Montana AIM Fall and Spring Attendance

1Contents

Introduction

This report includes student attendance data for the Fall, Spring, or Test Window count date. The report produces a tab-delimited text file that can be uploaded to the Achievement In Montana (AIM) reporting system.

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] and [ReEnrollments] tables based on the following criteria:

The student must be enrolled in the school on the count date.
The student’s school entry date must occur on or before the count date and their school exit date must occur on or after the count date.

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 who meet the selection criteria. Note: If running the report for a single student, or group of students, select the students before running the report.
Destination	Choose the destination for the report file from the pop-up menu: Default (Save as Local File) Browser – Open and view the report results within the internet browser window. Save as Local File – Save the report result file as a separate file on your hard drive. Open and view the file in a text editor to view the results.
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 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.
School Year	Choose the school year for the reporting period from the list. The school year is populated based on the term selected at the top of the page.
Collection Type	Select the collection type from the list. Fall - sets the count date as 10/4 Spring - sets the count date as 2/7 Test - sets the count date as 4/7
Calendar Number	Enter the school calendar number. If the school has more than one calendar, this value indicates which calendar is used for this report.
Count Date (Override)	Enter a count date if different from the date set by the collection type. Note: The Count Date (Override) must be in October for Fall, February for Spring, and April for Test otherwise the report will not generate any data.

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Report Output for Fall Attendance Report

The fields displayed in the report output 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
1	Record Type	The file type abbreviation. The value is set at report run time.	“AF” for Fall	String	2
2	District Number	This is the unique system number assigned by the OPI. This is not the Legal Entity (LE) Number. This is the district number in PowerSchool. See the AIM - Achievement In Montana website to identify your District Number, Reporting Entity Number, and School Number.	[Prefs]Value where [Prefs]Name=districtnumber	String	4
3	School Number	The unique school number assigned by the OPI. This is the OPI School Number in PowerSchool on the Edit School page.	[S_MT_SCH_X]OPISchoolNumber	String	4
4	Calendar Number	The school calendar number. If the school has more than one calendar, this value indicates which calendar is used for this report.	Value entered at report runtime.	Number	3
5	Student’s State ID	The unique nine-digit state-assigned student ID.	[Students]State_StudentNumber	String	9
6	Student’s Local ID	The locally assigned student number. This field is not required.	[Students]Student_Number	String	15
7	Last Name	The student’s legal last name. This field is not required.	[Students]Last_Name	String	50
8	First Name	The student’s legal first name. This field is not required.	[Students]First_Name	String	50
9	Fall Count Absent	The portion of the count day the student was absent. The report uses the student’s course load (visible on the All Enrollments student page) and the bell schedule on the count date (visible on the Calendar Setup page at the school level). The report determines the student’s potential minutes and then considers their attendance records to determine the portion of the day absent.	Calculated	Number	5
10	Exclude Fall ANB – 10 Day Absent	Indicates whether the student was absent for ten or more school days between the beginning of school and the count date. The report uses the student’s attendance records and the attendance conversion for their FTE to determine this value. Their FTE is assigned on the Transfer Info > Edit Enrollment page and the attendance conversion can be viewed via the School Setup page. This field is not required.	Set to “Y” if the student was absent 10 or more days before and including the count date. Otherwise set to “N”	Y/N	1
11	Aggregate Hours of Instruction	The aggregate hours of instruction that the student receives for the school year. The report uses the override value entered on the Montana State information student page. Valid values: F – 720+ Hours T – 540 to 719 Hours H – 360 to 539 Hours Q – 180 to 359 Hours N – 0 to 179 Hours	[S_MT_STU_Academics_X] AggregateHoursInstruct	String	1
12	Job Corps	If a student is participating at Job Corps on the fall enrollment count date, enter a value of 'Y'.	[S_STU_X]JobCorps	String	1
13	MT Youth ChalleNGe	If a student is participating at MT Youth ChalleNGe on the fall enrollment count date, enter a value of 'Y'.	[S_STU_X]YouthChallenge	String	1
14	Age 19 or 20 Eligible for ANB	Students who are age 19 or older as of September 10th of the current school year are automatically excluded from the ANB calculation. However, some students who are not yet 21 as of September 10th may be eligible for ANB. Enter 'Y' if the student meets all of the following criteria: 1) The student has not graduated; 2) The student is eligible for special education services and is likely to be eligible for adult services for individuals with developmental disabilities due to the significance of the student's disability; and 3) The student’s individualized education program had identified transition goals that focus on preparation for living and working in the community following high school graduation since age 16 or the student’s disability has increased in significance after age 16.	[S_MT_STU_Programs_X]EligibleANB	String	1
15	Indian Language Immersion Program	If a student is participating in an Indian Language Immersion program on the fall enrollment count date, enter a value of 'Y'.	[S_MT_STU_Programs_X]IndianLangImmProgram	String	1
16	Early Literacy Classroom Based	Tracks and reports early literacy data for students If Early Literacy Classroom Based- program record exists within the fall/spring count date this field will be populated in Classroom Based column in fall and spring report. The  student should be enrolled in a program on or before the count date. The count date must be within the Student Enrollment. Program start date must be within Student Enrollment. Adhere to the name format: Early Literacy Classroom Based.	Filler	Filler	Filler
17	Year	The school calendar year. This value is reported from the last day of the full year on the Years & Terms page.	Year portion of [Terms]LastDay where [Terms]IsYear = 1	String	4

