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: Current School Only – Includes all student records associated with the current school that meet selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. Note: The All Schools option is only available when running the report from the District Office.
Select Staff Members	Choose one of the following: Currently Selected Staff Only – Includes all staff member records associated with the current school that meet the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Staff (default) – Includes all staff member records on the PowerSchool server that meet the selection criteria.
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.

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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

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