NJ Attendance Summary by Grade/Program
Introduction
The prior version of this report, NJ Attendance Summary by Grade/Program v5.0, has been moved to the Legacy Report – No Longer Used area of the state reports page. The newer version, v5.3 or greater, is the more accurate of the two and uses the more recent attendance calculation logic (called attendance views). Because of the different attendance calculations used in each, the reports may or may not match. The newer method handles some data anomalies better than the prior method.
Use the NJ Attendance Summary by Grade/Program report to summarize student attendance totals by grade level and special program for a specific date range. This is a school level report. Students with Entry Date = Exit Date, also known as No Show students, are excluded from the report.
This report has two sections:
- A summary section that shows the counts and attendance totals by subgroup.
- A detailed section shows the substantiating detail to the calculated totals presented in the summary section.
Report logic includes accounting for non-membership attendance codes for Meeting Attendance. For a Meeting Attendance student the report will search the student's daily attendance value for each day and check to see if the attendance code issued for that day is a non-membership code. If that day's attendance code is non-membership code, the student is issued 0 for attendance membership for the day. The day is included in Enrollment membership, which means that day will be counted as a Day Enrolled, but not as a Day Possible, Day Present or Day absent.
Selection Criteria
Selection criteria determine which database records are used in the report. For the NJ Attendance Summary by Grade/Program report, student enrollment and attendance 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.
Student Selection
The report selects which student records to use based on the following criteria:
- The student must be enrolled during the year and month selected for the report.
- The student must be enrolled in a special program during the year and month selected for the report to be included in the special program enrollment counts.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Reporting Segment or Begin Date and Ending Date | Click the date range to use for the report to scan records from the reporting segment pop-up menu or enter a begin date and end date to specify the reporting period. |
Processing Options | Choose a time to run the report from the pop-up menu:
|
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: 7/29/2008 @ 10:05 AM. |
Grades | Click one or more grade levels to filter the student attendance included in the record selection process. This list is multi-selectable by dragging in the list with the mouse, or by pressing the shift, command or control keys while clicking in the list with the mouse. If no grade levels are selected, student attendance records for all grade levels in the attendance totals. |
Special Programs | Click one or more special programs to filter the student attendance included in the record selection process. This list is multi-selectable by dragging in the list with the mouse, or by pressing the shift, command or control keys while clicking in the list with the mouse. If no special programs are selected, student attendance records for all special programs are included in the attendance totals. |
PTC Codes | Select the version of PTC codes you want to include on the report. Your choices are Display New PTC Codes (default) or Display Old PTC Codes. |
Include Report Details | Select Yes to include the student details used to calculate the attendance totals on the report. The default is No. |
Validate Data | Select Yes to cause the report to look for attendance data validation errors. When no errors are found, the Attendance Summary by Grade/Program is generated; when errors are found, an error report is generated instead. Select No to cause the Attendance Summary by Grade/Program report to generate; no error checking is performed. |
Report Output – Summary
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 # or Position | Data Element | Description | [Table]FieldName |
N/A | School Name | The name of the school in which the students are enrolled displays. This field value is extracted from the Edit School page, District Setup > Schools/School Info. | [Schools]school_name |
N/A | Reporting Period | The reporting period selected on the report interface displays along with the number of membership days in that period. | N/A |
N/A | Grade/Program | This column displays the grade levels and/or special programs selected on the report interface. | N/A |
N/A | Starting Enrollment | This column contains the starting student enrollment for each grade level and/or special program listed. | Calculated |
N/A | Gain | This column contains the total number of student enrollments processed during this reporting period for each grade level and/or special program listed. | Calculated |
N/A | Loss | This column contains the total number of students who withdrew from each grade level and/or special program listed during this reporting period. | Calculated |
N/A | Ending Enrollment | This column contains the student enrollment for each grade level and/or special program listed at the end of the reporting period. It is calculated using the following formula: Starting Enrollment + Gain – Loss | Calculated |
N/A | Students Enrolled | This column contains the total number of student enrollments for each for each grade level and/or special program listed. | Calculated |
N/A | Days Enrolled | This column contains the total number of days the students were enrolled in each grade level and/or special program listed in during this reporting period. | Calculated |
N/A | ADE | This column contains the average daily enrollment (ADE) in this reporting period for each grade level and/or special program listed. | Calculated |
N/A | Days Possible | This column contains the total membership days possible for each grade level and/or special program in this reporting period. | Calculated |
N/A | Days Present | This column contains the total number of days the students were present in each grade level and/or special program in this reporting period. | Calculated |
N/A | Days Absent | This column contains the total number of days the students were absent in each grade level and/or special program in this reporting period. | Calculated |
N/A | ADA | This column contains the average daily attendance (ADA) for each grade level and/or special program in this reporting period. | Calculated |
N/A | ADA % | This column contains the average daily attendance percentage for each grade level and/or special program in this reporting period. | Calculated |
N/A | Grand Total | A grade total is printed for each column on the report. | Calculated |
Report Output – Detail
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 # or Position | Data Element | Description | [Table]FieldName |
N/A | Count | Sequential count for each row within a grade level. | [Students]LastFirst |
N/A | Student Name | The name of each student displays. This field value is extracted from the Edit Demographics page, Student Selection > Demographics. | [Students]LastFirst |
N/A | (Internal ID) | The student’s internal identification code. This field value displays on the Teacher Comments page. | [Students]ID |
| N/A | Student State Number | The state number of the student. | [Students]StateNumber |
N/A | Starting Enrollment | This column contains the number of starting enrollment for each grade level and/or special program. | Calculated |
N/A | Gain | This column contains the number of student gains added for each grade level and/or special program. | Calculated |
N/A | Loss | This column contains the number of student losses for each grade level and/or special program. | Calculated |
N/A | Ending Enrollment | This column contains the number of ending enrollments added for each grade level and/or special program. It is calculated using the following formula: Starting Enrollment + Gain – Loss. | Calculated |
N/A | Students Enrolled | This column contains the total student enrollments added for each grade level and/or special program. | Calculated |
N/A | Days Enrolled | This column contains the total number of days the students were enrolled in each grade level and/or special program during this reporting period. It is calculated using the following formula: Student Enrolled * 999 school days. | Calculated |
N/A | ADE | This column contains the average daily enrollment (ADE) in this reporting period for each grade level and/or special program. AdaAdm function is used to calculate the average daily membership (adm). | Calculated |
N/A | Days Possible | This column contains the total membership days possible for each grade level and/or special program in this reporting period. It is calculated using the following formula: Student Enrolled * 999 school days. | Calculated |
N/A | Days Present | This column contains the total number of days the students were present in each grade level and/or special program in this reporting period. AdaAdm function is used to calculate the days present. | Calculated |
N/A | Days Absent | This column contains the total number of days the students were absent in each grade level and/or special program in this reporting period. AdaAdm function is used to calculate the days absent. | Calculated |
N/A | ADA | This column contains the average daily attendance (ADA) for each grade level and/or special program in this reporting period. | Calculated |
N/A | ADA % | This column contains the average daily attendance percentage for each grade level and/or special program in this reporting period. This is calculated by dividing the students' days absent by the students' days possible. Note: This will not add up to what is found on the Summary page. The Summary page displays the total of ALL Days Absent divided by ALL Days Possible. | Calculated |