SI Monthly Attendance Audit
Introduction
The Supplemental Instruction (SI) Monthly Attendance Audit reports the enrollment and hourly attendance details for students enrolled in SI programs. This is a school-level report.
Selection Criteria
Selection criteria determine which database records are used in the report.
Student Selection
The report selects student records based on the following criteria:
The student must be enrolled in a school included in the report.
The school must not be excluded from state reporting.
The student must be enrolled in a grade level selected at report runtime.
The student must be enrolled in the Supplemental Instruction program chosen at report runtime.
The student's school entry date must occur on or before the report end date.
The student's school exit date must occur on or after report start date.
The student's school exit date must occur after the entry date.
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 |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
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 one or more grade levels to narrow the selection of students. |
Reporting Segment or Begin Date and Ending Date | Choose a reporting segment from the pop-up menu, or enter a begin and end date. |
Processing Options | Choose a time to run the report from the pop-up menu:
|
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. |
SI Program | Choose the appropriate Supplemental Instruction program from the pop-up menu. Note: Associate special programs with the AEP SI program at the district. |
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.
Note: The report determines whether the student is enrolled in the Supplemental Instruction program by referencing the AEP program associated with their special program enrollment. The Special Program must be associated with the Full Time Independent Study AEP program at the district level. The related tables and fields are:
[Gen]Cat=specprog
[Gen]ValueT2 = SI* (starts with SI)
[Gen]ID = [SpEnrollments]ProgramID
[SpEnrollments]StudentID
Report Output Format: The report output format for this report pdf.
Data Element | Description | [Table]FieldName |
School Name | The school name. | [Schools]Name |
Report Name | Always “SI Monthly Attendance Audit” | N/A |
Program Name | The name of the SI program chosen at report runtime. | [Gen]Name [Gen]Cat=specprog [Gen]ValueT2 = SI (starts with “SI”) |
Reporting Segment Number | If a reporting segment was chosen at report runtime, the report extracts the segment number. | N/A |
Date Range | The date range of the report entered at report runtime. | N/A |
Weekly Intervals | ||
Student Name | The student’s first, last and middle name. | [Students]First_Name [Students]Last_Name [Students]Middle_Name |
Student Number | The locally assigned student identification number. | [Students]Student_Number |
Gain/Loss Indicator | Indicates whether the student enrolled in the school (gain), exited the school (loss), or both, during the report date range. | [Students] or [ReEnrollments]EntryDate [Students] or [ReEnrollments]ExitDate |
Grade | The student’s grade level. Note: 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 |
Gender | The student’s gender. | [Students]Gender |
Week Start Date | The start date of the week. | Derived from the report date range. |
Weekday Attendance Value | The report calculates the student’s attendance status using the following criteria:
NE: Not Enrolled + : Attendance Credited — : Attendance Not Credited | [SpEnrollments]Enter_Date [SpEnrollments]Exit_Date [SpEnrollments]ProgramID [Gen]ValueT2 = SI (starts with “SI”) [Attendance]Att_Date [Attendance_Code]Presence_Status_CD = Present or Absent [Sections]ProgramID |
Max Hours | The total number of hours that the student could have attended. The total hours is calculated by summing the number of intervals for the week for each section associated with the SI program. | [Sections]ProgramID [Sections]Att_Mode_Code = ATT_ModeInterval [Sections]Expression [CC]SectionID = [Sections]ID [CC]StudentID |
Appor Hours | Apportionment is the distribution of attendance hours. The purpose of apportionment is to claim the maximum number of attendance hours per student per week. If a student attends fewer than the maximum hours in Week 1 and more than the maximum hours in Week 2, the excess hours will be apportioned, or distributed, from Week 2 to Week 1, or vice versa. | Calculated |
Student Total | The report adds the sums from the Max Hours column and the Appor Hours column for each student. | Calculated |
Program Totals | The sum of the Max Hours column and the sum of Appor Hours column for all students. | Calculated |