Read AttendRptHO text version

Attendance Reports

Attendance Reports

In this class you will: · · · · Run attendance reports and learn the purpose of each Learn how ADA (Average Daily Attendance) is calculated Import an attendance report template Use attendance data access tags

PowerSchool has many built-in attendance reports. For example, you can run reports to find out which teachers have not taken attendance, get a daily absence list, identify students with chronic attendance problems, as well as verify and audit attendance. To access most reports, click Reports on the main menu. Here are six common attendance questions that this course will help you answer: 1. Who is absent today? 2. Have attendance records been verified? 3. Which students have attendance problems? 4. What is the overall attendance picture? 5. How can I communicate student attendance issues with parents/guardians? 6. Which students have perfect attendance?

Who is Absent Today?

The most frequently asked attendance question is, "Who is absent today?" To answer this question, use the Absentee Report. Many schools use this report so they can follow-up with students' parents or guardians to verify the reason each student is not in school.

Teacher Attendance Submission Status and PowerTeacher Attendance

Before you run an Absentee Report, you need to find out if teachers have submitted attendance. Use the Teacher Attendance Submission Status to view a progress indicator for all the teachers at your school. This indicator is great for a quick glance at the attendance submission progress. You can also run the PowerTeacher Attendance report to verify which teachers have submitted attendance for specific periods or all periods. If your school uses meeting attendance, you might run this report each period. If your school uses daily attendance, you might run it once or twice a day. Both the Teacher Attendance Submission Status and PowerTeacher Attendance reports indicate which teachers have not submitted attendance. To view examples of both of these reports, see Appendix A.

Copyright © 2009 Pearson

Page 1

Attendance Reports

The Absentee Report

Now you are ready to find the students who have been marked absent. This report can be run in either Daily mode, or Meeting mode. Just like the PowerTeacher Attendance report, you can run the Absentee report multiple times each day, according to the requirements of your school policy. Use the Absentee report to generate single-day, period-by-period attendance information. The report lists students who have the attendance code(s) you specify, and additional information. Other information you might see includes student number, grade level, phone number, and verification information. Using the Absentee report, you can search using any attendance code, or combination of codes your school uses, except for the Present code (blank). See Appendix A for an example of this report.

Activity 1 ­ Run the Teacher Attendance Submission Status and Absentee Reports

1. On the main menu, click Attendance > Teacher Attendance Submission Status 2. Choose No Att taken first from the Order By list to see who hasn't taken attendance yet 3. At your school, you would probably wait until all teachers have taken attendance before you run the Absentee report, but let's do that now. On the main menu, click Attendance > Absentee Report 4. For Attendance Mode, choose Meeting 5. Include all students in the report 6. Choose a single grade level (9, 10, 11, or 12) 7. For Attendance Codes, click A (Absent) 8. Select 1 in the Period(s) list 9. Enter 2 in the Number of Blank Lines Below Student Names field. 10.Click Include Verification Line 11.Do not change the remaining defaults 12.Click Submit 13.If necessary, click Refresh next to Report Queue - My Jobs 14.When the Status is Completed, click View

Copyright © 2009 Pearson

Page 2

Attendance Reports

Have Attendance Records Been Verified?

Nobody's perfect and small human errors in your attendance records will occasionally occur. You can remedy this in large measure by providing teachers with weekly verification reports. Both of the following reports can help you identify potential attendance errors, and they may also provide you with a "paper trail" when your attendance records are audited. Some schools distribute these reports and require teachers to look them over carefully, sign that the attendance on the report is correct, and submit the signed report to the office. You can see samples of these reports in Appendix A.

Weekly Attendance Summary (Meeting) and (Daily)

These attendance reports give a snapshot of the week's attendance according to the specific attendance codes you request. All students enrolled in the class appear on the report, regardless of their attendance. You can run the report for all teachers and periods or for specific teachers and periods. The report you choose depends on which attendance method, whether meeting or daily, your school uses.

Period Attendance Verification

The Period Attendance Verification report is helpful for schools that use meeting attendance. Use this report to find students who have been marked absent in all of their classes, except the number you specify. For example, if your school has seven periods per day, you can use this report to find students who have been marked absent in six of the seven periods. Then, you can have the one teacher who marked the student present, verify that the student was, in fact, present on that day.

