Tool Search: Monthly Enrollment and Attendance Report
The NV01 Monthly Enrollment and Attendance Report details monthly enrollment and attendance information by school then by grade within the designated School Month.
Users have the option of generating a Summary or Detail version of the report.
Summary Report
The NV01 Monthly Enrollment and Attendance Summary Report details enrollment record and attendance totals by grade and gender within the designated School Month.
NV01 Monthly Enrollment and Attendance Report Editor
Summary Report Logic
- Attendance data for Elementary schools is calculated by whole day/half day.
- Half day absence is subtracted if the amount of the absence is less than or equal to a Half Day Absence.
- Attendance data for Secondary schools is calculated based on the student's schedule.
- When the student’s section is marked as cross-site and the Exclude Cross-Site Data checkbox is marked on the extract editor, the cross-site section enrollment does NOT count toward attendance.
- State Grade Levels must be mapped to grade levels used within the reporting calendar in order for data to properly report.
- A School Day in Session is defined as any day in which pupils enrolled in a school are scheduled to be engaged in registration, other instructional activities or testing during the required minimum period for each grade level or department. The following are the minimum daily periods for each grade, including recess and time between activities, but not including time allowed for lunch:
- Kindergarten: 120 minutes
- First and Second Grade: 240 minutes
- Third through Sixth Grade: 300 minutes
- Seventh through Twelfth Grade: 330 minutes
- For Summary Type of School Summary, if multiple calendars from the same school are selected and multiple tracks exist in this calendars, all tracks are aggregated by grade level into a single row. The Totals row is also aggregated into one row. Each calendar will likely have a different time frame due to how months are set up for the school.
- A record reports for the following PK SPED students:
- If their Special Ed Status (Student Information > General > Enrollments > Special Ed Status) is 1 Receiving Services.
- If their Special Ed Status is 0 or Null and their Special Ed Exit Date is within or greater than the Month selected on the extract editor.
- Students are counted positively if they have an Enrollment End Date equal to the Month End Date.
- When the Calendar Type (System Administration > Calendar > Type) is F Four Day Week, the first 80 instructional days report.
Users in multi-track schools are advised to generate the NV01 Monthly Enrollment and Attendance Summary Report using the Track Summary options as school months can be defined differently and the School Summary Type does not include date range fields.
Generate the Summary Report
- Select which Grade(s) to include within the report.
- Select the Start Statuses to which you want to limit the report.
- Select an Enrollment Service Type. Options include P: Primary, S: Partial, and N: Special Ed Services.
- Select an Ad Hoc filter to limit the report results. Filters are created in the Filter Designer.
- Select the Summary Report Type.
- Select the Track or School Summary Type. The Track Summary is used to report multi-track schools in separate records. The School Summary multi-track and regular schools in one report.
- Select the Format. Options include the following:
- CSV - Select this format for submission to the state.
- PDF- Select this format to review data prior to submission to the state.HTML is not available for the Summary Report Type.
- Select the District-Wide checkbox to allow for District-Wide reporting. If the District-Wide checkbox is marked on the extract editor, all calendars report unless marked State Exclude. If this option is selected, you may also select the School Year for which you want to report.
- Select one of the following options.
- Full Year. When marked, the report uses the earliest date from the first school month as a start date and the latest date from last school month as an end date. If there are gaps in the selected school months, all data between the first date and the last date is still included.
- School Month. A School Month is a defined date range within the school year. School months are defined on the School Months tab.
- The Exclude Cross-Site Data checkbox displays only if cross-site enrollment functionality is enabled at the district level. It defaults to checked. Cross-site section enrollment data is not included in the report when checked.
- Select which calendar(s) to include within the report.
- Select the Generate Report button. The report will appear in a separate window in the designated format.
