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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 Monthly Student Attendance 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. Most of the time, the issue with the report will be a setup or scheduling issue.
The first thing to look for when running the Monthly Student Attendance 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.
When running the report, the second thing you want to look at is whether the ABS column is adding up the absence marks correctly. If you see that the student has an absence counted under the ABS column but you don’t see any attendance marks on the report, then you know that there is something wrong:
In the example above, the first highlighted student (Canales, Heiley Merlyne) is showing 14 absences in the ABS column but no attendance marks are shown on his attendance record. This usually means that there is a misalignment in their school and class enrollments. For this specific student, they were enrolled in school as of 8/14/2017 but they were not enrolled in their classes until 9/5/2017. To fix this issue, all you would need to do is align the school or class start date to the student’s correct start date. This specific student started on 9/5/2017. In order to fix this student, you would need to edit their school enrollment start date from 8/14/2017 to 9/5/2017 on their Transfer Info page.
The second highlighted student had the same issue. Their school enrollment start date was 8/14/2017 but their class enrollments did not start until 9/6/2017. This specific student started on 9/6/2017. In order to fix this student, you would need to edit their school enrollment start date from 8/14/2017 to 9/6/2017 on their Transfer Info page.
The third highlighted student had the same issue. Their school enrollment start date was 8/14/2017 but their class enrollments did not start until 9/5/2017. This specific student started on 9/5/2017. In order to fix this student, you would need to edit their school enrollment start date from 8/14/2017 to 9/5/2017 on their Transfer Info page.
The fourth highlighted student is showing N/E for all of their attendance record. This usually means that the student is not enrolled in any classes. For this student, their class enrollments did not start until 9/12/2017. In order to fix this student, you would need to edit their school enrollment start date from 8/14/2017 to 9/12/2017 on their Transfer Info page. This will make the student drop off this reporting range since they technically did not attend until 9/12/2017.
The updated report should look like this:
Upon further inspection of the student’s DOB, the first three students with enrollment issues were not of TK age. They were extended TK students. What this means is that since they would not turn 5 between September 2nd and December 2nd, their attendance will not count towards ADA until their 5th birthday. Thus, those first three students are no longer shown on this first month’s report. Those three students will appear on the reports for the reporting range in which their 5th birthday falls under.
For the fourth student with an issue, they will not show on the attendance reports until next reporting month since their start date falls outside this reporting specific reporting month.
Another issue to lookout for is when students have IE as attendance marks:
What this usually means is that the Full Time Equivalency is not selected for this student on the current school enrollment.
To fix this issue:
1. Navigate to the student’s profile in PowerSchool
2. Click on Transfer Info
3. Click on the Entry Date of the current enrollment
4. Locate the field Full-Time Equivalency and use the drop down menu to select the Full-Time Equivalency
5. Scroll to the bottom and click Submit to save the changes
Once you have updated all the students with IEs, refresh attendance and re-run reports again and check for discrepancies.