Student Attendance Detail

For those students whose absences are reported to the state, the Student Attendance Detail report shows the absence amount for each date a student is not in full attendance. The report also displays either the minutes attended / possible or the periods attended / possible (depending on the attendance method for the school), and the attendance percentage for the day.

For Pre-K, Homebound, and Alternative Schools reporting Minutes of Attendance instead of Absences, no absence amount is displayed and a record is reported for every day a student is in attendance.

Attendance Code Categories: Select one or more attendance code categories to restrict the output to only absences from selected attendance code categories. Selecting a category will include matching categories from other schools in the district so as to account for absences from classes taken at another 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] 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

For help with navigation and running the report, see How to Find and Generate a 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.
Grade Levels	Select 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.
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.
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.
Start date	Enter the start date of the reporting period.
End date	Enter the end date of the reporting period.
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.
Enrollments to Report	Choose the enrollments to report from the pop-up menu: Regular – Run the report for regular enrollments only. JTED – Run the report for JTED enrollments only. Regular and JTED – Run the report for regular and JTED enrollments. Note: JTED records will be marked JTED.
Minimum Absence Amount	Enter the minimum amount of time based on FTE the student must have been absent to be included in the report. Note: If reporting JTED enrollments, this field cannot exceed .25.
Only Unexcused Absences	Select the checkbox to run the report for only unexcused absences.
Include Contact Information	Select the checkbox to include primary contact information.
Include Verification Line	Select the checkbox to include a verification signature and date line.
Include All Student (Uncheck for Student with Absences Only)	Select the checkbox to include all students, even those without absences.
Group By	Choose the group by option from the pop-up menu: Grade Level Student Homeroom
Treat all enrollments as 1.0 FTE	Select the checkbox to treat each enrollment as 1.0 FTE.
Present Attendance Codes	Choose the Present codes to include from the multi-select list. To highlight multiple values, hold the Ctrl or SHIFT key and click the codes to include.
Include Total Tardies	Select the checkbox to include a total count of tardies.
Break to a new page per student (used when grouping by student)	When grouping by student, select this checkbox to generate a new page for each 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
Grouped by 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 Absence Amount	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
Only Unexcused Absences	Indicates if excused 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. Note: PS = PK4, PK3, PK2 KG = KG UE = Grade KG with the Ungraded Elementary field box checked.	[Students]Grade_Level [ReEnrollments]Grade_Level [S_AZ_STU_CONENR_C]Grade_Level [Students]UngradedElementary [Reenrollments]UngradedElementary [S_AZ_STU_CONENR_C]UngradedElementary
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 SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Attend Codes	A list of absent and selected present codes for the day.	[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
Membership	The student's total membership amount.	If the 'Use Core Conversions' option is selected for SAIS Attendance Mode on the Attendance Preferences page: Calculated based on student's membership share. [Students]MembershipShare [ReEnrollments]MembershipShare [S_AZ_STU_CONENR_C]MembershipShare Otherwise: Calculated based on student’s FTE Value. [Students]FTEID [ReEnrollments]FTEID [S_AZ_STU_CONENR_C]FTEID [FTE]Value
Attendance	The student's total attendance amount based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Unexcused Absence Amount	The student's total amount of unexcused absence time based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Excused Absence Amount	The student's total amount of excused absence time based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Tardy Count	The student's total number of tardies. Note: This field only shows if Include Total Tardies was selected in the report parameters.	Calculated
Attendance Time	The total amount of time the student attended.	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
Grouped by 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 SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	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
Grouped by Homeroom
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
Include All Students	An indicator if all students are included, selected at report runtime.	N/A
Selected Present Codes	The selected present attendance codes, selected at report runtime.	N/A
Home Room	The home room course name and teacher.	[Sections]CourseName [Teachers]Last_Name
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
Only Unexcused Absences	Indicates if only unexcused absences are included, entered at report runtime.	N/A
Absence Categories	Indicates the absence categories included, entered at report runtime.	N/A
Treat as 1.0 FTE	Indicates if enrollments are treated as 1.0 FTE, selected at report runtime.	N/A
Show Tardy Total	Indicates if tardy total is included, selected 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
State Number	The state assigned student identifier.	[Attendance_Code]Att_Code
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
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 SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Attend 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
Attendance Time	The total amount of time the student attended.	Calculated
Membership	The student's total membership amount.	If the 'Use Core Conversions' option is selected for SAIS Attendance Mode on the Attendance Preferences page: Calculated based on student's membership share. [Students]MembershipShare [ReEnrollments]MembershipShare [S_AZ_STU_CONENR_C]MembershipShare Otherwise: Calculated based on student’s FTE Value. [Students]FTEID [ReEnrollments]FTEID [S_AZ_STU_CONENR_C]FTEID [FTE]Value
Excused	The student's total amount of excused absence time based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Attendance	The student's total amount of attendance amount based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
UnExcused	The student's total amount of unexcused absence time based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Absence	The student's total amount of absence time based on the SAIS attendance method selected. Refer to Arizona Attendance Reporting Methods for more information on SAIS attendance methods.	Calculated
Tardy	The student's total number of tardies. Note: This field only shows if Include Total Tardies was selected in the report parameters.	Calculated
Grand Total Students	The total number of students in the report.	Calculated
Grand Total Absence	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