Attendance User Guide
PowerSchool
Student Information System
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
2
Document Properties
Copyright
© 2004 Apple Computer, Inc. All rights reserved. This document is the property
of Apple Computer, Inc. and is for reference only. It is not to be reproduced or
distributed in any way without the express written consent of Apple Computer,
Inc. Other brands and names are the property of their respective owners.
Owner
Technical Communication and Documentation
Last Updated
9/2/2004
Version
4.0
Please send comments, suggestions, or requests for this document to manuals@powerschool.com
.
Your feedback is appreciated.
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
3
Contents
Introduction ...................................................................................................................................................................... 6
Legend ............................................................................................................................................................................................ 7
Audience................................................................................................................................................................................ 7
Attendance Overview.................................................................................................................................................... 8
Attendance Modes................................................................................................................................................... 8
Attendance Conversion .......................................................................................................................................10
Attendance Setup...................................................................................................................................................10
Taking Attendance .................................................................................................................................................10
Attendance Data Migration Tool.............................................................................................................................11
How to Access the Attendance Data Migration Tool...........................................................................11
How to Run the Attendance Data Migration Tool.................................................................................12
Attendance Administration.......................................................................................................................................23
Attendance Code Categories ....................................................................................................................................23
How to Access the Attendance Code Categories Page ......................................................................23
How to Add an Attendance Code Category .............................................................................................24
How to Edit an Attendance Code Category..............................................................................................26
How to Delete an Attendance Code Category........................................................................................27
How to Sort Attendance Code Categories.................................................................................................28
Attendance Codes ..........................................................................................................................................................29
How to Access the Attendance Code Page...............................................................................................29
How to Add an Attendance Code..................................................................................................................31
How to Edit an Attendance Code...................................................................................................................34
How to Delete an Attendance Code.............................................................................................................37
How to Sort Attendance Codes.......................................................................................................................39
Full-Time Equivalencies................................................................................................................................................40
How to Access the Full-Time Equivalencies Page..................................................................................41
How to Add an FTE Code....................................................................................................................................41
How to Edit an FTE Code ....................................................................................................................................43
How to Delete an FTE Code ..............................................................................................................................44
Attendance Preferences...............................................................................................................................................45
How to Specify General Attendance Preferences...................................................................................45
Section Attendance Settings.....................................................................................................................................48
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
4
How to Define Section Attendance Settings............................................................................................48
Attendance Conversions..............................................................................................................................................50
How to Access the Attendance Conversions Page................................................................................50
How to Add Attendance Conversions..........................................................................................................51
How to Edit Attendance Conversions...........................................................................................................52
How to Delete Attendance Conversions.....................................................................................................53
Attendance Conversion Items ..................................................................................................................................54
How to Define Period Items..............................................................................................................................54
How to Define Code Items.................................................................................................................................59
How to Define Time Items .................................................................................................................................64
Take Attendance............................................................................................................................................................69
Meeting Attendance......................................................................................................................................................69
How to Take Meeting Attendance for a Single Day/Period..............................................................69
How to Take Meeting Attendance for an Extended Day/Period....................................................72
How to Use the Attendance Scan/Change Function............................................................................74
Daily Attendance .............................................................................................................................................................75
How to Take Daily Attendance for an Individual Student .................................................................75
How to Take Daily Attendance for Multiple Days for an Individual Student ...........................78
Group Attendance ..........................................................................................................................................................79
How to Change Group Attendance...............................................................................................................80
Attendance Reports .....................................................................................................................................................82
Attendance Reports .......................................................................................................................................................82
How to Run the Absentee Report ..................................................................................................................82
How to Run the Consecutive Absences Report.......................................................................................84
How to Run the Monthly Student Attendance Report........................................................................86
How to Run the PowerGrade Attendance Report..................................................................................88
How to Run the Weekly Attendance Summary Report.......................................................................89
How to Run the Period Attendance Verification Report.....................................................................90
Attendance Count and Audit Reports..................................................................................................................91
How to Run the Attendance Count Report...............................................................................................92
How to Run the Class Attendance Audit Report ....................................................................................94
How to Run the Cumulative Attendance Summary Report..............................................................95
How to Run the Student Attendance Audit Report..............................................................................98
How to Run the Year-to-Date Attendance Summary Report........................................................ 101
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
5
Membership Reports .................................................................................................................................................. 103
How to Run the ADM/ADA by Date Report ........................................................................................... 103
How to Run the ADM/ADA by Minute Report...................................................................................... 106
How to Run the ADM/ADA by Student Report .................................................................................... 108
How to Run the Aggregate Membership Audit Report................................................................... 111
Enrollment Reports...................................................................................................................................................... 112
How to Run the Class Size Reduction Report........................................................................................ 113
How to Run the Enrollment by Grade Report....................................................................................... 114
How to Run the Enrollment by Section Report.................................................................................... 114
How to Run the Enrollment Summary by Date Report.................................................................... 117
How to Run the Vocational Courses Aggregate Membership Report...................................... 118
How to Run the School Enrollment Audit Report............................................................................... 119
How to Run the Section Enrollment Audit Report ............................................................................. 119
Advanced Search and Select.................................................................................................................................. 119
How to Search for Students by Activities................................................................................................ 120
How to Search for Students by Daily Attendance............................................................................... 121
How to Search for Students by GPA .......................................................................................................... 123
How to Search for Students by Grades/Attendance.......................................................................... 126
How to Search for Students by Perfect Attendance.......................................................................... 129
How to Search for Students by Perfect Attendance (Daily)........................................................... 131
How to Search for Students by Lunch Status........................................................................................ 133
How to Search for Students by Fees/Transactions ............................................................................. 134
How to Use Comparators................................................................................................................................. 135
Save Stored Selection................................................................................................................................................. 137
Search by Daily Attendance.................................................................................................................................... 137
Search by GPA................................................................................................................................................................ 137
Search by Grades/Attendance ............................................................................................................................... 137
Search by Perfect Attendance ............................................................................................................................... 137
Select Students by Hand .......................................................................................................................................... 137
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
6
Introduction
Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a
reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool
administrator at your school must set up the system and import the data from your previous
system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to
assist you in navigating in PowerSchool.
PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are
available in a printable guide. For the most up-to-date information, click Help on any page in
PowerSchool.
There are user guides available that include the same information as PowerSchool Help for each
major release of PowerSchool. These user guides include instructions for certain user roles, though
these roles will vary depending on your school or district's circumstances. For the most recent
version of the printable guides, visit the PowerSchool Customer Support web site at
https://www.powerschool.com/support/documentation/userguides/
. This URL is case-
sensitive.
Note: You need a username and password to view anything on the PowerSchool Customer Support
web site. Contact your PowerSchool administrator for access.
You are encouraged to read each section of the help that pertains to you. While the introductory
sections build a foundation of knowledge that you will use every time you log on to PowerSchool,
the remaining sections are independent of each other and can be read in any order. However, if
you have never used PowerSchool before, it will be most helpful if you start with the section
“
Introduction to PowerSchool
.” Whenever you read this guide, keep the following points in
mind:
•
The actions you can perform in PowerSchool depend on your job responsibilities and
subsequently on your level of access to PowerSchool. Some users only have viewing rights
to some pages. Others can view or edit any page. Still other users can view or edit any page,
and create new ones as well. Finally, some pages are view-only for everyone. This guide
outlines viewing, editing, and creating options for most pages. Depending on your needs
and your level of access, only certain options will be applicable and available to you. If you
find that your work requires a greater level of access, contact the system administrator at
your school.
•
Almost all of the activities described in this guide begin by selecting the appropriate
student or group; thus, it is imperative that you understand how to search for and select a
student. For detailed instructions on how to do this, refer to the section “
Search and
Select
.”
•
The school and student records used in this guide differ from those displayed on your page
as you work. You will work with real data based on student records at your school. The
graphics in this guide are only examples.
•
In PowerSchool, different pages provide some of the same information because you view
the same data from a different place each time. If you add, change, or delete data on one
page, it will be added, changed, or deleted on other pages that contain the same field(s) of
data.
Attendance User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
7
•
The reporting features described in this guide are some of the most important you will use
in the system. A PowerSchool report is a statement of student or staff records that is
produced for viewing or printing and can include information text in addition to the report
listings. PowerSchool reports include report cards, lists of class schedules, lunch balance
sheets, mailing labels, lists of current staff members, and attendance records.
•
Use PowerSchool to create numerous types of reports that pull selected data quickly and
easily. Select from a list of pre-configured reports that have preset parameters or create a
custom report to include parameters needed for a specific task. You should read the
sections “
Custom Reports
” and “
Pre-Configured Reports
” before creating a report.
Legend
•
This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >
New > Window", begin by clicking the File menu. Then, click New and Window. The option
noted after the > symbol will always be on the menu that results from your previous
selection.
•
It is easy to identify notes because they are indented and prefaced by the text Notes:.
Audience
This document is intended for school administrators, office staff, registrars, counselors, and
teachers.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
8
Attendance Overview
PowerSchool's attendance function makes it possible to track students' attendance in a number of
ways. Depending on your school's needs, you can track either daily attendance or section
attendance. Additionally, you can consolidate the multiple roll calls normally required when
multiple course sections meet at the same time. For more information on these topics, see the
sections "
Daily Attendance
," "
Meeting Attendance
," and "
Concurrent Attendance
,"
respectively.
Given the proper permissions, administrators, teachers, and substitute teachers can take attendance
using the following:
•
PowerSchool: There are several ways to take and change attendance in PowerSchool for a
student or group of students, either for one day or several days.
•
PowerGrade: Teachers can take attendance, even when they are working on a computer
that has PowerGrade but is not connected to their school's network. When they connect to
the network, PowerGrade sends attendance records to PowerSchool. Attendance secretaries
can always override information entered by a teacher Codes entered by the secretary
automatically appear in the PowerGrade files of the student's teachers. For more
information on PowerGrade, see the section "
The Basics
."
•
PowerSchool Teacher: Teachers can use PowerSchool Teacher's attendance function to take
attendance for their current classes. For more information, see the section "
Current
Classes Page
."
•
PowerSchool Substitute: Substitute teachers can use PowerSchool Substitute to take
attendance for their designated classes. For more information, see the section "
How to
Take Attendance in PowerSchool Substitute
."
A number of attendance-related reports are available. For more information, see the sections
"
Attendance Count and Audit Reports
" and "
Attendance Reports
."
Attendance Modes
There are three modes of taking attendance, by day, by meeting, or concurrently.
Daily Attendance
In PowerSchool, you can take attendance for one or more days. The Daily Attendance feature
calculates attendance by the minute or by attendance code.
Meeting Attendance
In PowerSchool Teacher and PowerGrade, you can take attendance by class meeting. A class
meeting is the span of time a class takes place within a given day.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
9
Concurrent Attendance
In PowerSchool Teacher, you can take attendance either by class meeting or by concurrently
meeting sections. A class meeting is the span of time a class takes place within a given day. If the
class spans multiple periods you may need to take attendance multiple times depending on your
schools policies. Taking attendance concurrently by meeting is helpful for teachers who instruct
several sections during one meeting, since all students for that meeting appear on one list,
regardless of their sections.
For example, assume a Biology section, BIO102, meets for periods 1 and 2, and the schedule
expression for this section is 1-2(A). The class' teaching assistant meets in the class at the same time,
though the assistant's section, TA100, differs from BIO102.
Section
BIO102
TA100
Schedule expression
1-2(A)
1-2(A)
Number of students
20
1
All the students in the classroom at that time have the same meeting (that is, they meet at the
same time and place, and have the same teacher). You can choose to either take attendance per
section or, to combine the sections' rosters for attendance purposes, take attendance by meeting
using either section. By opting to take attendance by meeting, all 21 students from both sections
appear on the attendance page.
