Membership Reports

On this page:

The membership reports use daily attendance to generate average daily attendance and average daily membership numbers that depend on the number of days a student has attended. These reports can be run in either Meeting or Daily mode.

Depending on the mode, there are two conversions that can be applied to the report. For Meeting mode, select either "Period to Day" or "Time to Day" attendance conversion. The "Period to Day" option uses the Period Items conversion, and the "Time to Day" option uses the Time Items conversion. For Daily mode, select either "Code to Day" or "Time to Day" attendance conversion. The "Code to Day" option uses the Code Items conversion, and the "Time to Day" option uses the Time Items conversion. For more information, see Attendance Conversions.

The reports adjust to reflect Time In and Time Out values if used when recording attendance.

To perform a membership audit by section, see Run the Aggregate Membership Audit Report.

ADM/ADA by Date Report

The ADM/ADA by Date report produces membership and attendance information by date for selected students. This report uses the attendance codes and minutes entered into PowerSchool under the student's daily attendance information. The report then sums the total membership for a date and the total number of students attending, with a final average for the number of students having membership and attending for a given date range.

On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
On the System tab, click ADM/ADA by Date. The ADA/ADM by Date Report page appears. The upper portion of the page displays the report's name, version number, description, and any comments.

Use the following table to enter information in the fields:

Field	Description
Attendance Mode	Use the pop-up menu to select the attendance recording method for which you want to run this report. Note: Menu options appear based on your attendance setup configuration. For more information about attendance modes, see Attendance Overview. Choose Use Defaults to search for and display 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. Choose Daily to search for and display report output by day. Choose Meeting to search for and display report output by period. Choose Interval to search for and display report output by interval. Choose Time to search for and display report output by time. Choose Time/Interval to search for and display report output by time and interval.
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 displays 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. If the Attendance Mode of Interval was selected, only the Time to Day conversion can be selected. If the Attendance Mode of Time was selected, only the Time to Day conversion can be selected. If the Attendance Mode of Time/Interval was selected, only the Time to Day conversion can be selected. Note: 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: Select The selected [x] students only to run the report for students in the current selection enrolled in the specified date range. Click the number to display the list of selected students. Select 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 narrows the selection of students in the "Students to Include" field 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 in the Students to Include field.
Begin Date and Ending Date	Enter the beginning and ending date of the date range 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. Note: The date entered must fall within the selected school year term.
Processing Options	Select a time to run the report: Choose In Background Now to execute the report immediately in the background. Choose ASAP to execute the report in the order it is received in the Report Queue. Choose At Night to execute the report during the next evening. Choose On Weekend to execute the report during the next weekend. Choose 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 On Specific Date/Time in the Processing Options field, 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 hour and minute.

Click Submit. The report queue appears.
Click View once the report is completed.
Note: Click Refresh to update the status of the report.
The report appears. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.

ADM/ADA by Minute Report

The ADA/ADM by Minute report displays the total number of potential minutes for students, total number of minutes missed, total number of minutes attended, and total percentage of each. When in Meeting mode, the system calculates the number of minutes the group of students has attended by period. When in Daily mode, the system displays the number of minutes the group of students has attended by day.

On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
On the System tab, click ADM/ADA by Minute. The ADA/ADM by Minute Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.

Use the following table to enter information in the fields:

Field	Description
Attendance Mode	Use the pop-up menu to select the attendance recording method for which you want to run this report. Note: Menu options appear based on your attendance setup configuration. For more information about attendance modes, see Attendance Overview. Choose Daily to search for and display report output by day. Choose Meeting to search for and display report output by period.
Students to Include	Indicate which students you want to run the report for by selecting one of the following options: Select The selected [x] students only to run the report for students in the current selection enrolled in the specified date range. Click the number to display the list of selected students. Select 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” field 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” field.
Begin Date and Ending Date	Enter the beginning and ending date of the date range 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. Note: The date entered must fall within the selected school year term.
Processing Options	Select a time to run the report: Choose In Background Now to execute the report immediately in the background. Choose ASAP to execute the report in the order it is received in the Report Queue. Choose At Night to execute the report during the next evening. Choose On Weekend to execute the report during the next weekend. Choose 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 hour and minute.

