Student Truancy Report

Introduction

This report extracts students who reached a new truancy threshold (every fifth unexcused absence, along with the twelfth) since the last run of the report (previous date run) and produces a summary list of all new students extracted, as well as a page per student detail listing.

Upon completion, the report saves a record of the student’s extraction in the S_MS_STU_TRUANCY_C table and will not re-extract that student for that threshold on a future run date within the current school and school year. The report deletes entries in the S_MS_STU_TRUANCY_C table if a student falls below a previously extracted truancy level so that he/she can be re-extracted if he/she reaches the level again at a future date; for example, if a student had previously been extracted with 10 unexcused absences and now has 8 unexcused absences.

Students are reported from their most recent school enrollment in the term year at the top of the page. Student absences are included from within the term year at the top of the page, from the start of school through the report run date, or from the end of the term year at the top of the page (whichever is sooner).

Pre-K students who are 5 years old or younger or students who are 17 years old and older as of September 1^st of the calendar year can be included in the report at runtime by choosing Yes for “Include Students Over or Under the Compulsory Age”.

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

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's last school enrollment for the school year must be at the school running the report.
The student's school entry date must occur on or before the last day of the school year.
The student's school exit date must occur after the first day of the school year.
The student's school exit date must not equal their school entry date.
Non-Compulsory students are excluded from the output as follows:

Pre-K students under the age of 6 as of Sept 1^st of the calendar year are excluded.
All students in grades K-12 are included until the students reach the upper compulsory age limit.
Students who turn 17 on or before September 1^st of the calendar year are excluded.
Students who turn 17 after September 1^st but on or before December 31^st of the calendar year are included until December 31^st (the end of the calendar year), then excluded after January 1^st.
Students who turn 17 between January and May of the school year are expected to complete the school term and are NOT excluded.

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Report Input

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

Field	Description
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. Note: If running the report for a single student, or group of students, select the students before running the report.
Suspension Attendance Code Category	Attendance Code Categories that contain suspensions are displayed here. Absences belonging to this category are not counted in a student's truancy numbers and are not included in the output.
Include Previous School Absences:	Select the checkbox to include absences from a student’s previous school(s), when running the report for a student’s current school enrollment.
Calculate Truancy Numbers As Of	Choose the appropriate timeframe from the pop-up menu.
Include Students Over or Under the Compulsory Age	When Yes is selected, the report includes students who are 5 and younger and students who are 17 and older on or before September 1 of the calendar year.
School Year	The school year for which you want the data.
Extract Student's Contact from Contact Management	Valid values: Yes No (default) If this parameter is set to "Y", then: The report extracts the data only from the student contacts. The original contact type (which is Guardian) is not printed. Instead, the first three active contacts that have the Custody flag as Yes are printed on the report output.

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Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Note: The name of the school for which the report has been run appears beside the report name in the Report Queue.

