Tool Search: Attendance Data Mart

Data Marts provide a way for states and districts to federally report on a variety of student data collections. The information stored in a data mart is collected by a snapshot and cannot be altered. Each data mart follows the same validation and authentication workflow process to allow for corrections to be made to student information fields before final sign-off and submission to federal reporting.

The BIE Attendance Data Mart is used to collect and store student chronic absenteeism records for federal reporting. This tool relies on aggregated attendance records and does not include same-day or future dated attendance marks.

Before you start, consider the following:

On a nightly basis, an attendance aggregation processing job runs at the district-level to update the aggregated attendance data to include the prior days attendance. 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, districts should periodically run the Attendance Aggregation Refresh tool.

The BIE Graduation Rate Data Mart tool is available in both BIE District Edition and NASIS State Edition sites. However, the Authentication Snapshot is only available to State Edition users.

BIE Attendance Data Mart Editor

Tool Rights

Read - View the BIE Attendance Rate Data Mart tool.
Write - Generate snapshots and reports using the BIE Attendance Rate Data Mart tool.
Add- N/A
Delete - N/A

Users must have tool rights to both the BIE Attendance Rate Data Mart tool and its validation / authentication sub-tools. Users with Read rights to the BIE Attendance Rate Data Mart tool will receive a notification in their Process Alerts when either a snapshot or report has finished processing. Only BIE State Edition users can generate an Authentication Snapshot. The Authentication Snapshot sub-right is ONLY available in NASIS State Edition sites.

For more information about Tool Rights and how they function, see the Tool Rights article.

BIE Attendance Data Mart Logic

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School and Calendar:

Calendar Type must be marked as BIE Type I: Instructional to report.
Calendar must NOT be marked excluded.
Chronic absenteeism must be calculated for a calendar to report.
Calendar Grade Levels must be mapped to BIE Grade Level Code (KG-12).
Requires DIS be enabled for data to sync and reporting to complete in both District and State Edition.
Calendars having 10 or fewer days where Attendance is marked are excluded.

Student:

Enrollment must NOT be marked as BIE enrollment type of 3: Public Enrolled or the student will not report.
Enrollment start date must NOT EQUAL enrollment end date.
Enrollment must NOT be marked as No Show.
Enrollment must NOT be marked BIE Exclude.
Student MUST have a NASIS ID to report.
Student MUST be enrolled into a grade level mapped to one of the BIE Grade Level Codes (KG-12).
Student MUST be scheduled into one or more instructional periods for at least one day.
If a student is enrolled into multiple calendars within the same school, BIE Attendance Data Mart calculations will aggregate a student's attendance across all calendars.

Snapshot:

Only one validation snapshot will be retained for a school. The existing snapshot will be overwritten each time a new snapshot is generated.
Only one authentication snapshot will be retained for a school. The existing snapshot will be overwritten each time a new snapshot is generated. This snapshot type is only available in State Edition sites.

Understand Attendance Calculations

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Chronic Absenteeism Calculations

Per federal guidelines, chronic absenteeism is calculated by school. Students can be enrolled into multiple calendars within the same school during a school year. The Attendance Data Mart will aggregate student attendance across all calendars for a school.

The following details the federal definition in regards to how a student is considered chronically absent:

A student who is enrolled for at least 10 days in a school and is absent for 10% or more of those days enrolled at that school. This includes:
- Kindergarten through grade 12
- students who were enrolled in the school for at least (a minimum of) 10 school days at any time during the school year.
The un-duplicated number of students absent 10% or more school days during the school year.
- Students are counted once for each school they have an enrollment.
- If a student has multiple enrollments in a school within the same year the following applies:
  - the number of days enrolled on each enrollment record should be added to get the total number of days enrolled at that school in the school year.
  - the number of days absent during each enrollment record should be added together to get the total number of days absent at that school in the school year.
  - the above two calculations should be done prior to calculating if the student was absent for 10% or more of the total days enrolled at that school.
A student is not considered to be absent for school/instruction related activities (i.e. field trips).
A full day absence is calculated by identifying those students who are gone for at least half of their scheduled day.

Aggregate Attendance Calculations

The following aggregate attendance logic applies for chronic absenteeism attendance to calculate. A student who's 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

Lunch minutes, exempt minutes and future dated attendance records are not included in aggregate attendance calculations.

SUM the total number of minutes the student is absent (Status = Absent; Excuse = Excused, Unexcused or Unknown).
- This calculates 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.

Standard Day is not considered in chronic absenteeism calculations.

