Student Absenteeism Report

Introduction

The Student Absenteeism Report extract generates the following two csv files that can be used to audit the CALPADS Student Absence Summary Records (STAS) extract. See the Student Absence Summary (STAS) Report for more information. This report is used to audit the CALPADS STAS extract and provides comprehensive attendance data including days expected, days attended, various absence categories (excused, unexcused, suspensions, independent study), and chronic absenteeism indicators.

Student Absentee Detail: Reports detailed information about absenteeism for each student at a district or at a specific school.
Student Absentee Count: Reports attendance and student absenteeism counts as a percentage of the total cumulative enrollment by school.

Important Note: To ensure accurate report output, a CALPADS Attendance Category must be applied to all Attendance Codes with a "Presence Status" of 'Absent' (Start Page > School Setup > Attendance Codes > Edit/New Attendance Code > CALPADS Information).

Navigation on the UI

Path: Start Page > Reports > State/Provincial Reports > Student Absenteeism Report

Notes:

Running for "All Schools" will not include schools excluded from state reporting.
To run for a selection of schools, you must be logged into the District Office.

Report Requirements

Prior to running this report, it is recommended that you:

Check for possible school enrollment conflicts
Check for possible schedule enrollment conflicts

Important Notes:

CALPADS program status (135, 144, 181, 182, 190, 192) will be determined by checking for the existence of a respective program record on the report's end date.

Selection Criteria

Student Selection

The same criteria are used for all submissions throughout the year regardless of the submission period:

The student must be assigned an SSID.
The student must not be excluded from state reporting.
The student's school enrollment is not excluded from state reporting.
The student is enrolled in a school that is not excluded from state reporting.
The 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 (i.e. enrolled for only 1 day) are excluded.

School Selection

The school must not be excluded from state reporting.

The California Department of Education (CDE) has added a new grade level of ‘TK’ that districts must use when reporting Transitional Kindergarten students to CALPADS. This new grade level will be effective starting with the 2023-2024 school year.

To support this functionality, PowerSchool has updated all California state reporting pages and reports to honor the grade level mappings as defined by each district.

The grade level is reported as mapped in all CA-specific reports once 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.

LTK Grade Level Mapping - valid values:

Grade 0 = KN
Grades -1 and below = TK, PS, IN
Grades >12 = AD

Report Input

Field	Description	Required	Default
Select Schools	Unique identifiers for set of schools for which to generate report content	Yes	Current School
Select Students	List of students from current selection feature	Yes	All Students
Select Attendance Date Range	Reporting period for attendance data	Yes	-
Grade Level	Filter by grade level (blank for all)	No	All
Race/Ethnicity	Filter by race/ethnicity (blank for all)	No	All
Enrollment Status	Filter by enrollment status (10-Primary, 30-Short Term)	No	All
EL Acquisition Status	Filter by English Learner acquisition status	No	All
Gender	Filter by gender (F, M, X, or All Values)	No	All Values
Socio-Economically Disadvantaged	Filter by socio-economic status (Member/Non-Member/All)	No	All Values
Migrant Immigrant (135)	Filter by program 135 membership	No	All Values
Special Ed (144)	Filter by program 144 membership	No	All Values
Foster Youth (190)	Filter by program 190 membership	No	All Values
Armed Forces Family Member (192)	Filter by program 192 membership	No	All Values
Non-ADA-Generating Independent Study Days	Filter by independent study days (=0, >0, All)	No	All Values
ADA-Generating Independent Study Days	Filter by ADA independent study days (=0, >0, All)	No	All Values
Out-of-School Suspension Days	Filter by OSS days (=0, >0, All)	No	All Values
In-School Suspension Days	Filter by ISS days (=0, >0, All)	No	All Values
Days Absent In-Person Excused Non-Suspension	Filter by excused absences (=0, >0, All)	No	All Values
Days Absent In-Person Unexcused Non-Suspension	Filter by unexcused absences (=0, >0, All)	No	All Values
Chronically Absent	Filter by chronic absenteeism status (Yes/No/All)	No	All Values
Student Enrolled < 30 Days	Filter by new enrollee status (Yes/No/All)	No	All Values
Exemption Indicator	Filter by STAS exemption status (Yes/No/All)	No	All Values
Period-by-Period Attendance Method Indicator	Filter by attendance method (Yes/No/All)	No	All Values
Implement 'Exclude from ADA' flag	Exclude designated student enrollments from report	No	Yes
Include NPS and Private School Records	Include NPS and Private School records	No	No
Include Student Gender	Include student gender in output	No	Unchecked

Validations

Validation	Description
School Enrollment Conflicts	Prior to running, verify no school enrollment conflicts exist
Schedule Enrollment Conflicts	Prior to running, verify no class schedule conflicts exist
Attendance Date Range	Start date must be before end date
Reporting Period	Must fall within a valid school year term
School Selection	At least one school must be selected
Program Status Check	CALPADS programs (135, 144, 181, 182, 190, 192) are validated against the report end date
Chronic Absenteeism Calculation	Percentage absence ≥ 10% flags student as chronically absent
Enrolled < 30 Days	Expected days attendance < 30 flags student as new enrollee
Exemption Status	Student-level STAS exemption indicator overrides attendance calculations

