Attendance Audit for School Discipline and Attendance
Introduction
The School Discipline and Attendance - Attendance File summarizes student attendance and truancy at the school level for submission to CDE. It reports the total days in the school calendar, the total hours attended, total hours excused, total hours unexcused, and total possible days. It also reports the count of unique students who; missed 4 days in any month, 10 days in the school year or met both conditions. The totals are cumulative.
Attendance Audit for School Discipline and Attendance
This report uses the same calculations and fields as the School Discipline and Attendance - Attendance File, but is summarized at the student level. This report will allow the user to compare individual student attendance with the aggregate report submitted to CDE with the School Discipline and Attendance files.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.
Record Selection
The report selects records from the Students and ReEnrollments tables based on the following criteria:
- The student is not flagged as Exclude from State Reporting.
- The school is not flagged as Exclude from State Reporting.
- The student is enrolled into at least one section that:
- is not flagged as Exclude from Attendance
- is included in the Bell Schedule
- is not flagged as Exclude from State Reporting
- The student is enrolled and scheduled in classes for at least one day between the Start and End Dates selected at run time.
- The student met at least one of the thresholds for unexcused absences prior to turning age 17.
Additional Requirements
- Attendance Tracking and Notification is set up as specified in the District Setup and School Setup.
- Attendance Code Categories of Excused and Unexcused must be created. The Name and Code values must reflect either Excused or Unexcused (verbatim).
- All Attendance Codes that are absent codes must be set to either the Excused or Unexcused Attendance Code Category.
- Attendance conversions must be correctly filled out and attendance values (defined in the conversion) should not go out past the tenths place (i.e., .5).
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Schools to Include | Select Multiple Schools using Ctrl+Click to select multiple schools or Shift+Click to select a range of schools or All Schools. School selection will only be available when at District Office. |
Current Selection Students* | 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. |
Select Start Date* | Enter the starting date of the date range for the report. |
Select End Date* | Enter the ending date of the date range for the report. |
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Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Item # | Data Element | Description | [Table]FieldName | Field Length |
|---|---|---|---|---|
1 | School District/ BOCES Code | The district number. | [Prefs]value [Prefs]name=districtnumber | 4 |
2 | School Code | The reporting school number. | [Students]SchoolID [Schools]Alternate_School_Number | 4 |
3 | Length of School Year | The number of whole and partial days the school is in session for the current school year. This is the actual number of days when students are present. | Derived: [Calendar_Day]Date_Value where InSession = 1 and Date_Value between Start Date and End Date entered on the report run page | 4 |
| 4 | Ethnicity/Race | Indicates the Ethnicity/Race for attendance reported. | [StudentRace]Racecd [Students]Fedethnicity | |
| 5 | Gender | Indicates the gender for the attendance reported. Valid values:
| [Students]Gender | 1 |
| 6 | IDEA/Special Education | Indicates whether the record is an aggregate of IDEA/SPED students. | [S_CO_STU_X]Primary_Disability [S_CO_REN_X]Primary_Disability | 2 |
| 7 | Section 504 Status | Indicates whether the record is for an aggregate of students identified as handicapped under regulations implementing Section 504 of the Rehabilitation Act of 1973, but may or may not be eligible for special education placement under the Individuals with Disabilities Act. | [S_CO_STU_X]Handicapped_504 [S_CO_REN_X]Handicapped_504 | 1 |
| 8 | ELL Status | Indicates whether the record is for an aggregate of students who have a language background in a language other than English and is currently being served or monitored by either a Bilingual or English as a Second Language (ESL) program or was identified and Parent(s) refused services. | [S_CO_STU_X]Bilingual [S_CO_STU_X]ESL [S_CO_STU_X]LanguageProficiency | 1 |
| 9 | Homeless | Indicates whether the record is for an aggregate of students that had the Homeless Status at any time during the school year while enrolled. | [S_CO_STU_X]Homeless | 1 |
| 10 | Free/Reduced Lunch Eligible | Indicates whether the student is eligible for free/reduced lunch. Valid values:
| [S_CO_STU_X]StateLunchStatus [Students]LunchStatus | 2 |
- | Student Number | The Student's local student number. | [Students]Student_Number | Audit Report ONLY |
- | Last Name | The Student's Last Name | [Students]Last_Name | |
- | First Name | The Student's First Name | [Students]First_Name | |
| 11 | Total Days Attended by Students | The aggregate number of whole and partial days the students have attended school for the current school year. It is calculated by adding the number of days each student attended (full and partial days) in the current school year. A decimal is added to the tenths place. | Derived | 7 |
12 | Total Days Excused by Students | The aggregate number of whole and partial days that students had excused absences (out of school), for the current school year. Absence due to a suspension is excused. (A student who is tardy is not considered to be absent). A decimal is added to the tenths place. | Derived | 7 |
13 | Total Days Unexcused by Students | The aggregate number of whole and partial days students were absent (out of school), without being excused from a parent/guardian for the current school year. (A student who is tardy is not considered to be absent). A decimal is added to the tenths place. This field reports correctly in Attendance Audit for School Discipline and Attendance: Version 2.2, when run for a student, a school, or an entire district | Derived | 7 |
| 14 | Sum of Days Attended, Days Excused, and Days Unexcused | The aggregate number of the sum of Total Days Attended by Students, Total Days Excused by Students, and Total Days Unexcused by Students. | Derived | |
15 | Total Possible Attendance Days | The aggregate number of whole and partial days students would have attended school if there had been no absences for the current school year. It is calculated by adding the number of days that each student was enrolled in the current school year. Expelled students are included until the date of expulsion. A decimal is added to the tenths place. | Derived | 7 |
| 16 | Error Check | Error if the value in the Sum of Days Attended, Days Excused, and Days Unexcused column doesn't match the value in the Total Possible Attendance Days column. | Derived | |
17 | Number of Students Truant Four or More Days in a Month | The unduplicated count of habitually truant students who are at least the age of six and under the age of seventeen years on or before August 1 of the year in question, who have four total days of Unexcused Absences from a public school in any one calendar month: calculated by the sum of unexcused absences converted to days and fractions of days. | Derived | 4 |
18 | Number of Students Truant 10 or more Days in a School Year | The unduplicated count of habitually truant students who are at least the age of six and under the age of seventeen years on or before August 1 of the year in question, who have ten or more total days of Unexcused Absences, but have never accumulated four or more total days of unexcused absences from that public school in any one calendar month: calculated by the sum of unexcused absences converted to days and fractions of days. | Derived | 4 |
19 | Number of Students Truant for Both Conditions | The unduplicated count of habitually truant students who are at least the age of six and under the age of seventeen years on or before August 1 of the year in question, who have four or more total days of Unexcused Absences from the reporting public school in any one calendar month and also accumulated ten or more total days unexcused absences from the same public school during the reported school year; calculated by the sum of unexcused absences converted to days and fractions of days. | Derived | 4 |
| 20 | Number of Students with Chronic Absenteeism | The unduplicated count of students absent 10% or more of the days enrolled in the reporting public school during the school year. A student is absent if he or she is not physically on school grounds and is not participating in instruction or instruction–related activities at an approved off-grounds location for the school day. Chronically absent students include students who are absent for any reason (e.g., illness, suspension, the need to care for a family member), regardless of whether absences are excused or unexcused. This count includes students in grades K-12 | Derived | 4 |
| 21 | Total Days Missed Due to Out-of School Suspensions | The aggregate number of whole and partial days the student was absent due to out-of-school suspensions. Note: The output is 7 digits, with an implied decimal in the tenths place; for example a reported value of 1234567 is really 123456.7 | Derived | 7 |
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