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Attendance Extract (Early, End of Year, Sep 30)

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Introduction

This extract collects all the state-required student attendance and demographic information for three separate collections, Sep 30, Early and End of Year. This file includes students enrolled in regular day school, evening high school, and part-time programs.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Student Attendance Extract, student enrollment records are selected.

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 is not excluded from state reporting.

Student Selection

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

  1. The student's entry date into the school is less than the Report End Date entered on the report page.
  2. The student's exit date from the school is greater than the Report Start Date entered on the report page.
  3. The student is not excluded from state reporting.

Report Input

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

This report uses the State reporting Platform to generate results.

You will need to install and setup a night transfer via an FTP program to automatically transfer this file from your server to the specified server given by MSDE.

Field

Description

Report Parameters

Select Set All; this will store your selections for this report which is helpful when you need to submit a new file and you are unsure of how you created your last file.

Select Schools*

If run at the district level, choose one of the following:

  • Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report
  • All Schools – Run the report for the entire district.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Select Students*

Select the button to run for The Selected Students or All Students

Report Start Date

Enter the Start Date for which you would like to run this report.

Report End Date

Enter the End Date for which you would like to run this report.

Reporting Period

Select to run the Early, End of Year or Sep 30 Report

Use Alternate School Numbers

Select Yes if you want to use Alternate School Numbers when processing the report.

Include Column Headings?Select Yes if you want column headers to be populated on the report output.
Scheduling OptionsDescription

Scheduling – Run Now

Leave Run Now selected to run the report now.

Submit

Click Submit to run the report now

Scheduling – Please Select When to run

Click the Schedule button to schedule this report to run.

Please Select Schedule Settings

Enter the Start Date and Start time. Click the Repeat button.

Please select repeat cycle options.

Choose the applicable option.

Please select end date range option

Enter the appropriate information.

Submit

Click Submit to schedule the report

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Report Output – Early

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

Begin / End Position

1 -36


See Standard Demographic String for field information.




1-200

37

Entry Status

This field contains the letter that corresponds to the type of entry to the school for this student. This field is extracted from the Maryland State Reporting page, Start Page > Student Selection > Maryland State Information.

If this field is blank, this field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[S_MD_STU_X]Entry_Status

Alpha-numeric

1

201

38

Entry Code

This field contains the entry code that identifies the type of entry to the school for this student. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryCode OR

[ReEnrollments]EntryCode

Alpha-numeric

2

202-203

39

Entry Date

This field contains the date the student entered the school. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryDate OR

[ReEnrollments]EntryDate

Numeric

8

204-211

40

Days Attending

This field is calculated. It shows the aggregate number of days the student was in attendance during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an attendance item for each period of the time a student was enrolled in a school.

N/A

Numeric

4

212-215

41

Days Absent

This field is calculated. It shows the aggregate number of days the student was absent during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an absence item for each record.

N/A

Numeric

4

216-219

42

Days Not Belonging

This field is calculated. For students with multiple enrollment records, the aggregate number of days not enrolled prior to entry and/or following withdrawal during the current school year to the nearest half day.

N/A

N/A

4

220-223

43FillerFillerN/AN/A4224-227

44

Exit Status

This field contains the student's Exit Status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Exit_Status

Alpha-numeric

1

228

45

Exit Code

This field contains the exit code that identifies the type of withdrawal from the school assigned to this student. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitCode OR [ReEnrollments]ExitCode

Alpha-numeric

2

229-230

46

Exit Date

This field contains the date the student withdrew from the school. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitDate OR [ReEnrollments]ExitDate

Numeric

8

231-238

47Accountability SchoolThe field contains the four-digit code assigned to the school for which the student will be reported for Accountability.

[Students]SchoolID OR [ReEnrollments]SchoolID OR

[Schools]Alternate_School_Number OR

[S_MD_STU_X]Accountability_School_Override OR [S_MD_REN_X]Accountability_School_Override

Alpha-numeric4239-242
48Direct Certification

This field contains an indicator, Y or N, that the student’s eligibility for the National School Lunch Program has been determined through direct certification. This field is extracted from either Lunch, Start Page > Student Selection > Lunch OR Edit Previous Enrollment - Maryland State Reporting, Start Page > Student Selection > Edit Previous Enrollment > Maryland State Reporting.

Note: Direct Certification Mapping must be completed to provide accurate information. Complete this mapping in District Setup.

Derived from [Students]LunchStatus OR [Reenrollments]LunchstatusNumeric1243

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Report Output – End of Year

Each of the fields displayed in the output of the report are described below.

Item

Data Element

Description

[Table]FieldName

Field Type

Field Length

Begin / End Position

1 -35


See Standard Demographic String for field information.




1-200

36

Entry Status

This field contains the letter that corresponds to the type of entry to the school for this student. This field is extracted from the Maryland State Reporting page, Start Page > Student Selection > Maryland State Information.

