Refresh Attendance Tracking Data Report

Introduction

The Refresh Attendance Tracking Data report includes students whose attendance requires tracking and possibly parent notification. The purpose of the report is to identify student attendance that requires administrative or parental attention, such as excessive unexcused absences, unexcused tardies, or illness absences. Once this information is calculated and stored in the PowerSchool database, it can be used when printing attendance letters.

Note: It is recommended to complete the Refresh Attendance Views Data process before running this report. To access this function, navigate to Start Page > Special Functions > Attendance Functions > Refresh Premier Attendance Views Data.

The Refresh Attendance Tracking Data report performs the following processes:

1.  Detail Record: The report creates one detail record for each attendance instance that requires tracking. There may be multiple detail records per student per day if the school uses Meeting attendance. The detail record types are:
   • A (absent)
   • T (tardy)
   • I (illness) – Not used for Washington
2. Summary Record: The report creates one summary record for the student for the day, if the student's attendance requires tracking that day. The summary record types are:
   • TA (absent)
   • TT (tardy)
   • TI (total illness) – Not used for Washington
3. Notification Record: The report creates a notification record for the student if he/she has an attendance record that requires notification, i.e., if the record meets or exceeds an attendance tracking threshold.

For example, School A uses an attendance code category named Unexcused Absence (UA) to track unexcused attendance. The school uses Meeting Period to Day (MPTD) as the attendance mode. With this setup, the report creates a detail record for each attendance record associated with the UA attendance code category. Next, the report creates a summary record for each day where the student has a detail record. Finally, if the student's detail records meet or exceed an attendance tracking threshold based on the MPTD attendance mode, the report creates a notification record.

Note: This process must be completed prior to reports that require attendance tracking and notification data, including the Unexcused Absences report and CEDARS Student Absence file N.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to the selection criteria for analysis of report results when the report does not return the correct records.

Attendance Selection

The report selects records from the [Attendance] table that meet all of the following criteria:

• The attendance record must be associated with a tracking category set up at the school level.
• The attendance record must be associated with an attendance code used to track unexcused attendance.
• The attendance record must be associated with an attendance code category used to track unexcused attendance.
• The school associated with the record must have a value selected for the attendance tracking mode at the school level.
• The student must have the number of attendance records required to meet or exceed an attendance tracking threshold, set up at the district level.

For example, School A uses an attendance code category named Unexcused Absence (UA) to track unexcused attendance. The school uses MPTD (Meeting Period to Day) as the attendance mode. The report would locate records associated with the UA attendance code category and then calculate whether the student exceeded a threshold based on the MPTD attendance mode.

Report Input

This report must be run at the district level.

For help with navigation and running the report, see How to Find and Generate a 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.

Note: A blank result file indicates data issues in the PowerSchool database, such as duplicate attendance records or duplicate FTEs. Investigate possible data issues before proceeding with attendance tracking and notification reports.

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