Arizona Ed-Fi Data v3.3 - Student School Attendance Event
Last Modified on 06/28/2023 11:40 am CDT
Classic View: System Administration > Ed-Fi
Search Terms: Ed-Fi
This event entity represents the recording of whether a student is in attendance on a daily basis at their school.
Object Triggering for Negative Attendance
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This table describes logic for triggering Negative Attendance syncing of this object.
| Action | Trigger |
|---|
| Post | When a new attendance event is verified for a student on the course section and the Attendance Status + Attendance Excuse combination is mapped to an Ed-Fi code. |
Calendar Attendance Type is = 004 OR Student Enrollment Type = 004 When a student has two enrollments in the same school in the same school year, report from the enrollment service type in the following order: - P: Primary Enrollment
- S: Partial/Ancillary
- N: Special Ed Services
|
| Unknown attendance events will not send an event to ed-fi. The original post will not appear until an excuseID is entered in the attendance table. |
| Do not send records if the student's enrollment is marked as a No Show or State Exclude. |
| Do not send records if attendance records are associated with a Calendar when the Exclude check box is checked. |
| Do not send a record if the Student has an enrollment Start Status = E: NON-SAIS DISTRICT USE ONLY! |
| A record will send for each distinct Date and Attendance Event Category Descriptor |
| Do not send a record if the only attendance records associated with a date are marked as Tardy. |
| Do not send a record if the only attendance records associated with a date are marked as Exempt. |
| Do not send records if the Grade Level Exclude checkbox is marked in the grade level tied to the calendar in which the student is enrolled. |
Update the attendance event if new attendance is entered - If an attendance status is changed, the first event must be deleted from ed-fi and a new record sent. The Attendance Event Category Descriptor is a primary key and does now allow updates in Ed-Fi.
|
| Delete | Delete attendance record if all attendance is removed for the day. |
Object Triggering Logic for AOI Positive Attendance
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Setting Up AOI Positive Attendance
- For AOI positive attendance to be enabled in any school, System Administration > Attendance > Positive Attendance Preference MUST be set to Yes.
- Note: Toggling this to 'on' does nothing to preclude negative attendance or non-AOI positive attendance from working in the district.
- Student must be set up with a service type = T:AOI.
- Student should also have attendance type = 017.
- Positive Attendance checkbox must be checked on a course.
- The regular Attendance checkbox can remain checked and will have no impact on reporting.
- If a student is reporting positive AOI attendance - any other type of attendance (if entered) will be completely ignored.
- AOI positive attendance will ONLY send data if present minutes exist and are entered/saved for a valid student (no defaults for being present are sent as is done with Non-AOI).
- AOI positive attendance WILL send whatever duration is saved, even if the amount of present minutes exceeds the actual course (it is based entirely off of time in/time out entered).
- lunch minutes and passing minutes are a not looked at in any way for AOI positive attendance.
- Once AOI positive attendance is entered/saved (via either teacher's campus instruction positive attendance module or via student's positive attendance module) it will automatically push to Ed-Fi, with no resync needed.
This table describes logic for triggering AOI Positive Attendance syncing of this object.
- Enrollment Service Type is = T: AOI
- Calendar Attendance Type is = 017 OR Student Enrollment Type = 017
- Do not send records if the student's enrollment is marked as a No Show or State Exclude.
- Do not send records if attendance records are associated with a Calendar when the Exclude check box is checked.
- A record will send for each distinct Date and Attendance Event Category Descriptor.
- Do not send a record on a date where a student has '0' instructional minutes.
Action
| Trigger
|
|---|
Post
| When a positive attendance amount is entered and saved to the attendance unit table.
|
Put
| Update the attendance event if attendance events are changed/added
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Delete
| Delete attendance record if all attendance is deleted for a day
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Object Triggering Logic for Non-AOI Positive Attendance
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This table describes logic for triggering non-AOI Positive Attendance syncing of this object.
- Enrollment Service Type is NOT = T: AOI
- Calendar Attendance Type is = 017 OR Student Enrollment Type = 017
- Do not send records if the student's enrollment is marked as a No Show or State Exclude.
- Do not send records if attendance records are associated with a Calendar when the Exclude check box is checked.
- A record will send for each distinct Date and Attendance Event Category Descriptor.
- Do not send a record on a date where a student has '0' instructional minutes.
