Year-to-Date Attendance Summary

Introduction

The Year to Date Attendance Summary report is a year-to-date aggregated attendance report by grade.

This report returns totals for reporting segments only. If a beginning and ending date are entered that cover multiple segments, the report will pull every segment prior to the beginning date up to the last segment covered by the ending date.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects records from the [Students] table based on the following criteria:

The student must be enrolled in a school included in the report.
The student's school enrollment must not be excluded from California ADA reporting.
The student's school enrollment Entry Date must occur on or before the report end date.
The student's school enrollment Exit Date must occur on or after the report start date.
The student's school enrollment Exit Date must occur after the school enrollment Entry Date.
If a grade level is chosen, the student must be enrolled in a grade level chosen at report runtime.

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

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
Attendance Mode	Choose an attendance mode from the pop-up menu. The options in the list are based on the attendance recording methods selected on the Attendance Preferences page. Use Defaults – Choosing Use Defaults indicates to PowerSchool to use the attendance mode associated with each student’s FTE. Since there can be more than one FTE set up for the current school and school year, a different attendance mode may be used for different students.
Attendance Conversion	Chose an attendance conversion from the pop-up menu. The options in the list are based on the attendance mode selection. Use Defaults – Choosing Use Defaults indicates to PowerSchool to use the attendance mode associated with each student’s FTE. Since there can be more than one FTE set up for the current school and school year, a different attendance mode may be used for different students.
Grades (leave blank for all)	Select the checkboxes to include the appropriate grade levels.
Reporting Segment or Begin Date and Ending Date	Choose a reporting segment from the pop-up menu, or enter a beginning and ending date for the report.
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
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.
Implement the 'Exclude from ADA' flag to exclude such enrollment records from this report	Choose Yes or No from the pop-up menu. Choosing Yes excludes the student from the report if the student has a school enrollment marked to be excluded from ADA during the report date range.

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.

See PowerSource for assistance with troubleshooting ADA and ADM calculations.

Report Output Format: The report output format for this report is html.

Data Element	Description	[Table]FieldName
School Name	The name of the school included in the report.	[Schools]Name
Segment Name	The name of the reporting segment included in the report.	[Gen]Name [Gen]Cat = segment
Grade Levels	The grade levels included in the report. 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
Memb. Days	The total number of member ship days (days enrolled in the school) for all students in the selection.	[Students]EntryDate [Students]ExitDate [Students]SchoolID
Day	The number of in session school days within the reporting segment date range.	[Calendar_Day]InSession=1
ADA	The average daily attendance for the students within the report date range. This value is the number of students present at the school on average for a day within the report date range.	[Attendance]Att_Date [Attendance]StudentID [Attendance]Total_Minutes (time & interval attendance) [Attendance]Attendance_Code_ID = [Attendance_Code]ID (meeting & daily attendance) [Attendance_Code]Presence_Status_CD = Present