SAIS - AZ ADA/ADM by Student Report

The AZ ADM/ADA by Student report generates membership and attendance information per student. This report uses the attendance codes entered into PowerSchool, the FTE for the student, and attendance conversion items for the FTE. The report then sums the total membership and attendance for each student for the given timeframe, with a final average for the number of students having membership and attending for a given date range.

The report does not include absence or presence information from qualifying JTED course enrollments and is designed to only pull non-JTED attendance totals. Membership totals are based on the FTE Value field of the student’s Full Time Equivalency (FTE).

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the [Students] table based on the following criteria:

The student must be enrolled in the school during the school year selected at report runtime.
The student must be enrolled during the date range selected if a date range is used.
The student must be in selected grade level if a grade level is chosen.

Report Input

To generate the AZ ADA/ADM by Student 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 ADA/ADM by Student. The AZ ADA/ADM by Student Report page appears.
Enter information in all of the required fields.
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.
Grades (leave blank for all)	Check the grade levels the report should be completed for. Leave blank to run for all grade levels at the current school.
Begin Date and Ending Date	Enter a begin date 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. Enter a time for the report to be run.
Data to be Filled	Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Set All from the pop-up menu. To clear all checkboxes, choose Reset All.
Include Absent Column	Select the checkbox to display the total and average absent data on the report.

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.

Column Name	Description	[Table]FieldName
[Blank]	Count of students reported.	N/A
Student Number	The student’s locally assigned identifier.	[Students]Student_Number
Name	Student’s name (Lastname, Firstname MI). Note: If a student appears more than once on this report, this is usually because the student was enrolled in the school, transferred out during the year, and then transferred back into the school before the end of the school year. Verify the duplicate entry on this report by referring to the student's Transfer Information page.	[Students]LastFirst
Grade (Track)	Student’s grade level and track during the enrollment period between the Entry Date and Exit Date.	[Students]Grade_Level [Reenrollments]Grade_Level [Students]Track [Reenrollments]Track
FTE (JTED)	Student’s FTE and JTED status for the reported enrollment. Note: A (J) will be reported after the student’s FTE value if the student has their JTED_Indicator set to Yes and the student is enrolled in a JTED section during the date range reported.	[Students]FTEid [Reenrollments]FTEid [FTE]Value [Students]JTED_Indicator [CC]SectionId [Sections]JTED_Indicator
School Number	School number associated with the enrollment record. Because this is a school-level report, it will always be the current school's number.	[Students]Schoolid
School	School name abbreviation associated with the enrollment record. Because this is a school-level report, it will always be the current school's name.	[Schools]Abbreviation
Entry Date	Enrollment entry date for the enrollment record that is part of the calculation.	[Students]EntryDate [Reenrollments]EntryDate
Exit Date	Enrollment exit date for the enrollment record that is part of the calculation.	[Students]ExitDate [Reenrollments]ExitDate
Membership	The Student’s membership amount during the reported enrollment period.	Calculated based on student’s FTE Value [Students]FTEid [FTE]Value
Attendance	Total attendance calculated for the student’s enrollment record for the specified date range. Attendance from a student’s JTED reportable class are excluded from this total.	Calculated from [Attendance] table values
Absence	The Student’s absence amount during the reported enrollment period. Absences from a student’s JTED reportable class are excluded from this total.	Calculated from [Attendance] table values
Off Track Days	Number of days the student was not on track within the specified date range, if the student is assigned to a track.	Calculated.
Days Not Enrolled	Number of days the student was not enrolled within the report date range.	Calculated.