If this field is blank, this field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[S_MD_STU_X]Entry_Status

Alpha-numeric

1

201

37

Entry Code

This field contains the entry code that identifies the type of entry to the school for this student. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryCode OR

[ReEnrollments]EntryCode

Alpha-numeric

2

202-203

38

Entry Date

This field contains the date the student entered the school. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryDate OR

[ReEnrollments]EntryDate

Numeric

8

204-211

39

Days Attending

This field is calculated. It shows the aggregate number of days the student was in attendance during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an attendance item for each period of the time a student was enrolled in a school.

N/A

Numeric

4

212-215

40

Days Absent

This field is calculated. It shows the aggregate number of days the student was absent during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an absence item for each record.

N/A

Numeric

4

216-219

41

Days Not Belonging

This field is calculated. For students with multiple enrollment records, the aggregate number of days not enrolled prior to entry and/or following withdrawal during the current school year to the nearest half day.

N/A

N/A

4

220-223

42

Unlawful Days Absent

Aggregate number of days (implied decimal) student was unlawfully absent during the school year to the nearest half day.

Calculated

N

4

224-227

43

Exit Status

This field contains the student's Exit Status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Exit_Status

Alpha-numeric

1

228

44

Exit Code

This field contains the exit code that identifies the type of withdrawal from the school assigned to this student. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitCode OR

[ReEnrollments]ExitCode

Alpha-numeric

2

229-230

45Exit DateThis field contains the exit code that identifies the type of withdrawal from the school assigned to this student. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitDate OR

[ReEnrollments]ExitDate

Date
231-238

46

Promotion Code

This field contains the promotion code assigned to the student. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information OR Edit Previous Enrollment - Maryland State Reporting, Start Page > Student Selection > Edit Previous Enrollment > Maryland State Reporting

[S_MD_STU_X]Promotion_Code OR [S_MD_REN_X]Promotion_Code

Alpha-numeric

2

239-240

47

Target Assistance Program (TAS)

This field contains a Y if the student is served by a Title I Targeted Assistance Program, else N. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Targeted_Assistance

Alpha-numeric

1

241

48

Homeless Primary Nighttime Residence

If Homeless equals Y, this field contains the code and description identifying the primary nighttime residence of the homeless student. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Homeless_Primary_Residence

Alpha-numeric

1

242

49

Homeless Served – Mckinney

This field contains a Y if the homeless student receives funding from the Mckinney-Vento program, else N. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Homeless_McKinney

Alpha-numeric

1

243

50

Homeless Served – Other

This field contains a Y if the homeless student receives funding from another program, else N. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Homeless_Other

Alpha-numeric

1

244

51

Homeless Unaccompanied Youth Status

This field contains Y if the student meets the criteria for a homeless student and is not in the physical custody of a parent or guardian, else N. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Homeless_Youth

Alpha-numeric

1

245

52

Immigrant Indicator

This field contains a Y if the student meets the criteria for an immigrant student, else N. This field is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Immigrant OR [S_MD_REN_X]Immigrant

Alpha-numeric

1

246

53

Direct Certification

A "Y" or "N" indicator that the student’s eligibility for the National School Lunch Program has been determined through direct certification.

[Students]LunchStatus OR [Reenrollments]Lunchstatus = RDC or FDC then Y else N

Alpha-numeric

1

247

47MSDE Accountability SchoolThe field contains the four-digit code assigned to the school for which the student will be reported for Accountability.

[Students]SchoolID OR [ReEnrollments]SchoolID OR

[Schools]Alternate_School_Number OR

[S_MD_STU_X]Accountability_School_Override OR [S_MD_REN_X]Accountability_School_Override

Alpha-numeric4248-251

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Report Output – September 30

Each of the fields displayed in the output of the report are described below.

Item

Data Element

Description

[Table]FieldName

Field Type

Field Length

Begin / End Position

1 -36


See Standard Demographic String for field information.




1-200

37

Entry Status

This field contains the letter that corresponds to the type of entry to the school for this student. This field is extracted from the Maryland State Reporting page, Start Page > Student Selection > Maryland State Information.
If this field is blank, this field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[S_MD_STU_X]Entry_Status

Alpha-numeric

1

201-201

38

Entry Code

This field contains the entry code that identifies the type of entry to the school for this student. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryCode OR [ReEnrollments]EntryCode

Alpha-numeric

2

202-203

39

Entry Date

This field contains the date the student entered the school. This field is extracted from the Edit Current Enrollment page, Start Page > Student Selection > Transfer Info > Edit [Current/Previous] Enrollment.

[Students]EntryDate OR [ReEnrollments]EntryDate

Numeric

8

204-211

40

Days Attending

This field is calculated. It shows the aggregate number of days the student was in attendance during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an attendance item for each period of the time a student was enrolled in a school.

