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Student Attendance Summary - RE

Contents

Report Description

Use this report to insert/update records in the Student Attendance Summary table. You can choose to add records, update records, or add and update records.

You can also manually add, update, and view student attendance summary records on the Attendance tab of the Virginia State Reporting page, Start Page > Student > State/Province – VA > Attendance.

Selection Criteria

Selection criteria determine which database records are used in the report, For the Update Student Attendance Summary Report, student enrollment records are selected.

School Selection

The report selects which school records that are not excluded from state reporting.

Student Selection

The report selects which student records to use based on the following criteria:

  • The student is not enrolled in a school that is not excluded from state reporting.
  • The student was actively enrolled at the school at some time during the selected reporting period.

Report Input

Complete the following steps to generate the Student Attendance Summary:

Step 1 - At each school, the Refresh Premier Attendance Views Data Report will need to be run. This report is run during the nightly process. However, if running a transcript during the day after attendance has been taken, then the refresh will need to be applied. From the start page, Special Functions > Attendance Functions > Refresh Premier Attendance Views Data.
Important: This report must be run at the school level only.

Step 2 - Refresh Attendance Tacking Data Report (ATN) - This report refreshes Attendance Tracking and Notification (ATN) which calculates unexcused absences. This report needs to be completed because the unexcused field in the Student Attendance Summary table is dependent on it. The report is located at System Reports > System tab > Attendance Tracking and Notification Header > Refresh Attendance Tracking Data.
Important: This report must be run at the district level only.

Step 3 - Update Student Attendance Summary- run this report, before you print out a transcript, but after you have completed steps one and two. The Student Attendance Summary table holds the final attendance values for attendance and is not auto-populated; therefore, there is a need to run the report before running the VA State Transcript if a student's current attendance is required at your division.
Important: This report may be run at the school or district level.

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:

  • Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.
  • Current School Only – Includes all records associated with the current school that meet the selection criteria.
  • District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

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:

  • 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 group of students, select the students prior to runningreport.

Processing Options

Choose a time to run the report from the pop-up menu:

  • In Background Now (Recommended) – Execute the report immediately in the background.
  • ASAP – Execute the report in the order it is received in the Report Queue.
  • At Night – Execute the report during the next evening.
  • On Weekend – Execute the report during the next weekend.
  • On Specific Time – Execute the report on the date and time specified.

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.

Report Type

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

  • Add and Update – Use this option to add new student attendance records and update existing student attendance records in the Student Attendance Summary Table. Add and Update will run both options above functions. The report result file will clearly mark 'add' and 'updated' records.
  • Add – Use this option to add student attendance records to the Student Attendance Summary table. The report result file will clearly mark all 'added' records.
  • Update – Use this option to update existing student attendance records in the Student Attendance Summary table. The report result file will clearly mark 'updated' records.
  • Note: Updates are triggered when a student's enrollment entry date matches the start date field in the Student Attendance Summary Table.

  • Start Date - The Start Date should be set to the first day of school. The student's enrollment entry date will be used to calculate attendance.
  • End Date - Attendance will be calculated up to and including the end date unless the student’s enrollment ends prior to the end date.

  • Selecting View will not make changes to the database, but allows the user to view changes that will be made if run in the modify mode.
  • Selecting Modify causes changes to be made to the database. The results shown in the report result file are those records that have been modified.

Start Date

Enter the start date for the reporting period.

End Date

Enter the end date for the reporting period.

View or Modify

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

  • View – Use this option to view the student attendance results before updating the Student Attendance Summary table.
  • Modify – Use this option to add and/or update student attendance records in the Student Attendance Summary table.

Extract Days Attended

Choose Yes to calculate the days attended for each student enrollment record. Choose No to set the Days Attended value to zero (0).

Extract Excused Absences

Choose Yes to calculate the excused absences for each student enrollment record. Choose No to set the Excused Absences value to zero (0).

Extract Unexcused Absences

Choose Yes to calculate the unexcused absences for each student enrollment record. Choose No to set the Unexcused Absences value to zero (0).

Extract Membership

Choose Yes to calculate the membership days for each student enrollment record. Choose No to set the Membership value to zero (0).

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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

Student Name

The student’s name, extracted from the Demographics page.

Note: This field does not get imported; it is for viewing purposes only.

[Students]LastFirst

2

Student Number

The student’s locally assigned student number, extracted from the Demographics page.

Note: This field does not get imported; it is for viewing purposes only.

[Students]Student_Number

3

Grade

The student’s grade level at the time of enrollment, extracted from the Demographics page.

Note: This field does not get imported; it is for viewing purposes only.

[PS_Enrollments_Reg]grade_level

4

Entry Date

The student’s school entry date.

This field is imported into the Start Date field of the Student Attendance Summary Table.

[Students]EntryDate

[ReEnrollments]EntryDate

5

Exit Date

The student’s school exit date.

This field is imported into the End Date field of the Student Attendance Summary Table.

[Students]ExitDate

[ReEnrollments]ExitDate

6

Student ID

The internal ID of the student. This field can be viewed on the Teacher Comments page.

This field is imported into the End Date field of the Student Attendance Summary Table.

[Students]ID

7

School ID

The ID of the school in which the student is enrolled.

This field is imported into the School DCID field of the Student Attendance Summary Table.

[Students]SchoolID

[ReEnrollments]SchoolID

8

School Yr

The school year at the time of enrollment.

This field is imported into the School Year field of the Student Attendance Summary Table.

[Students]EntryDate

[ReEnrollments]EntryDate

[Terms]YearID

9

Membership

The student’s membership during the report date range.

This field is imported into the Membership field of the Student Attendance Summary Table.

[Students]EntryDate

[Students]ExitDate

[ReEnrollments]EntryDate

[ReEnrollments]ExitDate

10

Attendance

The student’s attendance during the report date range.

This field is imported into the Attendance field of the Student Attendance Summary Table.

[Attendance]StudentID

[Attendance]Att_Date

11

Absences

The student’s excused absences during the reporting period.

This field is imported into the Excused Absences field of the Student Attendance Summary Table.

[Attendance]StudentID

[Attendance]Att_Date

12

Unexcused Absences

The student’s unexcused absences during the reporting period.

This field is imported into the Unexcused Absences field of the Student Attendance Summary Table.

[Attendance]StudentID

[Attendance]Att_Date

13

Added

A value of Y is reported if an attendance summary record was added to the Student Attendance Summary table for this student.

Note: You must select Add or Add and Update on the report interface to add a record to the table.

Calculated

14

Updated

A value of Y is reported if an attendance summary record was updated in the Student Attendance Summary table for the student.

Note: You must select Update or Add and Update on the report interface to update a record to the table.

Calculated

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