PowerSchool University

2014
Attendance Reports
Trainer Name
Trainer/Consultant
Agenda
Welcome and Introductions
Attendance Reports
ADA Calculations
Report Templates
Attendance Data Access Tags and Searches
Attendance Tracking and Notification
Time for Review
2
Attendance Reports
3
You Need Answers

Who is absent today?

Have teachers and staff verified attendance records?
Which students have attendance problems?
What is the overall attendance picture?
4
What Is the Teachers Status?
A quick glance at the teachers progress
Attendance > Teacher Attendance Submission Status
5
Colored indicators and class lists provide more information.
A Closer Look
Attendance > Teacher Attendance Submission Status
6
See who has not taken attendance.
PowerTeacher Attendance Report
System Reports > PowerTeacher Attendance
7
The Absentee Report
Daily mode shows
attendance results for a
single day
Meeting mode shows
attendance results by
period for a single day
Attendance > Absentee Report
8
The Results...
9
Now Its
Your Turn
Complete hands-on activity 1:
Run the Teacher Attendance
Submission Status and
Absentee Reports
10
You Need Answers
! Who is absent today?

Have teachers and staff verified attendance records?

Which students have attendance problems?
What is the overall attendance picture?
11
Weekly Attendance Summary (Meeting)
Choose one, some, or all
teachers
Enter specific attendance
codes
System Reports > Weekly Attendance Summary (Meeting)
12
The Results...
13
Weekly Attendance Summary (Daily)
Choose one, some, or all teachers
Enter specific attendance codes
System Reports > Weekly Attendance Summary (Daily)
14
The Results...
15
Enrollment Audits
Use Enrollment Audit reports to identify enrollment errors by:
School
Section
16
The Results...
Section Enrollment Results School Enrollment Results
17
You Need Answers
! Who is absent today?
! Have teachers and staff verified attendance records?

Which students have attendance problems?

What is the overall attendance picture?
18
Consecutive Absences
Limit the codes to scan
Define the number of
absences
Attendance > Consecutive Absences
19
The Results...
20
Now Its
Your Turn
Complete hands-on activities
2 and 3:
Run the Weekly Attendance
Summary Report
Run the Attendance Count
Report
21
You Need Answers
! Who is absent today?
! Have teachers and staff verified attendance records?
! Which students have attendance problems?

What is the overall attendance picture?

