Attendance Summary by Grade - Report By Attendance Codes
Introduction
An aggregated attendance report that can be run for an individual school to get the attendance summary by grade and attendance codes count per grade. default the values displayed in the report represent only full day absences and attendance. The report also allows the students to be grouped by teacher. This option should only be used when run in Current School Only and with the Daily Attendance Mode selected in the report.
Selection Criteria
Selection criteria determine which database records are used in the report.
Student Selection
The report selects records from the [Students] table based on the following criteria:
The student must be enrolled in a school included in the report.
Note: The school must not be excluded from state reporting.
The student's school enrollment must not be excluded from California ADA reporting.
The student's school enrollment Entry Date must occur on or before the report end date.
The student's school enrollment Exit Date must occur on or after the report start date.
The student's school enrollment Exit Date must occur after the school enrollment Entry Date.
If a grade level is chosen, the student must be enrolled in a grade level chosen at report runtime.
The California Department of Education (CDE) has added a new grade level of ‘TK’ that districts must use when reporting Transitional Kindergarten students to CALPADS. This new grade level will be effective starting with the 2023-2024 school year.
To support this functionality, PowerSchool has updated all California state reporting pages and reports to honor the grade level mappings as defined by each district.
The grade level is reported as mapped in all CA-specific reports once you meet the following criteria:
You are on PS Version 23.1 or higher
LTK Pref is enabled
While running the report, the selected school year is 23-24 or higher.
LTK Grade Level Mapping - valid values:
Grade 0 = KN
Grades -1 and below = TK, PS, IN
Grades >12 = AD
Report Input
This report is run at the District and School level.
For help with navigation and running the report, see How to Find and Generate a Report.
Note: The logic for calculating the count of attendance codes are as follows:
If it is a daily attendance, then the given code is counted once for a day.
If it is a meeting attendance, then each distinct attendance code is counted once per day.
Prior to running this report, it is recommended that you check for possible school enrollment conflicts.
Prior to running this report, it is recommended that you check for possible schedule enrollment conflicts.
Field | Description |
Schools to Include | Current School Only – Includes all records associated with the current school that meet the selection criteria. |
Students to Include | Selecting which students to include in the report:
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 | Enter the attendance date range.
|
Attendance Codes | Select the appropriate attendance codes. The page automatically displays attendance codes for the current school and school year. |
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.
See PowerSource for assistance with troubleshooting ADA and ADM calculations.
See the California FAQ for more information about how losses are handed when a student exits at the end of a reporting segment.
The logic for reporting excluded and Ineligible / non-ADA enrollments is outlined below:
When the ‘Implement the 'Exclude from ADA' flag to exclude such enrollment records from this report ' parameter is set to 'No’:
Enrollments where the assigned FTE has all conversions mapped to an attendance value of 0 will be displayed in the report output as ‘IE’ (Ineligible), regardless of the value set for ‘Exclude this enrollment from CA ADA Reporting”.
Enrollments where the assigned FTE assigned is set to count for ADA will have these days reported normally, regardless of the value set for ‘Exclude this enrollment from CA ADA Reporting”.
When the ‘Implement the ‘Exclude from ADA’ flag to exclude such enrollment records from this report' parameter is set to ‘Yes’:
Enrollments that meet the following conditions will be displayed in the report output as ‘IE’ (ineligible):
“Exclude this enrollment from CA ADA Reporting” is set to ‘No”
The assigned FTE has all conversions mapped to an attendance value of 0.
Enrollments that meet the following conditions will be reported normally:
“Exclude this enrollment from CA ADA Reporting” is set to “No”
The assigned FTE assigned is set to count for ADA.
A student with multiple enrollments will be included in the report output when at least one enrollment exists with the “Exclude this enrollment from CA ADA Reporting” set to “No”.
Enrollments reported as NE or EX are not counted as a gain or a loss
Enrollments where ‘Exclude this enrollment from CA ADA Reporting’ is set to “Yes” will be excluded from the report results and are not considered in the following calculations:
Actual Days
Off track
Days N/E
Days Ineligible
Days Absent
Days Attended
Report Output Format: The report output format for this report is html. The report displays the system time in the report output.
