Staff Attendance Extract
Introduction
This extract generates a comma-delimited file containing staff attendance data for the fiscal year.
Selection Criteria
Selection criteria determine which database records are used in the report.
Staff Member Selection
The report selects staff records from the [Users] table based on the following criteria:
- The staff member must not be excluded from state reporting.
- The staff member must be associated with a school included in the report.
- The staff member must be active at the school; i.e. the Status field on the Edit Information staff page must equal Current.
- If the staff member is inactive, they must have a termination date within the current school year.
- The staff member must have a non-null value in the Staff Absence field ([S_NM_USR_X]TimeUsed).
Report Input
.For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Select Staff Members | Choose one of the following:
|
Start Date | Enter the start date for the report. Note: This date should be 7/1/YYYY (the first day of the PED fiscal year). As an example, use 7/1/2015 for the 15-16 school year. |
End Date | Enter the end date for the report. Note: This date should be 6/30/YYYY (the last day of the PED fiscal year). As an example, use 6/30/2016 for the 15-16 school year. |
Include Audit Fields | Select Yes or No to include additional data that can be used to validate or troubleshoot data that is extracted. Note: If Yes is selected, the file will contain additional columns and will not match the state specifications. Run the extract with this option set to No to produce a file that can be submitted “as is” to the state. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Tables for a definition of each column in the table.
Item # | Data Element | Description | [Table]FieldName | Begin / End Position |
1 | District Code | PED assigned three-digit district number. | [Prefs]Name=DistrictNumber [Prefs]Value | 1/8 |
2 | Location Code | The PED defined, 3-digit location code. Note: This will be the staff member’s home school. | [Schools]Alternate_School_Number [Schools]School_Number | 9/14 |
3 | Staff ID | The staff member’s state recognized ID number. | [Users]SSN | 15/26 |
4 | Not Collected. | N/A | N/A | 27/28 |
5 | Attendance Period Start Date | The beginning date of the report date range. Note: This should always be 7/1/YYYY (2020 for the 19-20 school year as an example) | Report Start Date run time parameter | 29/38 |
6 | Attendance Period End Date | The end date of the report date range. Note: This should always be YYYY-06-30 (2020 for the 19-20 school year as an example) | Report Start Date run time parameter | 39/48 |
7 | Not Collected. | N/A | N/A | 49/55 |
8 | Time Used | The number of absences the staff member accrued during the reporting period. Note: Values can be out to the hundredths place and cannot exceed 365. | [S_NM_USR_X]TimeUsed | 56/62 |
9 | Not Collected. | N/A | N/A | 63/69 |
10 | Not Collected. | N/A | N/A | 70/81 |
11 | Staff Attendance Code Long | The attendance code. This will always be reported as “ABS”. | N/A | 82/89 |
12 | Not Collected. | N/A | N/A | 90/94 |
13 | Not Collected. | N/A | N/A | 95/194 |
14 | LastFirst* Audit Mode Only | The last, first of the staff member. | [Users]LastFirst | N/A |
15 | SchoolID* Audit Mode Only | The school ID of the School Staff record that’s flagged as the home school. | [Users]HomeSchoolID | N/A |