SAIS - Absentee Report

This file lists student absence amounts by day. It reports each day a student has a full day or a partial day absence, the absence amount, attendance codes, and excused/unexcused status. The report can be run for a selection of students, for individual grade levels, or the whole school for a selected date range. Absence information can be either grouped by student or by grade level. The Minimum Absence Amount parameter can be used to report only students who have an absence amount greater than the amount entered allowing staff to report on excessive absenteeism.

The report does not include absence information from qualifying JTED course enrollments and is designed to only pull non-JTED absences.

This report is updated to consider Concurrent Enrollments created using the Functions > Create New Concurrent Enrollment function (or through import). Students will be included in the concurrently enrolled school’s report as well as their HOME school report if enrolled in two or more schools at the same time.

Note: In order for Absence information to be reported at the Concurrently Enrolled School, a student needs to be enrolled in classes at the concurrently enrolled school (using the ‘enroll in classes at another school function) and have absences (attendance taken) at those classes in the other school.

If a student is only enrolled in their main school and is taking a class at another school (without being concurrently enrolled there) then that student’s attendance will still be tracked on the report generated from their HOME school.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects records from the [Students] and [ReEnrollments] and [S_AZ_STU_CONENR_C ] tables based on the following criteria:

The student must be enrolled in a school included in the report.
The school must not be excluded from state reporting.
The student must have a school enrollment at a school included in the report.
The student’s school entry date must occur on or before the report end date.
The student’s school exit date must occur on or after the report start date.
The student’s school exit date must occur after their school entry date.
The student must be enrolled in a grade level chosen at report runtime.

Report Input

To generate the Daily Absentee report, do the following:

On the Start Page, click Reports. The Reports page appears.
Click the State tab. The State Reports page appears.
Click AZ SAIS Absentee Report. The AZ SAIS Absentee Report page appears.
Enter information in all of the required fields.
Note: Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Select All from the pop-up menu. To clear all checkboxes, choose Clear All.
Click Submit to generate the report.

Field	Description
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 report.
Reporting Segment or Begin and Ending Date	Do one of the following: Choose the reporting segment with the appropriate date range from the pop-up menu. Enter a beginning and ending date for the report date range.
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
Specific Date/Time	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2011 @ 10 AM : 05.
Grade Levels	Choose the appropriate grade levels from the pop-up menu. Leave blank to select all grades for that school. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Attendance Code Categories	Choose the appropriate attendance code categories from the pop-up menu. Leave blank to select all absences for that school. Selecting one or more attendance code categories will cause the report to only include absences where at least one absence code for the day is associated with the selected categories. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Minimum Number of Occurrences	Enter the minimum number of absences as a threshold of occurrences to report.
Include Contact Information	Select the checkbox to include guardian contact information.
Include Verification Line	Select the checkbox to include a verification signature and date line.
Group By	Choose the group by option from the pop-up menu: Grade Level Student

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Data Element	Description	[Table]FieldName
STUDENT
School Name	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Group Absences By	The reported group, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Include Partial Day Absences	Indicates if partial day absences are included, entered at report runtime.	N/A
Absence Categories	Indicates the absence categories included, entered at report runtime.	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
Student DOB	The student’s date of birth, reported in the format MM/DD/YYYY.	[Students]DOB
Grade Level	The student’s grade level at the time of the reporting period.	[Students]Grade_Level [ReEnrollments]Grade_Level [S_AZ_STU_CONENR_C]Grade_Level
Total Absence	The total absence amount for the student.	Calculated
Student Guardian	The name of the student’s guardian. If mother is blank, father is pulled. If mother and father are blank, guardian_ln and guardian_fn are pulled.	[Students]mother [Students]father [Students]guardian_ln [Students]guardian_fn
Home Phone	The student’s home phone number.	[Students]Home_Phone
Mailing Address	The student’s full mailing address.	[Students]Mailing_Street [Students]Mailing_City [Students]Mailing_State [Students] Mailing_Zip
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Absence Value	The calculated absence value based on the attendance conversion for the student’s FTE.	Calculated
Attend Codes	A list of unique absence codes making up the day’s absence value.	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. If 50% or more of the absence codes/time for the day are associated with the excused attendance code category the absence is excused, otherwise the absence is unexcused.	Calculated
Grand Total Students	The total number of students in the report.	Calculated
Grand Total Absences	The total number of absences for all students in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A
GRADE
School Name	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Group Absences By	The reported group, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Include Partial Day Absences	Indicates if partial day absences are included, entered at report runtime.	N/A
Absence Categories	Indicates the absence categories included, entered at report runtime.	N/A
Grade Levels	Indicates the grade level for the reported set of students.	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
DOB	The student’s date of birth, reported in the format MM/DD/YYYY.	[Students]DOB
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Absence Value	The calculated absence value based on the attendance conversion for the student’s FTE.	Calculated
Code(s)	A list of unique absence codes making up the day’s absence value.	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. If 50% or more of the absence codes/time for the day are associated with the excused attendance code category the absence is excused, otherwise the absence is unexcused.	Calculated
Total Absences	The total number of absences for the reported grade level.	Calculated
Total Unexcused	The total number of unexcused absences for the reported grade level.	Calculated
Grand Total Absences	The total number of absences for all students and grades in the report.	Calculated
Grand Total Excused	The total number of excused absences for all students and grades in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students and grades in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A