- Only positive attendance records for the school that the student is actively enrolled in on a given date are sent.
| Action | Trigger |
|---|
| Post | Records will be suppressed for the current day and sent in a batch at midnight of each day. |
| Put | Update the attendance event if attendance events are changed/added for any day that is not the current day. |
| Delete | Delete attendance record if all attendance is deleted for any day that is not the current day. |
School Exclude, Calendar Exclude, Resource Toggle and Resync Logic
This table describes the School Exclude, Calendar Exclude, Resource Toggle and Resync logic of this object.
| Action | Trigger |
|---|
| None | If a resource is toggled to 'OFF' after data has sent, all sent data remains in the ODS but no new data sends. |
| Resync | If a record is in the Ed-Fi Identity Mapping table and not in the ODS, it is deleted from the Ed-Fi Identity Mapping table. |
| Resync | If a record is in the ODS and it does not have a matching record in Campus or the Ed-Fi Identity Mapping table, it is deleted from the ODS. |
| Resync | If a mapping is changed in Resource Preferences, a resync needs to be done to reflect the changes. |
Natural Key Changes, Cascading Updates, and Deletes Logic
This table describes the Natural Key Changes/Cascading Updates and Deletes logic of this object.
| Action | Trigger |
|---|
| Post/Delete | If any part of the Natural Key Changes If the School ID changes, all data remains under the old number and a resync needs to be completed to populate data under the new number. The delete tool needs to be used to remove all data from the old School ID. If an Ed-Fi ID changes, this happens with the cascading deletes from the Ed-Fi ID Change trigger. - The natural key changes for Student and Sessions results in a delete/post of Student School Attendance Events.
- If the Attendance Status, Excuse or Date changes, a delete/post occurs.
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Scope Year Logic
This table describes scope year logic of this object.
| Logic |
|---|
Attendance sends to the scope year for the school year the attendance dates are associated with based on the student's enrollment. - Data only sends for the years that have a valid configuration.
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Resource Preferences
This table describes the Resource Preferences of this object.
| Data Element Label | Mapping Needed |
|---|
| Attendance Status and Excuse | Attendance Event Category Descriptors |
Event Queue Detail
This table describes the Event Queue Detail of this object.
| Campus Table | Ed-Fi Action | Fields |
|---|
| attendance | Post/Put/Delete | The primary table used for sending data for this resource. |
Object Data Elements
This table describes data elements sent within the Student School Attendance Event resource.
| Data Element Label | Business Requirement | Business Rules | M, C or O | Data Source GUI Path | Database
Field |
|---|
id
| The unique identifier of the resource. |
| M |
|
|
attendanceEvent
Category
Descriptor | Key for AttendanceEventCategoryType. | Reports when a student has a verified attendance status/excuse combination that is mapped to an Ed-Fi code. | M | Attendance> Status + Excuse | attendance. status
attendance. excuse |
| eventDate | Date for this attendance event. | Enter the date for the attendance record being reported. | M | Attendance> Date | attendance.date |
| schoolReference | A reference to the related School resource. | Reports the fields that are part of the Natural Key for the School resource.
| M |
|
|
session
Reference | A reference to the related Session resource. | - Reports the fields that are part of the Natural Key for the Sessions resource
- Only report the Term Type from the Terms tab that is associated with the date and term schedule the attendance is being reported for.
| M |
|
|
student
Reference | A reference to the related Student resource. | Reports the fields that are part of the Natural Key for the Student resource.
| M |
|
|
attendanceEvent
Reason | The reported reason for a student's absence. | This is optional, does not report. | O | Attendance> Comments | attendance.
comments |
educational
Environment
Descriptor | The setting in which a child receives education and related services.
| This is optional, does not report. | O |
|
|
| eventDuration | The amount of time for the event as recognized by the school. Absence Amounts must be less than or equal to the Student Membership FTE, since absences are measured in quarter day increments. (For brick and morter Schools) (0.25, 0.50, 0.75, 1.00)
| See AZ Calculation Appendix below. | O |
|
|
instructional
Minutes
| The amount of time, in minutes, that the student received instruction during the reported attendance period and the "In Attendance" code is used (For AOI schools) (1, 2, 3). | Only report for students with attendance code of '017: Positive'.- Report the sum of all positive attendance minutes entered for the student for that day.
- Any course rosters tied to inactive trial records are excluded from the instructionalMinutes.
| C | System Administration > Calendar > Calendar > Attendance Type
Student Information > General > Enrollments > Attendance Type | attendance
Unit table |
| etag | A unique system-generated value that identifies the version of the resource. |
| O |
|
|
AZ Attendance Calculation Appendix
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For all calculations:
- Do not report data with the following State Exclude Flags:
- Enrollment State Exclude flag omits student from report.
- Calendar Exclude flag omits school from report.
- Grade Level State Exclude flag does not omit student from report.
