The number of program operating days in the reporting month | Count of distinct days any attendance was recorded at the site for the reporting month | Varies by month due to holidays, breaks, and site-specific schedules |
| ADA (Average Daily Attendance) | The average number of students attending the program per operating day | Attendance ÷ Days | Key compliance metric for grant reporting; compared against enrollment targets |
Statuses, Colors, and Alerts
The report as structured presents numeric data in a tabular format without explicit color-coding, status flags, or threshold alerts visible in the report design. Users should apply their own program targets or state benchmarks when interpreting ADA values.
Notes, Limitations, and Related Reports
- Data accuracy depends on timely attendance entry by site-level staff. Months with unusually low attendance or ADA may reflect incomplete data entry rather than actual low participation.
- ADA is calculated from the data as entered — if attendance records are missing for certain days, ADA will be understated for that month.
- This report is commonly used alongside enrollment and daily attendance detail reports to cross-check totals and investigate anomalies at the session or student level.
Report Filters
The ASES Report supports the following filters to help users focus on the data most relevant to them:
Funder
Controls which funding source(s) are included in the report. Users can select one or more funders from a list to narrow results to a specific grant or funding stream. This is useful when a site or district manages multiple grants and needs to isolate ASES-funded program data specifically.
Month
Controls which calendar month(s) of data are displayed. Users can select one or more months to focus on a specific reporting period, compare particular months, or exclude months with incomplete data. By default, all available months within the program year appear; users should filter to the relevant reporting window when preparing grant submissions.
To apply filters (not available for all reports), use the filter icon available at the top right of the report header. The filter options shown in this report are the same for all users.
To filter by additional fields that are not available on-screen, export the table to Excel, turn on filters for the header row (Data > Filter), and use Excel’s filter dropdowns. For a quick tutorial, see Microsoft’s “Filter data in a range or table” video on https://support.microsoft.com/.
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