Often, multi-section meetings are more complex situations than in the given example. For example,
if two teaching assistant sections each span half of the BIO102 section, it becomes important as to
which section you use to take attendance. In the following example, no more than 21 students
meet at a time since the two teaching assistant sections meet during different periods.
Section
BIO102
TA100
TA101
Schedule expression 1-2(A)
1(A)
2(A)
Number of students
20
1
1
In this example, the teacher can still take attendance by meeting. However, the teacher should look
up TA100 to take attendance for the first period and then TA101 to take attendance for the second
period since attendance can be taken only once per day per section, taking attendance for BIO102
in Period 2 will overwrite the attendance taken in Period 1. In this situation, taking attendance for
BIO102 in either period will not account for the attendance in both TA sections, but rather only one
TA section.
In all cases, it is best to use the most specific section when taking attendance by meeting. That is,
use sections that do not span more periods than any other sections in the same meeting.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
10
Attendance Conversion
The Attendance Data Migration is part of the PowerSchool 4.0 installation process, which migrates
your previous PowerSchool attendance codes, FTE, daily attendance, section attendance, and
attendance preferences into the new system. After installing PowerSchool 4.0, the Attendance Data
Migration tool automatically launches and builds preferences and moves data for one year.
You can also launch the Attendance Data Migration tool after you have initially installed
PowerSchool 4.0 and have run through the attendance data migration process to convert data for
subsequent years.
For more information, refer to System Notes for PowerSchool 4.0 available on the installation CD
you received or by download from the PowerSchool Customer Support web site at
www.powerschool.com/support/.
Attendance Setup
All attendance setup is performed at the school level under School Setup. All attendance-related
setup items are conveniently located under the Attendance category. In addition, you will also need
to setup up other school-related setup items that work in conjunction with attendance. The
following list outlines the recommended "Attendance" setup process:
•
Years and Terms
•
Days
•
Periods
•
Schedules, including Section Attendance Settings
•
Class Exclusions
•
Attendance Code Categories
•
Attendance Codes
•
FTE Codes
•
Attendance Preferences
•
Attendance Conversions
•
Bell Schedules
•
Calendar
•
Reporting Segments
Taking Attendance
There are three ways to mark or change an attendance record in PowerSchool:
•
Mark or change a single attendance instance.
•
Mark or change a student’s attendance records for blocks of time. This is particularly useful
when the student has been or will be out for an extended period.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
11
•
Mark or change a group of students’ attendance records for blocks of time. This is
particularly useful when a class goes on a field trip or for sporting events.
Use any or all of the methods described either to change a record from the past where a code has
already been entered or to enter new data for an unmarked date range, day, or period in the past
or future.
Attendance Data Migration Tool
To accommodate the considerable enhancements made to the underlying framework of
Attendance, conversion of your attendance data needs to be performed. In order to “automate” the
conversion, the Attendance Data Migration tool has been created. The Attendance Data Migration
tool performs five processes, including: Attendance Codes, Daily Attendance, Section Attendance,
FTE, and Attendance Preferences. Specifically, the following occurs:
•
Attendance codes currently in PowerSchool are school specific, but not year specific. A copy
is made in the new Attendance_Code table for each school that has a valid calendar for the
years converted.
•
Daily attendance records associated with valid school days are created in the attendance
table for years converted. Valid means the student was enrolled in school and school was in
session.
•
Valid attendance is created for valid CC records in the new attendance table. Valid means
the student was enrolled in school, school was in session, and the class met on that
particular day.
•
FTEs are created in each school based on values students have in the fultimeequiv field in
the student and re-enrollment records Those FTEs are then associated with the appropriate
students and re-enrollment records. If nothing exists for a student, an FTE of 1 is created
and associated.
•
Attendance preferences for each school are created for each year that is converted.
How to Access the Attendance Data Migration Tool
The Attendance Data Migration is part of the PowerSchool 4.0 installation process. After installing
PowerSchool 4.0, the Attendance Data Migration tool automatically launches. The tool only
migrates one year at a time. After running through the initial process and successfully migrating
one year, you will not be prompted on startup to run any other years you may have.
If you have multiple years that you want to migrate, you will have an opportunity to migrate those
other years after the first conversion process is done and the PowerSchool server is up and running.
For example, if you need to do attendance reporting on historical data, such as Senior Transcripts,
you need to migrate each of the years that you want to include in the report. In this case, you
would need to migrate the last three years of data in order to have up-to-date attendance
information for your 04-05 senior class.
The migration process can take a very long time to run, up to 20 hours or more, depending on how
fast your server is and how many attendance records need to be moved. Because of this you may
want to convert the 2004-2005 school year to get your server up and running. As time permits you
can convert past years. Keep in mind the conversion is very processor intensive and it will cause the
server to be slow; you will want to do it when there is very low server load.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
12
To launch the Attendance Data Migration tool after you have initially installed PowerSchool 4.0 and
have run through the attendance data migration process, go to the server and access PowerSchool.
From the menu bar, select Execute from the hidden menu. The Execute window appears. Enter
att_migrate and click OK.
How to Run the Attendance Data Migration Tool
1. Make a back up of your data file by copying it to a safe location.
2. Start PowerSchool 4.0 for the first time. The Authentication page appears.
3. Click Authenticate. The Request page appears.
4. Enter your PowerSchool administrator password. This is the portion of your admin login
following the semicolon. For example, if your login to PowerSchool is johnsmith;cantguess,
then you would enter cantguess.
5. Click OK. The system verifies that you have access to the PowerSchool server. If the
authentication is successful, the Authentication page refreshes and the Authenticate button
becomes grayed out, whereas the Continue button is enabled.
Note: At any time you want to stop the attendance data migration process, click Cancel. The
system prompts you to Quit or Start PowerSchool. If you want to perform the attendance
data migration process at another time, select Quit. However, if you want to correct errors
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
13
within the attendance data, click Start PowerSchool. If you select Start PowerSchool, keep in
mind that the data is not ready to be used in a production environment, as you have not
yet completed the attendance data migration process.
6. Click Continue to proceed. The Year Selection page appears displaying a list of all the years
in the data file.
7. Select the year for which you want to migrate attendance data by clicking the appropriate
term name.
The Attendance Data Migration tool only runs one year at a time. If you have multiple years
that you want to migrate, you will need to run each year through the process after the first
conversion process is done and the server is up and running.
Note: If you have the 2004-2005 school year created, it converts much faster than a past
year because little to no attendance has been taken for that year.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
14
8. Click Continue to proceed. The Attendance Data Verification page appears displaying a list
of the processes and the state they are in from the last time the Attendance Data Migration
tool was run for the selected year. If have gone through part of the attendance data
migration process before and clicked Cancel to stop the process, this list shows which
validations you have completed. If this is the first pass all verifications appear as Pending.
Note: To quit the attendance data migration process, click Cancel. To return to the previous
page, click Back.
9. Click Continue to proceed. A Confirm dialog box appears asking you whether or not you
want to run attendance data verification.
Note: To select a different year or to double-check the year you selected, click Back to return
to the Year Selection page (Step 7).
Attendance data verification checks for errors, such as multiple years for a school in one
year or no calendar associated with a school that has attendance that can hinder the
attendance data migration process and possibly cause it to crash.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
15
10. Click Run Verification to proceed. This only takes a few minutes. Once verification is
complete, the Attendance Data Verification page displays the status of each process
(pending, running, successful. or failed).
Note: To select a different year or to double-check the year you selected, click Cancel to
return to the Data Verification page then click back (Step 7).
11. Do one of the following:
•
If the page displays Verification successful, click Continue. The Data Segment Setup page
appears displaying a list with the path to the data file and any segments (Step 12).
•
To select a different year, click Back to return to the Year Selection page (Step 7).
•
If the page indicates that the verification was unsuccessful, you will need to determine the
data problems. To do so, click Cancel to stop the attendance data migration process. Select
Start PowerSchool and log in to the application.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
16
To assist in determining what the data problems are, review the log files, which are
found in your PowerSchool folder Powerschool40/data/log/migrate/verify/the folder
with a name of the date and time you ran the process/the year you validated/the name
of the process that failed. For example, if you started the migration tool at 2:03pm on
July 5th 2004 for the 2004-2005 school year and the sections verification failed, the path
would look like this:
HardDiskDrive/SomeFolder/PowerSchool40/data/log/migrate/verify/0705041403/2004-
2005/Att_MigrateVerifySections.html
Once you have made your corrections, begin the attendance data migration process
again (Step 1).
12. Click Data Segments in order to proceed. The Segments dialog box appears.
In addition to your data file, you need to create two more data segments. This is to help
ensure that you do not exceed the data file capacity during the course of the school year.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
17
The Continue button appears grayed-out preventing you from proceeding until you have
created the minimum number of data segments.
Note: While the Segments dialog box initially displays the same data file as the Data
Segment Setup page below it the Segments dialog box is a separate application not created
by PowerSchool and used to create new data segments. Therefore, you will need to follow
these directions very carefully.
13. Click Add to create a new data segment. The Save 4th Dimension window appears. You are
prompted to enter the name of the file you wish to save.
14. Enter the name of the file in the Save As field. You want this to be the same name as your
PowerSchool data file with an extension of d and the number of the data segment. This
should be as easy as removing .comp from the name presented to you. Do NOT click Save
just yet.
15. Locate the PowerSchool data file, which should be located at PowerSchool40/data/active/
Note: By default, Server is selected. This is the folder where your PowerSchool application is
located. However, this is NOT where you want to save your data segments. To maintain
system integrity, we strongly recommend you save your data segments in the same folder
as the data file, which is located at PowerSchool40/data/active/.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
18
16. Click Save. The new data segments appear in the Segments window.
17. Repeat Steps 13 through Step 16 to create the next segment.
18. After you have thee data segments, you need to set the Maximum size for each. Select one
of the data segments by clicking it. Note your selection appears highlighted.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
19
19. Enter 1782579 in the Maximum Size field.
20. Click Set.
21. Repeat Step 18 through Step 20 for each data segment including the original data file.
22. Click OK. The Data Segment Setup page appears displaying the newly created data
segments and the Continue button appears active.
23. Click Continue to proceed. The Attendance Migration Processes page appears.
Note: To quit the attendance data migration process, click Cancel. To return to the previous
page, click Back.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
20
24. Click Continue to proceed. A Confirm dialog box appears asking you whether or not you
want to run the attendance data migration.
Note: To quit the attendance data migration process, click Cancel. To return to the previous
page, click Back.
25. Click Run Migration. The Confirm dialog box disappears and the Attendance Data Migration
Processes page refreshes as the processes begin to run.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
21
You can gauge progress by the percent given for each process so that you will know
approximately how long it’s going to take to run. Large data files may take many hours (i.e.
20 or more) depending on how many attendance records you have, weather you used daily
attendance and how fast your server is. Errors may still be encountered. If errors are
encountered, A Confirm dialog box may appear stating that the migration generated an
error. These errors will need to be fixed. If you are not presented with a confirm box
proceed to Step 27.
Note: Click Cancel to return to the Migration Process page.
26. Do one of the following:
•
Click Run Migration to force the migration to continue. Doing so allows you to deal with the
errors at the end. This is the easiest thing to do but may leave you with uncovered errors to
deal with next time you run the migration tool.
Attendance User Guide
Attendance Overview
© 2004 Apple Computer, Inc. All rights reserved.
22
•
Pressing Start PowerSchool will stop the process migration process and start the
PowerSchool server allowing you to fix the error. Once you have made your corrections,
begin the attendance data migration process again (Step 1).
27. If the page indicates that the migration was unsuccessful, click Cancel to stop the
attendance data migration process. You may choose Start PowerSchool. This causes the
server to start normally and you will be able to log in.
