Daily Absentee Report

Introduction

This file is used to submit absentee data sorted either by student or grade for auditing purposes. The report can be used to comply with a number of state requirements depending on the parameters chosen at runtime. This is a school-level report.

You can run this report only at the school level and not at the district level.

Monthly Holding Absences Report

This file is used to corroborate absence data sent to the state in the Monthly Student Data report. It can be used to reconcile the data in the State’s Holding Area Absences Report. The report should be run monthly and kept on file for auditing purposes.

Recommended Report Input Parameters:

Reporting Segment or Begin and Ending Date: Choose a Reporting Segment
Grade Levels: Choose all grade levels
Absences to report: All Absences
Attendance Code Category for Suspensions: Leave blank
Minimum Number of Occurrences: 1
Report Output: Grade Level Detail

Back to Top

Daily Suspensions Report

This file is used to report students who have an absence due to suspension. The report is typically run every day and is submitted to the State Attendance Officer.

Note: In order for the report to only pull suspension absences, it is required to have an attendance code category used to designate suspensions with all suspension attendance codes associated to the suspension attendance code category.

Recommended Report Input Parameters:

Reporting Segment or Begin and Ending Date: Begin Date and Ending Date of a single day
Grade Levels: Choose all grade levels
Absences to Report: Suspensions Only
Attendance Code Category for Suspensions: Choose your Suspension Absences attendance code category
Minimum Number of Occurrences: 1
Include Contact Information: Select the checkbox
Include Verification Line: Select the checkbox
Report Output: Student Detail

The report will include all absences for the date range in which either the Daily code for the day, or at least one of the Meeting codes for the day are associated with the category designated as the category for suspensions (in the above run-time parameter).

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on the following criteria:

The student must be enrolled in a school included in the report.
The school must not be excluded from state reporting.
The student must have a school enrollment at a school included in the report.
The student’s school entry date must occur on or before the report end date.
The student’s school exit date must occur on or after the report start date.
The student’s school exit date must occur after their school entry date.
The student must be enrolled in a grade level chosen at report runtime.

Back to Top

Report Input

For help with navigation and running the report, seeHow 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.
Reporting Segment or Begin and Ending Date	Do one of the following: Choose the reporting segment with the appropriate date range from the pop-up menu. Enter a begin and ending date for the report date range.
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: 7/29/2011 @ 10 AM : 05.
Grade Levels	Choose the appropriate grade levels from the pop-up menu. Leave blank to select all grades for that school. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Absences to Report	This option will determine which absence types to include in the report output: All Absences Suspensions Only Unexcused Only Suspensions Only: The ‘Attendance Code Categories for Suspensions’ parameter is used to determine which absences to include. If the Daily Code for the day is associated with this category, the absence is included. If there is no Daily Code for the day, the absence is included if at least one Meeting code for the day qualifies. Unexcused Only: The Unexcused Only option returns all absences not associated with the Excused category or associated with the category selected as the category for suspensions run-time parameter. The report first looks at the Daily attendance code and if one does not exist, then looks at the Meeting absence codes to determine if an absence is Excused or a Suspension.
Attendance Code Category for Suspensions	Choose the appropriate attendance code category from the pop-up menu. This is used to determine which absence to report when Suspensions Only is selected, and which absences to NOT report when Unexcused Only is selected.
Minimum Number of Occurrences	Enter the minimum number of absences as a threshold of occurrences to report.
Include Contact Information	Select the checkbox to include guardian contact information.
Include Verification Line	Select the checkbox to include a verification signature and date line.
Report Output	Choose the report output option from the pop-up menu: Grade Level Detail Student Detail Student Summary
Sort Students By (Used for Student Summary)	Choose how students should be sorted when the Student Summary report output option is selected: Student Name Absence Total
Break to a new page per student (Used for Student Detail)	Check this box to have the report break to a new page per student when using the Student Detail report option. Checking this box will also cause the output to: Display the title as: Student Daily Absentee Report Include a verification line for each student listed (if selected) Remove extraneous report parameter listings in the output
Include Previous School Absences: (Used by Student Detail and Student Summary options)	Select the checkbox to include absences from a student’s previous school, when running the report for a student’s current school enrollment.
Display Unique Meeting Period Attendance Codes	Check this box to include Meeting Attendance absence codes along with a student’s Daily absence code for the day. The results will be displayed as: Daily Code (Unique Meeting Codes) Ex: A (A,X) The student’s Daily code is listed first, with the student’s Meeting codes listed in parenthesis. If the student has no Daily code, an asterisk is listed. Ex: * (A,X)

