Difference between revisions of "Tardy Analysis"
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| − | '''This report is used to create a count of Tardies (attendance code 14) and Late To School (attendance code 19) for a given date range. It will also look at the time that school starts and compare the check in time of the student which is the state defined way of considering student tardy. A tardy by the state's definition is anyone who enters school late or exits school early, not simply based on the codes | + | '''This report is used to create a count of Tardies (attendance code 14) and Late To School (attendance code 19) for a given date range. It will also look at the time that school starts and compare the check in time of the student which is the state defined way of considering student tardy. A tardy by the state's definition is anyone who enters school late or exits school early, not simply based on the codes.''' |
| − | + | *The report can be printed and/or emailed to persons on the school/district staff. | |
| − | + | *Some districts don't use the codes of 14 and/or 19. | |
| − | + | *Letters MUST be created in [[Letter Maintenance]] before any letters can be printed. | |
| − | + | *To get a list of students with no tardies, see the [[Perfect Attendance Audit]]. | |
==Main== | ==Main== | ||
| − | + | '''Attendance''' > '''Count''' > '''Tardy Analysis'''. | |
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==Setup Options== | ==Setup Options== | ||
| − | [[File: | + | [[File:tardyanalysissetup3.png]] |
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list. | '''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list. | ||
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'''From Date and To Date''' - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range. | '''From Date and To Date''' - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range. | ||
| − | '''Skip Excused Tardies''' - Attendance code 14 Tardy can be marked as "excused" or "unexcused". | + | '''Skip Excused Tardies''' - Attendance code 14 Tardy can be marked as "excused" or "unexcused". |
| + | *If checked, "excused" Tardy records will not be counted in the report. | ||
| + | *If not checked, "excused" and "unexcused" records will be counted in the report. | ||
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| + | '''Include Unexcused Late to School/Early Departure''' - Attendance code 19 (Late to School/Early Departure) is used when a student comes in late to school or checks outs early and is used for truancy issues. It checks the tardy based on State definition of a tardy (late to school/early leaver) and not just codes 19 or 14. If this option is selected then the "Only Include Unexcused Late to School/Early Departure" option will not be available. | ||
| − | '''Include Unexcused Late to School / Early Departure''' - | + | '''Only Include Unexcused Late to School/Early Departure''' - If selected, the program counts only the code 19 records and no other tardies. The printed report will show "Only Late To School/Early Departure" in the heading. If this option is selected then the "Include Unexcused Late to School/Early Departure" option will not be available. |
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'''Show Students Who Have a Tardy Record for the To Date''' - Select to limit the report to only students who have a Tardy record on the actual '''To Date''' chosen. This is a helpful option if this report is run daily. By selecting this option, the report is limited to showing counts only for students who have a Tardy only on the actual '''To Date'''. | '''Show Students Who Have a Tardy Record for the To Date''' - Select to limit the report to only students who have a Tardy record on the actual '''To Date''' chosen. This is a helpful option if this report is run daily. By selecting this option, the report is limited to showing counts only for students who have a Tardy only on the actual '''To Date'''. | ||
| − | ''' | + | '''Do Not Print Previously Printed Letters''' - This will uncheck the students who had previously had a letter printed for the desired letter name, while all students who have not had a letter printed will have a check mark to be printed. |
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| + | '''Tardy Select''' - Select one of the options: '''Tardy Counts''', '''Tardies>=''', or '''Tardies<='''. | ||
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| + | '''Tardy Counts''' - The number that is entered in each of these squares will show up in the columns on the report. The numbers/counts that appear there after clicking OK are NOT student counts but are Tardy counts. Upon clicking on the tardy count number, you will have a list of students with exactly that number of tardies that you entered in the box. | ||
| + | *In the report, '''PTD (period to date)''' represents the count of tardies using the '''From Date''' and ''' To Date'''. | ||
| + | *'''YTD (year to date)''' is the count of tardies for the entire school year as determined by the sponsor site. | ||
'''Tardies >=''' - This value would <u>override</u> the preset numbers in the above boxes. If you enter a number in this box, after clicking OK, you will get a number/count of tardies (NOT | '''Tardies >=''' - This value would <u>override</u> the preset numbers in the above boxes. If you enter a number in this box, after clicking OK, you will get a number/count of tardies (NOT | ||
