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SC06 Membership and Attendance Report

Contents

Introduction

The Membership and Attendance Report lists the number of membership days by grade by EFA classification code with totals by grade from the beginning of the school year up to and including a specific date or school day. The report includes the average daily membership by EFA classification code and by grade with a total and the number of absences by grade. Optionally, you can run the report only for self-contained students. An extract option is available and includes preparing data for 45 day and 135 day state reporting.

The report tabulates students’ EFA history records applicable to the report period.

Report Processing

Prior to creating the Membership and Attendance extract file for submission to the SC Department of Education for key funding dates, you must run a SC01 EFA/EIA Data Verification report that is error-free for the Membership and Attendance option. If the SC01 EFA/EIA Data Verification Report was not run since the last Membership and Attendance extract was created, the following message displays: “You must run the Data Verification report for the Membership and Attendance option and be error-free before you can create the Membership and Attendance extract.” The report process stops.

To respond to this message:

  1. Click OK to close the message.
  2. Close the Membership and Attendance Report option.
  3. Run the SC01 EFA/EIA Data Verification Report with the Membership and Attendance option.

If the SC01 EFA/EIA Data Verification Report was run for the Membership and Attendance option since the last Membership and Attendance extract was run, the Data Verification log file is checked for errors. If the log file shows that there were errors on the SC01 EFA/EIA Data Verification report for the Membership and Attendance option, the following message displays: “You must run the Data Verification report for the Membership and Attendance option and be error-free before you can create the Membership and Attendance.” The report process stops.

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Extract Design

When you choose the Report and Extract output option, the report is generated in PDF format. In addition, records representing the content of that report are inserted into a custom South Carolina database table. You can use these records to re-create the report at a later time. One set of these records for the 45th day and 135th day of school is used for submission to the SC Department of Education for state funding.

When the extract is created, the table SC_EFA_EIA_HEADER will hold the report header information and SC_EFA_EIA_EXTRACT will hold the detail report content.

If a report and extract are created, and there are no counts for any EFA code included on the report, the report is still generated but the extract is not created and the data is not inserted into the custom table. The following message displays on the report: “There are no EFA records for this report period. The extract will not be created.”

Selection Criteria

Selection criteria determine which database records are used in the report. For the SC06 – Membership and Attendance Report, student records are selected. Refer to selection criteria for analysis when the report does not return the correct records.

Student Selection

A student record is selected if it meets the following criteria:

  • The Include in State Reporting field is set to Yes for that student record.
  • The student was enrolled with a funded enrollment code at any time from the beginning of the school year through the report date specified by the user.

A student record is excluded if it meets the following criteria:

  • The Include in State Reporting field is set to No for that student record.
  • The student was enrolled during the report period with an enter code of “xxi” where “xx” is any character and “i” is the letter “i” in lower or upper case.
  • The student record has an enrollment record with the same enter date and exit date (no show) in the currently selected school year; the student’s grade level is not equal to 99; and the school ID is not the Graduated Students School.

A student is counted as having a day in membership for their primary EFA code if the following criteria are met:

  • The Include in State Reporting flag is set to Yes for that student record.
  • The date is an in-session day for students for the selected school year within the report period.
  • The student was enrolled in the selected school with a funded enrollment code (not “xxi”) for that date within the report period.

The student’s primary EFA code in effect for that date is the one for which membership is counted. For students who are withdrawn, the withdrawal date does not count as a day in membership; that is, the withdrawal date is the first day of non-membership.

A student is counted absent if the student meets the membership criteria above and has been assigned a daily attendance code defined as an absence instead of a presence. If the school is taking period attendance, the period attendance codes are converted to a daily attendance code during report processing (a base PowerSchool function).

It is a normal situation for some schools to not use EFA codes on their students as the codes do not apply. If the Membership and Attendance Report results in no counts for any EFA code, you should still generate the report.

Report Input

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

Field

Description

Processing Options

Use the pop-up menu to select a processing option. Use the options to indicate when you want the report to generate.

  • In Background Now
  • ASAP
  • At Night
  • On Weekend
  • On Specific Time

Specific Date/Time

If “On Specific Time” is chosen for the Processing Options, enter date and time you want the system to generate the report.

Date

Optionally, enter the date used to determine the report period. If a date is entered and the Cumulative check box is:

Selected, this date is used as the end date of the report period. The first in-session day of school is the start date of the report period.

Not selected, the report period is only for the date entered.

Leave this field blank if you plan to enter a value in the Day Number field.

Day

Optionally, enter a day number to calculate the report period. For example, if you enter the number 5 and the fifth in-session day of school is August 25th, the report end date will be August 25th of the current school year.

If a day number is entered and the Cumulative check box is:

Selected, this calculated date is used as the end date of the report period. The first in-session day of school is the start date of the report period.

Not selected, the report period is only for the calculated date.

Leave this field blank if you entered a value in the Date field.

Self-contained only

Choose Yes if you want to include only self-contained students. Choose No to include all students that meet the selection criteria for the report. The default option is No.

Output Type

Click the Report Only (Default) option to generate only the report in PDF format.

Click the Report and Extract option to generate both the report in PDF format and the extract in a custom extract database table.

Combine with Alternate School (Y/N)

Select to indicate whether to include Alternate School for the report.

Valid values:

  • Yes
  • No

Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

Position

Field

Description

[Table]Field Name

1

Date

This is the date the user ran the report on.

N/A

2

BEDS Code

This field is calculated by combining the district number and school code. The district number is extracted from the Edit District page, Start Page > District Setup > District Information. The school code is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

If this is a combined report that includes the Alternate School, the Alternate School's BEDS Code appears in this field.

[Prefs]Name=districtnumber

[Schools]School_Number

[SCHOOLS]Alternate_School_Number

3

Name

This field contains the name of your school. This value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

If this is a combined report that includes the Alternate School, the Alternate School's name appears in this field.

[Schools]School_Name

[SCHOOLS]School_Name

4Alternate Schools?

Indicates whether the report output includes the Alternate School.

Valid values:

Yes - if the report also includes Alternate School

No - if the report is run only for the home school

A combined report is generated only if a valid school number is configured for the Alternate School.


5

999 Day as of 99/99/9999

This field contains the end date or day number entered on the report interface page.

N/A

6

Options: Self-contained only

This will show No when the Self-contained option is set to No. When set to Yes, Yes will show next to Self-contained only.

N/A

7

District Name

This field contains the name of your school district. This value is extracted from the Edit District page, Start Page > District Setup > District Information.

[Prefs]Name=districtname

[Prefs]Value

8

Line

This field contains the line number for each of the EFA codes and the total row.

N/A

9

EFA Code

This field lists the EFA codes in which the student may be enrolled.

N/A

10

PK3 – 12

This field contains the total student enrollments in each EFA code, calculated by grade level.

N/A

11

Row Total

This calculated value is the total of all student enrollments in each EFA code.

N/A

12

Column Total

This calculated value is the total STUDENT MEMBERSHIP in the EFA codes for each grade level.

N/A

13

Column ADM Total

This calculated value is the average daily membership (ADM) for each EFA code for each grade level.

N/A

14

Column Absence Total

This calculated value is the total days absent for all students in each grade level.

N/A

14

Principal

This field contains the name of the principal at the school selected for the report. This value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

If this is a combined report that includes the Alternate School, the Alternate School Principal's name appears in this field.

[Schools]Principal

15

Superintendent

This field contains the name of the superintendent of the school district. This value is extracted from the Edit District page, Start Page > District Setup > District Information.

If this is a combined report that includes the Alternate School, the Alternate School Principal's name appears in this field.

[Prefs]Name=Superintendent

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