Membership Reports
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, refer to 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, refer to Aggregate Membership Reports.
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.
Navigate to the System Reports page.
Click ADM/ADA by Date.
Use the table that follows these steps to enter information in the fields.
Click Submit.
Click View once the report is completed.
Click Refresh to update the status of the report.
Thoroughly review the report 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, refer to Report Formatting.
Field | Description |
|---|---|
Attendance Mode | Select the attendance recording method for which you want to run this report. Menu options appear based on your attendance setup configuration. For more information about attendance modes, refer to Attendance Tracking Modes.
|
Attendance Conversion | 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.
For more information about attendance conversions, refer to Attendance Conversions. |
Students to Include | Indicate which students you want to run the report for by selecting one of the following options:
|
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. The date entered must fall within the selected school year term. |
Processing Options | Select a time to run the report:
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. |
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.
Navigate to the System Reports page.
Click ADM/ADA by Minute.
Use the table that follows these steps to enter information in the fields.
Click Submit.
Click View once the report is completed.
Click Refresh to update the status of the report.
Thoroughly review the report 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, refer to Report Formatting.
Field | Description |
|---|---|
Attendance Mode | Select the attendance recording method for which you want to run this report. Menu options appear based on your attendance setup configuration. For more information about attendance modes, refer to Attendance Tracking Modes.
|
Students to Include | Indicate which students you want to run the report for by selecting one of the following options:
|
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. The date entered must fall within the selected school year term. |
Processing Options | Select a time to run the report:
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. |
The following table 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 Absences | Two numbers appear for the total absences:
|
Total Absences % | Two numbers appear for the total percentage of absences in relation to potential absences:
|
Total Attended | Two numbers appear for the total attendance:
|
Total Attended % | Two numbers appear for the total attendance by percentage:
|
The following table 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. |
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.
Navigate to the System Reports page.
Click ADM/ADA by Student.
Use the table that follows these steps to enter information in the fields.
Click Submit.
Click View once the report is completed.
Click Refresh to update the status of the report.
Thoroughly review the report 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, refer to Report Formatting.
Field | Description |
|---|---|
Attendance Mode | Select one the attendance recording methods for which you want to run this report. Menu options appear based on your attendance setup configuration. For more information about attendance modes, refer to Attendance Tracking Modes.
|
Attendance Conversion | 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.
For more information about attendance conversions, refer to Attendance Conversions. |
Students to Include | Indicate which students you want to run the report for by selecting one of the following options:
|
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. The date must fall within the selected school year term. |
Processing Options | Select a time to run the report:
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. |
Data to be filled | In this section, select the checkbox next to the following filter fields to save the settings as defaults. 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. |
Each row in the report represents a student enrollment that falls partly or within the report date range. The following table 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). 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, refer to Transfer Students. |
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. |