Absence Import for HB410 Truancy/Chronic-OH

Contents

Introduction

This functionality will import absence data provided in the Absence Export for HB410 Truancy/Chronic - OH export.  This allows districts to communicate HB410 attendance data for shared students.  The attendance data is imported into the Truancy/Chronic - OH page and does not impact state reporting, the absence time is strictly for use in managing HB410 truancy and chronic absenteeism requirements for students shared between two entities.

Importing the Data File

Follow these instructions to import the attendance data.

1. Click District > Data Import System > Absence Import for HB410 Truancy/Chronic-OH.
2. In the File to Import field, click the Browse button to select the name of the file to be imported. This file must be .csv extension. It must be unchanged from the original formatting.
3. The validation begins with  message "Please wait while your file is validated." A counter indicates the progress of the validation.
4. The Review Your Data page appears.
   

   1. A table displays the fields into which the data will be imported. Users can scroll through the records in the table using the scroll bar and move between pages of data using the arrows at the bottom of the screen.

      Import

      SSID

      Date of Absence

      Type of Absence (excused/unexcused)

      Absence time (expressed as hours: minutes)

      Exempted from Truancy hours (expressed as hours:minutes)

      IRN of district running the extract

      Student first name

      Student last name

      Student grade level

      District IRN the student is shared with

          a. Fields used for matching
   1. 1. The student's State Student ID (SSID) in the file must be a match to a student in the PowerSchool database.
   2. Potential validation errors
      1. If there is no matching SSID.
      2. If there is a matching SSID, but the student was not active in the district on the date of the absence.
      3. If there is a matching SSID, but the student has a full day of absence recorded for the date based on the field S_OH_STU_Truancy_Hours_C.Include_JVS1_YN being set to Y.
5. If satisfied that the data is in the correct fields, click IMPORT.
6. A message is returned "The import was successful. The file has been loaded."

Note: Functionality to display import history and to remove an import from this page will be added in a future release.  In the interim, an import can be deleted via Data Export/Import Manager by filtering on the Import ID.