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CA Monthly Student Attendance Report

Contents

Introduction

The Monthly Student Attendance report is a twenty-day student attendance report by grade. By default, the codes and values displayed in the report represent only full-day absences and attendance.

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.


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

Report ParametersSelect the checkbox next to individual parameters to save the setting as the default. To select all checkboxes, choose Select All from the menu options. To clear all checkboxes, choose Clear All. Your current selections are saved when the report page is submitted and these values will display each time you choose to generate this report unless you change or clear the selections and submit the page.

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.

The Monthly Student Attendance extract reports the days of students as “IE“ (ineligible) for the days of enrolment marked as “Exclude this enrollment from CA ADA Reporting”.

Select Schools

If you are at the School Level, you can select only the Current School.

This report will generate results for a single selected school, even in cases where the selected school has been excluded from state reporting.

If you are at the district level, you can run for a selection of schools or for All Schools in the district

If you are at the district level and Sub-district functionality has been enabled, you will see the following option:

  • Select Subdistrict

Once a Subdistrict is selected, you will see the following additional options:

  • Select Multiple Schools
    • If this option is selected, you must choose one or more schools from the provided list of schools linked to the selected sub-district
  • All Schools in the selected sub-District.
    • Choosing this option will result in a report output that includes all schools in the selected sub-district
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 Data Range

Choose from the following options:

  • Reporting Periods
    • If selected, choose a reporting segment from the drop-down menu
  • User Defined Start and End Dates
    • If selected, populate the date fields as appropriate

Note: The attendance date range should align with the Effective Start Date.

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.

Use Defaults – Choosing Use Defaults indicates to PowerSchool to use the attendance mode associated with each student’s FTE. Since there can be more than one FTE set up for the current school and school year, a different attendance mode may be used for different students.

Attendance Conversion

Chose an attendance conversion from the pop-up menu. The options in the list are based on the attendance mode selection.

Use Defaults – Choosing Use Defaults indicates to PowerSchool to use the attendance mode associated with each student’s FTE. Since there can be more than one FTE set up for the current school and school year, a different attendance mode may be used for different students.

Grade Level (Leave blank to ignore filter)Select from the option list. Press and hold the 'Command' key to choose multiple grade levels.

Include Student Number

Select 'Yes' to include the student number for each student in the report output.

The report will 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
SchedulingSelect from the following options:
Please select when to run:
  • Run Now (default)
  • Schedule
    • If this option is selected, you must populate additional values as listed below:
Please select schedule settings:

Populate the following:

    • Start Date
    • Start Time

Choose one of the following options:

    • Run Once
    • Repeat
      • If selected, choose from the following options: Daily, Weekly, Monthly, Yearly

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Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table 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.

For the scenario where a student is enrolled in multiple grades within the reporting date range with a combination of ADA and Non-ADA FTEs that are excluded from ADA reporting, the ADA FTE days are ignored from the calculation and the Non-ADA FTE days are reported as IE.

Report Output Format: The report output format for this report is pdf.  The report displays the system time in the report output.

Data Element

Description

[Table]FieldName

School Name

The school name.

[Schools]Name

School Number

The school number.

[Schools]School_Number

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

[Schools]Low_Grade

[Schools]High_Grade

Date Range

The date range of the report, as entered at report runtime.

N/A

Student Name

The student’s full name.

Note: This field reports the student's name based on whether the 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 student’s locally assigned student number.

[Students]Student_Number

Attendance Record

The report extracts an attendance value for each day in the reporting segment.

+: Indicates that the student enrolled in the school, grade level, or program (gain).

-: Indicates that the student exited the school, grade level, or program (loss).

N/E: Not Enrolled – Indicates that the student was not enrolled in either the selected school, grade level, or program.

--: Indicates that the day is not in session.

OT: Off Track – Indicates that if the student is enrolled using tracks, the student was not in school because the track was not in session.

IE: Ineligible – Indicates that the student has an FTE value of zero.

Attendance Code: The report will display the attendance code assigned to the student for that day.


[Students]EntryDate

[Students]ExitDate

[Students]FTEID

[Students]Track

[Reenrollments]EntryDate

[Reenrollments]ExitDate

[Reenrollments]FTEID

[Reenrollments]Track

[Attendance]Att_Date

[Attendance]A, B, C, D, E, or F (tracks)

[Attendance]Attendance_CodeID=[Attendance_Code]ID

[Attendance_Code]Att_Code

[Calendar_Day]InSession


Total OT

The number of off-track days for each student 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

Total N/E

(Total Days Not Enrolled)

The number of days that each student was not enrolled in the school, grade level or program during the reporting period.

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate


Total IE

(Total Days Ineligible)

The total number of days each student in the selection was 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


Total ABS

(Total Days Absent)

The number of days that the student was absent during the reporting period.

[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

Total ATT

(Total Days Attended)

The number of days that each student was present during the reporting period.

This value is calculated using the following formula:

Days Membership – (Off Track + Days N/E + Days Ineligible + Days Absent)

N/A

Totals

The sum for the OT, N/E, IE, ABS and ATT columns.

N/A

Days In Session

The number of in session days during the reporting period.

[Calendar_Day]InSession = 1

Carry Forward

The number of students enrolled in the school at the beginning of the reporting period.

[Students]EntryDate

[Reenrollments]EntryDate

Gains

The number of students who enrolled in school during the reporting period.

[Students]EntryDate

[Reenrollments]EntryDate

Losses

The number of students who exited school during the reporting period.

[Students]ExitDate

[Reenrollments]ExitDate

Ending

The number of students enrolled in the school at the end of the reporting period.

[Students]ExitDate

[Reenrollments]ExitDate

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