Report Output for Spring Attendance Report

The fields displayed in the report output 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
1	Record Type	The file type abbreviation. The value is set at report run time.	“AS” for Spring	String	2
2	District Number	This is the unique system number assigned by the OPI. This is not the Legal Entity (LE) Number. This is the district number in PowerSchool. See the AIM - Achievement In Montana website to identify your District Number, Reporting Entity Number, and School Number.	[Prefs]Value where [Prefs]Name=districtnumber	String	4
3	School Number	The unique school number assigned by the OPI. This is the OPI School Number in PowerSchool on the Edit School page.	[S_MT_SCH_X]OPISchoolNumber	String	4
4	Calendar Number	The school calendar number. If the school has more than one calendar, this value indicates which calendar is used for this report.	Value entered at report runtime.	Number	3
5	Student’s State ID	The unique nine-digit state-assigned student ID.	[Students]State_StudentNumber	String	9
6	Student’s Local ID	The locally assigned student number. This field is not required.	[Students]Student_Number	String	15
7	Last Name	The student’s legal last name. This field is not required.	[Students]Last_Name	String	50
8	First Name	The student’s legal first name. This field is not required.	[Students]First_Name	String	50
9	Exclude Spring ANB – 10 Day Absent	Indicates whether the student was absent for ten or more school days between the beginning of school and the count date. The report uses the student’s attendance records and the attendance conversion for their FTE to determine this value. Their FTE is assigned on the Transfer Info > Edit Enrollment page and the attendance conversion can be viewed via the School Setup page. This field is not required.	Set to “Y” if the student was absent 10 or more days before and including the count date. Otherwise set to “N”	Y/N	1
10	Spring Count Absent	The portion of the count day the student was absent. The report uses the student’s course load (visible on the All Enrollments student page) and the bell schedule on the count date (visible on the Calendar Setup page at the school level). The report determines the student’s potential minutes and then considers their attendance records to determine the portion of the day absent.	Calculated	Number	5
11	Aggregate Hours of Instruction	The aggregate hours of instruction that the student receives for the school year. The report uses the override value entered on the Montana State information student page. Valid values: F – 720+ Hours T – 540 to 719 Hours H – 360 to 539 Hours Q – 180 to 359 Hours N – 0 to 179 Hours	[S_MT_STU_Academics_X] AggregateHoursInstruct	String	1
12	Job Corps	If a student is participating at Job Corps on the fall enrollment count date, enter a value of 'Y'.	[S_STU_X]JobCorps	String	1
13	MT Youth ChalleNGe	If a student is participating at MT Youth ChalleNGe on the fall enrollment count date, enter a value of 'Y'.	[S_STU_X]YouthChallenge	String	1
14	Age 19 or 20 Eligible for ANB	Students who are age 19 or older as of September 10th of the current school year are automatically excluded from the ANB calculation. However, some students who are not yet 21 as of September 10th may be eligible for ANB. Enter 'Y' if the student meets all of the following criteria: 1) The student has not graduated; 2) The student is eligible for special education services and is likely to be eligible for adult services for individuals with developmental disabilities due to the significance of the student's disability; and 3) The student’s individualized education program had identified transition goals that focus on preparation for living and working in the community following high school graduation since age 16 or the student’s disability has increased in significance after age 16.	[S_MT_STU_Programs_X]EligibleANB	String	1
15	Early Literacy Classroom Based	Tracks and reports early literacy data for students If Early Literacy Classroom Based- program record exists within the fall/spring count date this field will be populated in Classroom Based column in fall and spring report. The  student should be enrolled in a program on or before the count date. The count date must be within the Student Enrollment. Program start date must be within Student Enrollment. Adhere to the name format: Early Literacy Classroom Based.	Filler	Filler	Filler
16	Year	The school calendar year. This value is reported from the last day of the full year on the Years & Terms page.	Year portion of [Terms]LastDay where [Terms]IsYear = 1	String	4

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Report Output for Test Report

The fields displayed in the report output 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
1	Record Type	The file type abbreviation. The value is set at report run time.	“AT” for Test	String	2
2	District Number	This is the unique system number assigned by the OPI. This is not the Legal Entity (LE) Number. This is the district number in PowerSchool. See the AIM - Achievement In Montana website to identify your District Number, Reporting Entity Number, and School Number.	[Prefs]Value where [Prefs]Name=districtnumber	String	4
3	School Number	The unique school number assigned by the OPI. This is the OPI School Number in PowerSchool on the Edit School page.	[S_MT_SCH_X]OPISchoolNumber	String	4
4	Calendar Number	The school calendar number. If the school has more than one calendar, this value indicates which calendar is used for this report.	Value entered at report runtime.	Number	3
5	Student’s State ID	The unique nine-digit state-assigned student ID.	[Students]State_StudentNumber	String	9
6	Student’s Local ID	The locally assigned student number. This field is not required.	[Students]Student_Number	String	15
7	Last Name	The student’s legal last name. This field is not required.	[Students]Last_Name	String	50
8	First Name	The student’s legal first name. This field is not required.	[Students]First_Name	String	50
9	Aggregate Hours of Instruction	The aggregate hours of instruction that the student receives for the school year. The report uses the override value entered on the Montana State information student page. Valid values: F – 720+ Hours T – 540 to 719 Hours H – 360 to 539 Hours Q – 180 to 359 Hours N – 0 to 179 Hours	[S_MT_STU_Academics_X] AggregateHoursInstruct	String	1
11	Year	The school calendar year. This value is reported from the last day of the full year on the Years & Terms page.	Year portion of [Terms]LastDay where [Terms]IsYear = 1	String	4