N/A

Numeric

4

212-215

41

Days Absent

This field is calculated. It shows the aggregate number of days the student was absent during the current school year, to the nearest half-day (implied decimal). If the student has multiple records, there must be an absence item for each record. Days absent for summer withdrawals must be zero.

N/A

Numeric

4

216-219

42FillerBlankN/A

220-227

43

Exit Status

This field contains the student's withdrawal status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Exit_Status

Alpha-numeric

1

227-228

44

Exit Code

This field contains the entry code that identifies the type of withdrawal from the school assigned to this student. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitCode OR [ReEnrollments]ExitCode

Alpha-numeric

2

229-230

45

Exit Date

This field contains the date the student withdrew from the school. This field is extracted from the Edit Current Enrollment, Start Page > Student Selection> Edit Current Enrollment.

[Students]ExitDate OR [ReEnrollments]ExitDate

Numeric

8

231-238

46

Prekindergarten Full-Time Status

This field contains the student's Prekindergarten Full-Time Status If the students grade is KG or lower. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

Valid values are:

  • Y = Yes
  • N = No

[S_MD_STU_X]Full_Time_Status

Alpha-numeric

1

239-239

47

State Aid Eligibility

This field contains the student's State Aid Eligibility Status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

If a student’s Exit Status is anything other than 0, the State-Aid Eligibility is reported as 00.

[S_MD_STU_X]StateAidEligibility

Numeric

2

240-241

48

Evening High Student

This field contains the student's Evening High Student Status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Evening_High_Student

Alpha-numeric

1

242-242

49

EH Number of Courses

This field contains the student's EH Number of Courses if an Evening High School Student. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Number_Of_Courses

Numeric

1

243-243

50

Part-Time Student

This field contains the student's Part-Time Student Status. This field value is extracted from the Courses page, Start Page > Setup > District > Courses > Select Course > Maryland Course Catalog > Course Level.

[S_MD_CRS_MCC_X]Course_Level Or

[S_MD_STU_X]Part_Time_Day_Student


Alpha-numeric

1

244-244

51

PT Number of Courses

This field contains the student's PT Number of Courses if a Part-Time Student. This field value is extracted from the Courses page, Start Page > Setup > District > Courses > Select Course > Maryland Course Catalog > Course Level.

[S_MD_CRS_MCC_X]Course_Level Or

[S_MD_STU_X]NumberOfCourses


Numeric

1

245-245

52

Opt-Out

This field contains the student's Opt-Out Status. This field value is extracted from the Maryland State Information page, Start Page > Student Selection > Maryland State Information.

[S_MD_STU_X]Opt_Out_Directory

Alpha-numeric

1

246-246

53

Number of College Courses

This field contains the number of college courses a student is enrolled in. This field is extracted from the Courses page, Start Page > Setup > District > Courses > Select Course > Maryland Course Catalog > Course Level.

[S_MD_CRS_MCC_X]Course_Level

[S_MD_STU_X]Number_College_Courses

Numeric

1

247-247

54Dual Enrollment

A "Y" or "N" indicator that the student is taking both high school and college level courses through a program offered by a partnership between the local school system and an institution of higher education through which a secondary school student who has not graduated from high school with a regular high school diploma is able to enroll in one or more post-secondary courses and earn post-secondary credit that:

  • (A) is transferable to the institutions of higher education in the partnership; and
  • (B) applies toward completion of a degree or recognized educational credential as described in the Higher Education Act of 1965 (20 U.S.C. 1001 et seq.).
[S_MD_CRS_MCC_X]Course_Level = "DE"Alpha-numeric1248-248
55Direct Certification

This field contains an indicator, Y or N, that the student’s eligibility for the National School Lunch Program has been determined through direct certification. This field is extracted from either Lunch, Start Page > Student Selection > Lunch OR Edit Previous Enrollment - Maryland State Reporting, Start Page > Student Selection > Edit Previous Enrollment > Maryland State Reporting

Note: Direct Certification Mapping must be completed to provide accurate information. Complete this mapping in District Setup.

Derived from [Students]LunchStatus OR [Reenrollments]LunchstatusAlpha-numeric1249-249
56Pre-K Tier Status

This field contains the Pre-K Tier Status for Pre-K students only. Valid options are:

  • 0 = N/A
  • 1 = Tier 1
  • 2 = Tier 2
  • 3 = Tier 3
[S_MD_STU_X]PreK_Tier_StatusAlpha-numeric1250-250
57Federal Poverty Level

This field contains the Federal Poverty Level for Pre-K students only. Permitted values 000-999.

If 0 or null is entered for students in grades 92-93 the report returns 001.

[S_MD_STU_X]Federal_Poverty_LevelAlpha-numeric3251-253
58Geolocation IDThis field contains the fifteen digit geolocation ID.[S_MD_STU_X]Geographic_IDAlpha-numeric15254-268

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