N - Student Absence File 2024-2025

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: Current School Only – Includes all student records associated with the current school that meet the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list. All Schools – Includes all student records on the PowerSchool server that meet selection criteria. 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: 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. 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: Unexcused >= 50% and Excused <50% - Codes UF and EP are displayed in the output Unexcused < 50% and Excused >= 50% - Codes UP and EF are displayed in the output Unexcused < 50% and Excused < 50% - Codes UP and EP are displayed in the output Unexcused 0% and Excused < 50% - Code EP is displayed in the output Unexcused 0% and Excused >= 50% - Code EF is displayed in the output Unexcused < 50% and Excused 0% - Code UP is displayed in the output Unexcused >= 50% and Excused 0% - Code UF is displayed in the output	Calculated.	Yes	VarChar	2