Summary Report Layout
Summary Type: School
Element | Description | Location |
|---|---|---|
Grade | The student's grade level. Alphanumeric, 2 characters | Student Information > General > Enrollments > Grade Enrollment.grade |
Enrollment at End of Prior Month | A count of enrolled students by gender by grade level. Numeric | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender |
Enrollments This Month | Total number of new enrollment records in the selected month. Calculated based on the number of Start Statuses with a saved Start Status with Standard Code of 01. Numeric | Student Information > General > Enrollments > Start Status |
Re-enrollments This Month | Total number of re-enrollments in the selected month by gender by grade. Numeric | Student Information > General > Enrollments > Start Status |
Total Enrollments This Month | Total number of enrollment records for the prior month combined with the current month by gender by grade. Numeric | Student Information > General > Enrollments > Start Date, Grade; Census > People > Demographics > Gender |
Withdrawals This Month | Total number of enrollment withdrawals in reporting month by grade by gender. Students are NOT included in this field if they have an Enrollment End Date equal to the Month End Date. Numeric | Student Information > General > Enrollments > End Status, End Date, Grade; Census > People > Demographics > Gender |
Net Enrollment End of This Month | Total number of enrollment records minus withdrawals within the reporting month by gender by grade. Students ARE counted in this field if they have an Enrollment End Date equal to the Month End Date. Numeric | Student Information > General > Enrollments > End Status, End Date, Grade; Census > People > Demographics > Gender |
Total Days Present | The total number of days students were present in school by grade. Numeric | Student Information > General > Attendance; Student Information > General > Enrollments > Grade |
Total Days Absent | The total number of days students were marked absent per grade. Numeric | Student Information > General > Attendance; Student Information > General > Enrollments > Grade |
Total Days Not Enrolled | The total number of days students were not enrolled during the School Month. Numeric | Student Information > General > Enrollments > Start Date |
Total Days Accounted for | The total number of membership days by grade level. Numeric | N/A |
ADA | The total number of pupils attending a particular school each day during a period of reporting divided by the number of days the school is in session during that period. Numeric ####.## | N/A |
ADA Rate | The ADA Rate by grade level. Numeric ####.## | N/A |
Summary Report Layout
Summary Type: Track
Element | Description | Location |
|---|---|---|
| reportID | Report ID The school database identifier and track number. | System Administration > Calendar > Calendar > Track Calendar.track School.schoolID (internal DB identifier) |
| calTrack | Calendar Track A numeric character indicating the track in which a student is enrolled. | System Administration > Calendar > Track Calendar.track |
| schoolName | The school name. | School & District Settings > Schools > School Information > Name School.name |
| schoolNumber | The school number. | School & District Settings > Schools > School Information > State School Number School.number |
| schoolType | The type of school being reported.
| System Administration > Calendar > Calendar > Type Calendar.type |
| districtName | The district name. | School & District Settings > District > District Information > Name District.name |
| districtNumber | The state district number. | School & District Settings > District > District Information > Master District Code District.number |
| stateGrade | The State Grade Level. | System Administration > Calendar > Calendar > Grade Levels > State Grade Level Enrollment.grade |
| schoolMonth | The School Month number. | System Administration > Calendar > Calendar > School Month > Name schoolMonth.schoolMonthID |
| prevM | Enrollments at End of Prior Month - Male The total number of male enrollments at the end of the previous school month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| prevF | Enrollments at End of Prior Month - Female The total number of female enrollments at the end of the previous school month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| prevX | Enrollments at End of Prior Month – Non Binary The total number of non binary enrollments at the end of the previous school month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| thisM | Enrollments This Month – Male The total number of male enrollments this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| thisF | Enrollments This Month – Female The total number of female enrollments this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| thisX | Enrollments This Month – Non Binary The total number of non binary enrollments this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| reM | Re-Enrollments This Month – Male The total number of male re-enrollments this month. Re-enrollments are enrollments with the enrollment code of R2. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| reF | Re-Enrollments This Month – Female The total number of female re-enrollments this month. Re-enrollments are enrollments with the enrollment code of R2. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| reX | Re-Enrollments This Month – Non Binary The total number of non binary re-enrollments this month. Re-enrollments are enrollments with the enrollment code of R2. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| totM | Total Enrollments – Male The total number of male enrollments. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| totF | Total Enrollments – Female The total number of female enrollments. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| totX | Total Enrollments – Non Binary The total number of non binary enrollments | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| withM | Withdraws This Month – Male The total number of male eEnrollment withdrawals this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| withF | Withdraws This Month – Female The total number of female eEnrollment withdrawals this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| withX | Withdraws This Month – Non Binary The total number of non binary eEnrollment withdrawals this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| netM | Net Enrollment End of This Month – Male The net male enrollment at the end of this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| netF | Net Enrollment End of This Month – Female The net female enrollment at the end of this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| netX | Net Enrollment End of This Month – Non Binary The net non binary enrollment at the end of this month. | Student Information > General > Enrollments > Grade; Census > People > Demographics > Gender Calculated, not dynamically stored |
| presentDays | The count of Present Days for students enrolled during the date range. | Student Information > General > Attendance; Student Information > General > Enrollments > Grade Calculated, not dynamically stored |
| absentDays | The count of Absent Days for students enrolled during the date range. | Student Information > General > Attendance; Student Information > General > Enrollments > Grade Calculated, not dynamically stored |
| daysNotEnrolled | The count of Days Not Enrolled during the date range. | Student Information > General > Enrollments > Start Date Calculated, not dynamically stored |
| totalDays | The count of total number of days enrolled by students during the date range. | N/A Calculated, not dynamically stored |
| ADA | The total number of pupils attending a particular school each day during a period of reporting divided by the number of days the school is in session during that period. ADA = Days Present / Total Instructional Days in the School Month | N/A |
| ADArate | The ADA Rate by grade level. | N/A |
Detail Report
The NV01 Monthly Enrollment and Attendance Detail Report displays student demographic, enrollment and attendance data within the designated School Month.
NV01 Monthly Enrollment and Attendance Report Editor
Detail Report Logic
- For Elementary school calendars, attendance days are calculated using whole day/half day.
- Half day absence is subtracted if the amount of the absence is less than or equal to a Half Day Absence.
- For Middle and High School calendars, the student's schedule is used to determine a day of attendance.
- When the student’s section is marked as cross-site and the Exclude Cross-Site Data checkbox is marked on the extract editor, the cross-site section enrollment does NOT count toward attendance.
- State Grade Levels must be mapped to grade levels used within the reporting calendar in order for data to properly report.
- A School Day in Session is defined as any day in which pupils enrolled in a school are scheduled to be engaged in registration, other instructional activities or testing during the required minimum period for each grade level or department. The following are the minimum daily periods for each grade, including recess and time between activities, but not including time allowed for lunch:
- Kindergarten: 120 minutes
- First and Second Grade: 240
- Third through Sixth Grade: 300 minutes
- Seventh through Twelfth Grade: 330 minutes
- A record reports for the following PK SPED students:
- If their Special Ed Status (Student Information > General > Enrollments > Special Ed Status) is 1 Receiving Services.
- If their Special Ed Status is 0 or Null and their Special Ed Exit Date is equal to the Snapshot Date on the extract editor.
- When the Calendar Type (System Administration > Calendar > Type) is F Four Day Week, the first 80 instructional days report.
Generate the Detail Report
- Select which Grade(s) to include within the report.
- Select the Start Statuses to which you want to limit the report.
- Select an Ad Hoc filter to limit the report results. Filters are created in the Filter Designer.
- Select an Enrollment Service Type. Options include P: Primary, S: Partial, and N: Special Ed Services.
- Select the Detail Report Type.
- Select the Format. Options include the following:
- CSV - Select this option for submission to the state.
- HTML- Select this option to debug or review data prior to submission to the state.PDF is not available for the Detail Report Type.
- Select one of the following options.
- Full Year. When marked, the report uses the earliest date from the first school month as a start date and the latest date from last school month as an end date. If there are gaps in the selected school months, all data between the first date and the last date is still included.
- School Month. A School Month is a defined date range within the school year. School months are defined on the School Months tab.
- The Exclude Cross-Site Data checkbox displays only if cross-site enrollment functionality is enabled at the district level. It defaults to checked. Cross-site section enrollment data is not included in the report when checked.
