N - Student Absence File 2023-2024
Introduction
This file captures daily absence information for each student. Absences from Alternative Learning and Online classes that don't require regular seat–time attendance should not be reported in this file. Chapter 392-401 WAC 1) defines absences from in-person, synchronous online, and asynchronous instruction, 2) identifies the reasons that absences should be excused, and 3) outlines the minimum requirements of a multi-tiered system of support for attendance. This file consists of one record for each student served in the district during the current school year for each absence associated with the student for each school the student is enrolled. Even when a student leaves the school associated with these absence records, these records must continue to be reported through the remainder of the school year.
Absences must be reported for students in grades K-12. If attendance is tracked for pre-school students, those absences may also be reported in this file.
PS_AdaAdm_Defaults_All - This is a reporting view. This view supports ADA/ADM calculation using default settings for all valid attendance mode and conversion mode combinations.
Selection Criteria
Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis of report results when the report does not return the correct records.
Student Selection
- The student must have an absence within the reporting year.
- The student must not be excluded from state reporting.
- The student must not be excluded from CEDARS reporting.
School Selection
The report selects records from the [Schools] table that are not excluded from state reporting.
Report Input
For help with report navigation and generation, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one of the following:
The All Schools option is only available when running the report from the District Office. |
Current Selection Students | Indicate which students to include in the report by selecting one of the following options:
If you are running the report for a single student, or a group of students, select the students before running the report.
|
| Present Attendance Codes to include | Select the attendance codes to include in the report. Leave blank to include all codes. |
| School Year | Choose the year for which to run the report. |
Scheduling | Select Schedule to run the report on a specific date and time. The default selection is "Run Now." |
Report Output
Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.
Item | Data Element | Description | [Table]FieldName | Reqd | Field Type | Length |
|---|---|---|---|---|---|---|
N01 | School Year | The four-digit year in which the school year ends. | [Terms]LastDay | Yes | Char | 4 |
N02 | Serving County District Code | The County District code for the district submitting the data. | [Prefs]Value [Prefs]Name=districtnumber | Yes | Char | 5 |
N03 | District Student ID | The locally assigned student identifier. | [Students]Student_Number | Yes | VarChar | 50 |
N04 | State Student ID (SSID) | The identifier assigned to each WA public school student by OSPI. Rule: This field is not required if the student has not yet been assigned an SSID. | [Students]State_StudentNumber | Con | Char | 10 |
N05 | Location ID | The Location ID for the school. The school number is reported. | [Schools]School_Number | Yes | VarChar | 4 |
N06 | Absence Date | The date the absence occurred. | [Calendar_Day]Date | Yes | Date | 10 |
N07 | Absence Code | This element indicates the Excused/Unexcused status and the amount of the day of the absence. ATN is used to calculate the following valid values:
| Calculated. | Yes | VarChar | 2 |