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Configure School Attendance

Contents

Introduction

Attendance codes are used to define values, points, and calculations for school-specific attendance. Attendance code categories enable the grouping of attendance codes by classification, beyond Present or Absent, for reporting and searching purposes. You must create attendance code categories before creating attendance codes. Attendance  conversions enable you to convert students' period, code or minutes attendance to a day attendance value. FTEs allow you to associate groups of students with different attendance values for the same day.

Attendance Code Categories

Navigation:

School Setup > Attendance: Attendance Code Categories

Note: Attendance code categories are associated with a specific school and are copied from year to year. Because attendance code categories are a constant, do not delete them from any year that uses them.

Data ElementDescription[Table]FieldNameUsed in these Reports

Code

Enter the attendance code category abbreviation.

For the Attendance Tracking and Notification function, you must set up one attendance code category for each of the following:

  • Unexcused absences
  • Unexcused tardies
  • Illness absences

[Code_Entity]CE_Code

Required Setup

Name

Enter the name of the attendance code category.

Note: The CE Hourly Attendance Summary report uses the following attendance code category names:

  • Excused
  • Unexcused
  • Suspended

When backfill is enabled on the Backfill Preferences page, the Suspended attendance code category is automatically created. The Excused and Unexcused code categories are created by default.

For CDS, a non-instructional code category may be defined (if applicable).

Note: The non-instructional code category can be used for periods that are sometimes instructional and sometimes non-instructional in nature. Present attendance codes assigned to non-instructional code category will not be counted towards ADA on days when the present non-instructional attendance code is assigned when taking attendance.

The code category created when running the CDS Attendance Audit report, will be identified at run

[Code_Entity]External_Name

CE Hrly Att

CDS Att Audit

ATN

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Attendance Codes

Navigation:

School Setup > Attendance: Attendance Codes

 Data Element

Description

[Table]FieldName

Used in these Reports

Code

Enter the attendance code abbreviation.

[Attendance_Code]Att_Code

All Attendance Reports


Description

Enter the attendance code description.

[Attendance_Code]Description

Not Required

Presence Status

Select Present or Absent as the presence status.

Note: For the Attendance and Tracking Notification function, you must set up attendance codes to track unexcused absences, illness absences, and unexcused tardies. The presence status for unexcused attendance is Absent. The presence status for excused attendance and tardies is Present.

[Attendance_Code]Presence_Status_CD

Attendance Reports except:

Weekly Att (M)

Weekly Att (D)

CE Hrly Att

CE Mo Att

IS Reports

SI Reports

CDS Att Audit

Sec Att Status

Points

Enter the number of points associated with the attendance code. Points can be used to withhold credit when awarding grades.

[Attendance_Code]Course_Credit_Points

Not Required

Code Categories

Select the appropriate attendance code category.

Note: The Suspended attendance code category is automatically created when the Attendance Backfill is enabled for Continuation Education (CE). The Excused and Unexcused attendance code categories are created by default for PowerSchool.

[Att_Code_Code_Entity]Code_EntityID

[Att_Code_Code_Entity]Attendance_CodeID=[Attendance_Code]ID

CE Hrly Att

CDS Att Audit

Teacher can assign

Choose Yes or No from the pop-up menu to indicate whether the teacher can assign the attendance code.

[Attendance_Code]Assignment_Filter_YN

Not Required

This attendance code is considered in ADA calculations

if the attendance code value should be included in ADA calculations, select the checkbox .

[Attendance_Code]Calculate_ADA_YN

Att Reports

AEP Reports

Electronic Att Reports

This attendance code counts toward membership

if the attendance code value should count toward ADM calculations, select the checkbox.

[Attendance_Code]Calculate_ADM_YN

Att Reports

AEP Reports

Sort order for display

Choose the sort order in which the code should display on the page.

[Attendance_Code]SortOrder

Not Required

CALPADS Attendance Category

Select the applicable CALPADS attendance category

  • Does Not Apply
  • (ST) Short Term Enrollment
  • (OS) Out-of-School Suspension
  • (IS) In-School Suspension (All Day)
  • (UX) Unexcused, Non-Suspension
  • (EX) Excused, Non-Suspension
  • (II) Incomplete Independent Study
  • (CI) Completed Independent Study Days

If Primary Enrollments are continuous and Short-Term Enrollments are concurrent at this school, select (ST) Short Term Enrollment.

