Difference between revisions of "Attendance Summary Report"

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__NOTOC__
 
__NOTOC__
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'''This program will generate an attendance summary for the students selected from the set up window.'''
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'''This program will generate an attendance total and percentage for students along with attendance details using a chosen time frame.'''
  
 
==Menu Location==
 
==Menu Location==
  
 
[[File:attsummarymenu.png]]
 
[[File:attsummarymenu.png]]
−
 
  
 
On the left navigation panel, select '''Attendance''' > '''Lists''' > '''Attendance Summary Report'''.
 
On the left navigation panel, select '''Attendance''' > '''Lists''' > '''Attendance Summary Report'''.
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==Setup Options==
 
==Setup Options==
  
−
[[File:attsummarysetup.png]]
+
[[File:attendsummaryrepsetup.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.
  
−
'''District''' - Default value is based on your security settings. You will be limited to your district only.
+
'''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. Note that if a student has been in two different schools in the same school year, it will display attendance counts from the most recent school only.
 +
 
 +
'''Active''' - Choose All, Active only, or Active Span. 
 +
*'''Active Only''' is for all students without a leave date. 
 +
*'''Active Span''' is for active students without a leave date or that have a leave date within the From Date and To Date.
 +
 
 +
'''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field.
 +
 
 +
'''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.
 +
 
 +
'''Counts by Enrollment''' - Absences per student for each school enrollment.  When checked along with Active of "All", this will show each student's absences based on the enrollment school.  When Active is unchecked this gives the option to show absences "By School".
 +
 
 +
'''Skip codes''' - Records that have the skipped codes will not be considered by the program.
 +
 
 +
'''Team''' - Leave blank if all team names are to be included into the report. Otherwise, choose the desired team(s).
 +
 
 +
'''Minimum Absences''' - Enter 3 in the box
 +
 
 +
'''Page Break''' - Click in the box and then click on your choice: None, School, Homeroom, Grade, or Advisor.
 +
 
 +
'''Column''' - Leave blank to include all columns.  Click to obtain a pick list of columns that can be selected to view on the report.
 +
 
 +
'''[[Report]]''' - The user can click in this box to select a report that was previously created.
 +
 
 +
'''OK''' - Click to continue.
  
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'''School''' - Default value is based on your security settings. If you are assigned to a school, the school default value will be your school site code. You will not be able to change this
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===Filters===
  
−
value. If you are a supervisor or other district office employee with access to the Student Information System, you will be able to run programs for one school, a small group of schools, or
+
[[File:attendsummaryrepfilters.png]]
  
−
all schools in your district.
+
'''Grade''' - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade level(s).
  
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'''Grade''' - Grade level of students whose records need to be edited or whose names are to be included on a report. Leave the field blank if all grade levels are to be included. Otherwise,  
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'''Homeroom Teacher''' - Leave blank if all homerooms are to be included into the report. Otherwise, choose the desired homeroom(s).
  
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click in the field to the right of Grade(s) to select the desired grade level(s) to be included.
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'''Sped:'''
  
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'''Homeroom Teacher''' - The teacher who is assigned a group of students in addition to the regular classes that they teach. Leave blank if all homerooms are to be included into the report.  
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'''All''' - Select this to show all students.
  
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Otherwise click in the field to the right of Homeroom to select the desired homeroom(s) to view.
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'''Sped Only''' - Select this to show Sped only students.
  
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'''Active''' - Choose All, Active only, or Active Span.  Active Only is for all students without a leave date.  Active Span is for active students without a leave date or that have a leave
+
'''Non Sped''' - Select this to show Non Sped students
  
−
date within the From Date and To Date.
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'''504:'''
  
−
'''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.
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'''All''' - Select this to show all students.
  
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'''Skip codes''' - Records that have the skipped codes will not be considered by the program.
+
'''504 Only''' - Select this to show 504 only students.
  
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'''Team''' - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included into the report. Otherwise click in the field to the
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'''Non 504''' - Select this to show Non 504 students.
  
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right of Teams to select the desired Teams(s) to view.
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'''LEP:'''
  
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'''Minimum Absences''' - Enter 3 in the box
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'''All''' - Select this to show all students.
  
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'''Page Break''' - Click in the box and then click on your choice: None, School, Homeroom, Grade, or Advisor.
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'''LEP Only''' - Select this to show LEP only students.
  
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'''Show''' - Examples that limit information on the report include Show Sped Only, Non Sped, both (all).
+
'''Non LEP''' - Select this to show Non LEP students.
  
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'''Club''' - Extracurricular activities in which students may participate. Leave blank if all clubs are to be included into the report. Otherwise click in the field to the right of Clubs to  
+
'''Team''' - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included in the report. Otherwise click in the field to the right of Teams to select the desired Teams(s) to view.
  
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select the desired club(s) to view.
+
'''Clubs''' - Leave blank if all clubs are to be included into the report. Otherwise, choose the desired club(s).
  
