Student Daily Attendance (SFTP)

Introduction

This report is used to report student attendance.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Selection

The report will generate attendance records for students meeting the following criteria:

The student is enrolled in the specified reporting date range.
The student's enrollment record is not excluded from attendance reporting.
The school tied to the enrollment record is not excluded from state reporting.
The attendance record contains a code tied to the related school, as defined at the District Office under Schools/School Info.
The day of attendance must be marked as School In-Session and Membership Value should be one in the Calendar Setup.

Required Setup:

The following data entry must be completed for each school prior to generating this extract

Ensure that Daily attendance mode has been enabled.
- School Setup > Attendance Preferences > Attendance Recording Methods
Each Bell Schedule must have one period where the flag to "Use this period for daily attendance" has been set.
- School Setup > Bell Schedules > Edit Schedule > Edit Bell Schedule Item
Complete attendance conversion item details for all enabled attendance modes.
- School Setup > Attendance Conversions > [New/Edit] > Attendance Conversion
Enter a comma-delimited list of attendance codes for each category.
- District Setup > Schools/School Info > Edit School

In order to report the Attendance Instructional Modality, create the following new attendance code categories by navigating to: School > Attendance Code Categories > New

A category for all codes that will be assigned to students who were taught entirely in person on any given day

- Category name: Assign a name that clearly identifies the purpose of the category. EX: In-Person Instruction
  - Code: IN

A category for all codes that will be assigned to students who were taught entirely remotely on any given day

- Category name: Assign a name that clearly identifies the purpose of the category. EX: Remote Instruction
  - Code: R

A category for all codes that will be assigned to students who were taught both remotely and in-person on any given day

- Category name: Assign a name that clearly identifies the purpose of the category. EX: Mixed Instruction
  - Code: B

Optional Setup:

Follow the steps below to enable automatic generation of two attendance records, which is appropriate in cases where a student's scheduled in-school suspension is not served due to absence or is cut short due to tardiness.

School Setup > Attendance Preferences > Attendance Codes

Create new attendance codes exactly as shown below:
1. ISST: In-school suspension and tardy
2. ISSE: In-school suspension and excused absence
3. ISSU: In-school suspension and unexcused absence

District Setup > Schools/School Info > Edit School

2. Add the newly created codes to the NY setup as shown below:

1. Add code: ISST to the row labeled: Please enter Comma-delimited list of Tardy attendance codes
2. Add code: ISSE to the row labeled: Please enter Comma-delimited list of Excused attendance codes
3. Add code: ISSU to the row labeled: Please enter Comma-delimited list of Unexcused attendance codes

When a record with one of these codes is found (ISST, ISSE or ISSU) the report will generate two records; one record using the attendance code recorded for the day, and a second record using the first code defined for In-School Suspension.

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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.
Students to Include	Indicate which students to include in the report by selecting one of the following options: The Selected [number] 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 that meet the selection criteria. Note: If running the report for a single student, or group of students, select the students prior to running report.
Display Header and Audit Fields	Choose Yes or No from the pop-up menu to indicate whether to display the name of each field included in the extract.
Start Date	Enter the report start date.
End Date	Enter the report end date.
SFTP Connections	Choose an SFTP connection from the pop-up menu to have the report output uploaded automatically. Please refer to the System Administrator portion of the PowerSchool Administrator User Guide for details on how to create an SFTP connection for use with this new report parameter. Note: Remote connection requires PowerSchool 7.1.4 or higher.
Report missing attendance (default present)	Choose an Attendance code. If no attendance record exists for a student on any given day, an attendance record will be generated using the code specified in this parameter. Note: This parameter lists only the Attendance codes which are set to be counted as Present.

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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 Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName	Field Length
1	District Code	Public school districts: NYnnnnnn (NY followed by the first 6 digits of the BEDS code) Charter and nonpublic schools, State agencies, State-operated schools, AND child care institutions with schools: 8nnnnnnn (8 followed by the last 7 digits of their Institution code)	If Pref NY_CHARTER_NP = 0 then ‘NY’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is blank then ‘8’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is not blank then ‘8’ concatenated with [S_NY_SCH_X]DistrictLocationCode	3
2	Location Code	Building code used by the Data Warehouse, uniquely identifying the building in which a student is enrolled, typically assigned by the local student management system.	[S_NY_STU_X]LocationCode if populated. Otherwise, [S_NY_SCH_X]BOCESBuilding	10
3	Student ID	Unique identifier assigned by the Local Education Agency (LEA) in which the student is enrolled. Use 9 numeric characters, left padded with zeros. Ex. For 51972, use 000051972	[S_NY_STU_X]PreviousStudentNumber [Students]Student_Number	N/A
4	Attendance Date	Date of absence or tardy attendance, or in- or out-of-school suspension.	[Attendance]Date [S_NY_SCH_Attendance_X]UnexcusedCodes	N/A
5	Attendance Code	Not reported	N/A	N/A
6	Attendance Comment	Not reported	N/A	N/A
7	Absence Duration	Not reported	N/A	20
8	Attendance Code Long	Local attendance code. This value is automatically appended with the school number in order to ensure that each record is unique across all schools.	[Attendance]Code + [Schools]SchoolNumber	N/A
9	School Year Date	June 30 of the reporting school year. Ex: For 2018–19 = 2019-06-30	Derived	N/A
Audit Field	*Exclude_Att	Indicates that attendance is being excluded for this school enrollment.	[S_NY_SCH_Attendance_X]Exclude_Att	N/A
10	Marking Period Code	Not reported	N/A	N/A
11	Term Code	Not reported	N/A	N/A
12	Attendance Instructional Modality	Reports the code associated with the student's daily instructional modality: IN (In-Person Instruction) R (Remote Instruction) B (Mixed Instruction)	Derived based on the Attendance Code Category set for a given Attendance Code.	25
Audit Field	*Exclude_Att	Indicates that attendance is being excluded for this school enrollment.	[S_NY_SCH_Attendance_X]Exclude_Att	N/A

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