To assist in determining what the data problems are, review the log files, which are found in
your PowerSchool folder Powerschool40/data/log/migrate/migrate/the folder with a name
of the date and time you ran the process/the year you validated/the name of the process
that failed. For example If you started the migration tool at 2:03pm on July 5th 2004 for the
2004-2005 school year and the sections verification that failed the path would look like this:
HardDiskDrive/SomeFolder/PowerSchool40/data/log/migrate/migrate/0705041403/2004-
2005/Attendance_Codes.html
The Attendance_Prefs.html and FTE.html log file will be at the same level as the year folder
because they set global settings applying to the server as a whole. Once these have been
preformed successfully they will not appear again if you run the migration tool a second or
third time.
Once you have made your corrections, begin the attendance data migration process again
(Step 1).
When the process completes, the Attendance Migration Processes page displays “Migration
successful.”
28. Click Continue to proceed. PowerSchool automatically launches.
Note: To quit the attendance data migration process, click Cancel. To return to the previous
page, click Back.
To launch the Attendance Data Migration tool after you have initially installed PowerSchool
4.0 and have run through the attendance data migration process, go to the server and
access PowerSchool. Select Execute from the hidden menu. The Execute window appears.
Enter att_migrate and click OK. Now you are able to proceed again from Step 1.
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Attendance Administration
Attendance Code Categories
Attendance code categories are used to group attendance codes by classification, beyond Present
or Absent, for reporting purposes. From the School Setup menu, click the Attendance Code
Categories link. The Attendance Code Categories page appears. Use this page to view, add, delete,
or edit an attendance code categories used at your school.
After creating attendance code categories, proceed to creating attendance codes. Attendance must
be set up in its entirety before taking attendance in either PowerGrade or PowerSchool.
Note: Attendance code categories are not used to group attendance codes by Present or Absent.
All attendance codes are categorized as Present or Absent when creating the attendance code via
the Attendance Code page. For more information, see the section “
Attendance Codes
.”
For more information on attendance, see the section "
Attendance Overview
."
How to Access the Attendance Code Categories Page
You can create as many categories as you want. Tardy and Excused are available by default.
1. On the start page, choose School from the main menu.
2. Click Attendance Code Categories. The Attendance Code Categories page appears.
The following information displays:
Field
Description
Code
The code representing the attendance code category.
External Name
The name of the attendance code category.
Description
A description of the attendance code category.
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Field
Description
Start Date
The date, which the attendance code category becomes active.
End Date
The date, which the attendance code category becomes
inactive.
Sort
The sort order of the attendance code category as it appears in
the Attendance Code Categories pop-up menu.
How to Add an Attendance Code Category
1. On the start page, choose School from the main menu.
2. Click Attendance Code Categories. The Attendance Code Categories page appears.
3. Click New. The New Attendance Code Category page appears.
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4. Use the following table to enter information in the fields:
Field
Description
Code
Enter the attendance code category.
External Name
Enter a name of the attendance code category.
Description
Enter a description of the attendance code category.
Effective Start Date
Enter the date using the format mm/dd/yyyy or mm-dd-yyyy,
which the attendance code category becomes active. If you do
not use this format, an alert appears. If you do not want to
enter an effective date range, leave this field blank.
Effective End Date
Enter the date using the format mm/dd/yyyy or mm-dd-yyyy,
which the attendance code category becomes inactive. If you
do not use this format, an alert appears. If you do not want to
enter an effective date range, leave this field blank.
Sort order for display
Use the pop-up menu to determine the sort order of the
attendance code category within the Attendance Code
Categories pop-up menu.
5. Click Submit. The Attendance Code Categories page displays the new attendance code.
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How to Edit an Attendance Code Category
1. On the start page, choose School from the main menu.
2. Click Attendance Code Categories. The Attendance Code Categories page appears.
3. Click the Code of the attendance code category you want to edit. The Edit Attendance Code
Category page appears.
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Note: You can also click the links for the attendance code category in the Code and Char
columns.
4. Edit information as needed. See “Use the following table to enter information in the fields”
under “How to Add an Attendance Code Category.”
5. Click Submit. The Attendance Code Categories page displays the edited attendance code.
How to Delete an Attendance Code Category
When you delete an attendance code category, you directly impact other users and student
records. Delete an attendance code category when an error is made during the process of setting
up your school in PowerSchool. Perform this procedure only if you have just erroneously added a
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code and no one has used it yet. If the attendance code category is already in use, it cannot be
deleted.
1. Click Attendance Code Categories. The Attendance Code Categories page appears.
2. Click the Code of the attendance code category you want to delete. The Edit Attendance
Code Category page appears.
3. Click Delete. The Selection Deleted page appears.
How to Sort Attendance Code Categories
1. On the start page, choose School from the main menu.
2. Click Attendance Code Categories. The Attendance Code Categories page appears.
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3. Choose different sort orders for the attendance code category from the Sort Order pop-up
menus.
4. Click Submit. The page re-sorts the attendance code categories.
Attendance Codes
Use this page to view, add, delete, or edit an attendance code used at your school. You must set up
attendance codes before taking attendance in either PowerGrade or PowerSchool.
Note: Before you can set up attendance codes, you must set up
attendance code categories
.
For more information on attendance, see the section "
Attendance Overview
."
How to Access the Attendance Code Page
1. On the start page, choose School from the main menu.
2. Click Attendance Codes. The Attendance Codes page appears.
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The following information displays:
Field
Description
Code
The attendance code.
Description
A description of the attendance code.
Teachers Assign
Indicates whether or not teachers can assign this attendance
code in PowerGrade and PowerSchool Teacher.
Counts ADA
Indicates whether or not the attendance code counts towards
average daily attendance (ADA).
Presence
Indicates whether or not the attendance code counts towards
membership totals.
Sort
The sort order of the attendance code as it appears in the
Attendance Code pop-up menu.
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How to Add an Attendance Code
1. On the start page, choose School from the main menu.
2. Click Attendance Codes. The Attendance Codes page appears.
3. Click New. The New Attendance Code page appears.
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4. Use the following table to enter information in the fields:
Field
Description
Code
Enter an attendance code. By default you can still only create
single-character attendance codes. However, if you want to
create multiple-character attendance codes, select "Enable
multiple character attendance codes" checkbox on the
Attendance Preferences page.
If you do not want teachers to be able to change attendance
for certain attendance types, use numeric codes (0-9). If you
enter a number in this field, do not select the "Teacher can
assign" checkbox. Teachers cannot assign numeric codes. For
example, enter 1 for the attendance code that means the
student's parent or guardian excused the student by calling the
main office. You can enter P/G Phoned In in the Alternate code
field for teachers to understand. If a teacher or anyone assigns
that code, the attendance cannot be changed using
PowerGrade or PowerSchool Teacher.
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Field
Description
Description
Enter a description for the attendance code.
Presence Status
Choose the type of attendance code from the pop-up menu:
•
Present
•
Absent
Code Categories
Select the attendance code category you want to associate to
this attendance code:
•
Tardy
•
Excused
Points
Enter the number of attendance points a student receives for
this attendance code, such as absent=1, tardy=2, and
present=0.
Teacher can assign
Use the pop-up menu to determine if teachers can assign this
attendance code in PowerGrade and PowerSchool Teacher.
Note: If you enter a number in the Code field, do not select this
checkbox. Teachers cannot assign numeric codes.
This attendance code
counts towards
membership
Select this checkbox if this attendance code counts towards
membership totals.
Sort order for display
Use the pop-up menu to determine the sort order of the
attendance code within the Attendance Code pop-up menu.
Note: You must choose a sort order of 1 for the Present
attendance code. This is required for PowerGrade and
PowerSchool attendance functions to work properly.
5. Click Submit. The Attendance Codes page displays the new attendance code.
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How to Edit an Attendance Code
1. On the start page, choose School from the main menu.
2. Click Attendance Codes. The Attendance Codes page appears.
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3. Click the Code or Description of the attendance code you want to edit. The Edit Attendance
Code page appears.
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4. Edit information as needed. See “Use the following table to enter information in the fields”
under “How to Add an Attendance Code.”
5. Click Submit. The Attendance Codes page displays the edited attendance code.
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How to Delete an Attendance Code
When you delete an attendance code, you directly impact other users and student records. Delete
an attendance code when an error is made during the process of setting up your school in
PowerSchool. Perform this procedure only if you have just erroneously added a code and no one
has used it yet. If the attendance code is already in use, it cannot be deleted.
1. On the start page, choose School from the main menu.
2. Click Attendance Codes. The Attendance Codes page appears.
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3. Click the Code or Description of the attendance code you want to delete. The Edit
Attendance Code page appears.
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4. Click Delete. The Selection Deleted page appears.
How to Sort Attendance Codes
Though you must choose a sort order of 1 for the "present" attendance code, you can change the
sort order of the other attendance codes without using the Edit Attendance Code page.
1. On the start page, choose School from the main menu.
2. Click Attendance Codes. The Attendance Codes page appears.
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3. Choose different sort orders for the attendance codes from the Sort Order pop-up menus.
4. Click Submit. The page re-sorts the attendance codes.
Full-Time Equivalencies
Attendance calculations supports full-time equivalency (FTE) codes, which automatically tracks and
reports part-time students. The FTE codes are numeric values ranging from 0 to 1 (zero not
included) used to specify partial attendance for a student. The FTE value influences the attendance
and membership results for that student. For example, a part-time student who has an FTE of 0.5
and is present during half a day, the attendance and membership values for that day will be 0.5.
An added feature of FTE is that it can handle multiple groups with the same FTE value and allows
attendance to be calculated differently for them. For example a Kindergarten student may count as
a full-time student but they are only enrolled in one class a day, morning or afternoon kindergarten,
while a full-time 5th grader at the same school may need to be present in four classes.
From the School Setup menu, click the Full-Time Equivalencies (FTE) link to access the Full-Time
Equivalencies (FTE) Codes page. Using this page, you can set up and use FTE codes to indicate what
portion of a school day students attend. If this is the first time you have accessed the FTE Codes
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page, you will notice an FTE of 1 was created. This is to maintain backwards compatibility, as
previously PowerSchool assumed students were full-time.
For more information on attendance, see the section "
Attendance Overview
."
How to Access the Full-Time Equivalencies Page
1. On the start page, choose School from the main menu.
2. Click Full-Time Equivalencies (FTE). The Full-Time Equivalencies (FTE) page appears.
The following information displays:
Field
Description
Name
The code representing the FTE.
Equivalent Value
The value of the FTE code.
Description
A description of the FTE code.
How to Add an FTE Code
1. On the start page, choose School from the main menu.
2. Click Full-Time Equivalencies (FTE). The Full-Time Equivalencies (FTE) page appears.
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3. Click New. The New FTE Code page appears.
4. Use the following table to enter information in the fields:
Field
Description
Name
The code representing the FTE.
Equivalent Value
The value of the FTE code.
Description
A description of the FTE code.
Default for These Grades
Select the grades for which you want the FTE code to be
applied.
5. Click Submit. The Full-Time Equivalencies (FTE) page displays the new FTE code.
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How to Edit an FTE Code
1. On the start page, choose School from the main menu.
2. Click Full-Time Equivalencies (FTE). The Full-Time Equivalencies (FTE) page appears.
3. Click the Name or Equivalent Value of the FTE code you want to edit. The Edit FTE Code
page appears.
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4. Edit information as needed. See “Use the following table to enter information in the fields”
under “How to Add an FTE Code.”
5. Click Submit. The Full-Time Equivalencies (FTE) page displays the edited FTE code.
How to Delete an FTE Code
When you delete an FTE code, you directly impact other users and student records. Delete an FTE
code when an error is made during the process of setting up your school in PowerSchool. Perform
this procedure only if you have just erroneously added a code and no one has used it yet. If the FTE
code is already in use, it cannot be deleted.
