Director’s Membership/Attendance
Introduction
This report includes membership and attendance totals for grade levels K-12 and special education for students enrolled in the school during the reporting period. The reporting period selected at report runtime must be mapped to a reporting segment via Start Page > School Setup > Reporting Segments. In-session school days must have the "In Sess" checkbox selected via Start Page > School Setup > Calendar Setup.
To track special education students, special programs must be set up via Start Page > District Setup > Special Programs with the names Option 07, Option 08, and/or Option 09 and marked as a special education program, or using the EDPlan import. Special education students must be enrolled in one of these programs during the report date range.
The report excludes membership and attendance for students that are marked absent with an attendance code that contains the expelled attendance code category and also students enrolled in Pull-Out classes. See State Reporting Setup for further details.
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 be enrolled in the school during the reporting period selected at report runtime.
- The student must have a gender of M or F.
- The student must have a grade level of 0 (K), 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, or 12.
- Attendance is only calculated for sections in which the student is enrolled that are not marked "Exclude from Attendance".
- The student must have an entry code of E, E1, E2, EC, TR, or TC.
Note: If the EDPlan import is being used special education option status will be derived from the imported data. If the EDPlan import is not being used the report will use Student > Special Programs to derive special education options status.
Report Input
For help with navigation and report generation, see How to Find and Generate a Report.
Field | Description |
Current Selection Students | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Reporting Period | Choose the appropriate reporting period from the pop-up menu. The dates for each reporting period are based on the reporting segments set up for each school.
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List of Comma-Separated Grade Levels | Enter a list of comma separated grade levels if specific grade levels are desired. |
Select Schools | Choose one of the following from the pop-up menu:
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District Summary | Check the district summary box to have a single district level output for all schools. Leave this box unchecked to have a separate school summary for each school the report is completed for. |
Prepared By | Enter a name to print in the “Prepared by” section of the report. |
Phone Number | Enter a phone number to print in the “Phone Number” section of the report. |
Date Prepared | Enter a date to print in the “Date” section of the report. |
Extract Format | Choose one of the following extract formats from the pop-up menu:
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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.
Item # | Data Element | Description | [Table]FieldName |
1 | District Name | The district name. | [Prefs]Value [Prefs]Name=districtname |
2 | District Number | The district number. | [Prefs]Value [Prefs]Name=districtnumber |
3 | Date | The date entered at report runtime. | N/A |
4 | Month of School | The reporting period chosen at report runtime, i.e. 1, 2, 3, 4, 5, 6, 7, 8, or 9. Note: This field appears if the report is run for a monthly reporting period, rather than the Full Year. | N/A |
5 | School Name | The name of the school. | [Schools]Name |
6 | School Number | The school number. | [Schools]School_Number |
7 | No. of Days in Session | The number of in-session school days during the reporting period. If the report is run District Wide, then a value of 20 is reported. Otherwise, the report determines which days within the reporting period are defined as in-session school days in the school calendar. Reporting periods must be assigned to the appropriate reporting segment via Start Page > School Setup > Reporting Segments. In-session school days must have the “In Sess” checkbox selected via Start Page > School Setup > Calendar Setup. Note: Every month must be at least 20 days in length, except for the ninth month, which can be less if a district is stockpiling or making up days by extending the school day. | [Gen]Value [Gen]Value2 [Gen]Cat=segment [Gen]ValueLi [Calendar_Day]InSession=1 |
8 | Prepared By | The name entered at report runtime. | N/A |
9 | Phone Number | The phone number entered at report runtime. | N/A |
10 | Date Beginning | The first day of the reporting period, as set up via Start Page > Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > Reporting Periods. | [Gen]Value [Gen]Cat=segment [Gen]ValueLi=1, 2, 3, 4, 5, 6, 7, 8, or 9 |
11 | Date Ending | The last day of the reporting period, as set up via Start Page > Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > Reporting Periods | [Gen]Value2 [Gen]Cat=segment [Gen]ValueLi=1, 2, 3, 4, 5, 6, 7, 8, or 9 |
12 | Net Enrollment to Date | The number of students who were enrolled after the last day of the previous school year who enrolled during the current school year with an entry code of E, E1, E2, or EC. See the Appendix for entry code definitions. To be included in the N count (special education students), the student must be enrolled in a special program with the name Option 07, Option 08, or Option 09 during the reporting period. | [Students]Gender=M or F [Students]Grade_Level=0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, or 12 [Students]EntryCode=E, E1, E2, or EC [Students]EntryDate [Students]ExitDate |
13 | End of Month Membership | The number of students who were enrolled in the school on the last day the reporting period. The report sums the number of students who enrolled for the first time this school year and students reenrolling this school year with an entry code of E, E1, E2, EC, TR, or TC. Next, the report subtracts from this total the number of students who withdrew. To be included in the N count (special education students), the student must be enrolled in a special program with the name Option 07, Option 08, or Option 09 on the reporting period end date. | [Students]Gender=M or F [Students]Grade_Level=0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, or 12 [Students]EntryCode=E, E1, E2, EC, TR, or TC [Students]EntryDate [Students]ExitDate |
14 | Average Daily Attendance | The report calculates the average daily attendance (ADA) for each group of students. ADA is calculated as follows: ((Days Present * Class Duration) / Standard Day / Report Days) The report totals the number of days present for each student during the date range. Next, the report multiplies each day by the minutes in the bell schedule for that day. To convert minutes present to days present, the report divides by the Standard Day (in minutes) for each student. Finally, the report sums the values for each student and divides by the number of in-session school days during the report date range. ADA is only calculated for students who are not assigned a Funding Ineligibility Status of (1) Excluded – Out-of-State or (2) Excluded – I20 Student. | [Attendance]Date [Students]FTEID [Calendar_Day]InSession=1 [S_TN_STU_X]FundIneligStatus not equal to 1 or 2 |
15 | Average Daily Membership | The report calculates the average daily membership (ADM) for each group of students. ADM is calculated as follows: ((Days Membership * Class Duration) / Standard Day / Report Days) The report totals the number of days that each student was a member of the school during the report period. Next, the report multiplies each day by the minutes in the bell schedule for that day. To convert minutes membership to days membership, the report divides by the Standard Day (in minutes) for each student. Finally, the report sums the values for all of the students and divides by the number of in session school days in the reporting period. | [Students]EntryDate [Students]ExitDate [Calendar_Day]InSession=1 |
16 | Number of Full Days Made-Up by Extending the School Day | The number of made-up full days created by extending the school day. Note: This field only appears if the report is run for the Full Year. | [DailySchedules]Type=MD |
17 | Did you Stockpile? | A value of Yes or No is reported to indicate if the district is stockpiling days. A local board of education, private, or church-related school may exceed the full six and one-half (6 ½) hours of instructional time required by law by at least one-half hour daily for the full academic year. The excess instructional time may be accumulated up to 13 instructional days each year, and applied toward meeting instructional time requirements missed due to extreme weather conditions. The time may also be used for professional development, meetings, teacher-parent conferences, etc. Note: This field only appears if the report is run for the Full Year. | [Prefs]Value=Y or N [Prefs]TN_DistStockpile |