Data Element	Description	[Table]FieldName
STUDENT SUMMARY Reports a summary total of all students who have newly reached a truancy threshold (every fifth unexcused absence, along with the twelfth) since the last run date of the report, The report includes one line item per student returned, grouped by Truancy Level.
Date Range	The date range of the report. Always the full year term dates of the term at the top of the page.	N/A
Run Date	The run date of the report.	N/A
School	Indicates the name of the school included in the report.	[Schools]Name
Absence Inclusion:	Only ‘Unexcused’ absences are included.	N/A
Truancy Level:	Displays the Truancy Level Grouping, 12 Day, 10 Day, and 5 Day.	N/A
Student Number	The locally assigned student identifier.	The report extracts the state student number from the [Students]State_StudentNumber field if it is not blank. If the [Students]State_StudentNumber field is blank, then the report extracts the student number from the [Students]Student_Number field.
Student Name	Indicates the name of the student included in the report.	[Students]LastFirst
DOB	Indicates the student’s date of birth reported in the format MM/DD/YYYY.	[Students]DOB
Age	The student’s age on the report run date.	Calculated
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
Days Enrolled	The number of days the student is enrolled within the Date Range	Calculated
Days Unexcused	The number of days the student was absent unexcused from the start of the term year to either the run date or the end of the term year (whichever is sooner). 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
Subtotal	The number of students reported in each sub-group.	Calculated
Total	The total number of all reported students.	Calculated
STUDENT DETAIL A page per student Absence Detail report, with students listed in alphabetical order. The report includes one line item for each unexcused absence from the start of school through the run date (or the end of the school year, whichever is sooner).
Date Range	The date range of the report. Always the full year term dates of the term at the top of the page.	N/A
Run Date	The run date of the report.	N/A
School	Indicates the name of the school included in the report.	[Schools]Name
Absence Inclusion:	Only ‘Unexcused’ absences are included.	N/A
Student’s Name	Indicates the name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	The report extracts the state student number from the [Students]State_StudentNumber field if it is not blank. If the [Students]State_StudentNumber field is blank, then the report extracts the student number from the [Students]Student_Number field.
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	Indicates 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.
Guardian	The name of the student’s guardian. If emergency contacts are saved as part of a student's contact details, the emergency contacts are displayed in the report output. However, this happens only if the emergency contact is Active and the Start Date and End Date are within the Term's start and end date. The emergency contact is also displayed in cases where the contact is Active and start and end dates are null.	[Students]Guardian_LN [Students]Guardian_FN
Home Phone	The student’s home phone number.	[Students]Home_Phone
Day Phone	The guardian’s daytime phone number.	[Students]GuardianDayPhone
Phone	This field appears only when the Use New Students Contact input parameter is selected. The phone number will be extracted based on the “Preferred” flag. The priority will be for any non-work type phone with the preferred flag selected in the sort order and then followed by Work phone.	[PhoneNumber]PhoneNumberText
Street Address	The full street address of the guardian.	[Students]Street [Students]City [Students]State [Students]Zip
Mailing Address	The full mailing address of the guardian.	[Students]Mailing_Street [Students]Mailing_City [Students]Mailing_State [Students]Mailing_Zip
Address	The address of the guardian. This field appears only when the Use New Students Contact input parameter is selected.	[PersonAddress]City [PersonAddress]Street [PersonAddress]PostalCode
Emergency Contacts	Only the first three emergency contacts are displayed on the report.	[Person]LastName [Person]FirstName
Emergency Phone	The phone numbers corresponding to the emergency contacts.	[PhoneNumber]PhoneNumberText
Email Address	The email address corresponding to the emergency contacts.	[EmailAddress]EmailAddress
Absence Date	The date of each of the student’s absences.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Attend Minutes	Indicates the number of minutes the student attended of the total minutes for the day displayed as a fraction. For example, 150/300 indicates that the student attended 150 of the 300 instructional minutes for the day.	Calculated
Attend Perc	The percentage of time the student is in attendance, based on the minutes attended divided by the minutes possible for the day. Ex: The student was in attendance 50% of the day because he attended150 minutes of the instructional day, which was 300 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	Daily Code for the Day is displayed.	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Meeting Codes	All Meeting Period Absence Codes for the day are displayed.	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Total Unexcused Absences	The total number of unexcused absences reported for the student.	Calculated.
Signature	The signature line.	N/A
Date	The date line.	N/A
Table: S_MS_STU_TRUANCY_C Upon completion, the report will save a record of the student’s extraction in the S_MS_STU_TRUANCY_C table for use as a comparator in future runs of the report. The student will have one record in the table for each Truancy Level reached for the school and school year reported. Records in this table can be viewed or exported using System > Page and Data Management > Data Export Manager
ID	ID field of the extension table.	[S_MS_STU_TRUANCY_C]ID
Student DCID	The primary key that relates the extended S_MS_STU_TRUANCY_C record to the Students table.	[S_MS_STU_TRUANCY_C]StudentDCID
School ID	The School of this truancy extraction.	[S_MS_STU_TRUANCY_C]SchoolID
Year ID	The Year of this truancy extraction.	[S_MS_STU_TRUANCY_C]YearID
Date Reported	The date of this truancy extraction.	[S_MS_STU_TRUANCY_C]DateReported
Truancy Level Reported	The threshold level of this truancy extraction.	[S_MS_STU_TRUANCY_C]TruancyLevelReported

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