Back to Top

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
STUDENT DETAIL Absences are grouped by student, with students listed in alphabetical order. The report includes one line item for each applicable absence within the report run date range.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime. (Omitted when breaking to a new page per student.)	N/A
Student Absence Inclusion	Indicates if only current School or Current and Previous School absences are included.	N/A
Grade Levels	The grade levels, entered at report runtime. (Omitted when breaking to a new page per student.)	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions (Omitted when breaking to a new page per student.)	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
Grade Level	The student’s grade level at the time of the reporting period.	[S_MS_STU_X]GradeCode [Students]Grade_Level [S_MS_REN_X]GradeCode [ReEnrollments]Grade_Level
Gender	The student’s gender.	[Students]Gender
Race	A comma delimited list of the student’s race or races if two or more.	[StudentRace]Racecd
DOB	The student’s date of birth, reported in the format MM/DD/YYYY.	[Students]DOB
Age	The student’s age as of the run date.	Calculated using student DOB and the report Run Date.
Student Guardian	The name of the student’s guardian. (Reported if Include Contact Information box is checked.)	[Students]guardian_ln [Students]guardian_fn
Home Phone	The student’s home phone number. (Reported if Include Contact Information box is checked.)	[Students]Home_Phone
Mailing Address	The student’s full mailing address. (Reported if Include Contact Information box is checked.)	[Students]Mailing_Street [Students]Mailing_City [Students]Mailing_State [Students] Mailing_Zip
School Name	If the Current and Previous Schools Student Absence Inclusion is selected absences are grouped by school, with the School Name printed above each grouping.	[Students]SchoolID [ReEnrollments]SchoolID [Schools]Name
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Attendance %	The percentage of time the student is in attendance, based on his minutes attended divided by his minutes possible for the day. Results are displayed as: percentage dash minutes attended slash minutes possible Ex: 47% - 192/410 The student was in attendance 47% of his day because he attended 192 minutes of his instructional day, which was 410 minutes long. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how Minutes Attended and Possible Instructional Minutes are calculated.	Calculated
Daily Code Daily (Meeting) Codes	Display Unique Meeting Period Attendance Codes is unchecked: Daily Code for the Day is displayed. If no code exists for the day, * is returned Display Unique Meeting Period Attendance Codes is checked: The Daily Code for the day is displayed (if one exists), followed by the unique meeting period absence codes in parenthesis. EX: A (A,X) or * (A,X)	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how unexcused absences are determined.	Calculated
Total Absences	The total number of absences reported for the student.	Calculated.
Grand Total Students	The total number of students in the report.	Calculated
Grand Total Absences	The total number of absences for all students in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A
STUDENT SUMMARY Reports a summary total of all applicable absences for the report run date range. The report includes one line item per student returned, with results sorted either by Student Name or by Absence Amount.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime.	N/A
Student Absence Inclusion	Indicates if only current School or Current and Previous School absences are included.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions	N/A
Student Number	The locally assigned student identifier.	[Students]Student_Number
Student Name	The name of the student included in the report.	[Students]LastFirst
DOB	The student’s date of birth, reported in the format MM/DD/YYYY.	[Students]DOB
Age	The student’s age on the Run Date	Calculated
Days Enrolled	The number of days the student is enrolled within the Date Range	Calculated
Days Absent	The number of days the student was absent within the date range, based on the parameters chosen at report run time. An absence is based on a student’s attendance percentage. See the Mississippi Attendance Reports and the 63% Rule section above for more information on how an absence is calculated.	Calculated
Grand Total Absences	The total number of absences for all students and grades in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A
GRADE LEVEL DETAIL Absences are grouped by student grade level, with students sorted alphabetically within each grade level grouping. The results include one line item for each occurrence of a student absence.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions	N/A
Grade Level	Indicates the grade level for the reported set of students.	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
DOB	The student’s date of birth, reported in the format MM/DD/YYYY.	[Students]DOB
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Attendance %	The percentage of time the student is in attendance, based on his minutes attended divided by his minutes possible for the day. Results are displayed as: percentage dash minutes attended slash minutes possible Ex: 47% - 192/410 The student was in attendance 47% of his day because he attended 192 minutes of his instructional day, which was 410 minutes long. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how Minutes Attended and Possible Instructional Minutes are calculated.	Calculated
Daily Code Daily (Meeting) Codes	Display Unique Meeting Period Attendance Codes is unchecked: Daily Code for the Day is displayed. If no code exists for the day, * is returned Display Unique Meeting Period Attendance Codes is checked: The Daily Code for the day is displayed (if one exists), followed by the unique meeting period absence codes in parenthesis. EX: A (A,X) or * (A,X)	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how unexcused absences are determined.	Calculated
Total Absences	The total number of absences for the reported grade level.	Calculated
Total Unexcused	The total number of unexcused absences for the reported grade level.	Calculated
Grand Total Absences	The total number of absences for all students and grades in the report.	Calculated
Grand Total Excused	The total number of excused absences for all students and grades in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students and grades in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A

Back to Top