Activity 2 ­ Run the Weekly Attendance Summary Report

1. On the main menu, click Reports > Weekly Attendance Summary (Meeting) 2. Choose Week 5: 6/29/09 ­ 7/3/09 from the Weeks menu 3. Click the name of one teacher in the Teachers menu 4. Leave the Period(s) check boxes blank 5. Choose Meeting Mode as the Attendance Mode 6. Enter P,S,I,O,V,F in the Absent field 7. Enter A,U,X in the Unexcused field 8. Enter T,TE in the Tardy field 9. Choose Ever in Class from the Audit Students menu 10.Click the Include Verification Line check box 11.Click Submit 12.If necessary, click Refresh next to Report Queue - My Jobs 13.When the Status is Completed, click View

Copyright © 2009 Pearson

Page 3

Attendance Reports

Which Students Have Attendance Problems?

Another extremely important attendance task is finding students who have chronic attendance issues. There are several different reports you can use to find the students who have excessive attendance problems. The report you choose depends on what attendance information you need and which report supports your school's attendance policies. You can run each of these reports for either daily or meeting attendance. Refer to Appendix A to view samples of these reports.

Search by Grades/Attendance

The most fundamental way of finding students with attendance issues is using the Grades/Attendance search. This search will create a selection or produce a list of the matching students and sections containing all of the students who match your search criteria.

Attendance Count

The Attendance Count report produces a list of students who have been absent at least the minimum number of absences you specify. The list of students also displays the number of absences for each period. This report can be modified to itemize results by day.

Consecutive Absences

The Consecutive Absences report generates a list detailing consecutive absences by absence code for students who have at least the minimum number of consecutive absences you specify. This report also displays the dates of the first and last consecutive occurrences.

Activity 3 ­ Run the Attendance Count Report

1. On the main menu, click Reports > Attendance Count 2. For Attendance Mode, choose Meeting 3. Include all students in the report 4. Choose either 10 or 11 in the Grades list 5. For Attendance Codes, press and hold Control (PC) or Command (Mac) and click A (Absent), U (Unexcused), and X (Truant) 6. In the Begin Date and Ending Date fields, enter 6/1/2009 and 6/30/2009 7. Leave the Period(s) check boxes blank 8. Enter 5 in the Minimum Number of Total Occurrences field 9. Click Submit 10.If necessary, click Refresh next to Report Queue - My Jobs 11.When the Status is Completed, click View 12.Choose a student from the list and enter his/her name here (we will use this student in another activity later on): _______________________________ Copyright © 2009 Pearson Page 4

Attendance Reports

What is the Overall Attendance Picture?

There are several reports that can help you get a good understanding of the overall picture of your school's attendance any time during the school year. Use this information to help complete a quick internal audit of your school's attendance records before you submit state reports. The attendance method your school uses and the information you need determine which report you use. For samples of these reports, refer to Appendix A.

Class Attendance Audit

The Class Attendance Audit generates a section-specific attendance roster for meeting attendance schools. This report calculates membership and totals for the specified date range. You can also run this report for vocational classes only if your school reports attendance for a state-funded vocational program. Teachers also have access to this report through PowerTeacher.

Student Attendance Audit

The Student Attendance Audit generates a student roster detailing the daily attendance value, the total attendance and membership for a requested date range. In addition, the report displays the number of days a student was enrolled. Use this report to audit daily attendance values as well as total attendance and membership for the specified date range.

Monthly Student Attendance

Use the Monthly Student Attendance report to generate a student roster, divided by grade level, that denotes the days during the month that students were present, absent, or not enrolled for a specified month. In addition, the report shows the total number of days not enrolled, days absent and days present. At the end of each grade-level list is a summary of the total number of students at the beginning of the month, the number of students gained or lost, and the total number of students at the end of the month.

Attendance Summary by Grade

This report summarizes the total number of students at the beginning of the reporting period, the number of students gained or lost, and the total number of students at the end of the reporting period for each grade level in your school. In addition, the ADA (Average Daily Attendance) for each grade level is also summarized. You specify the reporting period either by choosing a Reporting Segment or entering the beginning and ending dates. You can also use this report to view the same attendance information for specific special programs in your school, such as Gifted and Talented and Special Education.