student counts). Upon clicking on the tardy count number, you will have a list of students with tardies of at least that number entered or more (>=). | student counts). Upon clicking on the tardy count number, you will have a list of students with tardies of at least that number entered or more (>=). | ||
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| + | ==Main== | ||
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| + | [[File:tardyanalysismain.png]] | ||
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| + | ===Column Headers=== | ||
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| + | '''Sch''' - School code number | ||
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| + | '''School Name''' - School Name | ||
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| + | '''TDY''' - Total Tardies for Today - This is NOT student counts but Tardy counts. | ||
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| + | '''PTD''' - Period To Date represents the count of tardies using the setup '''From Date''' and ''' To Date'''. This is NOT student counts but Tardy counts. | ||
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| + | '''YTD''' - Year To Date is the count of tardies for the entire school year as determined by the [[Sponsor Site Editor]]. This is NOT student counts but Tardy counts. Click on the number in this field and a list of students will appear. | ||
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| + | '''1-5 & 10''' - Students that make up the tardy count of one through five and ten as set up in the boxes on the setup box. | ||
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| + | '''Total''' - Total number of students who have tardies based on the setup box criteria | ||
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| + | To find definitions of commonly used column headers, follow this link: [[Common Column Headers]]. | ||
If you are printing letters then you must click the '''Letters''' button. | If you are printing letters then you must click the '''Letters''' button. | ||
| − | [[File: | + | [[File:letteroptionsnan.png]] [[File:tardyletterlist.png]] |
'''Letter Options''' - setup box will appear. Select the letter(s) according to the policy for each grade range in the setup box. | '''Letter Options''' - setup box will appear. Select the letter(s) according to the policy for each grade range in the setup box. | ||
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'''9-12 Letter''' | '''9-12 Letter''' | ||
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| + | '''Print in Home Language (if available)''' - Check this box to print letter in the home language, based on the home language field in Student Master. | ||
'''If you want to create a letter based on grade level groups (PreK-3, 4-8, and 9-12) select them accordingly. Or, select the same letter for all three groups. | '''If you want to create a letter based on grade level groups (PreK-3, 4-8, and 9-12) select them accordingly. Or, select the same letter for all three groups. | ||
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If you need instructions for setup values to be used, follow the link for: [[Standard Setup Options]]. | If you need instructions for setup values to be used, follow the link for: [[Standard Setup Options]]. | ||
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==Bottom== | ==Bottom== | ||
Latest revision as of 08:40, 6 June 2024
This report is used to create a count of Tardies (attendance code 14) and Late To School (attendance code 19) for a given date range. It will also look at the time that school starts and compare the check in time of the student which is the state defined way of considering student tardy. A tardy by the state's definition is anyone who enters school late or exits school early, not simply based on the codes.
- The report can be printed and/or emailed to persons on the school/district staff.
- Some districts don't use the codes of 14 and/or 19.
- Letters MUST be created in Letter Maintenance before any letters can be printed.
- To get a list of students with no tardies, see the Perfect Attendance Audit.
Main
Attendance > Count > Tardy Analysis.
Setup Options
Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
District - Default value is based on the user’s security settings. The user will be limited to their district only.
School - Default value is based on the user’s security settings. If the user is assigned to a school, the school default value will be their school site code.
Grade - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade.
Team - Leave blank if all team names are to be included into the report. Otherwise, choose the desired team.
From Date and To Date - A set of dates that limits the selection of records for the report to a beginning date (from) and an ending date (to) range.
Skip Excused Tardies - Attendance code 14 Tardy can be marked as "excused" or "unexcused".
- If checked, "excused" Tardy records will not be counted in the report.
- If not checked, "excused" and "unexcused" records will be counted in the report.
