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Director’s Membership/Attendance Audit

Introduction

This audit report includes membership and attendance data for each student included in the report. The report is designed to troubleshoot membership and attendance totals on the Director's Monthly/Annual Membership/Attendance 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 be enrolled in the school during the report date range entered at report runtime. Students with an entry code of E2 are also selected. 
  • The student must have a gender of M or F.
  • The student must have a grade level that matches the grade levels selected at report runtime.
  • Attendance is only calculated for sections that are not marked "Exclude from Attendance".

Note: If the EDPlan import is being used, the 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 the 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:

  • 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 a group of students, select the students prior to running report.

Select Grade Levels

Select the grade level(s) for the students to be included. To select multiple students, use Ctrl+Click.

Select Schools

Choose one of the following from the pop-up menu:

  • Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.
  • All Schools – Includes all student records, in all schools, on the PowerSchool server that meet the selection criteria.

Begin Date and End Date

Enter the date range for the report.

Date PreparedSelect the date the report was prepared
Extract Format

Choose the format in which the report should be extracted:

  • HTML
  • CSV with headers
  • CSV without headers.

The naming convention of the output file name is changed from "DirectorsAdmAda_YYYYmmddhhmm" to "DirectorsAdmDirectorsAdmAda_(reporting period)_YYYYmmddhhmm". For example, a file with name DirectorsAdmAda_R1_202306150403 indicates reporting period 1, DirectorsAdmAda_R8_202306150403 indicates reporting period 8, and DirectorsAdmAda_RA_202306150403 indicates Annual report.

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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

Date (In Session Days)

The date range of the report entered at report runtime, followed by the number of in session school days during the date range.

In session school days are determined by the “In Sess” checkbox on the Calendar Setup page: Start Page > School Setup > Calendar Setup.

[Calendar_Day]InSession=1

2

Student Number

The student’s locally assigned identifier.

[Students]Student_Number

3

Name

The student’s last, first, and middle name.

[Students]LastFirst

4

Grade (Track)

The student’s grade level or track.

The report uses the school enrollment that falls within the report date range.

[Students]Grade_Level

[Reenrollments]Grade_Level

[Students]Track

[Reenrollments]Track

5

School Number

The school number.

[Schools]School_Number

6

School

The school abbreviation.

[Schools]Abbreviation

7

Entry Date

The student’s school entry date.

The report uses the school enrollment that falls within the report date range.

[Students]EntryDate

[Reenrollments]EntryDate

8

Exit Date

The student’s school exit date.

The report uses the school enrollment that falls within the report date range.

[Students]ExitDate

[Reenrollments]ExitDate

9School Membership Uses the School Enrollment Entry/Exit dates to calculate the number of calendar in session days the student was enrolled (had membership) in the school. N/A

10

ADM

The number of days during the reporting period that the student was enrolled in the school.

The report uses the course enrollment that falls within the report date range.

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate

11

ADA

The number of days during the reporting period that the student was present at the school.

The report uses the course enrollment that falls within the report date range.

[Attendance]Att_Date

[Attendance]StudentID

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate

12

Expelled

Indicates Y or N if the student has absence codes with the expelled attendance code category assigned in the reporting period. Membership and attendance are excluded from the student totals when the student has an absence code that in included in the expelled category. See State Reporting Setup for detail on setting up the expelled attendance code category.

N/A

13

Total

The total membership and attendance days for all students in the report during the date range.

N/A

14

Average (ADM)

The report calculates the average daily membership (ADM) for all of the 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

[Reenrollments]EntryDate

[Reenrollments]ExitDate

[Calendar_Day]InSession=1

15

Average (ADA)

The report calculates the average daily attendance (ADA) for all of the 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]Att_Date

[Attendance]StudentID

[Students]EntryDate

[Students]ExitDate

[Reenrollments]EntryDate

[Reenrollments]ExitDate

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