NJ School Attendance Register
Introduction
Use the NJ School Attendance Register option to provide monthly attendance data for students in your school district. You can generate the report for any of the following student groups:
- Students in select grade levels who are not enrolled in any special programs. Special program enrollments with an open Exit Date (Exit Date of 00/00/00) are considered to be a current special program enrollment regardless of whether the Special Program was entered in the current school year or a prior school year.
- Students in all grade levels who are not enrolled in any special programs.
- All students enrolled in select grade levels, including students enrolled in special programs.
- Students enrolled in all grade levels, including students enrolled in special programs (all students).
- Students enrolled in select special programs that are restricted to selected grade levels.
- Students enrolled in select special programs at any grade level.
- All special program student enrollments at any grade level.
- Currently selected students that are enrolled during the reporting period.
The report lists one row for each enrollment record applicable to a student.
You can restrict the students selected for the report by the district of residence and/or tuition code. You can also exclude students with zero membership days from the report. Optionally, you can include State Excused Absence attendance codes in the report. These attendance codes are not included in Possible Days, Days Present, and Days Absent.
This report is generated in PDF format.
Report Key
A key at the top of the report, explains the meaning of the symbols used on the report to identify the following attendance issues:
- * (asterisk) = Not In Session
- - (dash) = Not Enrolled
- ! (exclamation point) = Off Track
- : (colon) Above = AM Absence
- : (colon) Below = PM Absence
Selection Criteria
Selection criteria determine which database records are used in the report. For the NJ School Attendance Report, student 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. Students with special program exit day of 00/00/00 are considered to be currently enrolled in the special program.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
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. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running a report. |
Starting Page Number | Select the page number to be assigned to the first page of the report. |
Processing Options | Choose a time to run the report from the pop-up menu:
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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. |
Including Students from the following grades… | |
All Grades | Select the All Grades checkbox to include students from all grades in the school or district selected in the record selection process. Leave this checkbox blank to filter the student records included in the report selection process by grade level. |
… or just these selected Grades (multi-selectable) | If the All Grades checkbox is not selected, click one or more grade levels to filter the students 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. |
Selecting Only Students who are not in any Special Programs… | |
Include Only Students who are not in any Special Programs | Select this checkbox to include only students that are not enrolled in any special program on the report. If you select this checkbox, leave the Include Students from the following Special Programs section blank. |
Including Students from the following Special Programs… | |
All Special Programs | Select the All Special Programs checkbox to include students enrolled in all special programs in the record selection process. Leave this checkbox blank to filter the student records included in the report selection process by Special program. |
… or just these selected Special Programs (multi-selectable) | If the All Special Programs checkbox is not selected, click one or more special programs to filter the students 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. |
Including Only Students in the following Districts of Residence… | |
Restrict to District of Residences | Click one or more districts of residence to filter the students 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 districts are selected, the student selection is not restricted by the assigned district of residence. Leave blank to include all. |
Including Students with the following Tuition Codes… | |
Tuition Code | Click one or more tuition codes to filter the students 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 tuition codes are selected, the student selection is not restricted by the tuition code. Leave blank in include all. |
Choosing the Month and Year to report… | |
Month | Select the single month (January thru December) for which you want to report student enrollment. |
Year | Choose the year for which you want to report student enrollment. |
Mapping Unique Attendance Codes… | |
Enter the Attendance Code for Religious and Bring your child to work day as a comma-separated list. e.g., R,J | Enter the Attendance Code for Bring Your Child to Work Day and Religious day. The days identified by these attendance codes are not included in the report totals. |
Adding Additional Attendance Options… | |
PTC Codes | Select the version of PTC codes you want to include in the report. Your choices are Display New PTC Codes (default) or Display Old PTC Codes. |
Include Tardy codes in the report | Click to select the Include Tardy codes in the report checkbox to include student tardy counts in the report. |
Number of Attendance Code characters to print | Click the number of characters of the attendance code that you want to print on the report. The report font size decreases based on the number of characters selected. You can select from the following options:
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Use Two Session Meeting Attendance* *No longer supported | Choose Yes to calculate the attendance totals using the Two Session Meeting Attendance calculation. You must map the AM and PM periods to each bell schedule used by your district before selecting this option. Refer to Period Mapping (District > District Setup > Period Mapping) on page 36 for more information. Choose No to calculate the attendance based on attendance conversions. |
Exclude Students with 0 Membership | Choose Yes to exclude students with zero (0) membership days from the report. Choose No to include students with zero (0) membership days on the report. |
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.