- Select which calendar(s) to include within the report.
- Select the Generate Report button. The report appears in a separate window in the designated format.Users have the option of submitting the report request to the batch queue by clicking Submit to Batch instead of Generate Extract. This process allows larger reports to generate in the background without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article.
Detail Report Layout
Element | Description | Location |
|---|---|---|
| Report ID | The state-assigned identification code. Numeric, 3 digits | School & District Settings > Schools > School Information > State School Number School.schoolID |
| Cal Track | A numeric character indicating the track in which a student is enrolled. Numeric, 2 digits | System Administration > Calendar > Track Calendar.track |
| School Name | The name of a school within a district. Alphanumeric, 40 characters | School & District Settings > Schools > School Information > Name School.name |
| School Number | The school's identification number. Numeric, 7 digits | School & District Settings > Schools > School Information > State School Number School.number |
| School Type | The type of school. Options include the following:
Alphanumeric, 1 character | System Administration > Resources > School > Type School.type |
| District Name | The name of the school district. Alphanumeric, 40 characters | School & District Settings > District > District Information > Name District.name District.name |
| District Number | The number assigned by a state to identify a school district. Numeric, 9 digits | School & District Settings > District > District Information > State District Number District.number |
State Grade | The student's current grade level.
Alphanumeric, 2 characters | Student Information > General > Enrollments > Grade Enrollment.grade |
Student ID | The student's unique district-assigned ID number. Numeric | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Last Name | The student's legal last name. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Last Name Identity.lastName |
First Name | The student's legal first name. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > First Name Identity.firstName |
| Enrollment Start Status | The student's state enrollment Start Status. Numeric | Student Information > General > Enrollment > Start Status System Administration > Custom > Attribute/Dictionary > Enrollment > Start Status Enrollment.startStatus |
Present Days | The total number of days students were present in school by grade. Numeric | Student Information > General > Attendance; Student Information > General > Enrollments > Grade Calculated, not dynamically stored |
| Absent Days | The total number of days students were marked absent per grade. Numeric | Student Information > General > Attendance; Student Information > General > Enrollments > Grade Calculated, not dynamically stored |
| Days Not Enrolled | The number of days the student was not enrolled. Numeric | Calculated, not dynamically stored Calculated, not dynamically stored |
| Total Days | The total number of days accounted for. Numeric | Calculated, not dynamically stored |
| ADA | The total number of pupils attending a particular school each day during a period of reporting divided by the number of days the school is in session during that period. Numeric ####.## | N/A |
| IEP | The student's IEP as of the date range. If the student had an active IEP at any point in the date range, Y reports. Otherwise, this column reports as null. Alphanumeric, 1 character | Student Information > Special Ed > General > Documents > IEP Not dynamically stored |
EL | The student's EL status on the 100th day of instruction. If the student's Program Status is EL and Identified Date is prior to the 100th day of instruction, this field reports Y . If the student's Program Status is Exited EL and Program Exit Date is before or on the 100th instructional day, this field reports Y . If the student is enrolled in a calendar with Type = F, this field reports based on the 80th instructional day. If the student's Program Status contains a standard code of Exited EL AND the Identified Date is before school month end AND Exit Date is after the school month end, then this field reports 1. If no EL record exists, this column reports null. Otherwise, N reports. Alphanumeric, 1 character | Student Information > Program Participation > English Learners (EL) > Program Status; Identified Date; Exit Date Not dynamically stored |
| FRL | The student's Free/Reduced Lunch Status on the 100th day of instruction. This field reports the State Eligibility Code from the eligibility record that capture the 100th day of instruction.
Alphanumeric, 1 character | System Administration > Resources > School> Provision > Select CEP OR System Administration > Resources > School > Provision > Provision II OR FRAM > Eligibility > Eligibility > Start Date AND End Date POSEligibility.stateCode |
| Race Ethnicity | The student's primary race.
Numeric, 1 digit | Census > People > Demographics > State Race Ethnicity Identity.raceEthnicity |