- If FTE is missing, the default is = 1.
| Element | Calculation |
|---|
| EventDuration | This is reported in Negative Attendance attendance reporting. The Attendance Calculation value will determine how a school will calculated attendance: - HW = Half Day/Whole Day
- QD = Quarter Day
For ALL grade levels: The following are not considered when calculating attendance: - No Show flag
- Threshold values on the calendar or grade level tabStudents Homebound on the day of the absence
- Student Information > General > Programs > Program
The following are considered when calculating attendance:
- State Exclude flags on the enrollment, calendar, and grade levels
- Students who have absences during the year in which the 004 Absence Transaction is being generated.
- Students FTE value:
- For all reporting based on FTE value, FTE value is identified in the following method:
a. If Enrollment.percentEnrolled is not NULL, report based on the value entered in the record.
b. If Enrollment.percentEnrolled is NULL, report based on the value entered into the default field on the Enrollment.percentEnrolled attribute.
c. If Enrollment.percentEnrolled is NULL, and the default field on the Enrollment.percentEnrolled attribute is NULL, report based on a value of '1.00'. - Student's absent amount cannot exceed their FTE value.
- Exclude Present Minutes from total minutes missed.
- Student Information > General > Attendance
- Present minutes for student's cannot include Lunch Time.
- System Administration > Calendar > Calendar > Periods
- All State Grade Level codes except for the following.
- PS: Preschool
- Students are reported in positive attendance minutes on '017'.
- Exclude Absence Types of: 'Tardy', 'Present', and 'Early Release'.
- Exclude Absence Status of: 'Exempt'.
Half Day KG: Kindergarten or UE: Ungraded Elementary (Excluding Homebound Students) Kindergarten Code must = A: Half Day Every Day - System Administration > Calendar > Calendar > Grade Levels
Full Day KG: Kindergarten or UE: Ungraded Elementary (Excluding Homebound Students) Kindergarten Code must equal one of the following codes Grades 1-8 (Excluding Homebound Students) Calculation: Number of Instructional minutes missed ( divided by ) Scheduled minutes ( X ) FTE Grades 9-12 - The following considerations will be made:
- Accredited classes
- Scheduling > Courses > Grading Tasks > Credit value greater than 0 or Null
- 4 day calendar
- 5 day calendar
- For 004a: Negative Method 1 Attendance, report students as such:
- Absence amount = FTE x (1 - ((The number of classes attended) / (The number of classes scheduled)))
- Value is reported as rounded UP to the nearest quarter (eg.: 1, .75, .50, .25, 0).
a. It should be impossible to send a value of '0', since that would suggest that a student's negative absence record for a date is '0', meaning there was no negative attendance event. - To be considered a class for the purposes of the calculation, the course needs to be scheduled into an instructional period, and the student actively rostered into a course/section on a given attendance date.
- For 004: Negative Method 2 Attendance, report students as such:
- The number of courses a student is expected to attend is based on the FTE value for the student:
- If the student has 100% FTE, the student is expected for 4 courses.
- If the student has 75% FTE, the student is expected for 3 courses.
- If the student has 50% FTE, the student is expected for 2 courses.
- If the student has 25% FTE, the student is expected for 1 course.
- If the student has 00% FTE, the student is not expected for any courses.
- Number of courses is calculated based on the following:
- Count the number of attended periods that are between 55 and 60 minutes long.
- Each period counts as 1 course.
- Sum the minutes of any attended period that is not between 55 and 60 minutes long and divide that sum by 60.
- The number of this calculation would be the number of courses attended that were not 55-60 minutes long.
- Sum the number of courses from both i and ii to get total number of attended courses.
- Example calculation:
Period 1 – 55 minutes – counts as 1 course Period 2 – 60 minutes – counts as 1 course Period 3 – 45 minutes – added to attended minutes Period 4 – 75 minutes – added to attended minutes
Attended minutes: 45 + 70 = 120 Attended courses that are not 55-60 min: 120 / 60 = 2 (Attended Minutes / 60)
Total courses: 2 + 2 = 4 (# courses that were 55-60 min + Calculated courses)
- To calculate absent minutes, take the FTE minus .25 for each attended course. If this number is greater than 0, it is reported, if this number is less than or equal to 0, no record is reported for the student on that day.
Notes: - When a student is absent in a non-accredited class, no marked attendance records for those classes are processed via EdFi.
- If the student is not enrolled in enough courses to match their FTE level, absence records should be processed for the gap between their total accredited classes and their actual accredited absences.
- If a course is not flagged to take attendance that course is not included in the calculation.
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Type/Descriptor
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Attendance Event Category Descriptor
| codeValue | description | shortDescription |
|---|
| Early departure | Early departure | Early departure |
| Excused Absence | Excused Absence | Excused Absence |
| In Attendance | In Attendance | In Attendance |
| Partial | Partial | Partial |
| Tardy | Tardy | Tardy |
| Unexcused Absence | Unexcused Absence | Unexcused Absence |
