IL Student Attendance Report

Contents

Introduction

The IL Student Attendance Report provides student attendance totals, including days present, excused and unexcused absences, and days medically homebound and days hospitalized. The information can be reported for a single month or a range of dates that covers multiple months. By default, the report looks at the Attendance Recording Method that is set up for the school to determine whether to pull values from daily or meeting attendance. Alternatively, you can select a specific attendance method (mode).

Only regular school attendance is reported, summer school attendance is not included. Concurrent Enrollment attendance is included in the report output, unless "Exclude from IL Attendance" is selected on the Concurrent Enrollment page.

Present and Absent Day Calculations

By default, the report does not factor in Percent of Day Attended (PDA) for the present or absent day calculations; however, for internal audit purposes, there is an option to include PDA in the calculation.

The report does not divide attendance days between different enrollments. For example, if a student is present for .5 of the day at the home school and is present for .5 of the day at a concurrent enrollment, both the regular enrollment and the concurrent enrollment would have a value of 1.000 reported in the present day's calculation, regardless of the percentage of time the student spent at each enrollment. The same is true for the absent days calculation.

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.

School Selection

The report selects which school records to use based on the following criteria:

The school must be associated with a student included in the report.
The school must not be excluded from state reporting.
The school must not be excluded from IL attendance reporting.

Student Selection

The report selects which student records to use based on the following criteria:

The student must have at least one day of attendance in the selected reporting date range, regardless of whether their enrollment is still active.
No Show students are not included.
The student 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
Attendance Mode	Choose an attendance mode: Use Defaults - the report uses the Attendance Mode set up for Attendance Tracking and Notification Daily / Time to Day - the report uses the daily time to day attendance conversion Meeting / Time to Day - the report uses the meeting time to day attendance conversion Meeting / Period to Day - the report uses the meeting period to day attendance conversion All attendance codes with the value "Present" should be mapped to the following: EL (E-Learning) RL (Remote Learning)
Schools to Include	Choose one of the following: Current School Only – Includes all student records associated with the current school that meets 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. The All Schools option is only available when running the report from the District Office.
Current Selection Students	Indicate which students to include in the report by selecting one of the following options: 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. If running the report for a single student, or group of students, select the students prior to running the report.
RCDTS Number (Override)	To generate the report for a specific RCDTS school, enter the school's RCDTS number.
Select District (Optional)	(Optional) If this option appears, select the District for which you want to run the report.
Select Month	Choose the month for which you want to report attendance. If no month is selected, the start and end dates can include multiple months.
Report Start Date	Enter the start date for the reporting period. If a month is selected above, ensure the start and end dates are the days within that one month. If no month is selected, start and end dates can span several months.
Report End Date	Enter the end date for the reporting period. If a month is selected above, ensure the start and end dates are the days within that one month. If no month is selected, start and end dates can span several months.
PDA Option	Select an option to indicate whether PDA should be included in the attendance calculation. ISBE Submission (PDA calc not applied) - when selected, the attendance count does not reflect the inclusion of the PDA value in the calculation. Audit Report (PDA calc applied) - when selected, the attendance count does reflect the inclusion of the PDA value in the calculation. Use this version as an internal audit report.

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 Type	Field Length
1	Student ID	The student identification code assigned to each student in your district by the Illinois State Board of Education (ISBE). This field should be blank for a student upon first submission. Extracted from the Demo tab of the Illinois State Information page; State/Provincial Reporting - IL > ISBE SIS Student Demographics/Enrollment Information.	[Students]State_StudentNumber	Numeric	9
2	SAP ID	The PowerSchool student identification code. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/ Enrollment Information.	[Students]Student_Number	Alpha-numeric	50
3	Legal Last Name	The legal last name of the student. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/Enrollment Information. If the Legal First Name field is left blank, the student’s first name entered on the Demographics page is reported.	[S_IL_STU_Demographics_X]Legal_Last_Name If blank, [Students]Last_Name	Alpha-numeric	30
4	Legal First Name	The legal first name of the student. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/Enrollment Information. If the Legal First Name field is left blank, the student’s first name entered on the Demographics page is reported.	[S_IL_STU_Demographics_X]Legal_First_Name If blank, [Students]First_Name	Alpha-numeric	30
5	Birth Date	The student’s birth date. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/ Enrollment Information.	[Students]DOB	Numeric	10
6	RCDTS for Home School	The Region, County, District, Type, School (RCDTS) code that uniquely identifies the student’s home school. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/ Enrollment Information.	[S_IL_STU_X]RCDTS_Home_School If blank, [S_IL_SCH_X]RCDTS_Home_School	Alpha-numeric	15
7	RCDTS for Serving School	The Region, County, District, Type, School (RCDTS) code that uniquely identifies the student’s serving school. Extracted from the Demo tab of the Illinois State Information page, Start Page > Student Selection > Illinois State Information > ISBE SIS Student Demographics/ Enrollment Information. Students who are dual-enrolled may have multiple months with different serving schools.	[S_IL_STU_X]RCDTS_Serving_School If blank, [S_IL_SCH_X]RCDTS_Serving_School	Alpha-numeric	15
8	Enrollment Date	The student's school enrollment start date for the current year.	[Students]EntryDate	Alpha-numeric	15
9	School Year	The current school year.		Char	4
10	Month of Attendance	The month of student attendance reporting, selected at runtime. Totals are divided by month, by PDA/FTE, and by Serving School. The student is extracted if enrolled for at least one day during the month being reported.		Char	2
11	Year of Attendance	The calendar year of the attendance being reported. The Year of attendance is not necessarily the current year; for example, if it is currently 2019 and you are reporting attendance for October 10, 2018, the year reported is 2018.		Char	4
12	Total Days Present	The number of days or partial days the student was present. The number is represented as a decimal. The precision is 3 decimal points. See Present and Absent Day Calculations for details on how to present days are calculated.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
13	Excused Absences	The number of days or partial days that the student was absent with cause, by month. The number is represented as a decimal. The precision is 3 decimal points. See Present and Absent Day Calculations for details on how absent days are calculated.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
14	Unexcused Absences	The number of days or partial days that the student was absent without cause, by month. The number is represented as a decimal. The precision is 3 decimal points.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
15	Days Medically Homebound	The number of days or partial days that the student was considered absent and did not complete any schoolwork due to being medically homebound. The number is represented as a decimal. The precision is 3 decimal points. Note: A student is counted in this field only if the student is not receiving any district services on that particular day due to being too ill to complete schoolwork, having a conflicting medical appointment, etc. For example, a student who works with a district tutor at home would be marked as Present and factor into Total Days Present, not Days Medically Homebound.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
16	Days Hospitalized	The number of days or partial days that the student was absent due to hospitalization. The number is represented as a decimal. The precision is 3 decimal points.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
17	E-Learning	The number of days or partial days the student attended E-Learning sessions. The number is represented as a decimal. The precision is 3 decimal points.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6
18	Remote Learning	The number of days or partial days the student attended Remote Learning sessions. The number is represented as a decimal. The precision is 3 decimal points.	Calculated using the following PowerSchool Core tables: [PS_AdaAdm_Defaults_All] [PS_AdaAdm_Meeting_Ttod] [PS_AdaAdm_Meeting_Ptod] [PS_AdaAdm_Daily_Ttod] [PS_Attendance_Meeting] [PS_Attendance_Daily]	Numeric	6