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'''Sport''' - Leave blank if all sports are to be included into the report. Otherwise click in the field to the right of Sports to select the desired sport(s) to view.
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'''Sport''' - Leave blank if all sports are to be included into the report. Otherwise, choose the desired sport(s).
  
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'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise click in the field to the right of Program Codes to select the desired program code(s) to view.
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'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise, choose the desired program(s).
  
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'''Special Codes''' - Special Codes must have been entered into the Student Master record for students. Leave blank if all special codes are to be included into the report. Otherwise click in
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'''Special Codes''' - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code(s).
  
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the field to the right of Special Codes to select the desired special code(s) to view.
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'''Custom Codes''' - Select Custom Codes created in the [[Custom Code Management]] to filter the student list.
  
 
'''Show Remote Scheduled''' - If this box is checked, then those students who come to your school from another school in the district will be listed in addition to regular students.
 
'''Show Remote Scheduled''' - If this box is checked, then those students who come to your school from another school in the district will be listed in addition to regular students.
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'''Military Students Only''' - Click here to show only military students.
 
'''Military Students Only''' - Click here to show only military students.
  
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'''OK''' - Click to continue
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To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
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−
To find definitions for standard setup values, follow this link: '''<span style="background:yellow">[[Standard Setup Options]]</span>'''.
 
  
 
==Main==
 
==Main==
  
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[[File:attsummarymain.png]]
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[[File:attendsumrepmainnan.png]]
  
 
===Column Headers===
 
===Column Headers===
  
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To find definitions of commonly used column headers, follow this link: '''<span style="background:yellow">[[Common Column Headers]]</span>'''.
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'''Sch''' - School site number
 +
 
 +
'''School Name''' - Name of school
 +
 
 +
'''Student Name''' - Student's full name
 +
 
 +
'''DOB''' - Student's date of birth
 +
 
 +
'''Age''' - Age of student
 +
 
 +
'''Sped''' - Special Education students
 +
 
 +
'''Homeroom''' - Student homeroom
 +
 
 +
'''Special Codes''' - Leave blank if all special codes are to be included into the report.  Otherwise, choose the desired special code.
 +
 
 +
'''Custom Codes''' - Select the custom codes created in the Custom Codes Management to filter the student list.
 +
 
 +
'''F''' - Count of Full days absent (51% of the day)
 +
 
 +
'''H''' - Count of Half days absent (26% of the day)
 +
 
 +
'''O''' - Count of times absent that does not meet the definition of either full or half day (less than half day absent) will show in the Other column
 +
 
 +
'''S''' - Count of days absent because of disciplinary suspension
 +
 
 +
'''E''' - Count of excused absences
 +
 
 +
'''ND''' - Count of days absent due to extenuating (N) circumstances and doctor excuses (D)
 +
 
 +
'''OP''' - Count of days using other (O) reasons or present (P).
 +
 
 +
'''D Pres''' - Total number of days present
 +
 
 +
'''P Pres''' - Total percent of days present
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 +
'''SIDNO''' - Student's identification number
 +
 
 +
'''Grade''' - Student's grade of enrollment
 +
 
 +
'''E Date''' - Student's entry date into school.
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 +
'''L Date''' - Student's leave date from the school.
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 +
'''Team''' - Student's current team
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 +
'''Advisor''' - Name of the advisor to which the student has been assigned
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 +
'''Parent Name''' - This is the student's parent/guardian name. NOTE that the program prints the parent`s name, home phone, and cell phone. If it finds a Guardian name, it uses that name and phone numbers, if not then the parent's information.
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 +
'''Parent/Guardian Home Phone Number''' -  This is the student's parent/guardian home phone number.
 +
 
 +
'''Parent/Guardian Cell Phone''' - This is the student's parent/guardian cell phone number.
 +
 
 +
'''Student Email''' - Student email address
 +
 
 +
'''Mother Email''' - Student's mother's email
 +
 
 +
'''Father Email''' - Student's fathers' email
 +
 
 +
'''Guardian Email''' - Student's guardian email
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 
 +
==Bottom==
 +
 
 +
[[File:attendsumrepbottomnan.png]]
 +
 
 +
'''Setup''' - Click to go back to the Setup box.
  
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For other columns not listed in the common column list:
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'''[[Standard Print Options | Print]]''' - This will allow the user to print the report.
  
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*'''F'''--Count of Full days absent (51% of the day)
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'''Help''' - Click to view written instructions and/or videos.
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*'''H'''--Count of Half days absent (26% of the day)
 
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*'''O'''--Count of times absent that does not meet the definition of either full or half day (less than half day absent) will show in the Other column
 
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*'''S'''--Count of days absent because of disciplinary suspension
 
−
*'''E'''--Count of excused absences
 
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*'''ND'''--Count of days absent due to extenuating (N) circumstances and doctor excuses (D)
 
−
*'''OP'''--Count of days using other (O) reasons or present (P).
 
