SK Student Attendance
Contents
Introduction
This report creates the monthly student attendance reports for submission to SDS. When the report is run at the school level, the report will only contain student attendance data for the current school. When the report is run at the district level, the report will contain data for all schools in the School Division.
Note: While the Ministry has named these two reports Elementary (EM) and Secondary (Sec), they are actually grade-agnostic and are intended to capture attendance data according to the following parameters:
- The Elementary (EM) report is for reporting all students enrolled in sections that record attendance on an AM/PM (daily) basis
- The Secondary (Sec) report is for reporting all students enrolled in sections that record attendance on a period-by-period basis.
Selection Criteria
Student, School, and School Division Setup is required for this report.
- Schools that should be excluded from the report should be indicated on the District Setup -> School/School Info -> Select school, Other Information, ‘Exclude From Provincial Reporting’
- The School Division SDName abbreviation should be entered in the
- District Info ->State Information ->‘School Division Name Abbreviation’ field.
- Students who are to be excluded from this report should be indicated on the Student Provincial Information page under “Exclude From Provincial Reporting”.
- Locally-defined Course numbers for which period attendance is to be excluded from this report (i.e. “Advisory” or “Tutorial”) should be indicated on the Course Information page on the District Setup > Courses > Saskatchewan Provincial Information, “Exclude from the SK Attendance Report”.
Note: Changes to this field are applied at the School Division level and will affect all schools. This indicator is only used in the Secondary (Sec) report.
Report Input
For help with navigation and running the report, seeHow to Find and Generate a Report.
Field | Description |
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. |
Students to include | Select the reports to generate. - ALL (EM and Sec) - ELEMENTARY (EM) aka Daily Attendance - SECONDARY (Sec) aka Period Attendance |
Select Month | Choose the month for the student attendance report. Note: Only data for single month can be generated in this report. To create student attendance reports for more than one month, run this report multiple times, or use the Start Date and End Date parameters. |
| Start Date | If desired, enter a specific date on which to start the reporting period. This field overrides the Select Month parameter if End Date is also populated. |
| End Date | If desired, enter a specific date on which to conclude the reporting period. This field overrides the Select Month parameter if State Date is also populated. |
Select the periods that should be included in the Elementary (EM) report and excluded from the Secondary (Sec) report | The periods used for recording student absences will be displayed in this dropdown. Select the periods by schools used for recording AM and PM attendance. Ensure that the periods selected are not being used by any of the schools for Secondary school student attendance. Note: When the report is run at the current school level, only periods used for recording student absences for this school is displayed. If this school does not take daily (i.e. AM and PM), select ‘Not Applicable’. |
Attendance Field Validation | Set this indicator to print a Validation Report that can be used to check for data errors. The report generated when this option is selected will contain extraneous formatting and column information (to aid in the identification of School set-up and attendance-related issues) and should NOT be used for submission to the Ministry. This option must NOT be selected when running the report for submission to SDS. |
Report Output
This report generates a zip file which contains two files of student attendance data: one (EM) for all students enrolled in sections that record attendance on an AM/PM basis and one (Sec) for all students enrolled in sections that record attendance by period.
To Prepare the Files for Submittal to SDS:
- Ensure that ‘Attendance Field Validation’ is unchecked
- Run the report
- Download the file and save to a local directory
- Unzip the file and save the two Excel spreadsheet files to the desired local directory
- Open each file in EXCEL. If the file does not automatically open in EXCEL, right-click over the file and select ‘Open with…’ and choose MS EXCEL.
- After reviewing the data, save each file in the required .xslx format.
Elementary (EM) Report:
The name of this file uses one of the following formats, depending on the date parameter used at runtime:
- Select Month parameter: {SDNameAbbr}EM{MON}.xml
- Start Date and End Date parameters: {SDNameAbbr}EM{yyyymmdd-yyyymmdd}.xml
Each record in this spreadsheet consists of attendance data for one student and school, if that student is enrolled in a section that is based on the periods used to record AM and PM (daily) attendance as specified in the Report UI (“Select the Periods that should be included in the Elementary (EM) Report”) at runtime AND that student has not been excluded based on any of the PowerSchool settings for Student and School setup.