1. On the start page, choose School from the main menu.
2. Click Full-Time Equivalencies (FTE) The Full-Time Equivalencies (FTE) page appears.
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3. Click the Name or Equivalent Value of the FTE code you want to delete. The Edit FTE Code
page appears.
4. Verify this is the FTE code category you want to delete.
5. Click Delete. The Selection Deleted page appears.
Attendance Preferences
Use this page to specify general attendance preferences.
For more information on attendance, see the section "
Attendance Overview
."
How to Specify General Attendance Preferences
1. On the start page, choose School from the main menu.
2. Click Preferences. The Attendance Preferences page appears.
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3. Use the following table to enter information in the Reporting section:
Field
Description
Attendance recording
methods
Select the appropriate checkboxes that apply:
•
Select the Meeting checkbox to indicate you want to be
able to record attendance by meeting for this year.
•
Select the Daily checkbox to indicate you want to be
able to record attendance by day for this year.
Default attendance
recording page
Use the pop-up menu to indicate the default attendance page
you want to appear when viewing student information. The
menu items that appear in the pop-up menu vary based on the
Attendance Recording Methods you select.
Enable multiple
character attendance
codes
By default you can still only create single-character attendance
codes. However, if you want to create multiple-character
attendance codes, select this checkbox.
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Field
Description
Meeting and daily
attendance bridge
If you have selected Meeting and Daily, by default attendance
records are created when a period in the bell schedule is
designated as the daily attendance period. If you want, you can
select the Two-way, keep records in synch option to have
changes in the daily record affect those meeting attendance
records by selecting 2-way.
Note: This feature only functions with sections and section
enrollments, which reside in the same school.
Number of school days
teachers may alter
attendance prior to
current date
(PowerGrade)
Use the pop-up menu to indicate how far back teachers can
alter attendance in PowerGrade.
Number of school days
teachers may alter
attendance after the
current date
(PowerGrade)
Use the pop-up menu to indicate how far forward teachers can
alter attendance in PowerGrade.
Audit attendance records Select this checkbox to enable change audit trail for
attendance, which logs what attendance used to be when
attendance changes.
Show Saturday and
Sunday on attendance
views
Select this checkbox if you want to display Saturday and
Sundays on the Student Attendance pages.
4. Use the following table to enter information in the Calculating and Reporting section:
Field
Description
Count these codes for
conversion
Use the pop-up menu to select Presents if your school
calculates daily attendance using the number of periods a
student is present.
For example, if a student is present four out of seven periods,
he or she is present. Select Absences if your school calculates
daily attendance using the number of periods a student is
absent. For example, if a student is absent five out of seven
periods, he or she is absent.
Count attendance
recorded at this school
for students enrolled at
another school
Select this checkbox to indicate that students from other
schools who attend classes at this school will count those
students as part of this school student body for the periods
they are in this school. They will be subject to attendance
conversions at this school for their FTE.
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Field
Description
Count attendance
recorded at another
school for students
enrolled at this school
Select this checkbox to indicate that students from this school
who take classes at another school checking will count all time
and periods as part of this schools attendance. The students will
be subject to attendance conversions at this school for their
FTE.
Warning: Having both the Count attendance recorded at this
school for students enrolled at another school and Count
attendance recorded at another school for students enrolled at
this school checkboxes selected can result in double
attendance.
Round or truncate
Use the pop-up menu to indicate how you want the system to
handle long decimals that exceed the maximum when
calculating attendance.
Calculation accuracy
Enter the number of decimal places to carry calculations out to.
5. Click Submit. The Changes Recorded page appears.
Section Attendance Settings
Use the Section Attendance Settings page to create sections where attendance will be taken every
period. These sections are sections created for the sole purpose of taking attendance in a section
that meets more than once per day.
For example, if a section of Biology 101 meets during Period 1 for lecture during each day of a two-
day cycle and also meets during Period 3 for field study on alternating days, the expression for this
section would be 1(A-B) 3(A). If you do not use this option, attendance taken during 3(A) will
overwrite attendance taken during 1(A).
For more information on attendance, see the section "
Attendance Overview
."
How to Define Section Attendance Settings
Perform the following procedure if you want to create sections where attendance will be taken
every period and either your school has committed a master schedule with sections or sections are
created from the School Setup page.
1. On the start page, choose School from the main menu.
2. Click Section Attendance Settings. The Section Attendance Settings page appears.
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3. Use the following table to enter information in the fields:
Field
Description
Course Name
The name of the course appears. Click the course name to
display the Edit Course page.
Course Number
The number of the course appears. Click the course number to
display the Edit Course page.
Section Number
The number of the section. Click the section number to display
the Edit Section page.
Expression
The expression, or period and day combination, for the section
appears. Click the expression to display the Edit Section page.
Teacher
The section's teacher appears. Click the teacher's name to
display the teacher's current schedule.
Room
The section's room appears. Click the room to display the Edit
Section page.
Term
The term abbreviation in which the section is taught appears.
Click the term to display the Term page.
Mark
Select this checkbox if you want to take attendance each period
separately.
4. Click Submit. The Section Attendance Settings: Result page appears.
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Note: To redisplay the Section Attendance Settings: Result page from the School Setup
page, click Section Attendance Settings and then Section Attendance Settings: Result.
Attendance Conversions
Set up attendance conversions to calculate attendance. You can create multiple attendance
conversions methods, such as Full Day, Half Day, etc. For example, a student receives only a half-day
of attendance credit if he or she is absent for two to four periods, and receives no credit if absent
for five or more periods. After creating attendance conversions, set up
attendance conversion
items
.
For more information on attendance, see the section "
Attendance Overview
."
How to Access the Attendance Conversions Page
1. On the start page, choose School from the main menu.
2. Click Attendance Conversions. The Attendance Conversions page appears.
The following information displays:
Field
Description
Name
The name of the attendance conversion.
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Field
Description
Edit Conversion Items
The types of attendance conversion items you can
create/edit/delete:
•
Period - Use to define the number of periods in which
the student must be present/absent in order to receive
the number of points ADA value you define.
•
Code - Use to define the ADA value you want a student
to receive when a specific attendance code is given.
•
Time - Use to define the cut off points for attendance
and the ADA value a student should receive at each.
How to Add Attendance Conversions
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click New. The New Attendance Conversion page appears.
4. Enter the Name for the attendance conversion.
5. Click Submit. The Attendance Conversions page displays the new attendance conversion.
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How to Edit Attendance Conversions
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click the Name of the attendance conversion you want to edit. The Edit Attendance
Conversion page appears.
4. Edit the Name of the attendance conversion.
5. Click Submit. The Attendance Conversions page displays the edited attendance conversion.
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How to Delete Attendance Conversions
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click the Name of the attendance conversion you want to delete. The Edit Attendance
Conversion page appears.
4. Click Delete. The Attendance Conversions page displays without the deleted attendance
conversion.
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Attendance Conversion Items
The system uses attendance conversion items to calculate attendance for the purposes of state
reports and student records. There are three types of attendance conversion items you can create
for each attendance conversion method: period, code, and time.
How to Define Period Items
For each period item, define the number of periods in which the student must be present/absent in
order to receive the number of points ADA value you define.
Add Period Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Period Items next to the conversion item for which you want to add period items. The
Period Attendance Conversion Items [attendance conversion name] page appears.
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4. Click New. The Edit Period Conversion Item page appears.
5. Use the following table to enter information in the fields:
Field
Description
FTE
Use the pop-up menu to associate an FTE code to this
attendance conversion item. For more information, see the
section “
Full-Time Equivalencies
.”
If Absent this many
periods in a day
Choose from the pop-up menu the minimum number of
periods a student must be absent to earn the number of
attendance points specified in the next field.
For example, choose 5 to define that students who are absent
five or more periods in a school day receive the points entered
in the next field.
Attendance Value
Enter the number of attendance points students receive if they
are absent, based on the number of periods you chose in the
previous field.
For example, if students are counted as absent for the entire
day if they are absent for five or more periods, choose 5 in the
previous field and enter 0 in this field.
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Field
Description
Comments
Enter any comments that are relevant to this attendance
conversion item.
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
Edit Period Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Period Items next to the conversion item for which you want to edit period items. The
Period Attendance Conversion Items [attendance conversion name] page appears.
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4. Click either the Period Absent or the Attendance Percentage of the period attendance
conversion item you want to edit. The Edit Period Conversion Item page appears.
5. Edit the information as needed. For more information, see the section “
Use the following
table to enter information in the fields
” under “
Add Period Items
.”
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
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Delete Period Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Period Items next to the conversion item for which you want to delete period items.
The Period Attendance Conversion Items [attendance conversion name] page appears.
4. Click either the Period Absent or the Attendance Percentage of the period attendance
conversion item you want to delete. The Edit Period Conversion Item page appears.
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5. Click Delete. The Selection Deleted page appears.
How to Define Code Items
For each code item, define the ADA value you want a student to receive when a specific attendance
code is given.
Add Code Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Code Items next to the conversion item for which you want to add code items. The
Code Attendance Conversion Items [attendance conversion name] page appears.
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4. Click New. The Edit Code Conversion Item page appears.
5. Use the following table to enter information in the fields:
Field
Description
FTE
Use the pop-up menu to associate an FTE code to this
attendance conversion item. For more information, see the
section “
Full-Time Equivalencies
.”
Attendance Code
Choose from the pop-up menu the attendance code a student
must receive to earn the number of attendance points specified
in the next field.
Attendance Value
Enter the number of attendance points students receive if they
are absent, based on the code you chose in the previous field.
Comments
Enter any comments that are relevant to this attendance
conversion item.
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
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Edit Code Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Code Items next to the conversion item for which you want to edit code items. The
Code Attendance Conversion Items [attendance conversion name] page appears.
4. Click either the Code or the Attendance Percentage of the code attendance conversion item
you want to edit. The Edit Code Conversion Item page appears.
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5. Edit the information as needed. For more information, see the section “
Use the following
table to enter information in the fields
” under “
Add Code Items
.”
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
Delete Code Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
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Attendance Administration
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3. Click either the Code or the Attendance Percentage of the code attendance conversion item
you want to delete. The Edit Code Conversion Item page appears.
4. Click either the Code or the Attendance Percentage of the code attendance conversion item
you want to delete. The Edit Code Conversion Item page appears.
5. Click Delete. The Selection Deleted page appears.
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Attendance Administration
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How to Define Time Items
For each time item, define the cut off points for attendance and the ADA value a student should
receive at each.
Add Time Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Time Items next to the conversion item for which you want to add time items. The
Time Attendance Conversion Items [attendance conversion name] page appears.
4. Click New. The Edit Time Conversion Item page appears.
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Attendance Administration
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5. Use the following table to enter information in the fields:
Field
Description
FTE
Use the pop-up menu to associate an FTE code to this
attendance conversion item. For more information, see the
section “
Full-Time Equivalencies
.”
Minutes
Enter the minimum number of minutes a student must be
absent to earn the number of attendance points specified in
the next field.
Attendance Value
Enter the number of attendance points students receive if they
are absent, based on the number of minutes you enter in the
previous field.
Comments
Enter any comments that are relevant to this attendance
conversion item.
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
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Attendance Administration
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Edit Time Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Time Items next to the conversion item for which you want to edit time items. The
Time Attendance Conversion Items [attendance conversion name] page appears.
4. Click either the Minutes or the Attendance Percentage of the time attendance conversion
item you want to edit. The Edit Code Conversion Item page appears.
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5. Edit the information as needed. For more information, see the section “
Use the following
table to enter information in the fields
” under “
Add Time Items
.”
6. Click Submit. The new attendance conversion item appears on the Attendance Conversion
Items: [attendance conversion name] page.
Delete Time Items
1. On the start page, choose School from the main menu.
2. Click Attendance Conversion. The Attendance Conversions page appears.
3. Click Time Items next to the conversion item for which you want to delete time items. The
Time Attendance Conversion Items [attendance conversion name] page appears.