If a student's attendance code is mapped to more than one CALPADS Attendance Category, the (ST) Short Term Enrollment code takes precedence.

[Attendance_Code]Unused1

Stu Abs Sum (STAS)

Stu Absenteeism

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Attendance Conversions

Navigation:

School Setup > Attendance: Attendance Conversions

Use attendance conversions to convert attendance taken for students from period, code, or minutes present attendance to an attendance value for the entire day. 

Data ElementDescription[Table]FieldNameUsed in these Reports

Name

Enter the attendance conversion name.


[Attendance_Conversion]Name

Att Reports except

Weekly Att (M)

Weekly Att (D)

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Period-To-Day Attendance Conversion

Navigation:

School Setup > Attendance: Attendance Conversions > under Period, click Defined or (NONE) link

Use the Period-To-Day attendance conversion to convert students' periods present attendance to an attendance value for the entire day.

Data ElementDescription[Table]FieldNameUsed in these Reports

Day Attendance Value

Enter the day attendance value for the period-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items]Conversion_Mode_Code=periodday

[Attendance_Conversion_Items]Attendance_Value

Att Reports except

Weekly Att (M)

Weekly Att (D)

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Code-To-Day Attendance Conversion

Navigation:

School Setup > Attendance: Attendance Conversions > under Time, click Defined or (NONE) link

Use the Code-To-Day attendance conversion to convert students' attendance from an attendance code to an attendance value for the day.

Data ElementDescription[Table]FieldNameUsed in these Reports

Code

The code for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items]Conversion_Mode_Code=codeday

[Attendance_Conversion_Items]Input_Value

Note: The value in the Input_Value field is the ID of an attendance code in the [Attendance_Code] table.

Att Reports except

Weekly Att (M)

Weekly Att (D)

Cls Att Audit

Stu Att Audit

Enrl by Sec

Day Attendance Value

Enter the day attendance value for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items]Conversion_Mode_Code=codeday

[Attendance_Conversion_Items]Attendance_Value

Att Reports except

Weekly Att (M)

Weekly Att (D)

Cls Att Audit

Stu Att Audit

Enrl by Sec

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Time-To-Day Attendance Conversion

Navigation:

School Setup > Attendance: Attendance Conversions > under Time, click Defined or (NONE) link

Use the Time-To-Day attendance conversion to convert students' minutes present attendance to an attendance value for the entire day.

Data ElementDescription[Table]FieldNameUsed in these Reports

Minutes Present

Enter the minutes present for the time-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items]Conversion_Mode_Code=timeday

[Attendance_Conversion_Items]Input_Value

Dist Att

Reg ADA Hrs

Att Audit

Day Attendance Value

Enter the day attendance value for the time attendance conversion for the FTE.

[Attendance_Conversion_Items]Conversion_Mode_Code=timeday

[Attendance_Conversion_Items]Attendance_Value

Dist Att

Reg ADA Hrs

Att Audit

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Full-Time Equivalencies (FTE)

Navigation:

School Setup > Attendance: Full-Time Equivalencies (FTE)

or

School Setup > Attendance: Attendance Conversions > under FTE click Defined or (NONE) link

Use FTE to associate groups of students with different attendance values for the same day; for example, full-time and half-time students. FTEs are also used to determine default settings for reporting on Average Daily Attendance and Average Daily Membership (ADA/ADM).

Data Element

DescriptionTable]FieldNameUsed in these Reports

Name

Enter the name of the FTE as you want it to appear in the Full-Time Equivalency pop-up menu on the Edit Current/Previous Enrollment pages. The pop-up menu is used to associate an FTE with a student’s current and historical school enrollment.

[FTE]Name

Att Reports

Default Attendance Mode

Choose the attendance mode from the pop-up menu that will be used for reporting purposes if a specific mode is not provided.

[FTE]Dflt_Att_Mode_Code

Att Reports

Att Sum by Grade-IS

Default Attendance Conversion

Choose the attendance conversion from the pop-up menu that will be used for reporting purposes if a specific conversion is not provided.

[FTE]Dflt_Conversion_Mode_Code

Att Reports

Att Sum by Grade-IS

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