Each of the fields displayed in the output of this report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Data Element | Description | [Table]FieldName |
Column A (DAN) | Ministry-assigned 7-digit number | [Prefs]Value where prefs.name = ‘districtnumber’ |
Column B (School DAN) | Ministry-assigned number | [Schools]School_Number |
Column C (Student LIN) | Ministry-assigned number
If the Attendance Field Validation indicator is set, this cell will be highlighted when there is no Student Number or if the Student Number contains non-numeric values. | [Students]State_StudentNumber |
Column D (Birthdate) | Date of Birth in the format ‘MM/DD/YYYY’
If the Attendance Field Validation indicator is set, this cell will be highlighted and contain the express ‘***’ when the field is empty. | [Students]DOB |
Column E (Enrolment Active Date) | Enrolment Active date in the format ‘MM/DD/YYYY’ | [PS_Enrollment_Reg]EntryDate |
Column F (Enrolment Inactive Date) | Enrolment Inactive date in the format ‘MM/DD/YYYY’
Note: This can be blank if the student is currently active | [PS_Enrollment_Reg]ExitDate |
Column G (Grade) | Grade level: PK, K, 1 to 12 | [PS_Enrollment_Reg]Grade_Level |
Column H (Possible) | Total Possible days of attendance
If the Attendance Field Validation indicator is set, this cell will be highlighted if: - the value is zero or less than the total absences for this student. - the value is 22 possible days or more. | Calculated |
Column I (Absent) | Total Absences for this student
If the Attendance Field Validation indicator is set, this cell will be highlighted if the value is greater than the total possible days of attendance. | Calculated |
Column J (Student Name) | Student Name
This COLUMN will appear only if the Attendance Field Validation indicator is set.
The student name will display ONLY if there are errors found in the data associated with the student’s record. | [Students]lastFirst |
Secondary (Sec) Report
The name of this file uses one of the following formats, depending on the date parameter used at runtime:
- Select Month parameter: {SDNameAbbr}Sec{MON}.xml
- Start Date and End Date parameters: {SDNameAbbr}Sec{yyyymmdd-yyyymmdd}.xml
Each record in this spreadsheet consists of attendance data for one student and enrolled section, if that student is enrolled in a section that is taking attendance [Sections]Exclude_ADA = 0, and that section is NOT based on the periods specified (“Select the Periods that should be included in the Elementary (EM) Report”) in the Report UI at runtime AND neither student nor course have been excluded from the report based on PowerSchool settings for Student, School and Course.
Each of the fields displayed in the output of this report are described below. See Understanding the Report Output Table for a definition of each column in the table.
Data Element | Description | [Table]FieldName |
Column A (DAN) | Ministry-assigned 7-digit number | [Prefs]Value where prefs.name = ‘districtnumber’ |
Column B (School DAN) | Ministry-assigned number | [Schools]School_Number |
Column C (Student LIN) | Ministry-assigned number
If the Attendance Field Validation indicator is set, this cell will be highlighted if:
| [Students]State_StudentNumber |
Column D (Birthdate) | Date of Birth in the format ‘MM/DD/YYYY’
If the Attendance Field Validation indicator is set, this cell will be highlighted and contain the expression ‘***’ when the field is empty. | [Students]DOB |
Column E (Enrolment Active Date) | Enrolment Active date in the format ‘MM/DD/YYYY’ | [PS_enrollment_Reg]EntryDate |
Column F (Enrolment Inactive Date) | Enrolment Inactive date in the format ‘MM/DD/YYYY’ Note: This can be blank if the student is currently active | [PS_enrollment_Reg]ExitDate |
Column G (Grade) | Grade level – PK, K, 1 to 12 | [PS_Enrollment_Reg]Grade_Level |
Column H (Course) | Alphanumeric Course Number | [Courses]Course_Number |
Column I (Possible) | Total Possible periods of attendance If the Attendance Field Validation indicator is set, this cell will be highlighted if this value is zero or less than the total absences for this student. | Calculated |
Column J (Absent) | Total Absences for this student If the Attendance Field Validation indicator is set, this cell will be highlighted if this value is greater than the total possible periods of attendance. | Calculated |
Column J (Student Name) | Student Name This column will appear only if the Attendance Field Validation indicator is set. The student name will display only if there are errors found in the data associated with this record. | [Students]lastFirst |