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4. Click either the Minutes or the Attendance Percentage of the time attendance conversion
item you want to delete. The Edit Time Conversion Item page appears.
5. Click Delete. The Selection Deleted page appears
Attendance User Guide
Take Attendance
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69
Take Attendance
Meeting Attendance
In PowerSchool, your school can track both meeting and daily attendance. Students' meeting
attendance records indicates their absences and tardies in each class period during the school day.
Students' daily attendance records indicate their absences, tardies, and arrival and dismissal times
for an entire school day.
Use the Meeting Attendance function to view or change a student's attendance record. Each
column represents one week, with the days of the week (MTWTF) underlined in blue. Attendance
codes are noted in the chart under each day. On the days where there is no code, the student was
present.
For more information on attendance, see the section "
Attendance Overview
."
How to Take Meeting Attendance for a Single Day/Period
Use this procedure to take meeting attendance for the select student. You can mark or change a
single attendance instance in a selected week.
1. On the start page, search for and select the student.
2. Choose Attendance from the student pages menu. The attendance pages appear. The
default attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Meeting. The Meeting Attendance page appears.
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Take Attendance
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4. Click "Show dropped classes also" if you want to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click the link in a week where you want to enter or change attendance codes. The Edit
Meeting Attendance page appears.
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6. Choose the attendance code from the "Current attendance code" pop-up menu.
7. Click the fields for the appropriate day(s) and class(es). The Edit Meeting Attendance page
displays the attendance code in the fields.
8. Click Submit. The Changes Recorded page appears.
Note: A clock appears in the date for which you have taken attendance.
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Take Attendance
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How to Take Meeting Attendance for an Extended Day/Period
Use this procedure to take meeting attendance for the select student. You can mark or change a
student's attendance records for blocks of time. This is particularly useful when the student has
been or will be out for an extended period. To change a student's attendance record for an
extended period, it is easiest to use this method.
1. On the start page, search for and select the student.
2. Choose Attendance from the student pages menu. The attendance pages appear. The
default attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Meeting. The Meeting Attendance page appears.
4. Click "Show dropped classes also" if you want to view or change attendance records for
dropped classes. The dropped classes appear on the page with the other classes.
5. Click Change Attendance. The Change Meeting Attendance page appears.
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Take Attendance
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6. Use the following table to enter information in the fields:
Field
Description
Change attendance for
The selected student(s) appear.
From this date
Enter the first day of the date range 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 will be submitted as a blank entry.
To this date
Enter the last day of the date range 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 will be submitted as a blank entry.
Attendance Code to Set
Choose the attendance code to apply to the date range from
the pop-up menu.
For which Periods
Select the checkboxes to indicate the periods to change. To
mark attendance for the entire day, select the "All periods"
checkbox.
If Other Than a Default
Present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Append Comment
Enter comments that are relevant to this attendance record.
7. Click Submit. The Changes Recorded page appears.
Note: A clock appears in the date for which you have taken attendance.
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Take Attendance
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How to Use the Attendance Scan/Change Function
Use the Attendance Scan/Change function to modify or search for an attendance code for a
particular student per period within a given date range.
1. On the start page, choose Special Functions from the main menu.
2. On the Special Functions page, click Attendance Scan/Change. The "Attendance Scan and
Change" page appears.
3. Use the following table to enter information in the fields:
Field
Description
Student Number
Enter the student number.
Note: To learn how to identify a student's number, see the
section "
Search and Select
."
Meetings to Scan
Select the checkbox(es) for the meetings to use in the scan.
Code(s) To Scan For
Enter the attendance code for which the system will search.
Occurrence(s) to Change
Enter either the number of occurrences to change or enter all
for any occurrences.
Change Code(s) To
Enter the new attendance code for the selected occurrences.
Note: To just search for instances of a particular attendance
code, enter the same attendance code in this field as you
entered in the Codes To Scan For field. The attendance code
will then change to the same attendance code as before and
display any instances as changed.
Dropped Classes
Select this checkbox to included dropped classes in the scan.
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Field
Description
Scan and change in this
date range
Enter the start and end dates of the date range affected by the
change 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 will be submitted as a
blank entry.
4. Click Submit. The Changes Recorded page appears.
Daily Attendance
In PowerSchool, your school can track both meeting and daily attendance. Students' meeting
attendance records indicates their absences and tardies in each class period during the school day.
Students' daily attendance records indicate their absences, tardies, and arrival and dismissal times
for an entire school day.
Use the Daily Attendance function to view or change a student's attendance record. Each column
represents one week, with the days of the week (MTWTF) underlined in blue. Attendance codes are
noted in the chart under each day. On the days where there is no code, the student was present.
For more information on attendance, see the section "
Attendance Overview
."
How to Take Daily Attendance for an Individual Student
Schools use the Daily Attendance feature to select a single period to denote a student's daily
attendance. By denoting the period, default times for check-in, checkout, and return-in can be
defined for a daily attendance total. Attendance can be entered from the classroom using
PowerGrade or from the web. Once the teacher enters the attendance, the office staff can then take
control of a student's daily attendance. The office also can use a variety of options and reports
when working with the Daily Attendance feature.
With a period marked for daily attendance, the teacher automatically sets the daily attendance
while taking attendance in the classroom using either PowerGrade or the web-based attendance
page. For more information on taking attendance with PowerGrade, see the "
PowerGrade User
Guide
." Your PowerSchool administrator sets the defaults for the time in and time out. This lets
teachers not only track classroom attendance, but also set the initial code for the office.
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After you add a daily attendance entry, you can modify daily attendance. Click the abbreviation for
the first day above each day of the week in the current term. Click the letter to display the Daily
Attendance page for the date to be modified.
1. On the start page, search for and select the student.
2. Choose Attendance from the student pages menu. The attendance pages appear. The
default attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
4. Click the link in a week where you want to enter or change attendance codes. The New
Daily Attendance page appears.
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5. Use the following table to enter information in the fields:
Field
Description
Date
The date for which you are taking attendance. Read-only.
Attendance Code
Choose the attendance code from the pop-up menu.
Total Time
Based on the times entered, PowerSchool calculates the
minutes the student has attended for the day. The results
display after you click Submit.
Comment
Enter any additional text.
Time In
Enter the time the student arrives.
Time Out
Enter the time the student leaves.
Memo Only Record
Select this checkbox to exclude this attendance record from the
total time calculation. If selected, counts student as there. If not
selected, does not count the student as there.
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Field
Description
Time Comment
Enter any additional text regarding the time the student arrived
or left.
6. Click Submit. The Changes Recorded page appears.
Note: A clock appears in the date for which you have taken attendance.
How to Take Daily Attendance for Multiple Days for an Individual Student
In addition to changing a single date for an individual student, you can change multiple dates at
one time.
1. On the start page, search for and select the student.
2. Choose Attendance from the student pages menu. The attendance pages appear. The
default attendance page that appears depends on the Default Attendance Recording Page
setting on the Attendance Preferences page.
3. Click Daily. The Daily Attendance page appears.
4. Click Change Multiple Days at the top of the Daily Attendance page. The Change Daily
Attendance page appears.
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5. Use the following table to enter information in the fields:
Field
Description
Change Daily
Attendance for
The selected student appears.
From this Date
Enter the first day of the date range 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 will be submitted as a blank entry.
To this Date
Enter the last day of the date range 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 will be submitted as a blank entry.
Attendance Code to Set
Choose the attendance code to apply to the date range from
the pop-up menu.
If Other Than a Default
Present
Select the option to either overwrite or not overwrite any
existing attendance codes.
Append Comment
Enter comments that are relevant to this attendance record.
6. Click Submit. The Changes Recorded page appears.
Note: A clock appears in the date for which you have taken attendance.
Group Attendance
Change the attendance records either for one date range, day, or period for a selected group of
students. In addition, you can change the attendance records either retroactively or in advance.
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For more information on attendance, see the section "
Attendance Overview
."
How to Change Group Attendance
1. On the start page, select the group of students.
Note: Depending on the selection method you used, the Group Functions page appears
either immediately or after selecting students from the Student Selection page. If the
Student Selection page appears, choose the function in the next step from the group
functions pop-up menu.
2. Click Attendance Change. The Change Attendance page appears.
3. Use the following table to enter information in the fields:
Field
Description
Change attendance for
The selected number of students appears.
From this Date
Enter the first day the group will be absent 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 will be submitted as a blank entry.
To this Date
Enter the last day the group will be absent 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 will be submitted as a blank entry.
Code to Set
Choose the attendance code from the pop-up menu.
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Field
Description
For Which Periods
Select the checkboxes to indicate the periods to change. To
mark attendance for the entire day, select the "All periods"
checkbox.
If Existing Attendance
Select the option to either overwrite or not overwrite any
existing attendance codes.
4. Click Submit. The PowerSchool start page appears. To verify that you entered the correct
codes, search for and select one of the students in the group. Then, view the student's
Attendance page.
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Attendance Reports
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Attendance Reports
Attendance Reports
All of the reports in this section describe student attendance information. Before producing reports,
you are encouraged to ask your PowerSchool administrator how your school calculates attendance.
For example, does your school report how many days students are present or how many days they
are absent?
To search for students with perfect attendance, see the section "
Advanced Search and Select
."
For more information on attendance count and audit reports, see the section "
Attendance Count
and Audit Reports
."
To indicate a selection of students when running a report, select that group of students before
starting any of the procedures in this section. If you select a group of students from the start page,
the Group Functions page appears either immediately or after selecting students from the Student
Selection page.
For more information on attendance, see the section "
Attendance Overview
."
How to Run the Absentee Report
Use the Absentee report to generate single-day period-by-period attendance code information. For
example, you can use this report to search for students who received an unexcused absence code
for the previous day. You can then telephone the students' guardian to verify whether or not the
student actually has an excused absence.
Note: You can search on any absent or present attendance code that is stored in the database. The
only code you cannot search for is the Present code because the absence of an attendance code
indicates a presence and thus it is not currently searchable in the database.
Note: This report is also accessible from the navigation bar.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Absentee. The Absentee Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Attendance Reports
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
Attendance Codes
Select the attendance code(s) for which you want to scan, or
select All Codes. To select multiple attendance codes, press and
hold Command (Mac) or Control (Windows) as you click each of
the attendance codes you want to scan.
Date to Scan
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 will be
submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
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Attendance Reports
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Field
Description
Period(s)
If Meeting has been chosen from the Attendance Mode pop-up
menu, select the checkbox(es) of the period(s) you want to scan
or leave all the checkboxes blank to scan all periods.
Note: If Daily has been chosen from the Attendance Mode pop-
up menu, Period(s) do not apply.
Include Student Number
Select this checkbox to include the student number(s) on the
report.
Number of Blank Lines
Below Student Names
Enter the number of blank lines to include as separators after
each student name.
Include Verification Line
Select the checkbox to include one line for each student where
the following can be recorded on the report: talked to,
relationships, reason, verify date, and employee.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Do one of the following:
•
Click a name to open the student pages menu and work with that student.
•
Click Functions at the bottom of the report to open the Group Functions page. For
more information on what you can do from that menu, see the section "
Work With
Groups
."
•
Click Find to identify teachers who have not yet taken attendance. For more
information on this feature, see the section "
How to Run the PowerGrade
Attendance Report
."
•
Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Consecutive Absences Report
Use the Consecutive Absences report to generate a report detailing consecutive student absences
by absence code. The report can be run in either daily or meeting mode. In daily mode, the report
searches for students with consecutive absences codes in their daily attendance record. In meeting
mode, the report searches each student’s attendance records period by period for consecutive
absence codes.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Consecutive Absences. The Consecutive Absences Report page appears.
