MB Chronic Absenteeism Report

Introduction

This report lists students with severe chronic absenteeism.

Prerequisite setup

The following attendance setup is required for each school included in the report:

Absent Attendance Codes must have an Absent status and the Code Categories - Unexcused checkbox selected.
Absent Attendance Codes must have ‘Considered in ADA Calculations’ selected.
Attendance Conversions must be set up for the school.
Full-Time Equivalency must be entered for each student.

Attendance is derived from the nightly process. If attendance changes during the day, the data is not current until after the nightly process runs. Manually refresh the data using Refresh Premier Attendance Views Data.

Navigation: Special Functions, Attendance Functions, Refresh Premier Attendance Views Data.

Selection Criteria

School Selection

School must not be a closed school.
School must not be excluded from State Reporting.

Student Selection

The student must not be excluded from state reporting.
Student must be enrolled at the selected school as of the end date of the selected date range.
Note: Report can be printed for previous years by choosing a prior term at the top of the page and the report’s date range is within that year.
If the Include Inactive Students flag is selected while running the report, then students who were enrolled at any time during the specified date range are included.
For elementary students:
- Students must be marked as absent for 20% or more of the total days they were enrolled during the collection period. Only unexcused absences are considered.
- Accumulated attendance is calculated for the following:
  - Students transferred from one homeroom to another homeroom.
  - Students transferred out and then transferred back into the same homeroom.
  - Students transferred out of school and then transferred back to the same school during the collection period.
- Students are not included if the only enrolment for the year in the school ends prior to Sept 03 of the year running the report.
For secondary students (grades 9 and higher):
- A student is enrolled or cross-enrolled in at least one Compulsory English Language Arts and Mathematics class in the collection period. Only English Language Arts and Mathematics classes should be considered from the s_mb_ela_math_crscodes_s
- Current and Completed are included.
- Dropped/Withdrew courses are excluded.
- Students must be absent 20 or more classes in at least one course in the specified date range. Only unexcused absences are considered.
  - Only courses with a total number of classes missed are 20 or more classes are included.
  - Full-year courses are included in this report, even if the specified Date Range Start Date is after the course start date
- Remote courses (taken at another school) will be reported by the school where the course is taken.
- Accumulated attendance is calculated for the following:
  - Students transferred from another section of the same course in the same school.
  - The student transferred out and then transferred back into the same section.
  - Students are not included if the only enrolment for the year in the school ends prior to Sept 03 of the year running the report.. ( school enrolment exit_date is <=Sept 03)
Note: If the student transferred from another school, attendance at the current school is only reported (Elementary and Secondary).

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. The Current School Only option is for troubleshooting purposes only for this report. 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.ool only
Current Selection 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. This is selected by default.
Include Inactive Students	Select this field to include students who were enrolled at any time during the specified date range. This field is unchecked by default.
Collection Period Start Date*	Choose the start date: Sep 3 Feb 3 If Feb 3 is selected, then the Collection Period End Date is defaulted to April 18.
Collection Period End Date*	Choose the end date: Nov 15 April 18 If Feb 3 is selected as Start Date, then Nov 15 cannot be the End Date.

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.

The report is output in Excel format, allowing for easy data manipulation, filtering, and analysis. One file with a single tab containing both elementary and secondary data, leaving columns blank when not applicable.

Column	Description	[Table]FieldName	Length
DIVISION CODE	Four-digit division code.	[Prefs]Value where [Prefs]Name = 'DistrictNumber'	4
SCHOOL CODE	Four-digit school code.	Schools]Alt_School_number if not 0 Otherwise [Students]/[ReEnrollments]SchoolId	4
SCHOOL NAME	The name of school selected for running the report.	[Schools]School_name	60
STUDENT LEGAL LAST NAME	Student’s legal last name. If not updated then the preferred last name.	[StudentCoreFields]PSCore_Legal_Last_Name if defined otherwise [Students]Last_Name	35
STUDENT LEGAL FIRST NAME	Student’s legal first name. If not updated then the preferred first name.	[StudentCoreFields]PSCore_Legal_First_Name if defined otherwise Students]First_Name	35
STUDENT LEGAL MIDDLE NAMES	Student’s legal middle name. If not updated then the preferred middle name.	[StudentCoreFields]PSCore_Legal_Middle_Name if defined otherwise [Students]Middle_Name	35
MET NUMBER	The nine-digit MET number.	[Students]State_StudentNumber	9
DATE OF BIRTH YYYY-MM-DD	The student’s date of birth. Format: YYYY-MM-DD	[Students]DoB	8
STUDENT POSTAL CODE	The postal code for the student’s address. Format: A1A 1A1 or A1A1A1	[Students]Zip	6
GRADE	The student’s grade level: SE, K, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, SS.	[Students]Grade_Level [ReEnrollments]Grade_Level K is printed if the grade level is 0. SE is printed if grade level is -2. SS is printed if grade level is 13. All other grade levels are numeric 1 to 12.	2
LAST KNOWN DATE PRESENT IN-SCHOOL	The last in-session day the student was present within the collection period. Format: YYYY-MM-DD This column displays data only for elementary students and is blank for secondary students.	Calculated	10
NUMBER OF INSTRUCTIONAL DAYS	Number of school days minus non-instructional days during the collection period. In number format. For example: 2.5, 7 This column displays data only for elementary students and is blank for secondary students.	Calculated Total number of in-session days from the student entry date or the collection period start date, whichever later to the collection period end date or the student exit date, whichever is earlier If the student transferred out and transferred back during the collection period. It is the total number of days in both enrollments. If there is a gap between school enrolments, the gap days are not counted.	5
NUMBER OF UNEXCUSED DAYS ABSENT	The number of unexcused absence days for the student. For example, if a student has an unexcused absence in the morning session but is present in the afternoon, this would be recorded as 0.5 days. This column is blank for secondary students.	Calculated
PERCENT UNEXCUSED OF DAYS ABSENT	The percentage of unexcused absences relative to the total instructional days within the collection period. For example: 21%. This column is blank for secondary students.	Calculated Number of unexcused days absent divided by the number of instructional days during the collection period. This field is rounded to one decimal place.
COURSE CODE	Four-digit course code/subject code. For example, 0001 for English Language Arts. This column is blank for kindergarten through 8 students. This column is blank for elementary students.	[Courses]Alt_Course_Number if not blank, else [Courses]Course_Number Only the compulsory Language Arts and Mathematics courses found in the new table [S_MB_ELA_MATH_CRSCODES_S]CourseCode are considered.	20
COURSE LEVEL	A three-character, alpha-numeric code. For example: 20S, 20E, 20M. This column is blank for SE, K-8 students.	CIP Code[Course]Code
LAST KNOWN DATE PRESENT IN COURSE	This is the last in-session day the student was present in class within the collection period for each enrolled compulsory Language Arts and Mathematics course where the student is experiencing severe chronic absenteeism. Format: YYYY-MM-DD This column is blank for elementary students.	N/A
NUMBER OF UNEXCUSED ABSENCES IN COURSE	The number of unexcused absence periods for a course. For courses offered in multiple periods per day, unexcused absences are counted per period, not per day. For example, a course with both morning and afternoon periods and the student has an unexcused absence in one period, this counts as 1 absence. If the student has unexcused absences in both periods, this counts as 2 absences. This column is blank for elementary students.	Calculated