Unexcused Tracking Levels

Unexcused tracking levels are used to expand on the attendance tracking methods and thresholds. Tracking levels are optional.

For example, if you set up the tracking method Percent with a threshold of 50% and Semester with a threshold of five, you can track when a student is absent more than 50% of five school days during the semester.

Using tracking levels, you can report when the student reaches a defined number of unexcused absences (thresholds) for multiple instances (triggers). For example, you may want to track the first time the student reaches five unexcused absences, as well as the second time (ten absences) and third time (fifteen absences).

Each time a student reaches a threshold, a notification record is created in the database. Multiple records may exist per day if the student reaches a threshold for more than one attendance tracking level. These records can be used to print attendance letters for students who meet or exceed attendance thresholds.

Note: If a tracking level is changed, the notification records in the database are not automatically updated. If the district must change a tier because of new requirements, it is recommended to create a new tracking level. Optionally, the District may choose to clear all records for the level.

Example 1: Tardy Day

Based on the table below, notification records are created in the database when the student achieves four, eight, and/or twelve unexcused tardies during the school year. The Tardy Day tracking method uses the school year timeframe by default.

Example 2: Semester

In this example, we have set up the Percent tracking method with 99% as the threshold, so a student must miss more than 99% of the day to be considered absent.

Based on the table below, for a tracking level using the Semester tracking method, notification records are created in the database when the student misses more than 99% of three, six, and/or nine school days during the semester.

Example 3: Consecutive

In this example, we have set up the Percent tracking method with 50% as the threshold, so the student must miss more than 50% of the day to be considered absent. The Consecutive tracking method uses the school year timeframe by default.

Based on the table below, for a tracking level using the tracking method Consecutive, notification records are created in the database when the student misses more than 50% of four, six, eight, and/or ten consecutive school days during the school year.

Add an Unexcused Tracking Level

To add an unexcused tracking level, choose District under Setup in the main menu then click Attendance Tracking and Notification.

1. Click Unexcused Levels.
2. Click New.
3. Enter the Level Name. Each level name must be unique and cannot exceed 30 characters.

4. Choose the Tracking Method. The Year tracking method is not available. Tardy and Consecutive use the year time period by default.
   

   

   You can only choose a second and third tracking method for Percent, Period, or Tardy Day. Percent. Period and Tardy Day are the only tracking methods that can be set up together as an and/or combination. All of the other tracking methods must be set up separately.

5. Set up the Triggers. The trigger is a multiplier of the threshold. For example, if you have a Semester tracking method with a user-defined threshold of three and you set up a trigger of two, a notification record is created when the student reaches six unexcused absences (two multiplied by three). To add additional triggers, click the Plus (+).

6. Click Submit.

Edit an Unexcused Tracking Level

To edit an unexcused tracking level:

1. Click Unexcused Levels.
2. Click the name of the tracking level you want to edit.

3. Edit the information as needed.

4. Select Clear all existing records for this level to archive records. Upon Submit, records for this level can no longer be accessed without contacting PowerSchool Technical Support or using ODBC. Only records for the appropriate timeframe are archived. For example, if records span the school year, then only records for the current school year are archived. If records span one semester, then only records for the current semester are archived.

5. Click Submit.

Delete an Unexcused Tracking Level

To delete an unexcused tracking level that was created in error or that is no longer in use:

1. Click Unexcused Levels.
2. Click the name of the unexcused tracking level you want to delete.
3. Click Delete.
4. Click Confirm Delete.