4. Use the following table to enter information in the fields:
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Attendance Reports
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Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Codes
Select the attendance code for which you want to scan for the
report.
Note: Only one attendance code can be selected at a time.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Number of Consecutive
Days to Scan
Enter the number of consecutive days of an attendance code
must occur.
Scan
Use the pop-up menu to indicate whether you want to run the
report for:
•
All Enrollment Records - All students with an enrollment
record in the current school.
•
Current Enrollment Records - Only students that are
actively enrolled in the current school on the date the
report is run.
Include Student Number
Select this checkbox to include the student number(s) on the
report.
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Field
Description
Itemize by Day
Select this checkbox to further parse the scan by cycle days
selected.
Note: This checkbox appears only for schools with multi-day
schedules.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Do one of the following:
•
Click a name to open the student pages menu and work with that student.
•
Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Monthly Student Attendance Report
Use the Monthly Student Attendance report to display attendance per student per day, including
holidays. This report displays the days the student was not enrolled, absent, or in attendance. The
days in session and carry forward, gains, losses, and ending enrollment appear at the end of the
report.
The codes and totals represent full days absences and attendance even if the school is set up with
attendance conversions that count partial absences and attendance. When attendance is calculated
using the Attendance Conversions defined in School Setup > Attendance Conversions it is possible
to get an attendance value of 1.5 for example for a two day period, meaning they were absent half
a day in those two day periods. But the Monthly Student Attendance report does not report a 1.5
attendance. It reports 2 full days of attendance and 0 absences. It does not count half-day absences.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Monthly Student Attendance. The Monthly Student Attendance Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Attendance Reports
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
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Attendance Reports
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Field
Description
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
Include Student Number
Select this checkbox to include the student number(s) on the
report.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the PowerGrade Attendance Report
Use the PowerGrade Attendance report to generate a list of which teachers have not taken
attendance. Schools commonly use this report to verify that all teachers have taken attendance.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click PowerGrade Attendance. The PowerGrade Attendance page appears.
4. Use the following table to enter information in the fields:
Attendance User Guide
Attendance Reports
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Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Date to Scan
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 will be
submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Period(s)
Select the checkbox(es) of the period(s) you want to scan or
leave all the checkboxes blank to scan all periods.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
Note: If you entered a date where school is not in session, the messages "School is not in
session on date specified" appears. If all teachers have entered attendance, the messages
"All teachers have taken attendance" appears.
6. Do one of the following:
•
Click a meeting to get more details about the section. The Course Information page
appears.
•
Print or save the report. For more information, see the section "
Run, Print, and
Save Reports
."
How to Run the Weekly Attendance Summary Report
Use the Weekly Attendance Summary report to generate a weekly attendance summary by section.
Schools commonly use this report to verify weekly attendance for each section. Teachers sign the
report to certify that the attendance they marked is accurate. You can also use this report to
generate a verification sheet for daily attendance for a specific week. Teachers sign the report to
certify the attendance they marked is accurate.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Weekly Attendance Summary. The Weekly Attendance Summary Report page appears.
4. Use the following table to enter information in the fields:
Attendance User Guide
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Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Weeks
Choose the week to scan from the pop-up menu.
Teachers
Select the teacher(s) for which you want to run the report, or
select All Teachers. To select multiple teachers, Press and hold
Command (Mac) or Control (Windows).
Period(s)
Select the checkbox(es) of the period(s) you want to scan or
leave all the checkboxes blank to scan all periods.
Attendance Codes
Enter the attendance codes to scan in the appropriate fields:
•
Absent
•
Unexcused
•
Tardy
Include Student Number
Select this checkbox to include the student number(s) on the
report.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Period Attendance Verification Report
Use the Period Attendance Verification report to generate a list of students marked present a
specified number of periods.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Period Att. Verification. The Period Attendance Verification Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Weeks
Choose the week to scan from the pop-up menu.
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Field
Description
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
Attendance Count and Audit Reports
Use the Attendance Count and Attendance Audit reports to display instances of certain attendance
codes for a student, group of students, or class. For other attendance-related reports, see the
section "
Attendance Reports
."
To indicate a selection of students when running a report, select that group before starting any of
the procedures in this section. If you select a group of students from the start page, the Group
Functions page appears either immediately or after selecting students from the Student Selection
page.
For more information on attendance, see the section "
Attendance Overview
."
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How to Run the Attendance Count Report
Use the Attendance Count report to generate multi-day period-by-period attendance code
information.
Note: You can search on any absent or present attendance code that is stored in the database. The
only code you cannot search for is the Present code because the absence of an attendance code
indicates a presence and thus it is not currently searchable in the database.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Attendance Count. The Attendance Count Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
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Field
Description
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
Attendance Codes
Select the attendance code(s) for which you want to scan, or
select All Codes. To select multiple attendance codes, press and
hold Command (Mac) or Control (Windows) as you click each of
the attendance codes you want to scan.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Period(s)
Select the checkbox(es) of the period(s) you want to scan or
leave all the checkboxes blank to scan all periods.
•
If Meeting has been chosen from the Attendance Mode
pop-up menu select the appropriate periods for the
report to scan.
•
If Daily has been chosen from the Attendance Mode
pop-up menu select the appropriate cycle days for the
report to scan.
Include Dropped Classes
Select this checkbox to report on attendance for dropped
classes.
Minimum Number of
Occurrences
Enter the minimum number of occurrences of the code to
include in the scan.
Itemize by Day
Select this checkbox to further parse the scan by cycle days
selected.
Note: This checkbox appears only for schools with multi-day
schedules.
Include Student Number
Select this checkbox to include the student number(s) on the
report.
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Field
Description
Number of Blank Lines
Below Student Names
Enter the number of blank lines to include as separators after
each student name.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Do one of the following:
•
Click Functions at the bottom of the report to open the Group Functions page. For
more information on what you can do from that page, see the section "
Work With
Groups
."
•
Click Find to identify teachers who have not yet taken attendance. For more
information on this feature, see the section "
How to Run the PowerGrade
Attendance Report
."
•
Print or save the report. For more information, see the section "
Run, Print, and
Save Reports
."
How to Run the Class Attendance Audit Report
Use the Class Attendance Audit report to generate section-specific attendance roster.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Class Attendance Audit. The Class Attendance Audit Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Teachers
Select the teacher(s) for which you want to run the report, or
select All Teachers. To select multiple teachers, Press and hold
Command (Mac) or Control (Windows).
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Field
Description
Period(s)
Select the checkbox(es) of the period(s) you want to scan or
leave all the checkboxes blank to scan all periods.
•
If Meeting has been chosen from the Attendance Mode
pop-up menu select the appropriate periods for the
report to scan.
•
If Daily has been chosen from the Attendance Mode
pop-up menu select the appropriate cycle days for the
report to scan.
Vocational Classes Only
Select this checkbox to limit the audit to just vocational classes.
Audit Students
Use the pop-up menu to indicate whether you want to audit
students who are "Currently Enrolled in Class" or were "Ever in
Class."
Include Student Number
Select this checkbox to include the student number(s) on the
report.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
Note: Depending on what parameters you specify, yours might be shorter or longer.
Asterisks (*) appear for days that are off-track for students.
How to Run the Cumulative Attendance Summary Report
Use the Cumulative Attendance Summary report to generate aggregated attendance information
for a date range and grade(s).
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Cumulative Attendance Summary. The Cumulative Attendance Summary Report page
appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
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Field
Description
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Special Programs
Select the checkbox(es) for the program(s) to scan.
Report by Track
Enter the track letters if you want to filter the report by track.
Note: If the field is blank, all tracks are considered. Once one or
more values are entered, only students assigned to those values
will be considered.
Check for possible
conflicts
Click to check for possible track errors.
Display Audit Table
Select this checkbox to display the audit table, which includes
the last grade and special program information.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes. The following information appears in
the output file:
Column Name
Description
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 (e.g. enrolled, withdrew, 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 student enrolled days in the reporting period.
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Column Name
Description
OffTrack
Number of days students were off track during the reporting
period.
Days N/E
Total number of days students were off the rolls 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.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Student Attendance Audit Report
Use the Student Attendance Audit report to generate a roster detailing attendance by day and the
average daily attendance and average daily membership by date range.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Student Attendance Audit. The Student Daily Attendance Audit Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
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Field
Description
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
Include Student Number
Select this checkbox to include the student number(s) on the
report.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes. The following information appears in
the output file:
Column Name
Description
Index
Counter indicating the number of records that appear in the
report.
Student Name
The name of the student.
Student Number
The student's identification number.
Day
A column for each day in the date range appears. Each day
displays the student's attendance value for that day, a numeric
value, usually from 0 to 1.
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Column Name
Description
ADA
Average daily attendance.
ADM
Average daily membership
Grand Total
The total attendance for each day for each student.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Year-to-Date Attendance Summary Report
Use the Year-to-Date Attendance Summary report to generate year-to-date aggregated attendance
information by grade. This report is aggregated by grade, data sectioned out by reporting
segments. The report queries the selected reporting segment as well as all those reporting
segments with end dates less than the start date of the selected segment.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Year-to-Date Attendance Summary. The Year to Date Attendance Summary Report
page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section” Attendance."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
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Field
Description
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes. The following information appears in
the output file:
Column Name
Description
App
The total number of membership days by reporting segment.
Day
The total number of in-session school days per segment
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Column Name
Description
ADA
Average daily attendance per segment.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
Membership Reports
The membership reports use daily attendance to generate average daily attendance and average
daily membership numbers that depend on the number of days a student has attended. These
reports can be run in either Meeting or Daily mode. Depending on the mode, there are two
conversions that can be applied to the report. For Meeting mode, select either Period to Day or
Time to Day attendance conversion The Period to Day option uses the Period Items conversion
while the Time to Day option uses the Time Items conversion. For Daily mode, select either Code to
Day or Time to Day attendance conversion. The Code to Day option uses the Code Items conversion
while the Time to Day option uses the Time Items conversion. For more information, see the section
"
Attendance Conversions
."
How to Run the ADM/ADA by Date Report
The ADM/ADA by Date report produces membership and attendance information by date for
selected students. This report uses the attendance codes and minutes entered into PowerSchool
under the student's daily attendance information. The report then sums the total membership for a
date and the total number of students attending, with a final average for the number of students
having membership and attending for a given date range.
1. On the start page, choose Reports from the main menu.
2. On the Reports page, click Run Reports.
3. On the Run Reports page, click "ADM/ADA by Date." The ADA/ADM by Date Report page
appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
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Field
Description
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
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How to Run the ADM/ADA by Minute Report
The ADA/ADM by Minute report displays the total number of potential minutes for students; total
number of minutes missed, total number of minutes attended, and total percentage of each. When
in Meeting mode, the system calculates the number of minutes the group of students has attended
by period. When in Daily mode, the system displays the number of minutes the group of students
has attended by day.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click "ADM/ADA by Minute." The ADA/ADM by Minute Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
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Field
Description
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
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Field
Description
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
Itemize Each Day in
Cycle
Select this checkbox if you want the report to display each day
of ADA/ADM.
Note: This checkbox appears only for schools with multi-day
schedules.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the ADM/ADA by Student Report
The ADM/ADA by Student report generates membership and attendance information per student.
This report uses the attendance codes or minutes entered into PowerSchool. The report then sums
the total membership and attendance for each student for the given timeframe, with a final
average for the number of students having membership and attending for a given date range.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click "ADM/ADA by Student." The ADA/ADM by Student Report pages appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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Field
Description
Attendance Mode
Use the pop-up menu to select one of the following attendance
modes for which you want to run this report:
•
Choose Meeting to search and display report output by
period.
•
Choose Daily to search and display report output by
day.
Attendance mode indicates the method by which attendance is
recorded. For more information, see the section "
Attendance
Overview
."
