Run the Students Who Owe Fees Report

Overview

Use this guide to find students with unpaid balances, export the filtered list, and send one-time fee notices to the filtered audience. The current entry point is Reports > Students Who Owe Fees (/Reports/StudentsWhoOweFees).

Prerequisites

• Staff access to the Reports menu.
• Report read permission for people/student report data.
• Report export permission to use Export CSV and record the export audit event.
• Report generate permission to send notices from the report.
• District approval for the audience and optional notice message before sending.

Step-by-step procedure

1. Open Reports in the top menu.
2. Select Students Who Owe Fees (/Reports/StudentsWhoOweFees).
3. Review the Students Who Owe Fees page.
4. Enter filter values as needed:
   • Campus
   • Grade (K through 12)
   • Status: Any Status, Active, Inactive, or Withdrawn
   • Export Status: Any Export Status, Exported, or Not Exported
   • Fee Classification: Any Classification, Required, or Optional
   • Start Date
   • End Date (exclusive)
5. Select Apply Filters.
6. Review the table columns: Student Number, First Name, Last Name, Email Address, Campus, Grade, Balance, Required Fees, Optional Fees, Status, and Export Status.
7. Select Export CSV when finance or outreach staff need an offline list for the current filters.
8. To send notices, optionally enter Optional notice message.
9. Select Send notices to filtered students.
10. Review the success or error banner after submission. Successful sends report queued notice count and skipped records without recipient email addresses.

Variations / branching flows

• Reset filters: select Reset to return to the unfiltered report.
• Date range: End Date is exclusive. For one day, set Start Date to that day and End Date to the following day.
• Withdrawn students: include Withdrawn in Status only when the outreach process allows notices to withdrawn students.
• Export-only workflow: use Export CSV without sending notices when the list needs finance review first.
• Notice workflow: use the report notice action for a one-time filtered send. Use the broader reminder workflow and reminder history/log views for scheduled reminder rules, retry review, and recurring outreach analysis.

Expected outcomes

• The report reloads with rows matching the selected filters.
• Export CSV downloads a file named like students-who-owe-YYYYMMDDHHMMSS.csv and attempts to log an export audit event.
• Send notices to filtered students sends notices only for rows matching the submitted filters or selected student IDs, and skips rows without email addresses.
• The table defaults to showing students ordered by balance so larger balances are easy to inspect first.

Troubleshooting / edge cases

• If no rows appear, select Reset or loosen filters such as status, export status, classification, or date range.
• If Export CSV returns to the report with an error, there were no rows available for export with the current filters.
• If notices are skipped, confirm the affected students have email addresses.
• If notice sending fails, review the page error banner and the reminder history/log views or system delivery logs before retrying.
• If a user cannot export or send notices, confirm report export or report generate permission in addition to report read access.

Related processes

• Reminder Rules - Manage and Monitor
• Reminder Messaging Audit and Retry
• Manage Financial Export Batches
• Review and Manage Chargeback Cases

Assumptions and gaps

• The current page does not expose a direct balance-threshold filter; use the table ordering and exported CSV when high-balance segmentation is needed.
• The report notice action sends the submitted message through the report notice endpoint. Scheduled reminder templates and rule-based retry flows are documented separately in the reminder workflow guides.
• Older references may call the action Send notices to all; the current visible button label is Send notices to filtered students.