CA Attendance Summary by Grade
Introduction
An aggregated attendance report that can be run for an individual school or the entire district for a date range, grade(s), and an optional single track. It is recommended that this report be run in conjunction with the Gains and Losses Audit report. By 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.
District level setup
Set up the District terms Set up the District Calendar Days
School level setup Set Up the terms at school level Set Up the School Calendar Days Set Up the Bell Schedules Set Up the FTEs Set Up the Attendance Conversions Attendance Category Set Up Attendance Code Setup
Course setup Setup the Section Reporting Segments
Student level setup Set Up a student's Enrollment in Schools Determine the FTE for the student in that enrollment Set up Student Class Enrollment, enroll a student in a class so that a teacher can mark the attendance for a day or meeting Mark attendance from various sources For students who's attendance needs to be excluded from ADA reporting Setup, select the Exclude from ADA Reporting option at the student's individual enrollment record level Select Exclude from State Reporting option if the student has to be excluded from the report Set up the Start and End dates of Program Records
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.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. When you run the report at the district level if you select all schools the results will include the data from the excluded school. If you choose multiple schools, the results will not include data for the excluded school. |
Attendance Mode | Choose an attendance mode from the pop-up menu. The options in the list are based on the attendance recording methods selected on the Attendance Preferences page.
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Attendance Conversion | Chose an attendance conversion from the pop-up menu, or choose Use Defaults:
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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. |
Grades (leave blank for all) | Select the checkboxes to include the appropriate grade levels. |
Reporting Segment or Begin Date and Ending Date | Choose a reporting segment from the pop-up menu, or enter a beginning and ending date for the report. Note: The attendance date range should align with the Effective Start Date. |
Student Programs | Select the checkboxes to include a separate attendance table for enrollment in specific student programs. |
Processing Options | Choose a time to run the report from the pop-up menu:
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Specific Date/Time | Enter a date using the format mm/dd/yyyy or mm-dd-yyyy 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: 7/29/2008 @ 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. |
Report by Track | Choose Yes or No from the pop-up menu. Choosing Yes indicates that the report should consider tracks when calculating attendance. |
Track (enter only one track or leave blank for students with a blank track value) | If you choose Yes for Report by Track, then do one of the following:
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Report by District of Residence | Choose Yes or No from the pop-up menu. Choosing Yes will divide the report by each 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. |
Districts of Residence (multi-selectable) | Select the districts of residence to include in the report. This parameter narrows the selection of students, based on their district of residence. If the student is not assigned a district of residence on their Transfer Info page, then he/she is automatically associated with the local school district, if defined as a district of residence via the setup in PowerSchool. Leave the field blank to include all districts of residence. Note: Districts of residence are set up via Start Page > District Setup > Districts of Residence. |
Check for Possible Conflicts | Click the link to automatically check for potential school enrollment date conflicts. |
Implement the 'Exclude from ADA' flag to exclude such enrollment records 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. |
Include Verification Line | Select the checkbox to include a signature line on the report for the administrator to indicate that the attendance and membership totals are correct. |
Group Students by Teacher | Choose Yes or No from the pop-up menu. Choosing Yes will group the report by Teacher. Note: The Group Student by Teacher option should only be used when running the report for the current school and is only available when running the report with an Attendance Mode of Daily. |
Period for Group by Teacher | Choose the period that counts as the daily attendance period. The period selected will be used to group the students by teacher. Rotating schedules with different daily attendance periods are not currently supported with the group by teacher option. Note: This option is only available when Group Students by Teacher is set to Yes. |
Display Audit Table | Choose Yes or No to determine whether to display a table with attendance details for each student included in the report. Note: This option is only available when running the report for Current School Only and is not available when running the report to group by Teacher. |
Report Student Name as | Choose the appropriate option from the pop-up menu:
Notes:
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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.
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 |
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. | 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 |
Teacher | When running the report grouped by teacher, the attendance numbers are broken down by teach teacher. If a teacher teaches multiple grades, they will be shown in each grade with the attendance number for that grade. When the report is grouped by teacher, all the attendance columns are teacher specific instead of grade specific. For example, a gain is a gain to the teacher. Note: The teacher column only appears when the report is run with the Group by Teacher option set to Yes, | [CC]SectionID [CC]Expression [CC]DateEnrolled [CC]DateLeft [CC]TeacherID [CC]SchoolID [Section]Expression [Section]Exclude_ADA [Section]TermID [Section]Teacher [Teacher]LastFirst |
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 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 Absent | The total number of absent days for all the students in the selection. | [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 = Absent |
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 |
SubTotal | The subtotal for each column. | N/A |
Grand Total | The total for each column. | N/A |
Audit Table Note: The Audit table is not available when running the report with the Group by Teacher option set to Yes. | ||
Student | The name each student of the student included in the report. 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. The audit reports the preferred name by default, unless otherwise specified in security settings and parameters. | [Students]LastFirst [StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name [StudentCoreFields]PSCore_Legal_Middle_Name [StudentCoreFields]PSCore_Legal_Suffix |
Carry Fwd | An X in this cell indicates that the student was enrolled in the school prior to the report start date. | [Students]EntryDate [Reenrollments]EntryDate [Students]ExitDate [Reenrollments]ExitDate |
Date | Indicates the grade level of the student on this day. If the student is enrolled in two grade levels during the period, the student will appear in the grade level grouping for the grade that the student was enrolled in on the last day of the reporting period. 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 A SP in this cell along with the grade indicates that the student was enrolled in the student program on the date. An N/E in this cell indicated that the student was not enrolled on the date An EC indicates an emergency closure day. | [Students]Grade_Level [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date |
Gain | Indicates the number of times that the student entered the school during the report date range. | [Students]EntryDate [Reenrollments]EntryDate |
Loss | Indicates the number of times that the student exited the school during the report date range. | [Students]ExitDate [Reenrollments]ExitDate |
Mem | The number of days that the student was enrolled in the school during the report date range. | [Students]EntryDate [Students]ExitDate |
OT | The number off track days that the student was enrolled in the school during the report date range. 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 |
N/E | The number of days that the student was not enrolled in the school during the report date range. | [Students]EntryDate [Students]ExitDate [Reenrollments]EntryDate [Reenrollments]ExitDate |
IE | The number of days that the student was not eligible in the school during the report date range. 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 |
Abs | The number of days that the student was absent from school during the report date range. | [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 = Absent |
Att | The number of days that the student was present at the school during the report date range. | [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 |
Totals | The total for each column. The totals are broken down by grade level and then there is a grand total of the columns at the end of the report. | N/A |