Note: Only the attendance modes selected in School Setup >
Attendance > Preferences appear in the pop-up menu.
Attendance Conversion
Use the pop-up menu to select the attendance conversion
method for which you want to run this report:
•
Period to Day (Meeting)
•
Time to Day (Meeting)
•
Code to Day (Daily)
•
Time to Day (Daily)
Attendance conversions indicate the method by which
attendance is calculated, such as period, code, or time. For
more information, see the section "
Attendance
Conversions
."
Note: Only the attendance conversions that are applicable to
the selected attendance mode appear in the pop-up menu.
Students to Include
Indicate which students you want to run the report for by
selecting one of the following options:
•
Select "The selected students only" to run the report
students in the current selection enrolled in the date
range specified.
•
Select the "All students" to run the report for all
students in the current school enrolled in the date
range specified.
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Field
Description
Grades
Select the checkbox(es) of the grade level(s) you want to scan.
Doing so takes the selection of students selected in the
Students to Include section and narrows the selection to
include only those students having the same grade level as
those selected.
Alternatively, leave all the checkboxes blank to scan all grade
level(s). Doing so includes all of the students selected in the
Students to Include selection.
Begin Date and Ending
Date
Enter the beginning and ending date of the date range 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 will be submitted as a blank
entry.
Note: The date entered must fall within the selected school
year term.
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
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How to Run the Aggregate Membership Audit Report
Use the Aggregate Membership Audit report to generate membership audit by section information.
This report is similar to a class roster report. It lists the students that were enrolled or ever enrolled
in the class/section and their membership.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Aggregate Membership Audit. The Aggregate Membership Audit Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
Course Numbers
Enter the course number(s). Separate multiple courses with
commas. Use a blank field to scan all courses.
Section Numbers
Enter the section number(s). Separate multiple sections with
commas. Use a blank field to scan all sections.
Term
Select the term for which you want to run the report from the
pop-up menu.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. The following information appears in the output file:
Column Name
Description
Course Name
The name of the course for the section.
Teacher
The name of the teacher teaching the section (Last, First,
Middle).
Term
The term the section is being taught.
Expression
The section expression.
Section Number
The section number of the section.
Student
The name of the student (Last, First, Middle).
Enrolled
The date the student enrolled in the course.
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Column Name
Description
Exited
The date the student exited the course.
Membership Days
The total number of days the student was enrolled in the
course.
Total
The total number of days students were enrolled in the course.
7. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
Enrollment Reports
When setting up any of the reports, you can screen for students in special programs. If the students
are in the selected program at any time during the specified period, they are included in the report
results. For each report, you can click "Check for possible conflicts" to display any students with
errors on their class enrollment dates.
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How to Run the Class Size Reduction Report
The Class Size Reduction report provides a day-to-day count of section enrollment over a specified
period. When setting up the report, exclude students in a special program from the enrollment
count by selecting the special program from the pop-up menu. At least one course number must
be entered to run the report. To display detailed enrollment per section, see the section "
How to
Run the Enrollment by Section Report
."
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Class Size Reduction Report. The Class Size Reduction Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
Exclude counts for
students enrolled in this
Special Program
Use the pop-up menu to indicate any special program you
want to exclude from being counted.
Sort By
Select the sort order:
•
Course Number
•
Teacher Name
•
Grade Level
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Field
Description
Include only these
Course Numbers
Enter the course number(s). Separate multiple courses with
commas. Use a blank field to scan all courses.
Include/Exclude Section
Numbers
Select the option to exclude or include any sections.
Section Numbers
Enter the section number(s) to be included or excluded.
Separate multiple sections with commas. Use a blank field to
scan all sections.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Enrollment by Grade Report
Use the Enrollment by Grade report to generate a summary of student enrollment by grade level.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click "Enrollment by Grade." The Enrollment by Grade Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
School
The selected school appears.
Reporting Segment
Use the pop-up menu to choose the reporting segment if you
are not using a date range. For more information on reporting
segments or to create a reporting segment, see the section
"
Reporting Segments
."
Grades
Select the checkbox(es) of the grade level(s) you want to scan
or leave all the checkboxes blank to scan all grade level(s).
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Enrollment by Section Report
This report provides current year enrollment statistics for class sections. To report on class size, see
the section "
How to Run the Enrollment by Section (Class Size) Report
."
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1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click "Enrollment by Section." The "Enrollment by Section" page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
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 on reporting
segments, see the section "
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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school
year term.
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
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Field
Description
Sort By
Select the sort order:
•
Course
•
Teacher
Include only these
Course Numbers
Enter the course number(s). Separate multiple courses with
commas. Use a blank field to scan all courses.
Include/Exclude Section
Numbers
Select the option to exclude or include any sections.
Section Numbers
Enter the section number(s) to be included or excluded.
Separate multiple sections with commas. Use a blank field to
scan all sections.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes. The following information appears in
the output file:
Column Name
Description
Teacher
The name of the teacher teaching the section ( Last, First,
Middle).
Course Name
The name of the course for the section.
Section Number
The section number of the section.
Grade
The grade level associated with the current section.
Begin Enrollment
The student enrollment in the section as of the start date of the
reporting period.
Entries
How many students were added to the section.
Note: If a student enters the same section twice, it will count as
two entries.
Withdrawals
How many students were withdrawn from a section.
Note: If a student enters the same section twice, it will count as
two entries.
End Enrollment
The enrollment at the end of the reporting period.
Enrollment for Period
How many total enrollments for the reporting period.
Enrollment to Date
The current enrollment as of today.
Aggregate Days
Attended
The total number of days attended by all of the students
enrolled in the section during the date range.
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Column Name
Description
Average Days Attended
This is the ADA (the number of days in the date range /
Aggregate Days Attended).
Days Absent
The total number of days absent for the section during the
reporting period.
Days Off Track
The total number of off track days for the students enrolled in
the section during the reporting period.
Total Days not Enrolled
The total number of days students are not enrolled in this
section. That is, students who are enrolled at some point during
the year, but are not enrolled one or more days during the
reporting period.
Aggregate Days
Belonging
The total membership for this section during the reporting
period.
Average Number
Belonging
The Average Daily Membership for this section during the
reporting period (Aggregate Days Belonging / number of
meeting days in reporting period).
Percent Attendance
Of the total potential Attendance for the Reporting Period,
What is the Percent of the actual attendance? (Aggregate Days
Attended / Average Number Belonging)
6. Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the Enrollment Summary by Date Report
This report is the same as the Enrollment Summary except it can be run by a selected date instead
of just the current date. The resulting report displays a breakdown for the entire school. Column
titles describe the contents of each column. Row numbers indicate grade levels. The small blue
numbers (to the left of the slash) indicate male students; the small red numbers (to the right of the
slash) indicate female students. Large, bold blue numbers indicate the total enrollment of male and
female students for that classification
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click "Enrollment Summary by Date." The Enrollment Summary by Date page appears.
4. Enter the date as of which you want to calculate enrollments 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 will be submitted as a blank entry.
Note: The date entered must fall within the selected school year term.
5. Click Submit. The report results display based on the parameters you selected. Depending
on your specifications, this could take several minutes.
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6. Use the Vocational Courses Aggregate Membership report to generate a list of vocational
sections and their current membership totals. Print the report from your web browser or
save it to another application. For more information, see the section Use the Aggregate
Membership Audit report to generate membership audit by section information. "
Run,
Print, and Save Reports
."
How to Run the Vocational Courses Aggregate Membership Report
Use the Vocational Courses Aggregate Membership report to generate a list of vocational sections
and their current membership totals.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Voc. Courses Agg. Membership. The Vocational Courses Aggregate Membership
Report page appears.
4. Use the following table to enter information in the fields:
Field
Description
Report Name
The name of this report.
Description
A description of this report's function.
Lines per page
Enter the number of data rows you want to appear on each
page of the report.
Starting Page Number
Enter the page number from which you want the report to
start.
Processing Options
To run this report, select a time to start it:
•
Execute Now: Executes the report immediately in the
current window
•
In Background Now: Executes the report immediately in
the Background.*
•
ASAP: Executes the report in the order it is received in
the Report Queue.*
•
At Night: Execute during the next evening.*
•
On Weekend: Execute during the next weekend.*
•
On Specific Date/Time: Execute 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 icon. The
Report Queue - My Jobs page displays all your reports.
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Field
Description
Specific Date/Time
If you selected On Specific Date/Time for Processing Output,
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 will be
submitted as a blank entry.
Use the pop-up menus to indicate hour and minute.
5. Click Submit. You do not need to enter any data to run the report; simply wait for the
output. This could take several minutes. The resulting report displays the schedule of
vocational courses and the number of students in each class. It also displays the number of
membership days for the different classes. Proceed by doing one of the following:
•
Click a number of aggregate membership days to view an audit page.
•
Click an underlined number in the Size column to view the list of students in the
class.
•
Click a section number to view a description of the section.
•
Print the report from your web browser or save it to another application. For more
information, see the section "
Run, Print, and Save Reports
."
How to Run the School Enrollment Audit Report
Use the School Enrollment Audit report to detect possible school enrollment errors.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click School Enrollment Audit. The Possible Conflicts for School Enrollment Audit page
appears.
How to Run the Section Enrollment Audit Report
Use the Section Enrollment Audit report to detect possible section enrollment errors.
1. On the start page, choose Reports from the main menu. The Reports page appears.
2. Click Run Reports. The Run Reports page appears.
3. Click Section Enrollment Audit. The Possible Conflicts for Section Enrollment Audit page
appears.
Advanced Search and Select
While the searches described in the sections "
Select an Individual Student
" and "
Select a
Group of Students
" provide enough information to get you started, you will need to perform
other searches that produce narrower results. With some practice, the advanced searches will soon
become a part of your daily routine.
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How to Search for Students by Activities
Searching for groups of students who belong to certain clubs or participate in particular activities is
a little different than searching by grade level or gender. Rather than telling PowerSchool to search
for records whose field values match the criteria you enter, tell it to search for records whose
specified activity field value (for example, volleyball, chess_club, or drama) is not blank.
If there is any value in the field, the student does participate. If the field is blank, the student does
not participate. This can seem confusing, but after reviewing the following example, you will realize
that it is actually very easy to search for students by activity. For example, practice this type of
search by finding students in your school who are in the chess club.
1. On the start page, enter an activity field name such as chess_club# in the Search
Students field. The number sign (#) means does not equal. By entering chess_club#
followed by nothing, you are telling PowerSchool to search for all records whose chess club
field does not equal blank.
2. Click the Search icon. Though all students have a chess club field tied to their record, only
those students who are on the chess club team have a value in the chess club field. Non-
chess club students have nothing in the chess club field. Therefore, PowerSchool eliminates
them from the results of the search.
Note: All student records have all activity fields tied to them.
If no students match the search criteria, the system displays an alert message indicating that
no students match your selection. Otherwise, the page displays a list of all students who
participate in the specified activity.
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3. Click the name of the student whose record you want to review to work with that student.
To work with the entire group of students, click Functions at the bottom of the list to
display the Group Functions page. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by Daily Attendance
Use this report to find student daily attendance information.
1. On the start page, choose Special Functions from the main menu.
Note: Alternatively, select a group of students, and then choose "Search by Daily
Attendance" from the pop-up menu.
2. Click "Search by Daily Attendance." The Search Daily Attendance page appears.
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3. Use the following table to enter information in the fields:
Field
Description
Which students to
include
Select an option to indicate the students to include, if
applicable.
Term
The selected term appears.
Scan for attendance
Select an option to scan for attendance:
•
Enter the attendance code to scan for, select a
comparator, and enter the number of instances of the
attendance code.
•
Select the option indicating whether the scanned
attendance codes are from the beginning of the term or
for the specified period only. For a specific period only,
enter the first and last dates of the date range 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 will be submitted as a
blank entry.
