Attendance Register

Contents

Introduction

The Attendance Register provides attendance data on students. The header section of the report lists the district location and the report date range information used to produce the report. The details of the report are summarized in the Report Output section below. The end of the report has a summary of attendance totals grouped by grade levels and a grand total for all grades. The Student Count, Present, Absent, and Membership values in the summary section match the Transportation Register.

All PK4 IDEA students are denoted as (FD) Full Day irrespective of whether they are am or pm.

Underage students in Grades Pre-K, Kindergarten and Grade 1 are moved to the converted grade, denoted with (UA) Underage in the report.

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.

Student Selection

The report selects records from the [Students] and [ReEnrollments] tables based on 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 Exit Date must occur after the report start date.
The student’s school enrollment Entry Date must occur on or before the report end date.
The school enrollment Exit Date must occur after the Entry Date.

Report Input

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

Field	Description
Current Selection Students	Select the students to include in the report: The Selected [number] Students Only. All Students Note: If running the report for a single student, or group of students, select the students prior to running report.
Grade (Leave blank to include ALL Grades)	Choose the grade level(s) to be included in the report. To choose multiple grade levels, use Ctrl+click. To include all grade levels, as well as OHP, leave blank. Notes: If no grade levels are selected, all grade levels are reported, including OHP. If grade levels are selected, OHP is excluded. If OHP and grade levels are selected, the report outputs OHP students for all grades and non-OHP students for the grades selected.
Start Date	Enter start date of the reporting period (in mm/dd/yyyy format).
End Date	Enter end date of the reporting period (in mm/dd/yyyy format).
Basis of Admission to Exclude	To exclude a Basis of Admission code, select it from the pop-up menu. To exclude multiple codes, use CTRL+Shift on your keyboard and select the codes to exclude. The following codes can be excluded: ACEPT BORDER CHSP COOP COOPVOFF COOPVON IEPSA IEPSAVOFF IEPSAVON LTSS NR NRISP OTH PK3 Pre-ISP RISP STSS
Scheduling	Select when to run the report: Run Now (Recommended) Schedule – Run the report on the specified date, time and schedule.

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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.

Header

Item #	Data Element	Description	[Table]FieldName
1	District	Name of the School District	[Prefs]Value where [Prefs]Name=districtName
2	County	Name of the County of the School	[Schools]CountyName
3	School Number	The number of the school the report is run.	[Schools]School_Number
4	School Name	The name of the school the report is run.	[Schools]Name
5	Reporting Period (Weeks)	The reporting period in weeks.	Calculated from the start date and the end date.
6	Reporting Period (Date Range)	The start and end date of the reporting period	From the start date and the end date report parameters.
7	Days Taught	The number of days taught during the period.	Calculated
8	Not Taught	The number of days not taught during the period.	Calculated
9	Total	The total number of days in the period which is the sum of the Days Taught and Not Taught.	Calculated
10	Date	The date when the report is run.	System Generated
11	Time	The time when the report is completed.	System Generated
12	Grade	The grade level for which the results are displayed.	Derived. Based on the report parameter.

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Details

Item #	Data Element	Description	[Table]FieldName
1	Student Name	The name of the student.	[Students]LastFirst
2	Student ID	The student number.	[Students]Student_Number
3	AM/PM	Indicates A.M. or P.M. attendance for the student.	N/A
4	Report Date Range	A date representation of the calendar. The start and end dates entered in the Run Report page determine the calendar date range in this report. Refer the Legend below. Note: This doesn’t display correctly in Internet Explorer 8 and 9.	Calculated
5	Present	The total number of present attendance days for the student.	Calculated
6	Absent	The total number of absent attendance days for the student.	Calculated
7	Membership	The total number of membership days for the student.	Calculated
8	Off Roll	The number of days the student was not enrolled during the report period.	Calculated

Legend

E = Entry G = Gain (Leave and Entry) L = Leave A = Absent

* = Professional or Non-School Day X = Present, No Classes – = Student Off Roll

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