22
Attendance Summary by Grade
Divide the totals by:
Grade
Special Program
Tracks
System Reports > Attendance Summary by Grade
23
The Results...
24
Student Attendance Audit
Specify a grade level
or group of students.
System Reports > Student Attendance Audit
25
The Results...
26
Class Attendance Audit
Choose one, some, or
all teachers
Specify vocational
classes only
System Reports > Class Attendance Audit
27
The Results...
28
Now Its
Your Turn
Complete hands-on activity 4:
Run the Student Attendance
Audit Report
29
ADA Calculations
30
Three Conversion Methods
Attendance conversions are calculated by:
Period
Code
Time
31
Average attendance value for a number of students for a number
of days:
ADA Calculation Example
32
Variables to Consider
Type of full-time equivalency: full or half
Method of attendance: meeting or daily
Length of bell schedule: regular or short
Type of attendance conversion
33
Scenario: A Two-day Example
Thursday, May 5
Regular
1 2 3 4 5 6 7 8
Friday, May 6
Short
1 2 3 4
34
Matts Attendance
4:00 pm Noon 8:00 am
Thursday, May 5
Regular
A T
Friday, May 6
Short
A A
35
Matts Attendance Record
4:00 pm
Noon 8:00 am
Thursday, May 5
Regular
1 Absence 1 Absence
Friday, May 6
Short
2 Absences
36
Conversion for Matt: Regular Day
Regular/Full Regular/Full
# Absences Attendance
0 1
1 1
2 0.75
3 0.75
4 0.5
5 0.5
6 0.25
7 0.25
8 0
1
37
Conversion for Matt: Short Day
Short/Full Short/Full
# Absences Attendance
0 0.5
1 0.375
2 0.25
3 0.125
4 0
2
38
Matts Converted Attendance Values
1 + .25 = 1.25 / 2 days = .625
4:00 pm
Noon 8:00 am
Thursday, May 5
Regular
11
Friday, May 6
Short
0.25
39
Shawns Attendance
Thursday, May 5
Regular
Present
Friday, May 6
Short
T
4:00 pm Noon 8:00 am
40
Shawns Attendance Record
Thursday, May 5
Regular
240 min.
Friday, May 6
Short
180 min.
4:00 pm Noon 8:00 am
41
Conversion for Shawn: Regular Day
Regular/Half Regular/Half
Minutes Attendance
0 0
60 0.125
120 0.25
180 0.375
240 0.5
240
42
Conversion for Shawn: Short Day
Short/Half Short/Half
Minutes Attendance
0 0
60 0.125
120 0.25
180 0.375
240 0.5
180
43
Shawns Converted Attendance Values
.5 + .375 = .875 / 2 days = .4375
Thursday, May 5
Regular
0.5 0.5
Friday, May 6
Short
0.375
4:00 pm
Noon 8:00 am
44
The Summary
Thur Fri Total # Days ADA
Matt 1 0.25 1.25 2 0.625
Shawn 0.5 0.375 0.875 2 0.4375
Total 1.5 0.875 2.125 2 1.062
1.062 2 = .531 = .53
45
ADA Reports
Use attendance codes entered in the students attendance
information
Show the total membership for the date and the total number
of students attending
46
ADA/ADM by Date
Shows total
membership by date.
System Reports > ADA/ADM by Date
47
The Results...
48
ADA/ADM by Student
Shows total membership
and attendance per student.
System Reports > ADA/ADM by Student
49
The Results...
50
ADA/ADM by Minute
Displays total number of:
Potential minutes
Minutes missed
Minutes attended
System Reports > ADA/ADM by Minute
51
The Results...
52
Now Its
Your Turn
Complete hands-on
activity 5:
Run the ADA/ADM by
Student Report
53
Report Templates
54
PowerSchool User Group (PSUG)
Other user groups
Other PowerSchool districts
PowerSource
Locating Report Templates
55
Reasons to Use Templates
56
Import a Report Template
On the Start Page, click System > Import Report Template
Browse to select the .pst file
Click Import
Verify the import was successful
57
Share with other PowerSchool districts
Save a backup
Why Export a Report Template?
58
Export a Report Template
On the Start Page, click System Reports > Setup
Select the type of report
Select the report to export
Click Export this report as a template
59
Now Its
Your Turn
Complete hands-on activity 6:
Import a Report Template
60
Attendance
Data Access Tags
and Searches
61
Data Access Tag Syntax
Membership Days ^(*DM)
Days in Attendance ^(*DA)
Daily Absences ^(*DABS)
^(*xx)
62
Form Letter Example
^[letter.date]
Dear Parent of ^(first_name) ^(last_name),
We are concerned about your ^(son/daughter)'s
attendance. Our records indicate that ^(he/she) has been
in attendance ^(*DA) days and has been absent a total of
^(*DABS) days. As of the date of this letter, school has
been in session ^(*DM) days.
Please call the office at (555) 555-5555 to discuss
^(first_name)'s attendance.
Sincerely,
John Doe, Principal
^(schoolname)
System Reports > Setup > Form Letters
63
Searches and Attendance
To find certain students, use the following functions:
Search By Grades/Attendance
Search For Perfect Attendance
64
Now Its
Your Turn
Complete hands-on activities
7 and 8:
Use Attendance Data Access
Tags in a Letter
Search for Students with
Perfect Attendance
65
Attendance
Tracking and Notification
66
The Reports
Use each report for a specific part of the Attendance Tracking and
Notification process.
On the Start Page, click System Reports
67
Running the Reports
Refresh the attendance data
Run the view-only report and make corrections
Run the extract and print letters in ReportWorks
Review students who have met specific thresholds
68
District Office > System Reports > Refresh Attendance Tracking Data
Refresh the
attendance data at
the district level.
69
On the Report Queue (System) page, click View.
70
The Report Results
System Reports > Truancy and Attendance Letters (View Only)
Next, verify that the attendance data is correct for each trigger.
71
On the Report Queue (System) page, click View.
72
The Report Results
Then, run the extract.
System Reports > Truancy and Attendance Letters (Extract)
73
When viewing the report, click ReportWorks to save the
selection and run the letter.
74
The Report Results
The ReportWorks Truancy Letter
75
76
Finally, review students who have met specific thresholds.
System Reports > Truancy and Attendance Letters - Levels Reached
77
On the Report Queue (System) page, click View.
The Report Results
78
Demonstration
Watch as your trainer
demonstrates the
Attendance Tracking and
Notification reports.
Time
for
Review
79
A
B
C D
Attendance Count
Teacher
Attendance
Submission Status
PowerTeacher
Attendance
Student
Attendance Audit
Question 1
80
Which reports can you run to determine if
teachers have submitted attendance?
A
B
C D
81
Answer 1
Teacher
Attendance
Submission Status
PowerTeacher
Attendance
Attendance Count
Student
Attendance Audit
Which reports can you run to determine if
teachers have submitted attendance?
A
B
C D
82
Question 2
Student
attendance records
Final grade setup
Student FTE (Full
Time Equivalency)
School bell
schedules
Daily attendance is based on attendance
calculations set up at your school using
the following:
A
B
C D
83
Answer 2
Student
attendance records
Final grade setup
Student FTE (Full
Time Equivalency)
School bell
schedules
Daily attendance is based on attendance
calculations set up at your school using
the following:
84
Question 3
Which column in the Attendance Summary by
Grade report shows the number of students
enrolled on the last day of the reporting period?
85
Answer 3
Which column in the Attendance Summary by
Grade report shows the number of students
enrolled on the last day of the reporting period?
A
B
C D
any
.txt .pst
.rtf
Which format must report templates be in?
Question 4
86
A
B
C D
Answer 4
any
.txt .pst
.rtf
Which format must report templates be in?
87
88
Once you run the ______ report,
students can no longer qualify for
the same trigger with the same
absences again.
Run the _____ report before
running other ATN reports to
update attendance data.
Run the ______ report to first
verify students attendance data.
Matching Questions
Refresh Attendance
Tracking Data
Truancy and Attendance
Letters (Extract)
Truancy and Attendance
Letters (View Only)
89
Once you run the ______ report,
students can no longer qualify for
the same trigger with the same
absences again.
Run the _____ report before
running other ATN reports to
update attendance data.
Run the ______ report to first
verify students attendance data.
Refresh Attendance
Tracking Data
Truancy and Attendance
Letters (Extract)
Truancy and Attendance
Letters (View Only)
Matching Answers
Key Points
Absentee report Run daily after verifying teachers have
submitted attendance
Audit reports Avoid reporting inaccurate attendance due to
enrollment or scheduling issues
ADA/ADM reports Use for verification before submitting
regulatory compliance reporting
Report templates Import attendance reports that other
schools created
Attendance DATs Add to letters to notify parents of
attendance concerns
90
Question and Answer
91
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