The Attendance Aggregation Quartz Job only considers attendance taken the previous calendar day marked attendance and does not look at calendar and course attendance changes further in the past (anything outside of the previous calendar day). Users should consider manually triggering the attendance aggregation calculation using the Attendance Aggregration Refresh tool for reasons such as:

Unforeseen school closures (i.e. weather) did not get updated in the calendar until a later date in time. This is done by removing the mark from the Attendance check box on the Days tab in the Calendar.
A course was updated to take attendance where previously student attendance had not been collected.

Data Mart Workflow

Additional information regarding the process and workflow of a Data Mart can be viewed in the Data Mart Workflow article.
All Data Marts follow a two-step Validation and Authentication process. By following this process, student data can be reviewed and corrected before it is submitted on for federal reporting.

Generate a Snapshot

Snapshots are the student data collection method data marts use to capture specific data points (first name/last name, gender, etc.) at a particular moment in time and build them into a data table. Student information captured by a snapshot is static and will not be reflective of real-time changes made in the user interface where the data fields live.

For each school included in the snapshot, one data table is built. A school must have at least one eligible calendar for a snapshot to generate. This process can be done for one to multiple schools at a time; however, processing time may vary when more than one school is selected.

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The Authentication Snapshot is only available to State Edition users.

BIE Attendance Data Mart Snapshot Editor

Select Snapshot from the BIE Attendance Data Mart Editor.
Select a Snapshot Type: Validation or Authentication. District Edition sites automatically default to Validation therefore no selection is required.
Select a School Year.
Select a pre-created Ad Hoc filter from the School Selection Filter. (Optional) This field is only available in State Edition.
Select one or multiple schools. One snapshot will generate per school.
Select Generate. Notification will be sent to Process Alerts when the snapshot is done processing.

Consider generating a new snapshot when (but not limited to):

Corrections were made to student attendance affecting the amount of days the student was present/absent.
Changes were made to the calendar - instructional days added/removed because of unforeseen events (i.e. weather).
A length of time has passed from when the last snapshot was generated and a final authentication report is ready for submission.

*Snapshots can be generated as needed; however, a history of snapshots will not be stored and data from the previous snapshot will be overwritten when a new snapshot is generated.

Snapshot Editor Field Descriptions

Field	Description
Snapshot Type (State Edition only)	This field determines the type of snapshot to generate. Validation captures the records from the user interface and builds a data table. A validation snapshot is required before an authentication snapshot can be generated. After generating the validation snapshot use the validation report to review the data. Authentication is a copy of the data collected from the most recent validation snapshot and is used for federal reporting submission. After generating the authentication snapshot use the authentication report for final sign-off and submission. Consider generating a final validation snapshot before the authentication snapshot is generated. This will ensure any changes made during the validation process are captured and all correct information is submitted for final reporting.
School Year	Identifies the year the snapshot is capturing and collecting attendance data from.
School Selection Filter (Ad hoc) (State Edition only)	Allows for the selection of an ad hoc filter to filter down to a pre-defined list of schools.
School	Allows for the selection of one or multiple schools. Snapshot processing time may vary if more than one school is selected. Use the search field located at the top of the school list to search for a specific school. Only one snapshot will be generated and stored per school.
Count of Selected Schools	Displays a numeric value for the amount of schools that have been selected to be included in the snapshot.
Select All	Selects all, or deselects all schools across all pages to be included in the snapshot.
View Selected	Displays a view-only side panel with a listing of all the schools selected for the snapshot.
Generate	Select after all other required field selections have been made. A report is not automatically produced when a snapshot has finished generating. Refer to the Report section for further details. Campus does not retain a history of snapshots. When a new snapshot is generated, data from the previous snapshot will be overwritten. Users may choose to generate a new snapshot as corrections are being made to various areas of student information.
Reset	Returns screen to original defaults.
Back	Returns user to the BIE Attendance Data Mart editor screen.

Notifications

Users with Read access to the BIE Attendance Rate Data Mart tool will receive notifications in their Process Alerts when:

A snapshot has been submitted. Only the user who submitted the snapshot will receive this notification. A notification report displays by clicking on the message link.
A snapshot (validation or authentication) has been submitted and has completed syncing. To view the data captured by the completed snapshot, a report must be generated.
A report is available. If a user selected Submit to Batch Queue to generate the report (validation or authentication), a notification will display when it is ready to view. Click the message link to view the report. The report can also be retrieved from the data mart's Report tool.
An error has prevented a record from syncing to the state. The DIS Sync error can be further reviewed in the Error Log under System Administration > Data Interchange.
- Errors can not be corrected in the snapshot. If a correction is needed, it must be made in the location the data is entered. Generate a new snapshot to sync the corrected record.
- If a record failed to sync, only that record is affected and will not prevent other records from syncing.

