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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 load data to State Software
Once the client has given you final approval on the reports pulled from their SIS, you can load the data onto the state software.
For P-1, all schools need the following reports:
1. Charter Status
2. Attendance Charter School
3. Charter School Physical Location
Schools with Basic Aid will need this additional report at P-1:
4. Basic Aid Supplement Charter School
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For P-2, all schools need the following reports:
1. Charter Status
2. Attendance Charter School
Schools with Basic Aid will need this additional report at P-2:
3. Basic Aid Supplement Charter School
If schools moved physical locations after P-1, they will need this additional report at P-2:
4. Charter School Physical Location (to show new physical location)
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For P-3, all schools need the following reports:
1. Charter Status
2. Attendance Charter School
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To load the data for the Charter Status Report:
1. Log onto the client school
2. In the menu, make sure that the Reporting Period you are working on is selected
3. Under the Charter Schools list, switch the No to Yes by clicking on the No white box under the column SELECTED
4. Once it is switched to Yes, click on the black triangle to highlight the row
5. Under the Entry Screens, switch the SELECTED box to YES next to Charter Status by clicking on the No
6. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen
7. On the Entry Screen that pops up, answer the following questions:
A. Did the charter school cease operation during the current fiscal year?
B. Is this charter school in its first year of operation? (if the answer is no, skip to question D).
C. Enter Date (month, day, year) that instruction commenced (only for charter schools in their first year of operation)
D. Does this charter school operate multiple instructional tracks?
E. Single Track Days of Operation (skip to F if you are filling this for P-1 or P-2)
F. What is the site type of the charter school?
8. Once you answer these questions, click on Save to save the answers
9. On the popup that appears, click on Yes
10. Click Close to exit screen
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To load the data for the Attendance Charter School Report:
1. Once you close out of the Charter Status Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Attendance Charter School by clicking on the No
2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen
3. On the Entry Screen that pops up, enter the ADA for the school in the A-1 line
4. Enter the classroom based ADA in the A-2 line
5. If the school has TK students, enter the ADA for the TK students only in line B-1 (skip to step 6 if the school does not have TK students)
6. Click on Check/Save
7. Double check that the Total ADA is the same as your Attendance Summary by Grade report (or a similar report depending on the SIS). Also, if the school does not have any Independent Study ADA, double check that line A-1 and A-2 match.
8. Click on Close to exit the entry screen
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To load the data for the Charter School Physical Location Report:
1. Once you close out of the Attendance Charter School Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Charter School Physical Location by clicking on the No
2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen
3. On the Entry Screen that pops up, click on Add New
4. On the pop up screen that appears, select the County and School District of where the physical location of the school falls under and then click Add Record
**To figure out the district in which the school falls under, search the physical school address using School District Finder
**If the school falls under multiple Districts, add a new record for each district.
**If the school has multiple physical locations, each location must be searched and a record must be added for each location if they fall under different districts.
5. Once you are back on the Entry Screen, click on Save.
6. Click on Close to exit the entry screen
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To load the data for the Basic Aid Supplement Charter School Report:
1. Once you close out of the Charter School Physical Location Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Basic Aid Supplement Charter School by clicking on the No
2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen
3. On the Entry Screen that pops up, click on Add New
4. On the screen the pops up, select the County of Residence and the District of Residence, then click Add Record
5. Enter the Regular ADA for that district in row A-1
6. Enter Classroom-based ADA for that district in row A-2
7. If this is the only District, then click Check/Save and skip to step 9; if you need to add another District, then click on Save
8. Repeat steps 3 – 7 until you reach the last District. On the last district, click Check/Save
9. Click on Close to exit the entry screen
