Attendance Summary by Grade Report

Use the Attendance Summary by Grade report to generate aggregated attendance information for a date range and grades.

The report adjusts to reflect Clock In/Clock Out values if used when recording attendance.

Run the Attendance Summary by Grade Report

  1. On the start page, choose System Reports under Reports in the main menu. The Reports page appears.
  2. On the System tab, click Attendance Summary by Grade. The Attendance Summary by Grade Report page appears. The upper portion of the page displays the report's name, version number, description, and comments.
  3. Use the following table to enter information in the fields:

    Field

    Description

    Attendance Mode

    Use the pop-up menu to select the attendance recording method for which you want to run this report.

    • Use Defaults: Searches for and displays report output based on FTE. By default, this menu option is selected. If your school uses more than one FTE to differentiate students, such as full time and part time, and you want to run the report for those sets of students, the only way to effectively run these groupings with different modes and conversion items is to use the default.
    • Daily: Searches for and displays report output by day.
    • Meeting: Searches for and displays report output by period.
    • Interval: Searches for and displays report output by interval.
    • Time: Searches for and displays report output by time.
    • Time/Interval: Searches for and displays report output by time and interval.

    Note: Menu options appear based on your attendance setup configuration. For more information about attendance modes, see Attendance Overview.

    Attendance Conversion

    Use the pop-up menu to 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.

    • If the Attendance Mode of Use Defaults was selected, Use Defaults appears by default. There are no other menu options to choose from.
    • If the Attendance Mode of Daily was selected, choose either Code to Day, Percent Time to Day, or Time to Day.
      If the Attendance Mode of Meeting was selected, choose Percent Period to Day, Percent Time to Day, Period to Day, or Time to Day.
    • If the Attendance Mode of Interval was selected, only the Time to Day conversion can be selected.
    • If the Attendance Mode of Time was selected, only the Time to Day conversion can be selected.
    • If the Attendance Mode of Time/Interval was selected, only the Time to Day conversion can be selected.

    Note: For more information about attendance conversions, see Attendance Overview.

    Grades

    Select the checkboxes of the grade levels you want to scan. Alternatively, leave all the checkboxes blank to scan all grade levels.

    Reporting Segment or Begin Date and Ending Date

    Select which date range to use for this report:

    • Reporting Segment: Choose a reporting segment from the pop-up menu. For more information about reporting segments, see Reporting Segments.
    • Begin Date and Ending Date: Specify a date range in the blank fields 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.

    Note: The date entered must fall within the selected school year term.

    Special Programs

    Select the checkboxes for the programs to scan.

    Note: When one or more special programs are selected, the report produces one table listing students who are not in the selected special programs and a table for each selected special program listing those students who are in the selected special program.

    Processing Options

    Select a time to run the report:

    • In Background Now to execute the report immediately in the background.
    • Choose ASAP to execute the report in the order it is received in the Report Queue.
    • At Night to execute the report during the next evening.
    • On Weekend to execute the report during the next weekend.
    • On Specific Date/Time to execute the report on the date and time specified in the Specific Date/Time fields.

    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.

    Use the pop-up menus to indicate the hour and minute.

    Data to be filled

    In this section, select the checkbox next to the following filter fields to save the settings as defaults. From the pop-up menu, choose Set All to select all checkboxes and Reset All to remove all checkboxes next to the following fields.

    Report by Track

    Indicate whether you want to filter the report by tracks.

    Tracks

    If you selected Yes for Report by Track but no track is entered, the report includes only students with a blank track. To include only students in specific tracks, do not include a leading comma in the list of tracks, for example, A,B,C. To include both students that have both blank and defined tracks, enter a leading comma in the list of tracks, for example, ,A,B,C.

    If you selected No for the Report by Track, the tracks entered will be ignored.

    Check for possible conflicts

    Click to check for possible track errors.

    Display Audit Table

    Select the checkbox to display the audit table, which includes the last grade and special program information.

  4. Click Submit. The report results appear based on the parameters you selected. Depending on your specifications, this could take several minutes. The following information appears in the output file when no special programs are selected in the report parameters:

    Column Name

    Description

    Grade Level

    The grade levels for which the report was generated.

