Tool Search: Adverse Attendance Conditions

The BIE Adverse Attendance Conditions Report allows states to report the impact adverse weather and road conditions have on student attendance. The information provided by this report may assist with federal funding procurement and distribution, busing changes, and other necessary transportation changes to meet the needs of students affected by adverse weather and road conditions.

This report only considers students absent 50% or more of their scheduled school day with an attendance record tied to the following BIE Attendance Codes:

AWC: Adverse Weather Conditions
ARC: Adverse Road Conditions

The BIE Adverse Attendance Conditions Report is only available in BIE State Edition sites.

Screenshot of the BIE Adverse Attendance Conditions report editor. BIE Adverse Attendance Conditions Report

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Report Logic

This report uses the following logic:

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Students:

Student has a primary enrollment in the reporting calendar.
Student must have a NASIS ID.
Enrollment must not marked BIE Exclude.
Enrollment must not be marked No Show.
Enrollment Start Date and End Date must not be the same.
Attendance must have been included in the Aggregated Attendance calculations.
Unlike other BIE reports, the report will include all students (regardless of their enrollment type), assuming all other criteria have been met.

School/District:

Attendance Codes are mapped to BIE Attendance Codes ARC and AWC for all calendars
DIS is enabled and synced

Calendar:

Calendar must be marked as BIE Type I:Instructional.
Aggregate attendance MUST be calculated for the calendar to be included in the reporting.
Calendars marked as 'Excluded' do not report.
Calendar dates falling outside the date range entered in the BIE Adverse Attendance Conditions editor are not reported.
Calendars where one or fewer days are marked 'Instruction' do not report.

Aggregate Attendance Calculation:

The following aggregate attendance logic applies to adverse attendance calculations. A student whose attendance has not been aggregated will not be included in the reports.

For each day a student is enrolled, aggregate attendance calculations will:

SUM the total number of minutes the student is scheduled (rostered). The following requirements must be met for scheduled minutes to be included in aggregate attendance calculations:
- Course must be marked for attendance.
- The period must be instructional.
- The day must be marked for attendance.

The aggregate attendance calculations do not include lunch minutes, future-dated attendance records, and exempt absences.

SUM the total number of minutes the student is absent (Status = Absent; Excuse = Excused, Unexcused or Unknown).
- This is calculated by subtracting the Present minutes on the period from the total number of absent minutes
SUM the total number of days the student is scheduled (rostered).

Comparing the total number of minutes the student is scheduled for a day against the total number of minutes the student is absent for a day, federal days absent is identified as the number of days a student is more than 50% absent.

Attendance calculations for this report will be aggregated for students who have an enrollment in multiple calendars.

Generate a Report

Before you start, consider the following.

District-level data is automatically synced to the state weekly. To capture attendance changes between syncs, a state administrator might consider manually running the Resync State Data tool to reflect more up-to-date data in attendance reports and chronic absenteeism calculations.
On a nightly basis, an automated attendance aggregation job processes the prior day's attendance and recalculates the chronic absenteeism fields for each student. Because this job only looks at changes made to attendance fields the day prior, backdated attendance changes may not be included. To ensure all attendance data (including any backdated changes) are included in the attendance aggregation, recommend to your districts they periodically run the Attendance Aggregation Refresh tool.

If both tools are used to reflect the most up-to-date attendance at the state level, Attendance Aggregation Refresh should be run first followed by the Resync State Data tool.

Select a Report Type from the two options available.
- Summary: Provides the statistical information needed to procure funding and is used to submit to federal agencies.
- Detail: Provides necessary student demographic information (name, grade, NASIS ID, etc.).
Select one or both Attendance Codes.
Enter a start date and end date for the Report Date Range. If no date is entered, the earliest calendar start date and latest calendar end date (among all selected calendars across all schools) will apply.
Select a School Year. The year will default to the year identified in the toolbar.
Select one to multiple schools from the school list under School.
Select Generate Report or Submit to Batch. Depending on the Report Type selected, the following formats are used:
- Report Type:
  - Summary: Report generates in PDF
  - Detail: Report generates in CSV

Summary Report

The Summary Report provides statistical information necessary to procure federal funding. All calculations in the report are representative of student counts and attendance marks identified within the report date range entered.

