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Student Attendance

Introduction

The Student Attendance report generates a comma separated (.csv) file containing one record for each day of instruction for each student enrolled at any time during the collection period. This report is processed at the district-level for state reporting submission. The option to process for selected students or for a single school is provided for troubleshooting purposes only.

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.

Students Selection

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

  • The student’s school exit date must occur after the user-defined report start date.

  • The student’s school entry date must occur on or before the user-defined report end date.

  • The student’s school exit date must occur after the school entry date.

  • The student must not be excluded from state reporting.

  • The student enrollment must not be excluded from state reporting.

  • The school must not be excluded from state reporting.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Select Schools

Choose one of the following:

  • Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.

  • All Schools – Includes all student records on the PowerSchool server that meet selection criteria.

Notes:

  • This option is for troubleshooting purposes only for this report.

  • The All Schools option is only available when running the report from the District Office.

Select Students

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection.

  • All students – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to running report.

Report Start Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the first day of the report date range.

Report End Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the last day of the report date range.

Display Audit Fields

Choose Yes or No from the pop-up menu.

The default option is No.

Choosing Yes includes additional fields used for troubleshooting to identify data that may need to be modified prior to submitting the report to the state.

Validate Data

Choose Yes or No from the pop-up menu.

The default option is Yes.

Choosing No requires PowerSchool to validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria are not met.

Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

Reqd

1

IDStuId

The Idaho student number.

[Students]State_StudentNumber

Varchar

9

Yes

2

schoolId

The school ID. The alternate school number is reported, if populated, otherwise the school number is reported.

[Schools]Alternate_School_Number

[Schools]School_Number

Option Set

4

Yes

3

calendarId

The district calendar type. The Calendar Number is determined for:

  • Kindergarten

  • Alternative school using the district calendar

  • Alternative school using the default school calendar

  • Regular students

[S_ID_STU_X]CalendarID

[S_ID_REN_X]CalendarID

Alternative school with district calendar:

[S_ID_DistrictCalendar_S]CalendarNumber

[S_ID_SCH_X]DefaultCalendar

Alternative school with default school calendar:

[S_ID_SCH_X]SchoolCalendarNumber

[Schools]School_Number

Regular students:

[S_ID_SCH_X]SchoolCalendarNumber

[Schools]School_Number

Integer

9

Yes

4

date

The date(s) of attendance. One record for every calendar in-session day for the selected date range.

[Calendar_Day]Date

[DistrictCalendar]CalendarDate

Date

10

Yes

5

attendance

The attendance value for each day a student has membership. This value is calculated at report runtime based on the student’s attendance records and the attendance conversion associated with their FTE.

Students on Alternative/Dual-Enrolled calendars will have the attendance reported in hours (present) rather than values of 0, .5, or 1. This is done by calculating the minutes present from the Potential_Minutes_Present and Minutes_Absent values (in the core PSSIS_Membership_Defaults view) and converting the result to hours.

Note: Review additional information about troubleshooting attendance.


Calculated

Decimal

6

Yes

6

absenceReason

The category of absence is reported.

valid values:

  • EA - Excused Absence

  • UA - Unexcused Absence

  • NA - Not Absent

[S_ID_CDE_X]ExcusedAbsentInd

Logic:

  • Values of EA and UA should only report if the student has 0 ADA value for a given day.

  • NA should only report if the minutes present value is greater than zero, but the ADA is 0 for a given day)

  • If any unexcused attendance codes on a given day, and the ADA is 0, the value reported should be UA.

  • If the student has 0 ADA value for a given day and all absence codes are excused (based on this field), return EA

  • If the student has 0 ADA value for a given day and all absence codes are not excused (based on this field) return UA.


1


7

StudentName*

Audit mode only

The student’s last, first.

[Students]LastFirst

N/A

N/A

N/A

8

StudentGrade*

Audit mode only

The student’s grade level.

[Students]Grade_Level

[ReEnrollments]Grade_Level

N/A

N/A

N/A

9

LocalSchoolid*

Audit mode only

The schoolID that pertains to the data pulled in the corresponding record.

[Students]SchoolID

[ReEnrollments]SchoolID

N/A

N/A

N/A

10

CalendarID

This will pull the calendarID based on the same logic as the extract version.

Note: Any values in this column that contain non-numeric characters need to be fixed or else the report will fail when it is run in extract mode.

[S_ID_STU_X]CalendarID

[S_ID_REN_X]CalendarID

Alternative school with district calendar:

[S_ID_DistrictCalendar_S]CalendarNumber

[S_ID_SCH_X]DefaultCalendar

Alternative school with default school calendar:

[S_ID_SCH_X]SchoolCalendarNumber

[Schools]School_Number

Regular students:

[S_ID_SCH_X]SchoolCalendarNumber

[Schools]School_Number

N/A

N/A

N/A

11

LegalFirst*

Audit mode only

The student's legal first name.

[StudentCoreFields]PSCore_Legal_First_Name

N/A

N/A

N/A

12

LegalLast*

Audit mode only

The student's legal last name.

[StudentCoreFields]PSCore_Legal_Last_Name

N/A

N/A

N/A

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