Data Element | Description | [Table]FieldName |
School Name | The name of the school included in the report. | [Schools]Name |
Start Date | The student start date/entry date. | [Students]EntryDate |
End Date | The student exit date. | [Students]ExitDate |
District of Residence Name and Number | The report is divided into sections based on district of residence. The name of the district of residence, as well as the district of residence number, is listed at the beginning of each district of residence section. Note: The District of Residence is only available when running the report with the Report by District of Residence option set to Yes. | [Gen]Name [Gen]Cat=districts |
Run Date/Time | The date and time that the report completed. A date and time stamp in the output file name to indicate when the report was generated. | N/A |
Date Range | The date range of the report, entered at report runtime. | N/A |
Track | The track included in the report. The report displays NONE if Yes is selected for “Report by Track”, but the track field is left blank. This section is omitted if No is selected for “Report by Track”. | N/A |
Number of School Days | The number of in-session school days within the report date range. | [Calendar_Day]InSession=1 |
Grade Level | The grade level of the students. 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 [Reenrollments]Grade_Level |
Carry Fwd | The number of students who were enrolled in the school or student program on the day before the report start date. When the report is grouped by teacher, the value is specific to the teacher only. If the first day of the report is the first day of school, then carry forward is zero. | [Students]EntryDate [Reenrollments]EntryDate [Students]ExitDate [Reenrollments]ExitDate [SpEnrollments]Enter_Date [CC]DateEnrolled [CC]DateLeft |
Gain | The number of students who enrolled in the school or student program during the report date range. School Gain The student must meet the following criteria to be considered a gain for the school:
Student Program Gain A student is considered a gain for student program he/she is not counted as a carry forward and has at least one day of membership in the program during the report date range. Teacher Gain A student is considered a gain for the teacher if he/she is not counted as a carry forward and has at least one day of membership with the teacher during the report date range. | [Students]EntryDate [Reenrollments]EntryDate [SpEnrollments]Enter_Date [CC]DateEnrolled |
Loss | The number of students who exited the school or student program during the report date range. School Loss The student is considered a loss to the school if he/she is not counted as a carry forward or gain and is either not a member of the school on the report end date, or enrolled in a student program on the report end date. In other words, leaving the school or enrolling in a student program causes a loss for the school. Student Program Loss A student is considered a loss to a student program if the student is not counted as a carry forward or gain and is not a member of the student program on the report end date. Teacher Loss A student is considered a loss to the teacher if the student is not counted as a carry forward or gain and is not student in the teacher’s section on the report end date. Note: The exit date for student program enrollments should be entered as the first day of non-membership. For example, if the last day in a program is 3/1/2010, then enter 3/2/2010 as the exit date. | [Students]ExitDate [Reenrollments]ExitDate [SpEnrollments]Exit_Date [CC]DateLeft |
Ending | The number of students who were enrolled in the school, student program, or with a teacher on the last day of the report date range. The student is included in the end count for the school or student program if he/she is counted as a carry forward or a gain for that group, but not counted as a loss. | [Students]SchoolID [Reenrollments]SchoolID [SpEnrollments]ProgramID [CC]TeacherID |
Actual Days | The number of possible attendance days for all the students. This value is calculated using the following formula: ((Carry Fwd + Gain) x School Days) | N/A |
Off Track | The number off track days for all the students in the selection. Note: This value is zero if tracks are not included in the report. | [Students]Track [Reenrollments]Track [Attendance]Calendar_DayID = [Calendar_Day]ID [Calendar_Day]A, B, D, C, E, or F = 0 |
Days N/E (Not Enrolled) | The total number of days that students were not enrolled in the school, student program, or with a teacher for all the students in the selection. | [Students]EntryDate [Students]ExitDate [Reenrollments]EntryDate [Reenrollments]ExitDate [SpEnrollments]Entry_Date [SpEnrollments]Exit_Date [CC]DateEnrolled [CC]DateLeft |
Days IE Ineligible | The total number of days that students in the selection were ineligible for attendance calculation. This calculation is for students who are not eligible for ADA. The student must be assigned an FTE with an attendance conversion that equates all attendance to zero. Rather than counting the student as absent, the report counts the student as ineligible. | [Students]FTEID [Reenrollments]FTEID |
Days Unexcused Absent | The total number of unexcused absent days for all the students in the selection | |
Days Excused Absent | The total number of excused absent days for all the students in the selection | |
Days Attd | The total number of days attended by all the students in selection. This value is calculated using the following formula: Actual Days – (Off Track + Days N/E + Days Ineligible + Days Absent) | N/A |
ADA | The average daily attendance for the students within the report date range. This value represents is the number of students present at school on average for each day within the report date range. The value is calculated by dividing the total attendance (the total number of students in attendance for all days during the report date range) by the number of days that students were eligible to be enrolled within the report date range. This value is calculated using the following formula: Days Attended / (Actual Days – Off Track – Days N/E – Days Ineligible) | [Attendance]Att_Date [Attendance]StudentID [Attendance]Total_Minutes (time & interval attendance) [Attendance]Attendance_Code_ID = [Attendance_Code]ID (meeting & daily attendance) [Attendance_Code]Presence_Status_CD = Present |
ADA % | The average daily attendance percentage for students within the report date range. This value is the percentage of students present at school on average for each day within the report date range. This value is calculated using the following formula: [Days Attended / (Actual Days – Off Track - Days N/E – Days Ineligible)] x 100 | N/A |
Attendance Code | All the selected attendance codes at the report run page will be displayed as a separate column with the header name as the attendance code. If no attendance codes are selected while running the report, then the report will list every attendance code associated with the school from which the report is being run. Attendance Code Count Calculation Logic:
| N/A |
SubTotal | The subtotal for each column. | N/A |
Grand Total | The total for each column. | N/A |