Set up Truancy Reporting
Introduction
Use Attendance Tracking and Notification (ATN) for truancy tracking and reporting. In California, a student is truant if they miss more than 30 minutes of instruction without an excuse, three times during the school year. For schools using daily attendance in PowerSchool, students are flagged as truant if they miss three school days or are tardy for three school days without an excuse. For schools using meeting attendance, students are flagged as truant if they are marked tardy or absent for three periods of 30-minutes or more without an excuse. Set up the following values at the district level to provide the initial setup for ATN.
California-specific values are loaded with the California installer. These “seeded” values should not be edited. If different values are needed, create new tracking methods. The seeded values are used by ATN reports on the Systems tab of the Run Reports page as well as the truancy notification letters available in ReportWorks.
For additional information about ATN, see Attendance Tracking & Notification Cheat Sheet in the PowerSchool Community.
Navigation:
District Setup > Attendance: Attendance Tracking and Notification
Tracking Methods
Data Element | Additional Information | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Name | Verify that the following three tracking methods are set up: Percent, Tardy Day, and Period/Interval. Each tracking method must be set up separately with a different threshold. | [Gen]Name=UEAT_Percent [Gen]Name=UEAT_Tardy_Day [Gen]Name=UEAT_Cut [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Threshold | Verify that the following thresholds are set up.
| [Gen]ValueLi=99 [Gen]ValueLi=1 [Gen]ValueLi2=31 [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Unexcused Levels
Use the following settings to report students as truant if they cut school or classes (of 30+ minutes) three or more times during the school year.
The values on this page are used by the Attendance Tracking and Notification reports available on the Systems tab of the Run Reports page as well as the truancy notification letters available in ReportWorks.
Data Element | Additional Information | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Level Name | Verify that an unexcused attendance tracking level exists with the name Truant. If one does not exist, click New. Important: The Level Name must not be changed to anything other than Truant. | [Gen]Value=Truant [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Tracking Method (1) | Verify that Percent is one of the tracking methods for this level. | [Gen]Value2 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Tracking Method (2) | Verify that Tardy Day is one of the tracking methods for this level. | [Gen]Value2 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | SIF CBEDS-ORA B |
Tracking Method (3) | Verify that Period/Interval is one of the tracking methods for this level. | [Gen]Value2 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | SIF CBEDS-ORA B |
Triggers | If necessary, click the plus sign twice to add two additional triggers, for three total. To remove a trigger, click the minus sign. Clicking the minus sign always removes the most recently added trigger, i.e. the trigger at the bottom of the list. | N/A | SIF CBEDS-ORA B |
Trigger 1 | Verify that the value 3 is set up as trigger 1. The student will be reported as truant if they have any combination of three of the following during one school year:
| [Gen]ValueLI [Gen]SortOrder = 1 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | SIF CBEDS-ORA B |
Trigger 2 | Verify that the value 6 is set up as trigger 2. The student will be reported as truant if they have any combination of six of the following during one school year:
Note: If your district would like to trigger the second SARB letter at a different value than 6, the value can be changed. It is advisable only to make the change prior to the beginning of the school year. | [Gen]ValueLI [Gen]SortOrder = 2 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Trigger 3 | Verify that the value 9 is set up as trigger 3. The student will be reported as truant if they have any combination of nine of the following during one school year:
Note: If your district would like to trigger the second SARB letter at a different value than 9, the value can be changed. It is advisable only to make the change prior to the beginning of the school year. | [Gen]ValueLI [Gen]SortOrder = 3 [Gen]Name=UEAT_Level [Gen]Cat=Unexcused | CBEDS SIF CBEDS-ORA B |
Illness Levels
Values on this page are used by the Attendance Tracking and Notification reports available on the Systems tab of the Run Reports page as well as the truancy notification letters available in ReportWorks.
Note: If an Illness Tracking Level is set up at the District, then an Illness Tracking Category must be set up for every school in the district that uses attendance tracking and notification.
For additional information on ATN, see PowerSchool Community.
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Level Name | Verify that an illness attendance tracking level is set up with the name Illness. | [Gen]Value [Gen]Name=UEAT_Level [Gen]Cat=Illness | Not Required |
Triggers | If necessary, click the plus sign twice to add additional triggers. To remove a trigger, click the minus sign. Clicking the minus sign always removes the most recently added trigger, i.e. the trigger at the bottom of the list. | N/A | Not Required |
Trigger 1 | Verify that the value 10 is set up as trigger 1. This set up indicates that a student will be reported when he or she achieves unexcused illness attendance for ten days during the school year. | [Gen]ValueLI [Gen]SortOrder = 1 [Gen]Name=UEAT_Level [Gen]Cat=Illness | Not Required |
Update Calculation Year
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Calculation Year | The calculation year determines the school year associated with Attendance Tracking and Notification. This setting affects reporting, since attendance reporting is year specific. | N/A | CBEDS SIF CEBEDS-ORA B |