Year-to-Date Attendance Summary

The Year-to-Date Attendance Summary reports the total number of membership days, number of calendar days, and the average daily attendance for each reporting segment that has been created for your school. This information is displayed for

Copyright © 2009 Pearson

Page 5

Attendance Reports

each grade level. In order to use this report, you MUST have Reporting Segments set up. For more information about your school's Reporting Segments, contact your PowerSchool administrator.

Activity 4 ­ Run the Student Attendance Audit Report

1. On the main menu, click Reports > Student Attendance Audit 2. Choose Use Defaults for both the Attendance Mode and Attendance Conversion 3. Include all students in the report 4. Choose a single grade level (9, 10, 11, or 12) 5. Choose to enter a date range and enter 6/1/09 and 6/30/09 in the Begin Date and Ending Date fields 6. Click Submit 7. If necessary, click Refresh next to Report Queue - My Jobs 8. When the Status is Completed, click View

Average Daily Attendance and Average Daily Membership (ADA/ADM) Reports

Average Daily Attendance, or ADA, is the average number of days that a student attended school during a specified period of time. Average Daily Membership, or ADM, is the average number of days that a student was enrolled during a specified period of time. ADA is the mean of the daily attendance value. Attendance Conversions set up at your school determine the daily attendance value for each day based on these variables: · · · Student attendance records Student FTE (Full Time Equivalency) School Bell Schedule

Most state reports require some type of attendance and membership information. You can use the ADA/ADM reports to preview your school's overall attendance picture before you submit your state reports. In addition, you can use these reports to help you troubleshoot reporting discrepancies. If you find a possible discrepancy, begin troubleshooting with your school's Attendance Conversions and all of the associated variables.

PowerSchool includes these built-in ADA/ADM reports: · ADA/ADM by Date ­ this report produces attendance and membership information expressed as the total number of students who attend school each day versus the total number of students who are enrolled each day for a specified date range

Copyright © 2009 Pearson

Page 6

Attendance Reports

·

ADA/ADM by Student ­ this report produces attendance and membership information expressed as the total number of days attended versus the total number of days enrolled for each individual student for a specified date range ADA/ADM by Minute ­ this report produces attendance and membership information expressed as the total minutes attended versus the total minutes enrolled, aggregated for all students for a specified date range

·

For examples of these reports, refer to Appendix A.

Activity 5 ­ Run the ADA/ADM by Student Report

1. On the main menu, click Reports > ADA/ADM by Student 2. Choose Use Defaults for both the Attendance Mode and Attendance Conversion 3. Include all students in the report 4. Choose a single grade level (9, 10, 11, or 12) 5. Enter 6/1/09 and 6/30/09 in the Begin Date and Ending Date fields 6. Click the Include Absent Column check box 7. Click Submit 8. If necessary, click Refresh next to Report Queue - My Jobs 9. When the Status is Completed, click View

How Can I Communicate Student Attendance Issues With Parents/Guardians?

Although up-to-the-minute attendance information is available to parents and guardians through the PowerSchool parent portal, many schools prefer to also mail official attendance letters home for students who exhibit attendance problems that will impact their academic performance.

Importing a Report Template

You can create attendance letters using the Form Letter or Report Card template features in PowerSchool. In addition, you can also import reports that other PowerSchool users have created and adapt them for your own needs. One of the best sources for custom reports is the Download Center in PowerSource. To access the Download Center, log in to PowerSource (http://powersource.pearsonschoolsystems.com), and click Community > Download Center. PowerSchool reports that have been exported to be shared with other users are in .pst format. After you have located and downloaded the report you would like to use, you can import the report into your school district's PowerSchool database.

