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Introduction to the Attendance Department
This section will give you a broad overview of the items that the Attendance Department takes care of.
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Everything P-Reporting
This section will walk you through the initial steps of prepping for P-Reports, through the workflow process, the upload of data to the State Software, the download of reports and certificates, and the submission of P-Reports.
- P-Reporting in a Nutshell
- P-Reporting Workflow
- How to create an Attendance Reporting Calendar using an excel template
- How to verify P-1, P-2, P-3 Cut-off
- How to Download and Install the State Software
- How to create an account on State Software
- How to load data to State Software
- How to Extract DAT file from State Software
- How to save reports from State Software
- How to save certificate pages from State Software
- How to calculate Basic Aid ADA
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PowerSchool Audit Items
In order to run the most accurate Attendance Reports from PowerSchool, we need to audit the items that affect the reports' output which includes the setup for Attendance.
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Reporting Period Audit Items
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Ongoing Clerical Duties
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Submission Reports
How to Audit Attendance Summary by Grade Report and Correct Errors in PS
To accurately report ADA for a school, we must audit the attendance reports to ensure that they are working properly. The first thing to look for when running the Attendance Summary by Grade Report is to make sure that you are running the report for the correct school and the correct reporting period. If you are unsure about the school’s reporting range, verify with the school calendars that we have in the Calendars folder OR with the LAUSD provided calendars.
The second thing to look out for is that the number of days in session on the reporting term match their physical school calendar.
On the Attendance Summary by Grade report, the number of in-session days will appear right after the date range:
If this number matched to the number of in-session days that you calculated when creating the attendance reporting calendar for that school, then you are okay.
If the report does not match the number of days, then you know that there is something wrong with the Calendar Setup.
To correct the number of days:
1. From the start page in PowerSchool, click on School
2. Click on Calendar Setup
3. Compare the days in-session with the calendar you created
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4. Identify the extra day
5. Remove the extra day by blanking out the Cycle Day, Bell Schedule, unchecking the box underneath School In-Session and by switching the 1 to 0 under Membership Value
6. Scroll to the bottom and click Submit to save the changes
Once you are finished, re-run the report to ensure that correct number of in-session days is now displaying. The reason why this is important is because when calculating ADA, you are using a bigger divisor which will lower your ADA. In other words, if the number of days in attendance was 1,530 and you are diving that by 19, then the ADA is going to be 80.53. Whereas diving 1,530 by the true divisor of 18, will give you an ADA of 85.00.
Another thing to look out for is that the ADA is not being calculated correctly. It is important that at least two grade levels have the ADA calculation checked by manually calculating the ADA on a calculator.
In the example above, we we want to ensure that 935 (number of days in attendance) divided by 15 (total number of in-session days) equals 49.21 (ADA). When I manually divide 935 by 15, I get 62.33. This tells me that there is something wrong in the calculation of the ADA. In order to identify the divisor (total number of in-session days), I am going to divide 935 by 49.21 (the ADA on the report) which gives me 19. This tells me that there are 4 days that are not being counted towards the total in-session days.
Upon
Verify accuracy of ADA calculations on reports > Winter Break exclusion example