Include Unexcused Late to School/Early Departure - Attendance code 19 (Late to School/Early Departure) is used when a student comes in late to school or checks outs early and is used for truancy issues. It checks the tardy based on State definition of a tardy (late to school/early leaver) and not just codes 19 or 14. If this option is selected then the "Only Include Unexcused Late to School/Early Departure" option will not be available.
Only Include Unexcused Late to School/Early Departure - If selected, the program counts only the code 19 records and no other tardies. The printed report will show "Only Late To School/Early Departure" in the heading. If this option is selected then the "Include Unexcused Late to School/Early Departure" option will not be available.
Show Students Who Have a Tardy Record for the To Date - Select to limit the report to only students who have a Tardy record on the actual To Date chosen. This is a helpful option if this report is run daily. By selecting this option, the report is limited to showing counts only for students who have a Tardy only on the actual To Date.
Do Not Print Previously Printed Letters - This will uncheck the students who had previously had a letter printed for the desired letter name, while all students who have not had a letter printed will have a check mark to be printed.
Tardy Select - Select one of the options: Tardy Counts, Tardies>=, or Tardies<=.
Tardy Counts - The number that is entered in each of these squares will show up in the columns on the report. The numbers/counts that appear there after clicking OK are NOT student counts but are Tardy counts. Upon clicking on the tardy count number, you will have a list of students with exactly that number of tardies that you entered in the box.
- In the report, PTD (period to date) represents the count of tardies using the From Date and To Date.
- YTD (year to date) is the count of tardies for the entire school year as determined by the sponsor site.
Tardies >= - This value would override the preset numbers in the above boxes. If you enter a number in this box, after clicking OK, you will get a number/count of tardies (NOT student counts). Upon clicking on the tardy count number, you will have a list of students with tardies of at least that number entered or more (>=).
Main
Column Headers
Sch - School code number
School Name - School Name
TDY - Total Tardies for Today - This is NOT student counts but Tardy counts.
PTD - Period To Date represents the count of tardies using the setup From Date and To Date. This is NOT student counts but Tardy counts.
YTD - Year To Date is the count of tardies for the entire school year as determined by the Sponsor Site Editor. This is NOT student counts but Tardy counts. Click on the number in this field and a list of students will appear.
1-5 & 10 - Students that make up the tardy count of one through five and ten as set up in the boxes on the setup box.
Total - Total number of students who have tardies based on the setup box criteria
To find definitions of commonly used column headers, follow this link: Common Column Headers.
If you are printing letters then you must click the Letters button.
Letter Options - setup box will appear. Select the letter(s) according to the policy for each grade range in the setup box.
PreK-3 Letter
4-8 Letter
9-12 Letter
Print in Home Language (if available) - Check this box to print letter in the home language, based on the home language field in Student Master.
If you want to create a letter based on grade level groups (PreK-3, 4-8, and 9-12) select them accordingly. Or, select the same letter for all three groups.
OK - Click to continue.
To print parent letters, they must exist before you can continue. If you need instructions on how to create the letters, use this link to view the instructions Letter Maintenance. If you use this link and want to return to this set of instructions, click the back arrow at the top left of the screen.
Note - You may create a letter based on grade level groups (PreK-3, 4-8, and 9-12) if your policy makes such a distinction. Name them with the grade level as part of the name for ease of identification in the next steps. Or, you may create one letter to be used school wide.
To print letters to parents:
Click the number in the cell under Total.
A list of students with their YTD (year-to-date) and PTD (period-to-date) count on the left side of the report.
Click the Letters button. The letters printed will be based on the selection made in the setup box.
Select the student(s) whose parents/guardians are to receive letters.
Click the letters button and a print preview will appear.
To get the print icon on this window, hover the mouse in the bottom right area of the preview. A grey rectangle will appear with several icons. Click the print icon at the right end of this rectangle. Another print preview will appear; click the print button at the top left to print the report. Close the print preview.
If you need instructions for setup values to be used, follow the link for: Standard Setup Options.
Bottom
Setup - Click to go back to the Setup box.
Print - This will allow the user to print the report.
Help - Click to view written instructions and/or videos.
