Student Attendance Summary (SAS)

Introduction

Use the Student Attendance Summary to add/update records in the Student Attendance Summary Table based upon student enrollments.

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 table based on the following criteria:

The student must not be enrolled in a school that is excluded from state reporting.
The student must have at least one active school enrollment record during the reporting period.

Required Data Setup

Prior to running this report, you should run the following utilities:

Run the Refresh Attendance Tracking Report to refresh the unexcused absence counts.
Attendance Tracking to calculate the unexcused absence totals.

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.
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 in order 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.
Report Type	Choose one of the following from the pop-up menu: Add – Use this option to add student attendance records to the Student Attendance Summary table. Update – Use this option to update existing student attendance records in the Student Attendance Summary table. Add and Update – Use this option to add new student attendance records and update existing student attendance records in the Student Attendance Summary table.
Schools to Run	Select the schools to include in the report. Use the command key to select more than one school. Choose [Run for District] to update the Student Attendance Summary table at the district level.
First Day of School	Enter the date of the first day of the school year.
As of Date	Enter a valid date for the report. Attendance counts reflect attendance taken from the first day of school through the As of Date, unless the student’s enrollment ends prior the As of Date.
View or Modify	Choose one of the following from the pop-up menu: View – Use this option to view the student attendance results before updating the Student Attendance Summary table. Modify – Use this option to add and/or update student attendance records in the Student Attendance Summary table.
Extract Days Attended	Choose Yes to calculate the days attended for each student. Choose No to set the Days Attended value to zero (0) for each student.
Extract Absences	Choose Yes to calculate the absence count for each student. Choose No to set the absence count value to zero (0) for each student.
Extract Excused Absences	Choose Yes to calculate the excused absence count for each student. Choose No to set the excused absence count value to zero (0) for each student.
Extract Unexcused Absences	Choose Yes to calculate the unexcused absence count for each student. Choose No to set the unexcused absence count value to zero (0) for each student.
Extract Membership	Choose Yes to calculate the membership days’ value for each student. Choose No to set the membership days’ value to zero (0) for each student.

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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.

Data Element	Description	[Table]FieldName	Field Type	Field Length
Student Name	The student’s name, extracted from the Demographics page. Notes: This field does not get imported; it is for viewing purposes only. If populated, the student's legal name overrides the student's preferred name.	[StudentCoreFields]PSCore_Legal_Last_Name [StudentCoreFields]PSCore_Legal_First_Name [Students]lastfirst	Alpha numeric	N/A
Student No.	The student’s locally assigned student number, extracted from the Demographics page. Note: This field does not get imported; it is for viewing purposes only.	[Students]Student_Number	Alpha numeric	N/A
Grade	The student’s grade level at time of enrollment, extracted from the Demographics page. Note: This field does not get imported; it is for viewing purposes only.	[Students]Grade_Level [ReEnrollments]Grade_Level	Alpha numeric	2
Entry Date	The student’s entry date at the time of enrollment, extracted from Start Page > Student > Transfer Info > Edit Enrollment. This value is imported into [StudentAttendanceSummary]StartDate.	[Students]EntryDate [ReEnrollments]EntryDate	Alpha numeric	10
Exit Date	The student’s exit date at the time of enrollment, extracted from Start Page > Student > Transfer Info > Edit Enrollment. This value is imported into [StudentAttendanceSummary]EndDate.	[Students]ExitDate [ReEnrollments]ExitDate	Alpha numeric	10
Student Id	The internal id of the student. This value is imported into [StudentAttendanceSummary]StudentDCID.	[Students]ID [ReEnrollments]ID	Alpha numeric	N/A
School Id	The school id at the time of enrollment, extracted from Start Page > Student > Transfer Info > Edit Enrollment. This value is imported into [StudentAttendanceSummary]SchoolDCID.	[Students]SchoolID [ReEnrollments]SchoolID	Alpha numeric	10
School Yr	The school year at the time of enrollment. This value is calculated from the field [PS_Enrollment_Reg]yearid. This field is imported into [StudentAttendanceSummary]SchoolYear.	[PS_Enrollment_Reg]YearID	Numeric	4
Membership	The student’s membership during the time of enrollment. This field is imported into [StudentAttendanceSummary]MembershipValue.	Derived from [Students]EntryDate and [Students]ExitDate	Numeric	5
Attendance	The student’s present attendance days during the time of enrollment. This field value is calculated. This field is imported into [StudentAttendanceSummary]DaysAttended.	Derived from [Students]EntryDate [Students]ExitDate [Attendance]StudentID [Attendance]Att_Date	Numeric	5
Absences	The student’s absences during the time of enrollment. This field value is calculated. This field is imported into [StudentAttendanceSummary]DaysTransportedEligibleStAids.	Calculated	Numeric	5
Unexcused Absences	The student’s Unexcused Absences during the time of enrollment. This field value is calculated using Attendance Tracking and Notification. This field is imported into [StudentAttendanceSummary]UnexcusedAbsences.	Calculated	Numeric	5
Excused Absences	The student’s Excused Absences during the time of enrollment. This field value is calculated by subtracting the Unexcused Absences (above) from Absences (above). This field is imported into [StudentAttendanceSummary]ExcusedAbsences.	Calculated	Numeric	5
Start Day	The first day of the student’s enrollment record. It is calculated using the school start date and student’s entry date into the school. This field is imported into [StudentAttendanceSummary]StartDay.	Calculated	Numeric	3
End Day	The last day of the student’s enrollment record. It is calculated using the school start date and student’s exit date from the school. This field is imported into [StudentAttendanceSummary]EndDay.	Calculated	Numeric	3
Resident	The student’s resident status. Valid values: Yes – The student is a resident of the school district. No – The student is an out-of-district student. Unknown – The student’s residency status is unknown. This field is imported into [StudentAttendanceSummary] MA_SAS_Resident.	[S_MA_STU_X]SIF_DistrictResident [S_MA_REN_X]SIF_DistrictResident	Alpha-numeric	7
Added	A value of Y indicates that the record was added. Records are added only if Add or Add and Update is selected when running the report, and if the enrollment record does not conflict with an existing record.	Calculated	N/A	1
Updated	A value of Y indicates that if the record was updated. Records are updated only if Update or Add and Update is selected when running the report, and if the enrollment record date matches an existing start date.	Calculated	N/A	1

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