Student Absence Summary (STAS) Report
Introduction
Extracts Student Absence Summary records for the assignment and maintenance of STAS information.The report includes a record for every student who meets the selection criteria, even if the student does not have any absences recorded during the reporting period.
Further details about student absences are provided in the Student Absenteeism Report output. This report produces two .csv files: Student Absentee Details and Student Absentee Counts, and is available in the Attendance section on the Start Page > Reports > State tab. For detailed information about this report, see the Student Absenteeism Report.
School Setup Required to Run this Report
For each school (except Non-Public Schools, School Number = 0000001), the Attendance Codes need to be categorized. Each Attendance Code must be paired with a CALPADS Attendance Category. On the Edit Attendance Code page, the CALPADS Attendance Category displays in the CALPADS Information footer. Once the categorization is complete, refresh the Premier Attendance Views Data through Special Functions > Attendance Functions > Refresh Premier Attendance Views Data. Refresh for all students for the entire school year. This function can only be performed on an individual school basis and is part of the nightly process.
How Enrollments are Handled
The STAS report outputs only one record per student per year per school. The report includes both Short-Term enrollments (30) and Primary enrollments (10). Enrollments are handled as follows:
If a student has multiple enrollments of the same enrollment type at the same school (for example, two Primary (10) Enrollments) within the time frame of the report, the values of the two enrollments are cumulative.
If a student has both a Primary Enrollment and a Short-Term Enrollment, attendance is subtracted from the Primary Enrollment school for those days when the student is marked absent but has an attendance code mapped to the Short-Term Enrollment school.
If a student has a continuous Primary enrollment and a concurrent Short-term enrollment, the Short-Term enrollment always takes precedence. Absences are recorded for the Short-Term enrollment classes and a separate record is generated for each student enrolled in the Short-Term class. The student is counted as absent only if marked as such at the Short-Term school.
In cases where the Short-Term enrollment is an actual enrollment (for example, a student is transferred to a new school mid-year), the report behaves exactly as it does for Primary enrollments (10).
If a student is enrolled in a Non-Public School (NPS) or a Home & Hospital Instruction Program for which attendance is not set up in PowerSchool, and the student record is not linked to a CALPADS Attendance Category, the student appears in the report with a Student Absence Summary Data Collection Exemption Indicator of “Y” and no absence totals.
If there are duplicate entry codes defined, the most recently created version of the entry code is used for Student Absence Summary Report (STAS).
Hourly Attendance Calculations
The STAS report uses the following CALPADS formulas to calculate hourly attendance for continuing education schools and community day schools, and other schools offering hourly attendance:
Days Attended: Days Expected to Attend - (Days Absent Out-of-School Suspension + Days Absent Excused Non-Suspension + Days Absent Unexcused Non-Suspension + Incomplete Independent Study Days)
Days Absent Out-of-School Suspension: Hours Absent due to out-of-schl susp / Hours Scheduled * Days expected to Attend
Days Absent In-School Suspension: Hours Absent due to in-schl susp / Hours Scheduled * Days Expected to Attend
Days Absent Excused Non-Suspension: Hours absent excused non-susp/ Hours Scheduled * Days Expected to Attend
Days Absent Unexcused Non-Suspension: Hours absent unexcused non-susp/ Hours Scheduled * Days Expected to Attend
Selection Criteria
Student Selection
The same criteria are used for all submissions throughout the year regardless of submission period:
Student must not be excluded from state reporting.
Student's school enrollment is not excluded from state reporting.
Student's grade level is K-12 or CA Grade Level Override (located on Student Selection > Transfer Info > Edit Current/Previous Enrollment) is 12.
Student must be assigned an SSID.
Student's school enrollment is not excluded from CA ADA reporting (OPTIONAL)
Student's school enrollment Enrollment Status Code is designated as (10) Primary Enrollment or (30) Short-term Enrollment
Student is enrolled in a school that is not excluded from state reporting.