Click Submit. The report queue appears.
Click View once the report is completed.
Note: Click Refresh to update the status of the report.
The report appears. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.
The table below describes each column in the output file when running the report for Meeting attendance mode. Each row in the report represents a period in the school bell schedule.

Column Name	Description
Period	The meeting period number.
Total Potential	Two numbers appear for the total potential absences: Total number of periods in the selected students' bell schedules in the specified date range. Total number of minutes in the selected students' bell schedules in the specified date range.
Total Absences	Two numbers appear for the total absences: Number of periods when the selected students were absent. Number of minutes when the selected students were absent.
Total Absences %	Two numbers appear for the total percentage of absences in relation to potential absences: Percentage of periods when the selected students were absent. Percentage of minutes when the selected students were absent.
Total Attended	Two numbers appear for the total attendance: Number of periods when the selected students were present. Number of minutes when the selected students were present.
Total Attended %	Two numbers appear for the total attendance by percentage: Percentage of periods when the selected students were present. Percentage of minutes when the selected students were present.

The table below describes each column in the output when running the report for Daily attendance mode. This report displays only one row.

Column Name	Description
Total Potential	Total number of minutes in the selected students' full day bell schedules in the specified date range. Note: The calculation uses the number of minutes specified for the bell schedule item that represents the Meeting and Daily attendance bridge.
Total Absences	Number of minutes when the selected students were absent.
Total Absences %	Percentage of minutes when the selected students were absent.
Total Attended	Number of minutes when the selected students were present.
Total Attended %	Percentage of minutes when the selected students were present.

ADM/ADA by Student Report

The ADM/ADA by Student report generates membership and attendance information per student. This report uses the attendance codes or minutes entered into PowerSchool. The report then sums the total membership and attendance for each student for the given timeframe, with a final average for the number of students having membership and attending for a given date range.

To avoid slow processing time while running the ADA/ADM by Student report, please check the following:

If the reporting date range spans the entire year, try running the report for a smaller date range.
Check the selected grade levels when running this report. Instead of running the report for all grade levels, run the report only for those grade levels you would like to report on.
If you intend to run the report for a selection of students, ensure prior to executing the report that your report parameters are set to run for the current selection instead of all students.
When starting the report, choose to run the report ASAP instead of in the background.
Check the reporting queue for other jobs that are currently running. When multiple reporting jobs are running, all reports may run slower. Run the ADA/ADM by Student report when fewer users are processing reports.
Check the report queue for reports that are not responding. Often, these reports can prevent any other report from completing.

On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
On the System tab, click ADM/ADA by Student. The ADA/ADM by Student Report pages appears. The upper portion of the page displays the report's name, version number, description, and comments.

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. Note: Menu options appear based on your attendance setup configuration. For more information about attendance modes, see Attendance Overview. Choose Use Defaults to search for and display 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. Choose Daily to search for and display report output by day. Choose Meeting to search for and display report output by period. Choose Interval to search for and display report output by interval. Choose Time to search for and display report output by time. Choose Time/Interval to search for and display report output by time and interval.
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 displays 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. If the Attendance Mode of Interval was selected, only the Time to Day conversion can be selected. If the Attendance Mode of Time was selected, only the Time to Day conversion can be selected. If the Attendance Mode of Time/Interval was selected, only the Time to Day conversion can be selected. Note: 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: Select The selected [x] students only to run the report for students in the current selection enrolled in the specified date range. Click the number to display the list of selected students. Select 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” field 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” field.
Begin Date and Ending Date	Enter the beginning and ending date of the date range 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. Note: The date must fall within the selected school year term.
Processing Options	Select a time to run the report: Choose In Background Now to execute the report immediately in the background. Choose ASAP to execute the report in the order it is received in the Report Queue. Choose At Night to execute the report during the next evening. Choose On Weekend to execute the report during the next weekend. Choose 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 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 Absent Column	Select the checkbox to display the total and average absent data on the report.

Click Submit. The report queue appears.

Click View once the report is completed.

Note: Click Refresh to update the status of the report.

The report appears. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.

