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Student Summary Attendance Extract

Introduction

This extract generates a comma-delimited file containing one record per student. The template is submitted incrementally at each reporting period. For example, the 80D submission should only include attendance from 40D to 80D.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection

The report selects student records from the [Students] or [ReEnrollments] table who meet the following criteria:

  • The student must not be excluded from state reporting.

  • The student must be enrolled in a school included in the report.

  • The student’s school enrollment Entry Date must occur on or before the snapshot date.

  • The student’s school enrollment Exit Date must occur after the snapshot date.

  • The student’s school enrollment Exit Date must occur after the Entry Date.

  • The student is HSDA-flagged.

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 Students

Choose one of the following:

  • The Selected [x] 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.

Reporting Period

Choose the reporting period from the pop-up menu:

  • 40D

  • 80D

  • 120D

  • EOY

  • Summer

Start Date

Enter the attendance period start date.

End Date

Enter the attendance period end date.

Snapshot Date

Enter the snapshot date for the report.

Note: Only students enrolled in the school on this date are included in the report.

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Report Output

Each of the fields displayed in the output of the report are described below. SeeUnderstanding 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

If the location code is blank, the report extracts the alternate school number, if populated.

Use the following Location Codes for special education students not enrolled at an actual district location:

993 – Students who are hospitalized

997 – Students who are enrolled in a private school

998 – Students who are homebound

999 – Students who are home schooled

[S_NM_STU_X]LocationCode

[Schools]Alternate_School_Number

[Schools]School_Number

For the Summer reporting period:

[S_NM_STU_X]LocationCode

[ReEnrollments]SchoolID

[Schools]Alternate_School_Number

9/14

3

School Year Date

This value is automatically extracted as June 30th. The report determines the year by referencing the school year associated with the term selected when the report is run.

To change terms, click Terms at the top of the page and choose a term from the list.

The value is extracted in the format YYYY-MM-DD.

[Terms]LastDay

15/24

4

Student ID

The state assigned student ID number.

[Students]State_StudentNumber

25/36

5

Period Start Date

The attendance period start date, determined by the reporting period selected at report runtime.

The value is extracted in the format YYYY-DD-MM.

YYYY-07-01

YYYY-08-01

YYYY-10-02

YYYY-12-16

YYYY-03-02

YYYY-06-02

N/A

37/46

6

Period End Date

The attendance period end date, entered at report runtime.

The value is extracted in the format YYYY-DD-MM.

YYYY-09-01

YYYY-10-01

YYYY-12-15

YYYY-03-01

YYYY-06-01

YYYY-06-29

N/A

47/56

7

Days Present

The number of days that the student was present during the report date range.

The report runs a PowerSchool ADA calculation.

See PowerSource for information regarding troubleshooting ADA.

Tips:

  • Verify student school enrollment dates and FTE on the Transfer Info page.

  • Verify attendance setup – Codes, Conversions, and Preferences.

  • Verify schedule setup – Bell Schedules, Calendar.

  • Verify student attendance records.

[Attendance]StudentID

[Attendance]Att_Date

[Attendance]Attendance_CodeID=[Attendance_Code]ID

[Attendance_Code]Presence_Status_CD=Present

57/62

8

Days Absent

Not collected.

N/A

63/68

9

Days Enrolled

The total number of days that the student was enrolled in the school during the report date range.

The report runs a PowerSchool ADM calculation.

See PowerSource for information regarding troubleshooting ADM.

[Attendance]StudentID

[Attendance]Att_Date

[Attendance]Attendance_CodeID=[Attendance_Code]ID

[Attendance_Code]Presence_Status_CD=Present

69/74

10

Days Absent Without an Excuse

Indicates the number of unexcused absences during the report date range.

Absent codes that are set to count towards the Unexcused attendance code category will be counted.

If meeting attendance is being used and a student is marked Unexcused Absent for a portion of the day (not the entire day), the report will report the Unexcused Absent amount based on the attendance conversion.

  • Example: If the conversion states 3 periods absent is .5 attendance and the student is marked unexcused absent in 3 periods, the report will return a .5 unexcused absent value.


[Attendance]StudentID

[Attendance]Att_Date

[Attendance]Attendance_CodeID=[Attendance_Code]ID

[Attendance_Code]Presence_Status_CD=Unexcused

75/80

11

Blank

Blank

Blank


12

Blank

Blank

Blank


13

Blank

Blank

Blank


14

Blank

Blank

Blank


15

Number of Scheduled Periods

Sum of the total number of class periods within the Reporting Period that the student was counted as Enrolled at the location.

[Attendance]ScheduledPeriods


16

Number of Scheduled Periods Attended

The total number of class periods within the Reporting Period that the student attended.

Periods attended do not include unexcused absences, excused absences, or suspensions.


[Attendance]ScheduledPeriodsAttended


17

Number of Scheduled Periods Excused

The total number of class periods within the Reporting Period that the student was absent with an excuse.

[Attendance]ScheduledPeriodsExcused


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