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Attendance Audit Report - Including PowerTeacher Single User Version

Contents

Introduction

The Attendance Audit reports audit data related to attendance entry and modification, including the identification of the person logging the attendance into the system, the IP from which it was logged, and the date and time of the modifications.

 This is a school-level report.

Note: The PowerTeacher Single User Version is available within the PowerTeacher Portal for teachers to check attendance for their sections. 

Selection Criteria

Attendance auditing must be enabled by selecting both of the following options:

Report Input

This report is run at the School level only.

For help with navigation and running the report, see How to Find and Generate a Report.

Navigation: Start Page > Reports > Reports (State Reports) > Attendance Audit Report

Field

Description

Select Students

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 the report.

Select Attendance Date Range

Select one of the following:

  • Reporting Periods Choose a reporting period from the pop-up menu.
  • User Defined Start and End Date – Enter the start and end dates of the report. The date fields are only visible if this option is selected.

Attendance Mode (Blank for All)

Choose the attendance modes to be displayed on the report. Choose Use Default to display the results for the default attendance mode for the school.

Note: For schools that are set up as meeting code to day, if all modes are displayed on the report, both the daily record and meeting record will display for each attendance code recorded.

Implement the 'Exclude from ADA' flag to exclude designated Periods, Courses, Sections, and Student Enrollments from this report

Choose Yes or No from the pop-up menu. Choosing Yes excludes the student from the report if the student has a school enrollment marked to be excluded from ADA during the report date range.

Sort Option

Select from the following sort options (primary sort appears first, followed by the secondary sort):

  • Date, Student
  • Student, Date
  • Teacher, Date, Student
  • Teacher, Student, Date
Report Student Name as

Choose the appropriate option from the pop-up menu:

  • Preferred Name – The report pulls the student's preferred name.
  • Legal Name – The report pulls the student's legal name.

Note: This field is set up based on security preferences and may not be visible. For more information, see Entering Security Information.

Select Grade Levels (Blank for All)

Select one or more grade levels.

Note: Only grade levels with audit data are displayed.

Select Teacher (Blank for All)

Choose one or more teachers from the list.

Select Period (Blank for All)

Choose one or more periods from the list.

Note: Only periods with audit data are displayed.

Select Changed From Attendance Code Values (Blank for All)

Select the attendance codes that are changed from the code selected to something else.

Note: Only attendance codes with audit data are displayed.

Select Changed To Attendance Code Values (Blank for All)

Select the attendance codes that are changed to the code selected from something else.

Note: Only attendance codes with audit data are displayed.

Select IP Addresses (Blank for All)

Select the IP address from which attendance changes have been made.

Note: Only IP addresses with audit data are displayed.

Select Who Modified (Blank for All)

Select the users that have made attendance changes.

Note: Only users with audit data are displayed.

When Modified Start Date

Select the start date for when the attendance modifications took place.

When Modified End Date

Select the end date for when the attendance modifications took place.

 Report parameters available in the PowerTeacher Single User version.

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Report Output

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

Report Output Format: The report output format for this report is pdf.

Data Element

Description

[Table]FieldName

School Name

The school name.

[Schools]Name

Reporting Period

The reporting period indicated at runtime.

N/A

Date Range

The report date range entered at report runtime.

N/A

Student Name

The student’s name.

Note: This field reports the student's name based on whether Preferred Name or Legal Name was chosen in the report parameters or in the security settings for Report Parameter Authorizations. Refer to Entering Security Information for more information. If Legal Name is selected and populated, the legal name is reported. Otherwise, the student preferred name is reported.

[Students]LastFirst

[StudentCoreFields]PSCore_Legal_Last_Name

[StudentCoreFields]PSCore_Legal_First_Name

[Attendance]StudentID

Student Number (in brackets)

The student’s locally assigned student number.

[Students]Student_Number

Attendance Date

The date of attendance.

[Aud_Attendance]DCID

[Attendance]DCID

[Attendance]Att_Date

Grade

The grade level of the student at the time the attendance was recorded.

The Translated Text value from the appropriate Grade Level Mapping is used, if present. Otherwise, the numeric value from the Grade Level field is extracted in a 2-character format. EX: 1 = 01

[Students]Grade_Level

Period

The period for which attendance was recorded

Note: Time attendance will have a blank period.

Periods that use Interval Attendance will be denoted as follows:

Period.IntervalNumber (eg. 2.1, 2.2)

[Attendance]PeriodID

Teacher

The teacher associated with the section for which attendance was taken.

Note: Time attendance does not have an associated teacher.

[CC]TeacherID

[SectionTeacher]TeacherID

[Users]LastFirst

Teacher Number (in brackets)

The teacher’s locally assigned teacher number.

Note: Time attendance does not have an associated teacher.

[Users]TeacherNumber

Crs Num

The course number associated with the attendance taken.

Note: Time attendance does not have an associated course.

[CC]Course_Number

Course

The course name associated with the attendance taken.

Note: Time attendance does not have an associated course.

[Courses]Course_Name

[CC]Course_Number

Sec Num

The section number associated with the attendance taken.

Note: Time attendance does not have an associated section.

[Attendance]CCID

[CC]SectionID

[Sections]Section_Number

Change From

The original value of the modified attendance.

  • Default present is represented by **
  • Attendance Codes that do not count for ADA are indicated with *. Attendance codes may be excluded from ADA for a variety of reasons:
    • The section is excluded form attendance
    • The course is excluded from attendance
    • The period is excluded from ADA
    • The attendance code is excluded from ADA
  • Attendance code changes are represented by the attendance code value
  • Time attendance is represented by the time value, followed by the associated attendance code in square brackets, if applicable.

Example: 55[T] indicates a time attendance value of 55 and a T attendance code value.

[Aud_Attendance]Old_Attendance_CodeID

[Aud_Attendance]Old_Total_Minutes

[Attendance_Code]ID

[Attendance_Code]Att_Code




Change To

The new value of the modified attendance.

  • Default present is represented by **
  • Attendance Codes that do not count for ADA are indicated with *. Attendance codes may be excluded from ADA for a variety of reasons:
    • The section is excluded form attendance
    • The course is excluded from attendance
    • The period is excluded from ADA
    • The attendance code is excluded from ADA
  • Attendance code changes are represented by the attendance code value
  • Time attendance is represented by the time value, followed by the associated attendance code in square brackets, if applicable.

Example: 55[T] indicates a time attendance value of 55 and a T attendance code value.

[Aud_Attendance]New_Attendance_CodeID

[Aud_Attendance]New_Total_Minutes

[Attendance_Code]ID

[Attendance_Code]Att_Code



Changed By

The name of the person that modified the attendance.

[Aud_Attendance]WhomodifiedID

[Users]DCID

[Users]LastFirst

Change Date/Time

The date and time that the attendance modification took place.

[Aud_Attendance]Transaction_Date

IP Address

The IP address of the computer from which the attendance modification took place.

[Aud_Attendance]IP_Address

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