4. Click Submit. The Group Functions page displays the number of selected students.
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5. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by GPA
Search for a group of students who are receiving a particular grade. This function is especially useful
if you want to locate honor roll students or those receiving failing grades.
1. On the start page, choose Special Functions from the main menu.
Note: Alternatively, select a group of students, and then choose "Search by GPA" from the
pop-up menu.
2. Click "Search by GPA." The "Search by GPA" page appears.
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3. Select the option to scan these indicated students, if applicable.
4. Complete any combination of the remaining fields. Use the following table to enter
information in the fields:
Field
Description
Who are enrolled in this
Enter the course.section number to search by course. Enter the
period to search by period. To search by teacher, choose a
teacher from the pop-up menu.
Whose cumulative GPA is
Enter a store code in the Term GPA field, such as Q2 or S1.
Choose the cut-off criteria from the pop-up menu, and enter
the percentage point of the cutoff. Choose a GPA type from the
pop-up menu.
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Field
Description
Whose term GPA is
Choose the cut-off criteria from the pop-up menu, and enter
the percentage point of the cutoff. Choose a GPA type from the
pop-up menu.
Whose current GPA is
Choose a cutoff from the pop-up menu, and enter the
percentage point of the cutoff. Choose a GPA type from the
pop-up menu.
Who were enrolled as of
this date
Enter the enrollment date used to search for students 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 will be submitted as a blank
entry.
Who match this search
Enter other criteria to search for students, such as activity
membership.
5. Click Submit. The Group Functions page displays the number of selected students.
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6. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by Grades/Attendance
This powerful report tool gives you great flexibility in finding students based on their grades or
attendance records. By using a combination of options, you can find any number of students.
1. On the start page, choose Special Functions from the main menu.
Note: Alternatively, select a group of students, and then choose "Search by
Grades/Attendance" from the pop-up menu.
2. Click "Search by Grades/Attendance." The "Search by Grades/Attendance" page appears.
3. Select the option to indicate which students to include, if applicable.
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4. Enter the minimum number of classes necessary to meet the search criteria. For example, to
list students failing at least two classes, enter 2. To list students receiving an A in any class,
enter 1.
5. Complete any combination of the remaining fields. Use the following table to enter
information in the fields:
Field
Description
Scan for this final grade
Select the checkbox and:
•
Choose a comparator from the pop-up menu.
•
Enter the specific letter grade(s) for which you want to
scan. Separate multiple grades with commas.
Scan for this final grade
percentage
Select the checkbox and:
•
Choose a comparator from the pop-up menu.
•
Enter the specific percentage for which you want to
scan.
Scan for this citizenship
grade
Select the checkbox and:
•
Choose a comparator from the pop-up menu. Use = to
search for students who have that citizenship grade, or
use # to search for students who do not have that
citizenship grade.
•
Enter the specific citizenship grade(s) for which you
want to scan. Separate multiple grades with commas.
Scan for attendance
Select the checkbox and:
•
Enter the attendance code to scan for, select a
comparator, and enter the number of instances of the
attendance code.
•
Select the option indicating whether the scanned
attendance codes are cumulative for each class or for
the specified period only. For a specific period only,
enter the first and last dates of the date range 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 will be submitted as a
blank entry.
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Field
Description
Scan for grades in
Choose the type of grade from the pop-up menu. If you choose
historical grades, enter the store code/final grade, such as Q1 or
Q2. This scans the grades for the store code entered for the
year of the currently selected term. For example, if you are
working in Q3 and enter a store code of Q1, the system scans
the Q1 grades for the current year. It does not scan grades from
previous years. To do so, change the currently selected term.
For more information, see the section "
How to Change
Terms
."
Scan for all classes
enrolled
Select the option to scan for all classes enrolled either as of a
specified date or anytime during the current term. If you select
a specific date, enter it in the appropriate field 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 will be submitted as a blank entry.
Results
Select either "Make this the current selection of students" to
continue working with the resulting group of students or
"Display matching students & Sections." If you select the latter
option and click Submit, the Matching History page displays
each matching student and the term, section, course name, and
teacher for which the criteria are met.
6. Click Submit. The Group Functions page displays the number of selected students.
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7. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by Perfect Attendance
Use this report to find students who have perfect attendance records during a specified period.
1. On the start page, choose Special Functions from the main menu.
Note: Alternatively, select a group of students, and then choose "Search for Perfect
Attendance" from the pop-up menu.
2. On the Special Functions page, click "Search for Perfect Attendance." The Perfect
Attendance Search page appears.
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3. Use the following table to enter information in the fields:
Field
Description
Students to scan
Select an option to indicate the students to include, if
applicable.
Date range to scan
Enter the first and last days of the date range 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 will be submitted as a blank
entry.
Disregard these codes
when searching
Enter the attendance codes that do not render students absent.
For example, if your school excuses absences when a student
performs volunteer work, enter v if that is the code for a
volunteer absence at your school.
4. Click Submit. The Group Functions page displays the number of found records underlined
at the top of the page.
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5. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by Perfect Attendance (Daily)
The "Search for Perfect Attendance (Daily)" report searches for students who qualify as having
perfect attendance based on the daily attendance marks submitted.
1. On the start page, choose Special Functions from the main menu.
Note: Alternatively, select a group of students, and then choose "Search for Perfect Daily
Attendance" from the pop-up menu.
2. On the Special Functions page, click (Daily) next to "Search for Perfect Attendance." The
Perfect Daily Attendance Search page appears.
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3. Use the following table to enter information in the fields:
Field
Description
Students to Scan
Select an option to indicate the students to include, if
applicable.
Date Range to Scan
Enter the first and last days of the date range 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 will be submitted as a blank
entry.
Scan These Attendance
Codes Only
Enter the only attendance codes a student can have and be
classified as having perfect attendance. For example, search for
all students from 1/16/2003 to 5/30/2003 whose attendance
records contain the codes T, U, S, I, and V and are still
classified as having perfect attendance.
4. Click Submit. The Group Functions page displays the number of found records underlined
at the top of the page.
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5. Click the underlined number to view the list of students. To work with the group of
students, choose a menu option. For more information on the Group Functions page, see
the section "
Work With Groups
."
How to Search for Students by Lunch Status
Search for students by using the lunch status field. Use the following codes to search for students
based on how much they pay for lunch:
•
F=Free
•
R=Reduced
•
P= Full Pay
•
E=Exempt
•
FDC=Free Direct Certification
To search for students who receive reduced price lunches, enter lunchstatus=r in the Search
Students field on the PowerSchool start page .
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How to Search for Students by Fees/Transactions
Searching and selecting students based on fee and transaction information can be performed at
the district or school level via the start page. For example, to search for students who have one or
more fees and/or transactions associated to them, enter <span
class="style2">*fee.fee_balance>0</span> in the Search Students field on the PowerSchool start
page.
Additionally, you can use the command <span
class="style2">*<table_name>,<field_name><comparator><value></span> to perform a variety of
fees/transaction searches:
Command Items
Description
<table_name>
Fee, Transaction, or Fee_Balance tables.
<field_name>
Name of any field in the Fee, Transaction, or Fee_Balance
tables.
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Command Items
Description
<comparator>
Comparators are tools that you use to search and retrieve
records by combining two or more criteria:
•
Equals (=)
•
Less than (<)
•
Greater than (>)
•
Less than or equal to (<=)
•
Greater than or equal to (>=)
•
Does not equal (#)
•
Contains (contains)
•
Does not contain (!Contain)
For more information, see the section "
How to Use
Comparators
."
<value>
value for the comparison
To solicit more complex results, you can use the following expressions:
Expression
Results
*fee.id=noschool
The students who are not related to a school [Fee] record.
*fee.id=nocourse
The students who are not related to a course [Fee] record.
*fee.fee_balance=partial
The students who have at least one fee with a partial balance.
*fee_balance.balance=pa
rtial
The students who have a partial global balance.
*fee_balance.balance=0
The students who have a global balance equal to 0.
*fee_balance.balance=n
ull
The students who have no [Fee_balance] record.
How to Use Comparators
Comparators are tools that you use to search and retrieve records by combining two or more
criteria. A combination of comparators and fields are used in searches to narrow the results to a
very small group of students at your school. There are many comparators (also known as operators
or Boolean operators), but some of the most common are included in this section.
A simple example of a search using a comparator is last_name=jones. In technical terms, this is
called a search command line because you are commanding PowerSchool to perform a search that
contains that particular line of text. In layman's terms, you are telling the PowerSchool system to
find all students whose last name is Jones. All search command lines are broken into three parts:
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•
Field name: last_name, first_name, or student_number
•
Comparator: =, #, >, or <
•
Search argument or value: Jones, becky, or 2301923
The general format is:
[field name][comparator][search argument]
The following chart displays some of the most common comparators.
"in" Comparator
Use this comparator to verify that the value of the field matches any argument in the list you
provide. For example, if you want a list of all the ninth, tenth, and eleventh graders at your school,
enter the following search command line:
grade_level in 9,10,11
In this example, the field is grade_level, the comparator is "in," and the search argument is 9,10,11.
Note that the items in the argument are separated with commas. This tells PowerSchool to find all
students in grade levels 9, 10, and 11. PowerSchool goes to the grade_level field in each student
record and pulls those where the entry is 9, 10, or 11.
"contains" Comparator
Use this comparator to search for records that have the value of the field. Suppose you want to find
all students in your school who live on Cherry Lane. Find them with the following search command:
mailing_street contains Cherry Lane
This instructs PowerSchool to go through each student record and pull those that have Cherry Lane
in the mailing_street field. It does not matter if the value of a student’s mailing_street field is 194
Cherry Lane or 24230 Cherry Lane Parkway. If Cherry Lane appears anywhere in the field,
PowerSchool considers it a match and includes the record in the search results.
Note: You cannot use the contains comparator for numerical fields, such as student numbers.
"!contain" Comparator
The opposite of the contains comparator is "!contain." Use this comparator to find records that do
not have the value of the field. Perhaps you want to find all students in your school whose phone
numbers does not contain the number five. Use the following search command:
home_phone !contain 5
This instructs PowerSchool to go through each student record and pull those, which do not have 5
in the home_phone field. It does not matter if the number is in the area code, the prefix, or the
phone number. If there is not a 5 in the home_phone field, PowerSchool considers it a match and
includes the record in the search results.
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"@" (Wildcard) Comparator
Suppose you want to find all students whose first names start with "rob." This includes anyone
named Rob, Robert, Robbie, Robby, Robin, or Roberta. To find these students, enter the following in
the search field:
first_name=rob@
As you can imagine, the wildcard is a very powerful comparator. There is no rule as to where you
place it in the command. It can be used anywhere to take the place of a letter, word, or phrase.
Enter first_name=@ie to find student whose first name ends in "ie." This search produces
results like Terrie, Debbie, or Eddie but not Terry, Debby, or Eddy. The command
first_name=s@n produces results with names such as Susan or Stan.
Note: You cannot use the @ or wildcard comparator for numerical fields, such as student numbers.
Save Stored Selection
Store the current selection of students to quickly and easily retrieve a group of students that you
work with frequently. For more information, see the section "
Stored Selections
."
Search by Daily Attendance
Search for a group of students based on their grades or attendance. For more information, see the
section "
Advanced Search and Select
."
Search by GPA
Search for a group of students who are receiving a particular grade. For more information on this
procedure, see the section "
Advanced Search and Select
."
Search by Grades/Attendance
Search for a group of students based on their grades or attendance. For more information, see the
section "
Advanced Search and Select
."
Search by Perfect Attendance
Search for students with perfect attendance or perfect daily attendance. For more information, see
the section "
Advanced Search and Select
."
Select Students by Hand
Select a subset of students from a group. For more information, see the section "
How to Select a
Group of Students by Hand
."
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