Copyright © 2009 Pearson

Page 7

Attendance Reports

Activity 6 ­ Import a Report Template

1. On the main menu, click System > Import Report Template 2. Choose the appropriate Character set for your computer's operating system from the menu 3. Click Choose File 4. Navigate to the template on your PSU Curriculum CD entitled Attendance_Letter.pst and click Open (PC) or Choose (Mac) 5. Click Import when directed by the trainer 6. Return to the Start Page and click Reports > Setup > Report Cards 7. Choose one of the imported Attendance Letter reports, as directed by the trainer 8. Click the name of the report 9. Add your name to the name of the report in the Template Name field, for example: Attendance Letter ­ Elizabeth C 10. Click Submit

Using Attendance Data Access Tags

You can use attendance data access tags on form letters, report cards, and object reports to include information about student attendance. Some commonly used attendance data access tags include: · · · Membership Days Days Attended Days Absent ^(*DM) ^(*DA) ^(*DABS)

You can specify which term's attendance totals you want by adding the term abbreviation to the data access tag. For example, to print the total number of a student's daily absences for first quarter, you would enter ^(*DABS;Q1) in your report. You can also dynamically format the code to print attendance totals for the term selected in the Navigation Bar. For example, to reformat the code from the previous example, you would enter ^(*DABS;^(termabbr)) For more information about PowerSchool Data Access Tags, see Appendix C.

Activity 7 ­ Add Attendance Data Access Tags to the Attendance Letter

1. On the main menu, click Reports > Setup > Report Cards 2. Click the name of your Attendance Letter report 3. On the Report Card page for your template, click Heading

Copyright © 2009 Pearson

Page 8

Attendance Reports

4. In the field replace the text, (insert DM code here), (insert DA code here), and (insert DABS code here) with the appropriate data access tags Your completed Report Card Heading field should look like this: <center><b>^(schoolname)</b> ^([39]schooladdress) ^([39]schoolcity), ^([39]schoolstate) ^([39]schoolzip) ^([39]schoolphone)</center> <hr> ^[letter.date]

To the Parents/Guardians of: ^(first_name) ^(last_name) ^(mailing_street) ^(mailing_city), ^(mailing_state) ^(mailing_zip) Dear Parent or Guardian: Attendance is an essential component to a student's academic success. Often, the number of days that students are absent accumulate without parents realizing how many days have been missed. According to our records, ^(first_name) has been enrolled ^(*DM;^(termabbr)) days this term, and has attended ^(*DA;^(termabbr)) of those days. This letter is to inform you that ^(first_name) has accumulated ^(*DABS;^(termabbr)) days of absences during the ^(termname) term. At this time, you and ^(first_name) have an opportunity to work towards improving attendance without further intervention. Below is a summary of ^(first_name)'s class schedule that includes the number of absences and tardies in each class. <br> 5. Click Submit 6. Click the PowerSchool logo 7. Search for the student you identified in Activity 2 8. On the Student Pages menu, click Print A Report 9. Choose your Attendance Letter from the "Which report to print" menu 10.Click Submit 11.If necessary, click Refresh next to Report Queue - My Jobs 12.When the Status is completed, click View

Copyright © 2009 Pearson

Page 9

Attendance Reports

Which Students Have Perfect Attendance?

Whether at the end of each term or at the end of the school year, many schools give special recognition to students who have perfect attendance. Some schools even create a perfect attendance certificate and print the certificates right from PowerSchool. When you search for students with perfect attendance, the students who meet the criteria become your current selection.

Activity 8 ­ Search for Students with Perfect Attendance

1. On the Start Page, click a grade level in the Browse Students area 2. Choose Search for Perfect Attendance from the Group Functions menu 3. Choose Meeting from the "Attendance mode to use" menu 4. Click The selected X students option for which students to scan 5. In the "Date range to scan" fields, enter 6/1/2009 ­ 6/30/2009 6. In the "Disregard these codes when searching" field, enter T,TE,S,F 7. Click Submit

Summary

After completing this course, you should be able to: · · Run attendance reports and determine which reports are required for your needs Explain how ADA is calculated Import a report template Use an attendance data access tag on a report

· ·

Additional information about data access tags is available in PowerSource at http://powersource.personschoolsystems.com.

Copyright © 2009 Pearson

Page 10

Information

AttendRptHO

10 pages

Report File (DMCA)

Our content is added by our users. We aim to remove reported files within 1 working day. Please use this link to notify us:

Report this file as copyright or inappropriate

183154


Notice: fwrite(): send of 201 bytes failed with errno=104 Connection reset by peer in /home/readbag.com/web/sphinxapi.php on line 531