Attendance Aggregation Refresh

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.

Screenshot of the Attendance Aggregation Refresh tool.Attendance Aggregation Refresh


Read - 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

Request and Rosters


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 Reset
  • Day Rotation
  • Day Details
  • Multi-Day Events

Day Setup > Day Reset, Day Rotation, Multi-Day Event


Calendar > Days > Instruction, School Day, Attendance

Calendar Information

Modification of Calendar Periods

  • Changes to period start/end times
  • Marking a period as non-instructional (when previously marked as instructional)
  • Marking a period as instructional (when previously marked as non-instructional)
  • Altering Lunch Time minutes

Period Setup > Period Info, Non-Instructional, Lunch Time

 
Values must be entered into the Calendar Period Start and End Time fields.

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.

Perform this task after school hours and for a small calendar set.
  1. Select the Calendar(s) for which to process attendance updates. Calendars can be selected by the active year, by school or by year.
  2. 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.
Screenshot of Attendance Aggregation Refresh report tool and output.Attendance Aggregation Refresh Report

The 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.

Screenshot of Aggregation Table Ad hoc fields.Aggregation Fields in Ad hoc Reporting