Data Element | Description | [Table]FieldName |
Month Year | The month and year entered on the report interface display. | N/A |
School Code | This field contains the number that identifies the school selected for this report. This field value is extracted from the Edit School Info page, District Setup > Schools/School Info. | [Schools]School_Number |
School Name | This field contains the name of the school selected for this report. This field value is extracted from the Edit School Info page, District Setup > Schools/School Info. | [Schools]Name |
Grades | This field contains “Any Grade” or specific grade levels depending upon report run parameters. | N/A |
Special Programs | This field contains “All Programs” or specific special program codes depending on report run parameters. | N/A |
Tuition Codes | This field contains “All” or specific tuition codes depending on report run parameters. | N/A |
SHRD | An am or pm value in this column indicates that the student shares time between two schools. This field value is extracted from the NJS Student tab, Student Selection > State/Province – New Jersey > NJS Student. | [Students]shared_time |
# | This is the sequential row number. | N/A |
STUDENT NAME | This column displays the student’s name in the last name, first name format. This field is extracted from the Demographics page, Student Selection > Demographics. | [Students]LastFirst |
PTC | This column displays the PTC Code (Old or New) based on the student’s regular or special program enrollments for the reporting period. This field value is extracted from the NJS SpEd tab, Student Selection > State/Province – New Jersey > NJS SpEd. If no PTC selected on the SpEd tab, the PTC associated with a special program enrollment is used. | [S_NJ_STU_X]ProgramTypeCode |
GENDER | This column displays the student’s gender. This field is extracted from the Demographics page, Student Selection > Demographics. | [Students]gender |
HR | This column displays the number of the student’s homeroom. This field value is extracted from the Modify Info page, Student Selection > Modify Info. | [Students]home_room |
CLASS | This column displays the student’s special education classification, if applicable. This field is extracted from the NJS SpEd tab, Student Selection > State/Province – New Jersey > NJS SpEd. | [S_NJ_STU_X]SpecialEd_Classification |
RACE | This column displays the code identifying the student’s ethnicity. This field is extracted from the Federal Race and Ethnicity fields on the Student Selection > Demographics page. Note: If the student is Hispanic according to federal ethnicity and the student's race is defined in any race code category, the report extracts a value of M - Multiracial for this field. | [Students]FedEthnicity [StudentRace]RaceCd |
Low Income | This column displays the student’s low income status, if the student’s lunch status is one of these values:
Otherwise, this field value is blank. This field is extracted from the Lunch page, Student Selection > Lunch. | [Students]lunchstatus |
LEP | This column contains a 1 value if the student meets the criteria for a limited English proficiency (LEP) student. Otherwise, this column contains a 0 value. This field is extracted from the NJS Student tab, Student Selection > State / Province – NJ > NJS Student. | [S_NJ_STU_X]LEP_TF |
TUITION | This column contains the student’s assigned tuition code. This field is extracted from the NJS Student tab, Student Selection > State / Province – NJ > NJS Student. | [S_NJ_STU_X]tuition_code |
TRACK | This column displays the student’s track, if applicable. This field is extracted from the Edit Current/Previous Enrollment page, Student Selection > Transfer Info, based on the month and year selected for the report. | [Students]Track |
GRD | This column displays the student’s grade during the month and year selected for the report. This field is extracted from the Demographics page, Student Selection > Demographics. | [Students]Grade_Level |
MONTHLY ATTENDANCE | Each column in this section contains the calculated attendance for the student. The attendance code the student received each day for the selected month is printed. This attendance code may be 1, 2, or 3 characters based on your selection in the Number of Attendance Code characters to print field on the report interface. A tardy is printed only if the Include Tardy codes in the report checkbox is selected on the report interface. If this checkbox is not selected, a tardy is reported as a present code (blank). Optionally, the attendance codes that identify a Religious Day and/or Bring Your Child to Work Day may print, if these attendance codes are entered on the report interface. These attendance days are not included in the Possible Days, Days Present, and Days Absent totals. If the student is not enrolled on the day in question a minus sign is printed for that day. If the day in question is not an “in session day” an asterisk is printed. | CALCULATED |
POSSIBLE DAYS | This column displays the total possible days of membership for the reporting period. | CALCULATED using the ADA/ADM Function. Member_tot_days |
DAYS PRESENT | This column displays the total number of days the student was present during the reporting period. | CALCULATED using the ADA/ADM Function. Attend_tot_days |
DAYS ABSENT | This column displays the total number of days the student was absent during the reporting period. | Calculated using the ADA/ADM Function. |
TOTALS | ||
TOTAL FOR THE PAGE | This is the total number of students listed on each page. | CALCULATED |
GRAND TOTAL | This is the total number of students included on the report. | CALCULATED |
STUDENTS ENROLLED | This is the total number of students currently enrolled at this school, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |
POSSIBLE DAYS | This is the total possible days of membership for all students, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |
DAYS PRESENT | This is the total number of days present for all students, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |
DAYS ABSENT | This column displays the total number of days the student was absent during the reporting period, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED using the ADA/ADM Function. Abs_tot_days |
DAYS MEMBERSHIP | This is the total days in membership for the students currently enrolled at this school, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |
ADA | This is the average daily attendance (ADA) for this reporting period, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |
ADE | This is the average daily enrollment (ADE) for this reporting period, broken down by grade level, month selected for the report, and year-to-date. | CALCULATED |