Student Absentee Report

Contents

Introduction

*IN PROGRESS*

Selection Criteria

*IN PROGRESS*

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] table that occurred during the current school year, based on the following criteria:

When a start date and end date are provided to the report then students with enrollments within the date range are selected for report inclusion.
The Start Date must be on or before the last day of the current term.
The End Date must be on or after the last day of the current term.
The Start Date must be before the End Date.

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Report Input

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

*IN PROGRESS, copied from AZ Student Attendance Detail. Group by changed to Report Output*

Field	Description
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.
Grade Levels	Select the appropriate grade levels from the pop-up menu. Leave blank to select all grades for that school. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Processing Options	Choose a time to run the report from the pop-up menu: In Background Now (Recommended) – Execute the report immediately in the background. ASAP – Execute the report in the order it is received in the Report Queue. At Night – Execute the report during the next evening. On Weekend – Execute the report during the next weekend. On Specific Time – Execute the report on the date and time specified.
Specific Date/Time	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry. Use the pop-up menus to schedule the report to be run at a specific hour and minute. Example: 7/29/2011 @ 10 AM : 05.
Data to be filled	Select the checkbox next to the filter fields to save the settings as defaults. To select all checkboxes, choose Set All from the pop-up menu. To clear all checkboxes, choose Reset All.
Start date	Enter the start date of the reporting period.
End date	Enter the end date of the reporting period.
Attendance Code Categories	Choose the appropriate attendance code categories from the pop-up menu. Leave blank to select all absences for that school. Selecting one or more attendance code categories will cause the report to only include absences where at least one absence code for the day is associated with the selected categories. Note: To select multiple values, hold the Command (Mac) or Control (Windows) key as you click the values.
Enrollments to Report	Choose the enrollments to report from the pop-up menu: Regular – Run the report for regular enrollments only. JTED – Run the report for JTED enrollments only. Regular and JTED – Run the report for regular and JTED enrollments. Note: JTED records will be marked JTED.
Minimum Absence Amount	Enter the minimum amount of time based on FTE the student must have been absent to be included in the report. Note: If reporting JTED enrollments, this field cannot exceed .25.
Only Unexcused Absences	Select the checkbox to run the report for only unexcused absences.
Include Contact Information	Select the checkbox to include primary contact information.
Include Verification Line	Select the checkbox to include a verification signature and date line.
Include All Student (Uncheck for Student with Absences Only)	Select the checkbox to include all students, even those without absences.
Report Output	Choose the report output option from the pop-up menu: Grade Level Detail Student Detail Student Summary
Treat all enrollments as 1.0 FTE	Select the checkbox to treat each enrollment as 1.0 FTE.
Present Attendance Codes	Choose the Present codes to include from the multi-select list. To highlight multiple values, hold the Ctrl or SHIFT key and click the codes to include.
Include Total Tardies	Select the checkbox to include a total count of tardies.
Break to a new page per student (used when grouping by student)	When grouping by student, select this checkbox to generate a new page for each student.

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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.

*IN PROGRESS, copied from MS Daily Absentee. Removed MS fields and [table]fields*

