CA Class Attendance Audit

Introduction

The Class Attendance Audit Report is a section specific attendance roster. This is an audit of the Enrollment by Section Report. If a section meets more than one period in a day, the first period it meets will be used for calculating attendance.

Note: This report uses meeting mode, rather than daily mode, to calculate attendance.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects records from the [Students] and [ReEnrollments] 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 after the report start date.
The student's school enrollment Exit Date must occur after the school enrollment Entry Date.
The student must be enrolled in a grade level selected at report runtime.

Course and Section Selection Criteria

The course must be marked as vocational, if selected at report runtime, i.e. the Vocational field in the Courses table must equal 1.
The section must be associated with a term that occurs during the report date range

Teacher Selection

The teacher must be the lead teacher during the reporting date range.

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 School level only.

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

Field	Description
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.
Teachers	Choose one or more teachers from the list.
Periods(s) (leave blank for all)	Choose one or more periods. Leave all checkboxes blank to include all periods.
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 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.
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.
Vocational Classes Only	Check the box to only include courses marked as vocational on the Edit Course District information page.
Include Student Number	Check the box to include the student number for each student in the report output.
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.
Header Label 1	Enter text for a custom heading to display in the report.
Field 1	Enter a table and field for custom data to display in the report using the format: ~([Table]Field)
Header Label 2	Enter text for a custom heading to display in the report.
Field 2	Enter a table and field for custom data to display in the report using the format: ~([Table]Field)
Include Term Name	Check the box to display the name of the term associated with the section in the report.
Break to a new page for each	Choose how to separate the report results into separate pages from the pop-up menu: Reporting Segment Month
Page Size	Choose the page size from the pop-up menu: Legal (8.5” x 14”) Tabloid (11” x 17”)
Page Orientation	Landscape is the only option from the pop-up menu.
Scale	Enter the scale used to print the report results.

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.

Note: The classes in the report output are ordered first by teacher name and second by expression.

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

Data Element	Description	[Table]FieldName
School Name	The school name.	[Schools]Name
Teacher	The teacher’s name.	[Users]LastFirst
Course	The course name.	[Courses]Course_Name
Section	The section number.	[Sections]Section_Number
Expression	The expression of the section; i.e. the days and periods during which the section meets.	[Sections]Expression
Header 1	The text entered at report runtime.	N/A
Field 1	The data stored in the table and field entered at report runtime.	N/A
Header 2	The text entered at report runtime.	N/A
Field 2	The data stored in the table and field entered at report runtime.	N/A
Term	The name of the term associated with the section.	[Terms]Name [Sections]TermID = [Terms]ID
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. The audit reports the preferred name by default, unless otherwise specified in security settings and parameters.	[Students]Last_Name [Students]First_Name [Students]Middle_Name [S_CA_STU_X]NameSuffix [StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name [StudentCoreFields]PSCore_Legal_Middle_Name [StudentCoreFields]PSCore_Legal_Suffix
Student Number	The report displays the student’s locally assigned student number if the parameter is chosen at report runtime.	[Students]Student_Number [CC]StudentID = [Students]ID
Grade Level	The student’s grade level. 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
Entry Date	The day that the student enrolled in the section.	[CC]DateEnrolled
Exit Date	The day after the student’s last day in the section.	[CC]DateLeft
Total Mem	The total number of membership days for the student (days the student is enrolled in the school) during the report date range.	[Students]EntryDate [Students]ExitDate
Total Att	The number of attendance days (days the student was present at the school) for the student during the report date range.	[Attendance]StudentID = [Students]ID [Attendance]Att_Date [Attendance]Attendance_CodeID = [Attendance_Code]ID
Attendance Records	The report displays the attendance code recorded for the student in the specific section on the appropriate day and period. The report calculates attendance using meeting mode. If the section meets for more than one period and attendance is recorded for each period/meeting separately, the report uses the attendance code associated with the first period/meeting. For each day, the report verifies that: The day is in session according to the calendar setup. The section is in session. The student is enrolled in the section and the school. The student is on track. : The student is off track. --: The section and/or the calendar day is not in session. N/E**: The student is not enrolled in the section and/or school.	[Attendance]StudentID = [Students]ID [Attendance]Att_Date [Attendance]Attendance_CodeID = [Attendance_Code]ID [Students]EntryDate [Students]ExitDate [CC]DateEnrolled [CC]DateLeft
Total Membership	The number of membership days for all students enrolled in the section during the report date range.	N/A
Total Attendance	The number of present attendance days for all students enrolled in the section during the report date range. An attendance record is considered present of the attendance code is associated with a Present presence status. Navigate to Start Page > School Setup > Attendance Codes to view the presence status of attendance codes.	[Attendance]StudentID = [Students]ID [Attendance]Att_Date [Attendance]Attendance_CodeID = [Attendance_Code]ID [Attendance_Code]Presence_Status_CD = Present