Each row in the report represents a student enrollment that falls partly or within the report date range. The table below describes each column in the output file:

Column Name	Description
[Blank]	Row number.
Student Number	Unique student identifier assigned to the student in the district.
Name	Student’s name (Lastname, Firstname MI). Note: If a student appears more than once on this report, this is usually because the student was enrolled in the school, transferred out during the year, and then transferred back into the school before the end of the school year. Verify the duplicate entry on this report by referring to the student's Transfer Information page. For more information, see Transfer Information.
Grade (Track)	Student’s grade level during the enrollment period between the Entry Date and Exit Date.
School Number	School number associated with the enrollment record. Because this is a school-level report, it will always be the current school's number.
School	School name abbreviation associated with the enrollment record. Because this is a school-level report, it will always be the current school's name.
Entry Date	Enrollment entry date for the enrollment record that is part of the calculation.
Exit Date	Enrollment exit date for the enrollment record that is part of the calculation.
Membership	Total membership days calculated for the student’s enrollment record for the specified date range.
Attendance	Total attendance calculated for the student’s enrollment record for the specified date range.
Absence	Total number of absences for the specified date parameters.
Off Track Days	Number of days the student was not on track within the specified date range, if the student is assigned to a track.
Days Not Enrolled	Number of days the student was not enrolled within the report date range.

ADM/ADA by Minute Report

The ADA/ADM by Minute report displays the total number of potential minutes for students, total number of minutes missed, total number of minutes attended, and total percentage of each. When in Meeting mode, the system calculates the number of minutes the group of students has attended by period. When in Daily mode, the system displays the number of minutes the group of students has attended by day.

On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
On the System tab, click ADM/ADA by Minute. The ADA/ADM by Minute Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.

Use the following table to enter information in the fields:

Field	Description
Attendance Mode	Use the pop-up menu to select the attendance recording method for which you want to run this report. Note: Menu options appear based on your attendance setup configuration. For more information about attendance modes, see Attendance Overview. Choose Daily to search for and display report output by day. Choose Meeting to search for and display report output by period.
Students to Include	Indicate which students you want to run the report for by selecting one of the following options: Select The selected [x] students only to run the report for students in the current selection enrolled in the specified date range. Click the number to display the list of selected students. Select 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” field 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” field.
Begin Date and Ending Date	Enter the beginning and ending date of the date range 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. Note: The date entered must fall within the selected school year term.
Processing Options	Select a time to run the report: Choose In Background Now to execute the report immediately in the background. Choose ASAP to execute the report in the order it is received in the Report Queue. Choose At Night to execute the report during the next evening. Choose On Weekend to execute the report during the next weekend. Choose 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 hour and minute.

Click Submit. The report queue appears.

Click View once the report is completed.
Note: Click Refresh to update the status of the report.
The report appears. Thoroughly review it to verify that the formatting and content are correct. If the report provides the data you need and is formatted properly, print it from this page or save it to another application. For more information, see Run, Print, and Save Reports.
The table below describes each column in the output file when running the report for Meeting attendance mode. Each row in the report represents a period in the school bell schedule.

Column Name	Description
Period	The meeting period number.
Total Potential	Two numbers appear for the total potential absences: Total number of periods in the selected students' bell schedules in the specified date range. Total number of minutes in the selected students' bell schedules in the specified date range.
Total Absences	Two numbers appear for the total absences: Number of periods when the selected students were absent. Number of minutes when the selected students were absent.
Total Absences %	Two numbers appear for the total percentage of absences in relation to potential absences: Percentage of periods when the selected students were absent. Percentage of minutes when the selected students were absent.
Total Attended	Two numbers appear for the total attendance: Number of periods when the selected students were present. Number of minutes when the selected students were present.
Total Attended %	Two numbers appear for the total attendance by percentage: Percentage of periods when the selected students were present. Percentage of minutes when the selected students were present.

The table below describes each column in the output when running the report for Daily attendance mode. This report displays only one row.

Column Name	Description
Total Potential	Total number of minutes in the selected students' full day bell schedules in the specified date range. Note: The calculation uses the number of minutes specified for the bell schedule item that represents the Meeting and Daily attendance bridge.
Total Absences	Number of minutes when the selected students were absent.
Total Absences %	Percentage of minutes when the selected students were absent.
Total Attended	Number of minutes when the selected students were present.
Total Attended %	Percentage of minutes when the selected students were present.