Student must have a school enrollment with an Exit Date after the report start date and an Entry Date on or before the report end date. No shows are excluded.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
|---|---|
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
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 the report. |
Start Date | Indicate the start date for the report. |
End Date | Indicate the end date for the report. |
Implement the ‘Exclude from ADA’ flag | Choose Yes or No on whether to exclude ADA enrollment records from this report. |
Bypass Validation | Choose Yes or No from the pop-up menu to run the validation portion of the extract. The validation ensures that specified fields used for the extract are populated correctly. If the report identifies errors in student data, an HTML page displays the list of the errors. If the report does not identify any data errors, extract completes as expected.
|
School Group | Choose a group of schools to override the above "Use" parameter indicating District Wide vs.Current School Only. The extract includes student records associated with the selected schools that meet the selection criteria. Note: This parameter is optional. |
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: Attendance for students with enrollments at multiple schools where the 7-digit school number is the same for each school are cumulatively reported as a single row in the report output.
Operational Keys: School of Attendance, Academic Year ID
Processing Method: Replacement
Report Output Format: The report output format for this report is caret delimited.
Field # | Data Element | Description | [Table]FieldName | Max Length | Field Type | Required |
|---|---|---|---|---|---|---|
13.01 | Record Type Code | A category describing the type of data record being submitted | Always STAS | 4 | CS | Y |
13.02 | Transaction Type Code | A category describing the action the system should take on the data record being submitted. | This value is calculated based on the updatable fields and operational keys. | 1 | CS | N |
13.03 | Local Record ID | A local use field to provide the system record identifier for a submitted record in any CALPADS file format. This field will flow through CALPADS and be provided back to the LEA to help facilitate locating the original record in their local SIS environment. | [Students]ID [S_CA_SCH_X]StateSchoolNumber | 255 | CS | N |
13.04 | Reporting LEA | A unique identifier for the educational service institution responsible for obtaining and maintaining a student's Statewide Student Identifier by way of an enrollment record in the California Longitudinal Achievement Data System (CALPADS) | [Prefs]Name=districtnumber [Prefs]Value | 7 | CS | Y |
13.05 | School of Attendance | A unique identifier for the school that delivers most of the educational instruction and services and is where the student attends. Each school is assigned a 7-digit School Number, which is used as the School of Attendance value. Note: Attendance is grouped by the 7-digit school number rather than the PowerSchool School ID. Attendance for students enrolled in multiple schools with the same 7-digit school number is reported as a single school. '0000001' indicates an NPS school. | [Schools]School_Number [S_CA_SCH_X]StateSchoolNumber | 7 | CS | Y |
13.06 | Academic Year ID | A unique identifier assigned to a specific Academic Year. An Academic Year is the period during which school is in regular session and provides a required number of days of instruction (175 days in California) | [Terms]FirstDay [Terms]LastDay The report extracts the last four digits of the date value stored in both the FirstDay and LastDay fields. | 9 | CS | Y |
13.07 | SSID | The unique identifier for the student assigned to or by the first California district in which the student is enrolled in accordance with CDE established standards. This number follows the student from school to school throughout his/her K-12 career. | [Students]State_StudentNumber | 10 | CS | Y |
13.08 | Local Student ID | A unique identifier assigned to the student by a local educational agency. This may not be the same as the identifier assigned to the student at the school level | [Students]Student_Number | 15 | CS | Y |
13.09 | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field |
13.10 | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field |
13.11 | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field | Filler Field |
13.12 | Filler Field | Filler Field | Filler Field | |||
13.13 | Student Absence Summary Data Collection Exemption Indicator | An indicator of whether the student is exempt from CALPADS absence summary data collection because the student is enrolled in a Non-Public School (NPS) or receives instruction through a home or hospital instructional setting. Note: If this is indicator is Y, the following fields are left blank in the report:
| a) if [S_CA_STU_X]STASExemptionIndicator or [S_CA_REN_X]STASExemptionIndicator = 1, then Y b) if [S_CA_SCH_X]StateSchoolNumber = '0000001' then Y c) if [S_CA_SCH_X]SchoolType = 40 or 45, then Y d) otherwise NULL | 1 | CS | N |