Screenshot of an example of the BIE Adverse Attendance Conditions Summary Report. BIE Adverse Attendance Conditions Summary Report

Understanding the Summary Report

Only students marked absent with the BIE Attendance codes ARC and/or AWC for 50% or more of their scheduled day are included in report totals. If a student is enrolled in multiple calendars, attendance will be aggregated across all calendars.

Field	Description	Location
School	The name of the reporting school and the BIE Group Number	School & District Settings > Schools > School Information > Name School & District Settings > Schools > School Information > BIE Group Number School.name School.ncesSchoolID
# Days ARC	The total number of instructional days within the reporting window where one or more students have been affected by adverse road conditions. If no students are identified then 0 reports.	Calculated field
# Student Affected ARC	The total number of students affected by adverse road conditions within the report date range. If no students are identified then 0 reports.	Calculated field
% ARC	The percentage of instructional days affected by adverse road conditions within the school. *Calculation:* # Days ARC / Total Instructional Days	Calculated field
# Days AWC	The total number of instructional days within the reporting window where one or more students have been affected by adverse weather conditions. If no students are identified then 0 reports.	Calculated field
# Student Affected AWC	The total number of students affected by adverse weather conditions within the report date range. If no students are identified then 0 reports.	Calculated field
% AWC	The percentage of instructional days affected by adverse weather conditions within the school. *Calculation:* # Days AWC / Total Instructional Days	Calculated field
# Days Adverse Absent	The total number of instructional days within the reporting window during which one or more student(s) have been affected by adverse road and weather conditions.	Calculated field
% Adverse Absent	The percentage of instructional days affected by adverse road AND weather conditions for the school. *Calculation:* #Days Adverse Absent/total Instructional Days	Calculated field

Detail Report

The Detail Report provides schools with individual student information so necessary changes can be made for the students whose attendance is affected by adverse weather and road conditions.

Screenshot of an example of the BIE Adverse Attendance Conditions Detail Report. BIE Adverse Attendance Conditions Detail Report

Understanding the Detail Report

The report includes only students marked absent with the BIE Attendance codes ARC and/or AWC for 50% or more of their scheduled day.

Field	Description	Location
School	Reports the school name and BIE Group Number	School & District Settings > Schools > School Information > Name School & District Settings > Schools > School Information > BIE Group Number School.name School.ncesSchoolID
NASIS ID	Reports the student of record's NASIS ID.	Census > People > Demographics > NASIS ID Person.otherID
# Days ARC	The total number of instructional days within the reporting window during which the student has been affected by adverse road conditions (ARC).	Calculated field
% ARC	The percentage of the students' rostered days affected by adverse road conditions (ARC). Calculation: # Days ARC / Total Student Rostered Days	Calculated field
# Days AWC	The total number of instructional days within the reporting window during which the student has been affected by adverse weather conditions (AWC).	Calculated field
% AWC	The percentage of the student's rostered days affected by adverse weather conditions (AWC). *Calculation:* # Days AWC / Total Student Rostered Days	Calculated field
# Days Adverse Absent	The total number of instructional days within the reporting window during which the student has been affected by adverse road and weather conditions (ARC and AWC).	Calculated field
% Adverse Absent	The percentage of instructional days affected by adverse road AND weather conditions (ARC and AWC). *Calculation:* #Days Adverse Absent / Total Instructional Days	Calculated field
Last Name	Reports the student of record's Last Name.	Census > People > Identities > Current Identity > Last Name Identity.lastName
First Name	Reports the student of record's First Name.	Census > People > Identities > Current Identity > First Name Identity.firstName
Birth Date	Reports student's Date of Birth.	Census > People > Identities > Current Identity > Birth Date Identity.birthDate
Gender	Reports the student's gender as M (male) or F (female).	Census > People > Identities > Current Identity > Gender Identity.gender
Grade	Reports the BIE Grade Level Code mapped to the grade level the student is enrolled in.	Student Information > General > Enrollments > BIE Grade Level Code GradeLevel.regionalGrade

BIE Adverse Attendance Conditions Report

Read - Generate and view the BIE Adverse Attendance Conditions Report. Write - N/A Add - N/A Delete - N/A The Tool Rights article provides more information about Tool Rights and how they function.