Notifications

Generate a Report

Generate a report for a specific school and school year to review or authenticate the student information captured by the snapshot. Only one school and school year may be selected at a time.

A sign-off page appends to the end of the printed PDF version of the Authentication Report.

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The BIE Attendance Data Mart report includes personally identifying student information including NASIS IDs.

BIE Attendance Data Mart Report Editor

Select Report from the BIE Attendance Data Mart Editor.
Select a Snapshot Type.
Select a School Year.
Select a school. This does not allow for selection of more than one school.
Select Generate Now or Submit to Batch Queue from Report Processing.
- If Submit to Batch Queue is selected, a Process Alerts notification will be sent to the user's Message Center when the report is ready to view.
Select Report Format (CSV or PDF). The Signature Page will only print when PDF is selected for the Authentication Report.
Select Generate.

Report Editor Field Descriptions

Field	Description
Snapshot Type	Determines which table to generate the report from (Validation or Authentication). Only the Validation Report can be used with the Validation Snapshot. Only the Authentication Report can be used with the Authentication Snapshot.
School Year	Identifies the school year the chronic absenteeism attendance is based from.
School	Allows for the selection of a single school to view the data records captured by the snapshot.
Output Options
Report Processing	Determines if the report should be generated now or processed at a later time. If Batch Queue is selected, users will receive a notification in their Process Alerts inbox when the report is ready.
Format Type	Select Report Format (CSV or PDF). The Authentication Signature page only appends when the Authentication Report is generated in PDF format. This report returns a high amount of data points. Users may find it easier to review in CSV format first.

Report Example

Attendance Data Mart Validation Report - PDF Format

BIE Attendance Data Mart Authentication Signature Page - PDF

BIE Attendance Data Mart Reported Fields

Field

Description

Location

Authentication Date

The date and time when the BIE Attendance Data Mart snapshot was authenticated for the school.

N/A

Validation Date

The date and time of the last BIE Attendance Data Mart validation snapshot for the school.

N/A

NASIS ID

The unique identifier for the student.

Census > People > Demographics > NASIS ID

Database:
person.otherID

Last Name

CSV Only

Reports the student's last name.

Census > People Identities > Current Identity > Last Name

Database:
identity.lastName

First Name

CSV Only

Reports the student's first name.

Census > People Identities > Current Identity > First Name

Database:
identity.firstName

Middle Name

CSV Only

Reports the student's middle name.

Census > People Identities > Current Identity > Middle Name

Database:
identity.middleName

Suffix

CSV Only

Reports the suffix of the student's name.

Census > People Identities > Current Identity > Suffix

Database:
Identity.suffix

Birth Date

CSV Only

Reports the student's date of birth.

Census > People > Identities > Current Identity > Birth Date

Database:
Identity.birthDate

Gender

CSV Only

Reports the student's sex.

Census > People > Identities > Current Identity > Gender

Database:
student.gender

Grade

CSV Only

Reflects the student's instructional grade of their latest enrollment for all calendars within the school for the school year.

Student Information > General > Enrollment > Grade

Database:
enrollment.grade

Federal Days Absent

Reports the total number of days a student is considered to be chronically absent within the school. Further information regarding the Federal Days Absent logic can be found in the Chronic Absenteeism section of this article.

Calculated

Federal Percent Absent

Reports the students percentage of chronic absenteeism.

The following calculation is used:
(Federal Days Absent / Scheduled Days) * 100 = Federal Percent Absent.

Calculated

Chronically Absent

Reports 'Yes' if the student is considered to be chronically absent.
Reports 'No' if the student is not considered to be chronically absent.

Calculated

Count Date Enrollment

CSV Only

Identifies if the student had an active enrollment at the time of the Count Date - October 1. October 1 must be marked Instructional to be considered the Count Date for the calendar for the school year. If October 1 falls on a non-instructional day, such as a weekend, the next calendar day marked Instructional is considered the Count Date for calendar for the school year.

Reports 'Y' if the student had an active enrollment on the Count Date. Otherwise, 'N' reports.