Data Element	Description	[Table]FieldName
STUDENT DETAIL Absences are grouped by student, with students listed in alphabetical order. The report includes one line item for each applicable absence within the report run date range.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime. (Omitted when breaking to a new page per student.)	N/A
Student Absence Inclusion	Indicates if only current School or Current and Previous School absences are included.	N/A
Grade Levels	The grade levels, entered at report runtime. (Omitted when breaking to a new page per student.)	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions (Omitted when breaking to a new page per student.)	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
Grade Level	The student’s grade level at the time of the reporting period.	[Students]Grade_Level [ReEnrollments]Grade_Level
Gender	The student’s gender.	[Students]Gender
Race	A comma delimited list of the student’s race or races if two or more.	[StudentRace]Racecd
Age	The student’s age as of the run date.	Calculated using student DOB and the report Run Date.
Student Guardian	The name of the student’s guardian. (Reported if Include Contact Information box is checked.)	[Students]guardian_ln [Students]guardian_fn
Home Phone	The student’s home phone number. (Reported if Include Contact Information box is checked.)	[Students]Home_Phone
Mailing Address	The student’s full mailing address. (Reported if Include Contact Information box is checked.)	[Students]Mailing_Street [Students]Mailing_City [Students]Mailing_State [Students] Mailing_Zip
School Name	If the Current and Previous Schools Student Absence Inclusion is selected absences are grouped by school, with the School Name printed above each grouping.	[Students]SchoolID [ReEnrollments]SchoolID [Schools]Name
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Attendance %	The percentage of time the student is in attendance, based on his minutes attended divided by his minutes possible for the day. Results are displayed as: percentage dash minutes attended slash minutes possible Ex: 47% - 192/410 The student was in attendance 47% of his day because he attended 192 minutes of his instructional day, which was 410 minutes long. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how Minutes Attended and Possible Instructional Minutes are calculated.	Calculated
Daily Code Daily (Meeting) Codes	Display Unique Meeting Period Attendance Codes is unchecked: Daily Code for the Day is displayed. If no code exists for the day, * is returned Display Unique Meeting Period Attendance Codes is checked: The Daily Code for the day is displayed (if one exists), followed by the unique meeting period absence codes in parenthesis. EX: A (A,X) or * (A,X)	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how unexcused absences are determined.	Calculated
Total Absences	The total number of absences reported for the student.	Calculated.
Grand Total Students	The total number of students in the report.	Calculated
Grand Total Absences	The total number of absences for all students in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A
STUDENT SUMMARY Reports a summary total of all applicable absences for the report run date range. The report includes one line item per student returned, with results sorted either by Student Name or by Absence Amount.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime.	N/A
Student Absence Inclusion	Indicates if only current School or Current and Previous School absences are included.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions	N/A
Student Number	The locally assigned student identifier.	[Students]Student_Number
Student Name	The name of the student included in the report.	[Students]LastFirst
Age	The student’s age on the Run Date	Calculated
Days Enrolled	The number of days the student is enrolled within the Date Range	Calculated
Days Absent	The number of days the student was absent within the date range, based on the parameters chosen at report run time. An absence is based on a student’s attendance percentage. See the Mississippi Attendance Reports and the 63% Rule section above for more information on how an absence is calculated.	Calculated
Grand Total Absences	The total number of absences for all students and grades in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A
GRADE LEVEL DETAIL Absences are grouped by student grade level, with students sorted alphabetically within each grade level grouping. The results include one line item for each occurrence of a student absence.
School	The name of the school included in the report.	[Schools]Name
Date Range	The date range of the report, entered at report runtime.	N/A
Minimum # of Occurrences	The minimum number of absence occurrences, entered at report runtime.	N/A
Report Output	The report output, entered at report runtime.	N/A
Grade Levels	The grade levels, entered at report runtime.	N/A
Run Date	The run date of the report, entered at report runtime.	N/A
Absences to Report	Indicates is All Absences, Suspensions Only, or Unexcused only are reported.	N/A
Suspension Category	Indicates which category was used to determine Suspensions	N/A
Grade Level	Indicates the grade level for the reported set of students.	N/A
Student Name	The name of the student included in the report.	[Students]LastFirst
Student Number	The locally assigned student identifier.	[Students]Student_Number
Absence Date	The date of each of the student’s absences within the reporting period.	[Attendance]Date [Attendance_Code]Presence_Status_CD
Attendance %	The percentage of time the student is in attendance, based on his minutes attended divided by his minutes possible for the day. Results are displayed as: percentage dash minutes attended slash minutes possible Ex: 47% - 192/410 The student was in attendance 47% of his day because he attended 192 minutes of his instructional day, which was 410 minutes long. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how Minutes Attended and Possible Instructional Minutes are calculated.	Calculated
Daily Code Daily (Meeting) Codes	Display Unique Meeting Period Attendance Codes is unchecked: Daily Code for the Day is displayed. If no code exists for the day, * is returned Display Unique Meeting Period Attendance Codes is checked: The Daily Code for the day is displayed (if one exists), followed by the unique meeting period absence codes in parenthesis. EX: A (A,X) or * (A,X)	[Attendance]Attendance_CodeID [Attendance_Code]Att_Code
Unexcused	Indicates if the absence was unexcused. Note: See the Mississippi Attendance Reports and the 63% Rule section above for more information on how unexcused absences are determined.	Calculated
Total Absences	The total number of absences for the reported grade level.	Calculated
Total Unexcused	The total number of unexcused absences for the reported grade level.	Calculated
Grand Total Absences	The total number of absences for all students and grades in the report.	Calculated
Grand Total Excused	The total number of excused absences for all students and grades in the report.	Calculated
Grand Total Unexcused	The total number of unexcused absences for all students and grades in the report.	Calculated
Signature	The signature line, if selected at report runtime.	N/A
Date	The date line, if selected at report runtime.	N/A

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