Report Output

File 1: Student Absentee Details (CSV)

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	School Code	7-digit school identifier	[Schools]school_number	VARCHAR	7
2	School Name	Name of the school	[Schools]name	VARCHAR	100
3	SSID	State Student Identifier	[Students]state_studentnumber	VARCHAR	10
4	Student Name	Full name of the student	[Students]lastfirst	VARCHAR	128
5	Student Number	Local student number	[Students]student_number	FLOAT	-
6	Gender	Student gender (F/M/X) - Optional based on input	[Students]gender	VARCHAR	1
7	Grade	Grade level of student	[CA_SchoolEnrollments_CALPADS]grade_level	VARCHAR	2
8	Race/Ethnicity	Student's ethnicity description	[Students]ethnicity	VARCHAR	64
9	Enrollment Status	CALPADS enrollment status (10-Primary, 30-Short Term)	[S_CA_STU_X]EnrollmentStatus	VARCHAR	2
10	English Learner	EL acquisition status	[S_CA_STU_ELA_C]elastatus	VARCHAR	4
11	Socio-Economically Disadvantaged	Socio-economic disadvantaged indicator (Y/null)	Derived from Lunch Status	VARCHAR	1
12	Exemption Indicator	STAS exemption indicator (Y/null)	[S_CA_STU_X]STASExemptionIndicator	VARCHAR	1
13	Days Expected	Expected days of attendance	Calculated	NUMBER	10,2
14	Days Attended In-Person	Number of days attended in-person	Calculated	NUMBER	10,2
15	Days Absent	Total days absent	Calculated	NUMBER	10,2
16	% Absence	Percentage of days absent	Calculated ((1 - (daysAttended/expectedDays)) * 100)	NUMBER	10,2
17	Non-ADA-Generating Independent Study Days	Days of non-ADA independent study	Calculated	NUMBER	10,2
18	ADA-Generating Independent Study Days	Days of ADA-generating independent study	Calculated	NUMBER	10,2
19	Days Absent due to Out-Of-School Suspensions	Days absent due to OSS	Calculated	NUMBER	10,2
20	In-School Suspension Days	Days of in-school suspension	Calculated	NUMBER	10,2
21	Days Absent In-Person Excused Non-Suspension	Excused absence days (non-suspension)	Calculated	NUMBER	10,2
22	Days Absent In-Person Unexcused Non-Suspensions	Unexcused absence days (non-suspension)	Calculated	NUMBER	10,2
23	Chronically Absent	Chronic absenteeism indicator (Y/null)	Calculated (Y if % Absence ≥ 10%)	VARCHAR	1
24	Enrolled < 30 days	New enrollee indicator (Y/null)	Calculated (Y if Expected Days < 30)	VARCHAR	1
25	Period-by-Period Attendance Method Indicator	Indicates period-by-period attendance method (Y/null)	Derived	VARCHAR	1

File 2: Student Absentee Count (CSV)

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length
1	School Code	7-digit school identifier (or '--' for All Selected Schools)	[Schools]school_number	VARCHAR	7
2	School Name	Name of the school (or 'All Selected Schools')	[Schools]name	VARCHAR	100
3	Grade Level	Grade level	[CA_SchoolEnrollments_CALPADS]grade_level	VARCHAR	2
4	Gender	Gender filter value (F/M/X/--)	Input Parameter	VARCHAR	1
5	Ethnicity/Race	Ethnicity filter value	Input Parameter	VARCHAR	64
6	Total Unduplicated	Count of unique students	Calculated (COUNT DISTINCT)	NUMBER	-
7	Total Duplicated	Count of student enrollment records	Calculated (COUNT)	NUMBER	-
8	# Stu. w/ Absence Data	Count of students with absence data	Calculated	NUMBER	-
9	# of Stu. Absence Data Exemptions	Count of students with exemption indicator	Calculated	NUMBER	-
10	Student Absent < 5% Total	Count of students with absence rate < 5%	Calculated	NUMBER	-
11	Student Absent < 5% Percent	Percentage of students with absence rate < 5%	Calculated	VARCHAR	10
12	Student Absent ≥ 5% and < 10% Total	Count of students with absence rate 5-10%	Calculated	NUMBER	-
13	Student Absent ≥ 5% and < 10% Percent	Percentage of students with absence rate 5-10%	Calculated	VARCHAR	10
14	Student Absent ≥ 10% and < 20% Total	Count of students with absence rate 10-20%	Calculated	NUMBER	-
15	Student Absent ≥ 10% and < 20% Percent	Percentage of students with absence rate 10-20%	Calculated	VARCHAR	10
16	Student Absent ≥ 20% Total	Count of students with absence rate ≥ 20%	Calculated	NUMBER	-
17	Student Absent ≥ 20% Percent	Percentage of students with absence rate ≥ 20%	Calculated	VARCHAR	10