    Carry Forwards

    The number of students that were enrolled prior to the reporting period.

    Gain

    The number of students that enrolled during the reporting period.

    Multiple gain

    The number of students that had multiple enrollments during the reporting period, such as enrolled, withdrew, or re-enrolled.

    Loss

    The number of students that withdrew/transferred during the reporting period.

    Ending

    The number of students enrolled on the last day of the reporting period.

    Actual Days

    Total number of students enrolled days in the reporting period.

    OffTrack

    Number of days students were off track during the reporting period.

    Days N/E

    Total number of days students were not enrolled during the reporting period.

    Days Absent

    Total number of days students were absent during the reporting period.

    Days Attd

    Total number of days of school attended by students during the reporting period.

    ADA

    Average daily attendance during the reporting period.

    ADA %

    Average daily attendance percentage during the reporting period.

    The following information appears in the output file when one or more special programs are selected in the report parameters. Additionally, a summary table displays students not in the selected special programs:

    Column Name

    Description

    Grade Level

    The grade levels for which the report was generated.

    Carry Forwards

    The number of students that were enrolled prior to the reporting period and not enrolled in any of the checked special programs.

    Gain

    The number of students that enrolled during the reporting period and not enrolled in any of the checked special program.

    Multiple gain

    The number of students that had multiple enrollments during the reporting period, such as enrolled, withdrew, or re-enrolled.

    Loss

    The number of students that withdrew/transferred during the reporting period and the number of students that enrolled into any of the checked special programs.

    Ending

    The number of students enrolled on the last day of the reporting period.

    Actual Days

    Total number of students enrolled days in the reporting period while not in any of the checked special programs.

    OffTrack

    Number of days students were off track during the reporting period.

    Days N/E

    Total number of days students were not enrolled during the reporting period.

    Days Absent

    Total number of days students were absent during the reporting period.

    Days Attd

    Total number of days of school attended by students, during the reporting period while not in any of the checked special programs.

    ADA

    Average daily attendance during the reporting period.

    ADA %

    Average daily attendance percentage during the reporting period.

    The following information appears in the output file when one or more special programs are selected in the report parameters. Additionally, a summary table displays for only students in each of the selected special programs:

    Column Name

    Description

    Grade Level

    The grade levels for which the report was generated.

    Carry Forwards

    The number of students that were enrolled in the special program prior to the reporting period.

    Gain

    The number of students that enrolled in the special program during the reporting period.

    Multiple gain

    The number of students that had multiple enrollments in the special program during the reporting period, such as enrolled, withdrew, or re-enrolled.

    Loss

    The number of students that withdrew/transferred from the special program during the reporting period.

    Ending

    The number of students enrolled in the special program on the last day of the reporting period.

    Actual Days

    Total number of students enrolled days in the special program in the reporting period.

    OffTrack

    Number of days students were off track during the reporting period.

    Days N/E

    Total number of days students were not enrolled in the special program during the reporting period.

    Days Absent

    Total number of days students were absent during the reporting period.

    Days Attd

    Total number of days of school attended by students during the reporting period while enrolled in the special program.

    ADA

    Average daily attendance during the reporting period.

    ADA %

    Average daily attendance percentage during the reporting period.

    The following information appears in the output file when the Display Audit Table field is set to Yes:

    Column Name

    Description

    [Blank]

    The index for the row.

    Student

    The Last Name, First Name of the student.

    Carry Fwd

    An X appears if the student was already enrolled prior to the reporting period.

    Month/Day
    Cycle Day

    The grade level of the student on each date within the reporting period. SP also appears if the student is enrolled in any of the special programs checked in the parameters.

    Gain

    The number of times the student enrolled/re-enrolled in the reporting period.

    Loss

    The number of times the student withdrew/transferred from the special program during the reporting period.

    Mem

    The number of membership days for the student during the reporting period.

    Att

    The total attendance for the student during the reporting period.

    N/E

    The total number of not enrolled days for the student during the reporting period.

  5. Print the report from your Web browser or save it to another application. For more information, see Run, Print, and Save Reports. To generate a roster detailing attendance by day and the average daily attendance and average daily membership by date range, see Run the Student Attendance Audit Report.