13.14 | Hourly Attendance School Type Indicator | An indicator of whether the student is attending a school for which the calculation for all students is based on hourly attendance (e.g. continuing education schools). | a) if "a", "b", or "c" above, then NULL b) If default attendance screen for school/year = "Interval" then "Y" c) otherwise "N" | CS | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N | |
13.15 | Expected Attendance Days | The total number of days the individual student was scheduled to attend during the Academic Year from the student’s Enrollment Start Date to the Enrollment Exit Date. Expected attendance days are the number of days a student was scheduled to attend in person, traditional independent study, and course-based independent study, whether or not the student was actually in attendance based on the Enrollment Start and End date. | Expected Attendance Days = Sum of attendance view: Membership Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' [PS_ADAADM_DEFAULTS_ALL]potential_attendancevalue | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.16 | Days Attended In-Person | The total number of days the student attended the school. A day attended is defined as any day a student attended for all or part of a school day. Days attended is calculated by subtracting the following from 13.15 Days Expected:
Output is rounded to hundredths. | Days Attendance = Sum of attendance view: Days Present Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' [PS_ADAADM_DEFAULTS_ALL]attendanceValue | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.17 | Days Absent Out-of-School Suspension | The total number of days the student was absent from the regular classroom for the entire school day due to an out-of-school suspension pursuant to EC 48911. Note: Use independent study codes (Complete/Incomplete) for students in Independent Study. | [Attendance_Code]Unused1 If Unused1 = Out-of-School Suspension, it will be a count of those days. Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.18 | Days in Attendance In-School Suspension | The total number of days the student was in attendance but absent from the regular classroom for the entire school day due to either an in-school suspension pursuant to EC 48911.1, or a teacher suspension from a classroom pursuant to EC 48910(c)or a combination of both. Note: The ‘In school Suspension’ days are counted as Present when calculating the value for 'Days Attended' at the student level.Use independent study codes (Complete/Incomplete) for students in Independent Study. | [Attendance_Code]Unused1 If Unused1 = In-School Suspension, it will be a count of those days. Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.19 | Days Absent In-Person Excused Non-Suspension | The total number of days the student was absent for the entire school day with a valid excuse, per Education Code sections 48260(c). (This does not include an absence due to an out-of-school or in-school suspension, or days with an Independent Study attendance code) | [Attendance_Code]Unused1 If Unused1 = Absent Excused Non-Suspension, it will be a count of those days. Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.20 | Days Absent In-Person Unexcused Non-Suspension | The total number of days the student was absent for the entire school day without a valid excuse. (This does not include students who are absent due to an out-of-school suspension or who attended in-school suspension, or or days with an Independent Study attendance code.) | [Attendance_Code]Unused1 If Unused1 = Absent Unexcused Non-Suspension, it will be a count of those days. Blank if 13.13 Student Absence Summary Data Collection Exemption Indicator = 'Y' | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.21 | Non-ADA-Generating Independent Study Days | The total number of days the student did not satisfy statutory and regulatory requirements necessary to generate a day attendance for either traditional or course-based independent study | [Attendance_Code]Unused1 If Unused1 = (II) Non-ADA-Generating Independent Study Days - it will be a count of those days. If Student Absence Data Collection Exemption Indicator = Y, then this field must be null. | 6 | NU | If Student Absence Summary Data Collection Exemption Indicator = null Then Y; Else N |
13.22 | ADA-Generating Independent Study Days | The total number of days the student satisfies statutory and regulatory requirements necessary to generate a day of attendance for either traditional or course-based independent study.
| [Attendance_Code]Unused1 If Unused1 = (CI) Complete Independent Study Days, it will be a count of those days. | 6 | NU | |
13.23 | Period-by-Period Attendance Method Indicator | An indication of whether or not the student’s attendance is reported using period-by-period attendance by converting periods of attendance into days of attendance when reporting attendance on the STAS. A “Y” would indicate that a student’s attendance is reporting using period-by-period attendance, an “N” would indicate that it is not. | Derived based on the student’s assigned FTE method If Def Att.Mode = Meeting then Y
| 1 | CS | Required if Student Absence Summary Data Collection Exemption Indicator = N or null If Student Absence Data Collection Exemption Indicator = Y, then this field must be null. |