Student Information > General > Enrollments > Start Date/End Date

Database:
Calculated

Primary Disability
CSV Only

Reports the student's primary disability from their latest plan of the selected school year. A plan is eligible if the plan dates overlap the student's primary enrollment start and end dates.

The following LOCKED BIE plan types will report:

BIE IEP
BIE IEP with Transition

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Primary Disability

Database:
planstate.disability1

Special Ed Setting
CSV Only

Reports the student's Special Ed Setting from their latest plan of the selected school year. A plan is eligible if the plan dates overlap the student's primary enrollment start and end dates.

The following LOCKED BIE plan types will report:

BIE IEP
BIE IEP with Transition

Student Information > Special Ed > General > Documents > Plans > Enrollment Status > Special Ed Setting

Database:
planstate.specialEdSetting

English Learner
CSV Only

The English Learner (EL) Code populates when when the student meets one of the following conditions.

'Not EL' reports if:

the student's program status is not EL
the student's program status is not Exited EL

If...	Reports as...
The following logic is used to determine the temporary reporting window: Active EL Window Start is the Identified Date Active EL Window End is the Fourth Year Monitoring Date
Student's Program Status equals EL OR the student's Program Status equals exited EL with an exit date AFTER the temporary reporting window.	EL
Student Program Status = Exited EL AND the First Year Monitoring Date is on or within the reporting window	1st Year Monitoring
Student Program Status = Exited EL AND the Second Year Monitoring Date is ON OR WITHIN the Reporting Window	2nd Year Monitoring
Student Program Status = Exited EL AND the Third Year Monitoring Date ON OR WITHIN the Reporting Window	3rd Year Monitoring
Student Program Status = Exited EL AND the Fourth Year Monitoring Date ON OR WITHIN the Reporting Window	4th Year Monitoring
Student did NOT meet any of the above conditions	NOT EL

Student Information > General > Program Participation > English Learners (EL) > Program Status

Student Information > General > Program Participation > English Learners (EL) >

Fourth Year Monitoring

Database:
Calculated

Economic Disadvantaged
CSV Only

Reports a status of Y.

N/A

Migrant
CSV Only

Reports a status of N.

N/A

Homeless
CSV Only

Reports the student's homeless status of the Homeless Nighttime Residence field from the last year of their enrollment within the cohort.

Student Information > General > Enrollment > Service Type

Student Information > General > Enrollment > BIE Reporting > Homeless Nighttime Residence

Database:
bie.homelessNighttimeResidenceBIE

Foster Care
CSV Only

Reports the student's BIE foster care status for the selected school year.

Otherwise, 'N' reports.

Student Information > Program Participation > BIE Foster Care > Start Date

Student Information > Program Participation > BIE Foster Care > End Date

Race/Ethnicity
CSV Only

Reports the student's race/ethnicity code tied to their current identity.

Census > People > Identities > Race Ethnicity > Federal Designation

Database:
Identity.raceEthnicity

Military Connection Status
CSV Only

Reports the status of the student's relationship to the military for the selected school year.

Otherwise, 'N' reports.

Student Information > General > Enrollment > BIE Reporting > Military Connected

Database:
enrollmentBIE.militaryConnected

Section 504
CSV Only

Reports the student's 504 plan status.

Otherwise, 'N' reports.

Student Information > Program Participation > BIE Section 504 > Start Date

Student Information > Program Participation > BIE Section 504 > End Date

Tribe
CSV Only

Reports the tribal code of the tribe the student belongs to.

Student Information > General > NASIS > Tribe

Database:
nasis.tribalCode

BIE Enrollment Type (ISEP Status)
CSV Only

Reports the student's BIE Enrollment Type for the school year selected.

Student Information > General > Enrollment > BIE Reporting > Enrollment Type

Database:
bie.stateAidBIE

BIE District Number
CSV Only

Reports the BIE District Number of the District tied to the reporting school.

System Administration > Resources > District Information > BIE District Number

Database:
District.groupNumber

BIE Group Number (State School Number)
CSV Only

Reports the BIE Group Number of the reporting school.

System Administration > Resources > School > BIE Group Number

Database:
School.groupNumber

BIE Attendance Data Mart

BIE Attendance Data Mart Logic

School and Calendar:

Student:

Snapshot:

Understand Attendance Calculations

Chronic Absenteeism Calculations

Aggregate Attendance Calculations

Data Mart Workflow

Generate a Snapshot

Snapshot Editor Field Descriptions

Notifications

Generate a Report

Report Editor Field Descriptions

Report Example

BIE Attendance Data Mart Reported Fields

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