Student Attendance Summary
Contents
Introduction
This report calculates and stores attendance and membership data for all students in the district, excluding only those students in the Graduated Students school. The “Exclude from State Reporting” flag is ignored for all students. The students’ attendance and membership is stored in the database in order to send the data via SIF as part of the Utah e-Transcript and Exchange (UTREx) project. If the student does not have a record in the table, then a new record is inserted. If the student already has a record, then the existing record is updated. It is more efficient for PowerSchool to send data that is already stored than to calculate the data each time it needs to be sent.
The table name is StudentAttendanceSummary. The report also uses a view named UT_PSSR_SIF_AttendSum (for districts using ODBC or another method to query the database).
Note: All attendance and membership calculations encompass the full school year. The snapshot date entered at report runtime is only used to create the selection of students.
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 table based on the following criteria:
- The student must be enrolled in the school on the snapshot date entered when running the report. If the snapshot date is blank, then the student must be enrolled on the current date.
Note: This includes previous school enrollments as long as the student was enrolled the snapshot.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all 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. |
Students to Include | 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 runningreport. |
Processing Options | Choose a time to run the report from the pop-up menu:
|
Specific Date/Time | Enter a date using the format mm/dd/yyyyor mm-dd-yyyyin 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: 7/29/2008 @ 10 AM : 05. |
Reporting snapshot date | Enter a snapshot date to create the student selection – students must be enrolled in the school on the snapshot date. Note: If the snapshot is left blank, then the current date is used as the snapshot date. The report determines the current date based on the Date setting on the PowerSchool database server. |
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.
Data Element | Description | [Table]FieldName |
Student School ID | The internal ID of the student’s school. | [Students]SchoolID [Schools]ID |
Record School ID | The internal ID of school associated with the attendance record. | [Attendance]SchoolID |
| Last Name | The student's last name. If the Legal Last Name field is populated, this will be the student's "preferred" last name. | [Students]Last_Name |
| First Name | The student's first name. If the Legal First Name field is populated, this will be the student's "preferred" first name. | [Students]First_Name |
Legal Last Name | The student’s legal last name. Note: This will be blank if the Legal Last Name field is not populated. | [StudentCoreFields]PSCore_Legal_Last_Name |
Legal First Name | The student’s legal first name. Note: This will be blank if the Legal First Name field is not populated. | [StudentCoreFields]PSCore_Legal_First_Name |
Student Number | The locally assigned student number. | [Students]Student_Number |
Data Source | Indicates whether the data in this report is from the student's current school enrollment or from a previous school enrollment. Valid values:
| [Students]ID [ReEnrollments]ID |
Entry Date | The student’s school entry date for the enrollment that falls on the snapshot date. | [Students]EntryDate [ReEnrollments]EntryDate |
Exit Date | The student’s school exit date for the enrollment that falls on the snapshot date. | [Students]ExitDate [ReEnrollments]ExitDate |
Student Membership Days | The number of days that the student was enrolled in the school during the school year. The report only includes in-session school days, which are marked “In Sess” on the Calendar Setup page for the school (Start Page > School Setup > Calendar Setup). Note: All membership and attendance calculations encompass the full school year. The snapshot date entered at report runtime is only used to create the selection of students. | [Students]EntryDate [ReEnrollments]EntryDate [Calendar_Day]InSession = 1 |
| Full-Day Absences | The number of days the student missed the entirety of the school day. | [PS_Membership_Defaults]Potential_Periods_Present [PS_Membership_Defaults]Periods_Absent |
| Excused | The number of days that the student was excused during the school year | [StudentAttendanceSummary]ExcusedAbsences |
| Unexcused | The number of days that the student was Unexcused during the school year. | [StudentAttendanceSummary]UnexcusedAbsences |
| Days Missed Suspension | The number of days missed due to suspension. | [S_SAS_X]DaysMissedSuspension |
Membershipshare Value | The student’s membership share for this school enrollment. This is the amount of membership that a student receives for each day of enrollment in the school. For example, if the student attends three out of six periods per day, then their membership share should be 0.5. By default, this value is 1.0. | [Students]Membershipshare [ReEnrollments]Membershipshare |
School in Session Days | The number of in session school days during this school year. The report includes in session school days, which are marked “In Sess” on the Calendar Setup page for the school (Start Page > School Setup > Calendar Setup). | [Calendar_Day]InSession = 1 [Calendar_Day]Date |
Adjusted ADA | The student’s average daily attendance for the school year. This calculation takes into account the student’s absences and membership share and the 180-day rule (membership for a school year must be reported in 180 day equivalents). (Student’s Membership Days - Absences * (Membership Share)) * (180/In Session School Days) The explanation for this calculation is documented in the Adjusted ADM description below. The only difference is that the student’s absences are subtracted from their membership days. Attendance for sections that are Excluded from ADA will no longer be considered when calculating attendance. | [Students]EntryDate [Students]ExitDate [Students]Membershipshare [Calendar_Day]InSession=1 |
Adjusted ADM | The student’s average daily membership for the school year. This calculation takes into account the student’s membership share and the 180-day rule (membership for a school year must be reported in 180 day equivalents). Round ((Student’s Membership Days * (Membership Share)) * (180/In Session School Days)) First, the report divides a constant value of 180 by the number of in session days in the school year. This determines the number of days in the school year adjusted for the 180-day rule. Second, the report multiples the student’s membership share by their actual membership days to determine their prorated membership days. Finally, the report multiples the student’s prorated membership days by the adjusted in session school days for the school year. | [Students]EntryDate [Studetns]ExitDate [Students]Membershipshare [Calendar_Day]InSession=1 |
