Attendance Change Audit | PowerSchool SIS Compliance

Introduction

Districts must first enable the plugin DCF: USA OH Audit. Navigate to System > System Settings > Plugin Management Configuration > DCF: USA OH Audit to enable the plugin. The report will export a comma separated value file indicating attendance changes or deletes within the time frame chosen in the report parameters.

Selection Criteria

Selection criteria determine which database records are used in the report. For the Attendance Change Audit, student attendance records from the AU_Attendance table are selected.

School Selection

The report selects which school records to use based on the following criteria:

The school must be associated with a student included in the report.

Student Selection

Students are selected where a record exists with a date that falls within the report start and end dates in the AU_Attendance table.

Report Setup

To set up PowerSchool for this report:

Navigate to Start Page > System > System Settings > Plugin Management Configuration > DCF: USA OH Audit enabled.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Schools for which to run?	If run at the district level, choose one of the following: Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report All Schools – Run the report for the entire district. If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.
Current Selection Students	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.
Report Start Date	This represents the earliest date of changes made to the attendance record.
Report End Date	This represents the latest date of changes made to the attendance record.
Scheduling
Run Now	Select this option to execute the report in the order it is received in the report queue.
Schedule (available Version 7.1.1.)	Enter the start date and start time for the report. Select Run Once and Submit to run the report at the specified date and time. Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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.

Note: For documentation of XML report output from the state department of education, refer to http://www.ode.state.oh.us.

Column #	Data Element	Description	[Table]FieldName
1	Who Modified	The name of person who made the change.	[AU_Attendance]WHOMODIFIEDID
2	User Type	The user type of the person who made the change.	[AU_Attendance]WHOMODIFIEDTYPE
3	IP Address	The IP address of the computer used to make the change.	[AU_Attendance]IP_ADDRESS
4	Change Date	The date the change was made.	[AU_Attendance]TRANSACTION_DATE
5	Change Type	Indicates the type of change: update, insert or delete. Table values are saved as U, I, or D	[AU_Attendance]DML_TYPE
6	Record DCID	The DCID associated with the attendance record that was changed.	[AU_Attendance]DCID
7	Record ID	The ID associated with the attendance record that was changed.	[AU_Attendance]ID
8	Absence Date	The date of the absence that was changed.	Derived
9	Student ID	The student's ID for the record.	[AU_Attendance]StudentID
10	Student Name	The student's last and first name, comma separated.	Derived
11	Student Number	The Student_Number for the record	Derived
12	SSID	Student's state student identification number.	Derived
13	Old Attendance Code ID	The attendance code ID associated with the record prior to the change.	[AU_Attendance]O_ATTENDANCE_CODEID
14	Old Attendance Code	The attendance code associated with the record prior to the change.	Derived
15	Old Attendance Code Description	The attendance code description associated with the record prior to the change.	Derived
16	New Attendance Code ID	The new attendance code ID associated with the record.	[AU_Attendance]N_ATTENDANCE_CODEID
17	New Attendance Code	The new attendance code associated with the record.	Derived
18	New Attendance Code Description	The new attendance code description associated with the record.	Derived