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CA Student Attendance Audit

Contents

Introduction

The Student Attendance Audit report is a roster report detailing attendance by day. The report includes enrollment and attendance by section. Attendance data is calculated using meeting mode. If a section meets more than one period in a day, the attendance taken for the first period is used 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.

The grade level is mapped to the LTK level and will be reported as LTK in all CA-specific reports if 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

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

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.

Students to Include

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 report.

Grades (leave blank for all)

Select the checkboxes to include the appropriate grade levels.

Note: For school year 23-24 or higher, grade level mapped to LTK will be displayed. 

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.

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.

Include Student Number

Check the box to include the student number for each student in the report output.

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.

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.

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
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.

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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.

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

Data Element

Description

[Table]FieldName

School Name

The school name.

[Schools]Name

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

Attendance Records

The report displays a 1 if the student was present at the school for that day.

For each day, the report verifies that:

  • The day is in session according to the calendar setup.
  • The student is enrolled in the school.
  • The student is on track.
  • The student is present at the school.

**: The double asterisk indicates that either the day was marked Emergency Closure or the student was not enrolled in the school.

[Attendance]StudentID = [Students]ID

[Attendance]Att_Date

[Attendance]Attendance_CodeID=[Attendance_Code]ID

[Students]EntryDate

[Students]ExitDate

Att

The number of present attendance days for all students enrolled in the section during the report date range.

The report calculates attendance based on the attendance mode and conversion chosen at report runtime.

[Attendance]StudentID=[Students]ID

[Attendance]Att_Date

[Attendance]Attendance_CodeID=[Attendance_Code]ID

Memb

The number of membership days for the student (days the student was enrolled in the school) during the report date range.

[Students]EntryDate

[Students]ExitDate

Grand Totals

The report adds the values in each column.

N/A

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