Calculate Truancy

Introduction

The report lists students with their membership days, absence, and tardy days for the Fall, Spring, or All Year date ranges. The report also updates the Truancy indicator field on the Louisiana State Information page for each student if the "Update the database Truancy Value" is selected before the report is run. The indicator is marked based on the Truancy value calculated on the report output. This report can be run from the District Office.

It is recommended to always refresh your attendance before running the Calculate Truancy Report. Do not run multiple instances of the Calculate Truancy report simultaneously. Do not run DEWS reports while running the Calculate Truancy report.

Recommended Setup Steps

1. Create an Attendance Code Category, if one does not exist, with a name like Absent Unexcused.

2. Verify that all of your unexcused absence Attendance Codes are selected to be associated with the Attendance Code Category.

3. Create an Attendance Code Category, if one does not exist, with a name like Tardy Unexcused.

4. Verify all of your unexcused tardy Attendance Codes that would be considered are selected to be associated with the Attendance Code Category.

Student Truancy Flag

A student will have their [S_LA_REN_X]Truant_TF field set to true if:

• The student has a count of unexcused full full-day absences greater than or equal to the Absence threshold entered at runtime during a single semester. –or-

• The student has a count of unexcused tardies (late to school or early checkout) greater than or equal to the Tardy threshold entered at runtime during a single semester.

Examples:

The Absence threshold is set to 5 and the Tardy Threshold is set to 5.

• A student is absent unexcused 2 days and is Tardy late to school unexcused 3 days. The student will not be flagged as Truant. The student must have 5 unexcused absences or 5 unexcused tardies.

• A student is unexcused absent 2 days, is Tardy - late to school 3 days, and is Tardy - early checkout 2 days. The student will be flagged as Truant because he had 5 total Tardies (3 days late to school, and 2 days early checkout)

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.

Student Selection

The report selects records from the [Students] or [ReEnrollments] table that meet the following criteria:

• The student must be enrolled in a school included in the report and the school must not be excluded from state reporting.

• The student’s school exit date must occur on or after the report start date.

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

• The student’s school exit date must occur after the school entry date (excludes no-shows).

Report Input

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

Field	Description
Students to Include	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.
Spring Start Date	Select the date in which your spring semester starts. As per state requirements, semesters are defined as two equal parts of the school year.
Update the database Truancy Value	Select to update the values to the database. If this field is not selected the report is generated without updating the database.

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.