Tool Search: Attendance Aggregation Refresh
The Attendance Aggregation Refresh (AAR) tool is used to recalculate and update the Attendance Day Aggregation table, from which the Chronic Absenteeism calculation is derived. The Federal definition of Chronically Absent is when the student has missed 10% or more of their scheduled days.
Attendance Aggregation RefreshRead - Access and use the Attendance Aggregation Refresh tool.
Write - N/A
Add - N/A
Delete - N/A
For more information about Tool Rights and how they function, see the Tool Rights article.
Attendance Refresh Logic
For most attendance recording, this tool does NOT need to be run. A quartz job has been added to your district's database that runs every night and stores attendance data from the most recent school day where attendance was taken.
The quartz job processes the following:
- Attendance for a specific day for a specific person
- Attendance for all students on a specific day and calendar
- All attendance taking days for all students in a particular calendar.
The quartz job is built to capture all attendance that was recorded for an attendance day and any roster changes, as listed in the table below.
| Tool | Action | Location |
|---|---|---|
| Student Attendance |
Addition of a new Attendance Event
Modification (edit) of existing Attendance Event |
Attendance |
| Attendance Wizard | Recording of attendance using any available mode | Attendance > Attendance Wizard |
| Classroom Monitor | Recording of attendance | Attendance > Classroom Monitor |
| Daily Attendance | Recording of attendance | Attendance > Daily Attendance |
| Teacher Attendance | Recording attendance for a period | Attendance |
| Teaching Center | Recording attendance for a period | Teaching Center |
| Behavior Management | Recording of behavior-related attendance event (expulsion, suspension, etc.) | Behavior Management > Add Resolution > Resolution Details > Attendance Code |
| Enrollment End Batch | Ending student enrollments | Enrollment End Batch
|
| Post Diplomas | Assignment of received diplomas | Course Plan Admin > Post Diplomas |
| Walk-In Scheduler | Modification of Course Section (delete, end date, start date, load, unload, end, restore, etc.) |
Schedule > Walk-In Scheduler
Schedule > Walk-In Scheduler |
| Scheduling Board
|
Any change to courses in the active trial AFTER the term has begun | Scheduling > Scheduling Board |
| Responsive Scheduling | Modification to sections |
Scheduling > Responsive Scheduling
Campus Instruction > Responsive Scheduling
Portal > Responsive Scheduling |
| Course Section Changes | Section Roster changes |
|
However, there are some situations where modifications to attendance is not captured. When the following actions occur, use AAR to capture any attendance and/or section roster changes related to these actions. It is assumed that these actions are being performed AFTER the start of the school year:
| Tool | Action | Location |
|---|---|---|
| Enrollment Information |
Modification of Enrollment Start Date
In most cases, the end date added on an enrollment record would also be added to section roster information, in which case that action would be captured in the quartz job. This change only applies when the section roster information is NOT updated. |
Enrollments > Start Date, End Date
|
| Course Information |
Modification of a course recording attendance
Modification of a course being marked active |
Course Information > Attendance, Active
|
| Calendar Information |
Modification of Calendar Days
|
Day Setup > Day Reset, Day Rotation, Multi-Day Event
Calendar > Days > Instruction, School Day, Attendance |
| Calendar Information |
Modification of Calendar Periods
|
Period Setup > Period Info, Non-Instructional, Lunch Time |
Attendance Aggregation Quartz Job
The quartz job is automatically added to district databases when the Campus.1821 Release Pack is taken.
The quartz job checks all calendars for the active school year. If the previous day in a calendar was an attendance-taking day, it aggregates student attendance data for that day, and generates a record in the AttDayAggregation table for each student who was scheduled into one or more instructional periods. It also updates any previously generated aggregation data where changes to the underlying Attendance and/or Roster data have been detected. The generated aggregation data provides totals across all instructional periods for a day, including statistics such as scheduled minutes, absent minutes, unexcused absent minutes, and the most common excuseID (where applicable). This data is then made available on individual students’ Attendance tab (in the Chronic Absenteeism Information section), and can be pulled into a report using Ad hoc Reporting tools, and is used for other reporting.
Things to know about this quartz job:
- The quart job is set to run at 3:45 am each morning.
- There is no tooling available for accessing this job or for turning it off.
- This quartz job has been through several performance tests and the amount of time needed for the quartz job to do the processing has been minimized. The quartz job is scheduled to run when there are few if any active users utilizing the system, so the impact on performance is minimal.
Manually Trigger Attendance Calculation Update
For up-to-the-minute attendance information, manually trigger an attendance refresh. When manually run BEFORE 11am, the current day's attendance data is NOT included. When manually run AFTER 11am, the current day's attendance data is included.
- Select the Calendar(s) for which to process attendance updates. Calendars can be selected by the active year, by school or by year.
- Click the Submit to Batch button. The Attendance Aggregation Refresh tool processes and is listed in the Batch Queue list. When it is completed, a report that lists the calendars that were updated is available by clicking the Get the Report link in the Batch Queue list.
Attendance Aggregation Refresh ReportThe Refresh tool updates the following attendance fields:
- Date
- Last Modified Date
- Scheduled Minutes
- Absent Minutes
- Unexcused Absent Minutes
- Most Common Excuse ID
Aggregation Table Information in Ad hoc Reporting
Attendance Aggregation fields are available in the Query Wizard for Student Data Types. The fields are available within the Attendance > Attendance Day Aggregation folder.
Aggregation Fields in Ad hoc Reporting
