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Student Attendance Audit Report

Use the Student Attendance Audit report to generate a roster detailing attendance by day and the average daily attendance and average daily membership by date range.

The report adjusts to reflect Clock In/Clock Out values if used when recording attendance.

Run the Student Attendance Audit Report

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Student Attendance Audit. The Student Daily Attendance Audit Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Attendance Mode

    Use the pop-up menu to select one the attendance recording methods for which you want to run this report.

    • Use Default: searches for and displays report output based on FTE. By default, this menu option is selected. If your school uses more than one FTE to differentiate students, such as full time and part time, and you want to run the report for those sets of students, the only way to effectively run these groupings with different modes and conversion items is to use the default.
    • Daily: searches for and displays report output by day.
    • Meeting: searches for and displays report output by period.

    For more information about attendance modes, see Attendance Overview.

    Note: Menu options appear based on your attendance setup configuration. For the Use Default menu option to appear, FTEs must be set up and the “Use default settings” checkbox on the Attendance Preferences page must be selected. For the Daily or Meeting menu options to appear, the Daily or Meeting checkboxes on the Attendance Preferences page must be selected.

    Attendance Conversion

    Use the pop-up menu to select the method by which attendance is calculated for which you want to run this report. Menu options appear based on the Attendance Mode selected.

    • If the Attendance Mode of Use Defaults was selected, Use Defaults appears by default. There are no other menu options to choose from.
    • If the Attendance Mode of Daily was selected, choose either Code to Day, Percent Time to Day, or Time to Day.
      If the Attendance Mode of Meeting was selected, choose Percent Period to Day, Percent Time to Day, Period to Day, or Time to Day.

    For more information about attendance conversions, see Attendance Overview.

    Students to Include

    Indicate which students you want to run the report for by selecting one of the following options:

    • The selected students only to run the report for students in the current selection enrolled in the specified date range.
    • All students to run the report for all students in the current school enrolled in the specified date range.

    Grades

    Select the checkboxes of the grade levels you want to scan. Doing so takes the selection of students selected in the “Students to Include” section and narrows the selection to include only those students having the same grade level as those selected.

    Alternatively, leave all the checkboxes blank to scan all grade levels. Doing so includes all of the students selected in the “Students to Include” selection.

    Reporting Segment or Begin Date and Ending Date

    Select which date range to use for this report:

    • Reporting Segment: Choose a reporting segment from the pop-up menu. For more information about reporting segments, see Reporting Segments.
    • Begin Date and Ending Date: Specify a date range in the blank fields using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Note: The date entered must fall within the selected school year term.

    Processing Options

    Select a time to run the report:

    • In Background Now to execute the report immediately in the background.
    • ASAP to execute the report in the order it is received in the Report Queue.
    • At Night to execute the report during the next evening.
    • On Weekend to execute the report during the next weekend.
    • On Specific Date/Time to execute the report on the date and time specified in the Specific Date/Time fields.

    After submitting this report, it will be processed in the report queue. On the navigation bar, click the Report Queue button. The Report Queue - My Jobs page displays all your reports.

    Specific Date/Time

    If you selected the On Specific Date/Time processing option, enter the date to scan using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field is submitted as a blank entry.

    Use the pop-up menus to indicate the hour and minute.

    Data to be Filled

    In this section, select the checkbox next to the following filter fields to save the settings as defaults. From the pop-up menu, choose Set All to select all checkboxes and Reset All to remove all checkboxes next to the following fields.

    Include Student Number

    Select the checkbox to include the student numbers on the report.

  4. Click Submit. The report results display based on the parameters you selected. Depending on your specifications, this could take several minutes. The following information appears in the output file:

    Column Name

    Description

    Index

    Counter indicating the number of records that appear in the report.

    Student Name

    The name of the student.

    Student Number

    The student's identification number.

    Day

    A column for each day in the date range appears. Each day displays the student's attendance value for that day, a numeric value, usually from 0 to 1.

    ADA

    Average daily attendance.

    ADM

    Average daily membership

    Grand Total

    The total attendance for each day for each student.

  5. Print the report from your Web browser or save it to another application. For more information, see Run, Print, and Save Reports

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