Monthly Attendance Register Report

Introduction

The Monthly Attendance Register report specified by the Alabama State Department of Education is a twenty-three days student attendance report by grade. This report provides an audit of the Enrollment by Grade Report. By default, the codes and values displayed in the report represent only full-day absences and attendance. This report runs in District mode by default. If you would like to report to run for the currently selected school, select the current school only.

Selection Criteria

Attendance months should be set up for the academic session prior to generating this report.
A maximum of 23 days is allowed per month.

Report Input

This report is run at the District and School level.

Navigation: Start Page > Reports > Reports (State Reports) > AL Monthly Attendance Register

Field	Description
Use	If run at the district level, choose one of the following from the pop-up menu: Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria. Current School Only – Includes all records associated with the current school that meet the selection criteria. District-Wide – Includes all records on the PowerSchool server that meet the selection criteria. If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.
Students to Include	Indicate which students to include in the report by selecting one of the following options: The selected [number] students only – Run the report for students in the current selection. All students – Run the report for all students in the current school or district that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running a report.
Select student identification type	Choose the student(s) based on one of the following criteria: Student Number State ID Number
Absence Code	Select the Absence Code based on which you want to generate the report.
Duration	Select the Month for which you want to generate the attendance data.
Report Type	Choose any one of the following Report types: Both: Prints a Detail layout and a Report Summary. Detail: Prints the Detail layout only. Summary: Prints the Report Summary.
Order by	Click Order by to select the grouping order for printing the report and Submit. Last Name: Prints students in ascending order by the last name. Grade Level: Groups students by grade level and sorts by student’s last name.

Report Output

The Detailed Report

Format: PDF

File Name: AL Monthly Attendance Register report

See PowerSource for assistance with troubleshooting ADA and ADM calculations.

Data Element	Description	[Table]FieldName
School	The identification number of the school.	[Schools]school_number
School Name	The name of the school.	[Schools]name
Academic Year	The academic year for which the report is applicable.	Format = YYYY-YYYY
District Number/Name	The district number and name.	[Prefs]DistrictNumber, districtname
Page	Page numbers in the report.	Page number. (page 1, page 2, etc)
Date Run	The Date and Time the report is generated.	Format = YYYY-YYYY.
Month	The Month for which the report is generated (Use Reporting Segment).	Month
From	The Start Date of the Attendance Month selected on the input page.	Format = YYYY-YYYY
To	The End Date of the Attendance Month selected on the input page.	Format = YYYY-YYYY
Codes Selected	The state codes for the Absence Reason(s) selected.	Absence codes
Name	Name of the student.	[students]lastfirst
ID	State Identification number of the student.	[students]state_studentnumber
Grade	Grade Level of the student.	[students]grade_level
TR	Transporation type of student.	[transportation]type
Absence Category	Absence Category codes.	[Attendance_codes]Attn_codes
Absence Reason	Reason for absence.	Attn_codes
Report Type	Types of reports that can be printed.	Detail, Summary, Both
Period	Duration of a class.	Period
Order By	The grouping order for printing the report.	Last Name, Grade Level
Format	The format of the report.	PDF

The Group Summary Report

Format: PDF

File Name: AL Monthly Attendance Register report

Data Element	Description	[Table]FieldName
Attendance	Days Absent	Attendance
Attendance	Total Absentees in the class	Attendance
Students, Attendance	Count/Males	Students, Attendance
Count/Transported	The count of students using transportation.	Students, transportation
Count/Non-Trans	The count of students not availing the transportation facility.	Students, transportation
Count/Race	Student attendance according to ethnicity	Students, Attendance, ethnicity
Enrolled	The count of students enrolled	ps_adaadm_defaults_all, Field: Membershipvalue
Absent	The count of absent students	ps_adaadm_defaults_all, Field: AttendanceValue=0
%Absent	The percentage of absent students	ps_adaadm_defaults_all, Field: AttendanceValue=0 divided by No of Students
Present	Te count of students who are present	ps_adaadm_defaults_all, Field: AttendanceValue=1
%Present	Percentage of present students	ps_adaadm_defaults_all, Field: AttendanceValue=1 divided by No of Students
ADA	Average Daily Attendance, that is, the average number of students per day recorded as "present" for a specified date range or attendance period.	sum(days in mem) - Sum(days_absent) / No of days
ADM	Average Daily Membership, that is, the average number of students per day enrolled) for a specified date range or attendance period.	sum(days in mem) / No of days