Exception Details Report

Modified on Fri, 20 Sep at 3:58 PM

Support Document for Exception Details Report

Report Name:

Overview:

The Exception Details Report provides comprehensive information about any exceptions that occur during bus trips. This report includes the date, driver, bus, route, and specific details about the students involved in the exceptions. It is a critical tool for monitoring and managing transportation issues to ensure student safety and effective operation.

Report Type:

Exception Summary

Key Information Provided:

Date of the event
Driver's name
Bus number
Event group (AM/PM)
Stop details
Student's first and last name
Student number
Student type
Student text
Student grade
Type of exception

How to Generate the Report/Filters:

Steps:

Access your school's RollCall Admin Console.
Select "Reports" from the navigation bar.
Select "Exception Details Report" from the dropdown or the report icons.
Apply relevant filters such as date range, driver, student, route, and exception type.
Click "Run Report."
Use the on-screen report tool or export the report to PDF or Excel.

Filter Information:

From Date/To Date: Specify the date range for which you need the report. This helps in narrowing down the data to a specific period.
Driver: Select the specific driver(s) involved. Useful for focusing on incidents related to certain drivers.
Student: Select the specific student(s) involved. Useful for tracking issues related to individual students.
Route: Select the specific bus route(s) you are interested in. Helps in focusing on particular routes.
Exception: Choose the type of exception to filter by. Useful for identifying specific types of incidents.
Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

Understanding the Report:

Columns:

Date: The date when the exception occurred. Example: 05/07/2024.
Driver Name: The name of the driver during the event. Example: John Doe.
Bus: The bus number involved in the event. Example: Bus 3.
Event Group: Indicates whether the event occurred in the AM or PM. Example: AM.
Stop: The bus stop where the exception occurred. Example: Main Street.
First Name: The first name of the student involved. Example: Jane.
Last Name: The last name of the student involved. Example: Smith.
Student Number: The unique identifier for the student. Example: 123456.
Student Type: The type of student (e.g., Regular, Special Needs). Example: Regular.
Student Text: Additional text related to the student. Example: Medical condition noted.
Student Grade: The grade level of the student. Example: Grade 5.
Exception: The type of exception that occurred. Example: No Card.

Key Metrics:

Exception Frequency: Tracks how often exceptions occur. Useful for identifying recurring issues.
Student Impact: Monitors the number of students affected by exceptions. Helps in assessing the impact on student safety and well-being.
Driver Performance: Assesses driver involvement in exceptions. Useful for performance reviews and training needs.

Common Use Cases:

Safety Monitoring: Ensuring that all exceptions are recorded and addressed to maintain safety standards.
Incident Tracking: Keeping a record of all exceptions for review and corrective actions.
Performance Assessment: Evaluating driver and route performance based on exceptions.

Tips for Interpretation:

Identify Patterns: Look for recurring exceptions and identify potential underlying causes.
Assess Impact: Evaluate the impact of exceptions on students and take necessary measures to mitigate them.
Investigate Anomalies: Any unexpected or unusual exceptions should be investigated to understand and resolve the issue.

Related Reports:

Exception Summary Report: Provides a summary view of exceptions across multiple events.
Driver Report: Details the activities and performance of bus drivers.
Student Transport Report: Offers insights into student transportation details and patterns.

Troubleshooting:

Missing Data: Ensure that the report is generated for the correct date range and filters are applied properly.
Incorrect Filters: Double-check the filters to ensure they align with your reporting needs.
Data Discrepancies: Verify data entries in the RollCall system for accuracy if discrepancies are found in the report.

Additional Resources:

(To be filled in by the support team)

This support document should help you understand and effectively utilise the Exception Details Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.