−
*'''Days Present'''--Total days present.
 
  
 +
'''[[Communicate]]''' -  This button will allow communication via automated call or email.
  
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'''Print Options'''
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'''Save''' - Click save first and a box will appear to name the report.  Then click to save the report.
  
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To find the print instructions, follow this link: '''<span style="background:yellow">[[Standard Print Options]]</span>'''.
+
'''[[Report]]''' - The user can click in this box to select a report that was previously created.  
  
  

Latest revision as of 08:52, 4 June 2024

This program will generate an attendance total and percentage for students along with attendance details using a chosen time frame.

Menu Location

Attsummarymenu.png

On the left navigation panel, select Attendance > Lists > Attendance Summary Report.

Setup Options

Attendsummaryrepsetup.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.

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. Note that if a student has been in two different schools in the same school year, it will display attendance counts from the most recent school only.

Active - Choose All, Active only, or Active Span.

  • Active Only is for all students without a leave date.
  • Active Span is for active students without a leave date or that have a leave date within the From Date and To Date.

As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field.

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.

Counts by Enrollment - Absences per student for each school enrollment. When checked along with Active of "All", this will show each student's absences based on the enrollment school. When Active is unchecked this gives the option to show absences "By School".

Skip codes - Records that have the skipped codes will not be considered by the program.

Team - Leave blank if all team names are to be included into the report. Otherwise, choose the desired team(s).

Minimum Absences - Enter 3 in the box

Page Break - Click in the box and then click on your choice: None, School, Homeroom, Grade, or Advisor.

Column - Leave blank to include all columns. Click to obtain a pick list of columns that can be selected to view on the report.

Report - The user can click in this box to select a report that was previously created.

OK - Click to continue.

Filters

Attendsummaryrepfilters.png

Grade - Leave the field blank if all grade levels are to be included. Otherwise, choose the desired grade level(s).

Homeroom Teacher - Leave blank if all homerooms are to be included into the report. Otherwise, choose the desired homeroom(s).

Sped:

All - Select this to show all students.

Sped Only - Select this to show Sped only students.

Non Sped - Select this to show Non Sped students

504:

All - Select this to show all students.

504 Only - Select this to show 504 only students.

Non 504 - Select this to show Non 504 students.

LEP:

All - Select this to show all students.

LEP Only - Select this to show LEP only students.

Non LEP - Select this to show Non LEP students.

Team - This selection should only be used if your school is using Team Scheduling. Leave blank if all team names are to be included in the report. Otherwise click in the field to the right of Teams to select the desired Teams(s) to view.

Clubs - Leave blank if all clubs are to be included into the report. Otherwise, choose the desired club(s).

Sport - Leave blank if all sports are to be included into the report. Otherwise, choose the desired sport(s).

Program - Leave blank if all program codes are to be included into the report. Otherwise, choose the desired program(s).

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code(s).

Custom Codes - Select Custom Codes created in the Custom Code Management to filter the student list.

Show Remote Scheduled - If this box is checked, then those students who come to your school from another school in the district will be listed in addition to regular students.

Military Students Only - Click here to show only military students.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

Attendsumrepmainnan.png

Column Headers

Sch - School site number

School Name - Name of school

Student Name - Student's full name

DOB - Student's date of birth

Age - Age of student

Sped - Special Education students

Homeroom - Student homeroom

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.

Custom Codes - Select the custom codes created in the Custom Codes Management to filter the student list.

F - Count of Full days absent (51% of the day)

H - Count of Half days absent (26% of the day)

O - Count of times absent that does not meet the definition of either full or half day (less than half day absent) will show in the Other column

S - Count of days absent because of disciplinary suspension

E - Count of excused absences

ND - Count of days absent due to extenuating (N) circumstances and doctor excuses (D)

OP - Count of days using other (O) reasons or present (P).

D Pres - Total number of days present

P Pres - Total percent of days present

SIDNO - Student's identification number

Grade - Student's grade of enrollment

E Date - Student's entry date into school.

L Date - Student's leave date from the school.

Team - Student's current team

Advisor - Name of the advisor to which the student has been assigned

Parent Name - This is the student's parent/guardian name. NOTE that the program prints the parent`s name, home phone, and cell phone. If it finds a Guardian name, it uses that name and phone numbers, if not then the parent's information.

Parent/Guardian Home Phone Number - This is the student's parent/guardian home phone number.

Parent/Guardian Cell Phone - This is the student's parent/guardian cell phone number.

Student Email - Student email address

Mother Email - Student's mother's email

Father Email - Student's fathers' email

Guardian Email - Student's guardian email

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Bottom

Attendsumrepbottomnan.png

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.

Communicate - This button will allow communication via automated call or email.

Save - Click save first and a box will appear to name the report. Then click to save the report.

Report - The user can click in this box to select a report that was previously created.


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