Chronic Absenteeism Report (Nevada)

Tool Search: Chronic Absenteeism Report

The Chronic Absenteeism Report provides information about a school’s chronic absenteeism rate for Nevada School Performance Framework (NSPF) reporting. Both Federal and State guidelines/calculations are included.

Before You Begin

Districts should run the Attendance Aggregation Refresh tool for all calendars after taking a release that includes Campus.2351. This updates attendance output for Chronic Absenteeism. Once this is done, the tool runs automatically each night.

Attendance information is updated when the Attendance Aggregation Refresh (AAR) tool's quartz job runs at 3:45 am each morning. The quartz job recalculates and updates the Attendance Day Aggregation table from which the Chronic Absenteeism calculation is derived.

If you need up-to-the-minute attendance information, use the Attendance Aggregation Refresh (AAR) tool to trigger an attendance refresh manually. When manually run BEFORE 11 am, the current day's attendance data is NOT included. When manually run AFTER 11 am, the current day's attendance data is included. 

Image of the Chronic Absenteeism Report Editor.Chronic Absenteeism Report Editor

Report Logic

Students are included in the report when: 

  • They have primary enrollment(s) in the selected calendars that begin on or before the Effective Date selected on the extract editor.
  • The Start Status on the enrollment is one of those selected on the extract editor.
One record reports for each school in which a student is enrolled.
  • A student who has multiple enrollments in the same school reports one record, but the total number of enrolled days is calculated across all enrollments.
  • Records that meet and do not meet the chronic absenteeism criteria are included as long as the student is enrolled for at least one day.
The report can be run against a district’s active year and any prior year.
Attendance occurring any time on and before the effective date is counted.
  • Enrolled days are distinct.
    • If overlapping enrollments exist, the day will be counted for attendance only once.
    • Attendance is calculated from the primary enrollment for the overlap date.
  • Student Absent Attendance calculation:
    • Sum of minutes scheduled.
    • Minus minutes absent as related to the selected State Attendance code(s) as mapped to Local Attendance Codes and assigned to students.
    • Student is counted as 'Present' if the value is less than ½  the scheduled day.
    • Student is counted as 'Absent' if the value is greater than or equal to ½ the scheduled day.
  • Minutes are counted as 'Absent' if the Local Student Attendance Codes assigned to a student are mapped to the selected State Attendance Codes for the Ed Facts and NV State Chronic Absenteeism Calculations.
  • Attendance is only counted when the Course is marked as 'Attendance'.
  • When the student’s section is marked as cross-site, and the Exclude Cross-Site Data checkbox is marked on the extract editor, the cross-site section enrollment does NOT count toward attendance.
If a school is marked as CEP, all students count as FRL = Y in the report, regardless of an active FRAM record.
If a school is marked as Provision II and the calendar end year in the report exceeds one year from the provision base year, all students count as FRL = Y, regardless of an active FRAM record.
With the release of Campus.2319, two new fields were added to the AttDayAggregation table, 'stateAbsentMinutes' and 'customAbsentMinutes'. When the 'sp_NV__SummarizeAttendance' attendance calculation is run (Attendance Office > Settings > Attendance Aggregation Preferences > Aggregation Calculation), the two new fields populate the table for use in the Nevada attendance calculation in the Chronic Absenteeism Report.  
TermDefinition
Chronic AbsenteeismStudents are considered chronically absent when marked absent for 10% or more of their scheduled school days.

The Federal Chronic Absenteeism calculation is the student's day absent (for 50% or more of scheduled minutes) divided by the student's scheduled days.
Ed Facts Chronic Absenteeism

Students are considered chronically absent when marked absent for 10% or more of their scheduled school days, with absences tied to specific NV State Attendance Codes. 


See State Mapped Attendance Codes below
Nevada State Chronic Absent Attendance

Students are considered chronically absent when marked absent for 10% or more of their scheduled school days, with absences tied to specific NV State Attendance Codes. 


The only difference from the Ed Facts Chronic Absenteeism calculation is that the 'MDP: Medical Professional Excuse Provided' state attendance code is excluded.

See State Mapped Attendance Codes below.

Report Editor

FieldDescription

Effective Date

Defaults to the current date. Attendance reports for the school year in which the Effective Date falls and includes attendance information through the end of the previous school day. 


Please note that the report does NOT include all of the calendar days until the end of the year.

Format

Determines how the report displays.

  • Comma Separated (CSV)
  • HTML

Enrollment Start Status

Select which Enrollment Start Status will be included in the report. CTRL-click or SHIFT-click to select multiple.

Ad Hoc Filter

Select an Ad Hoc filter to limit report results to those that meet filter requirements.

Filter By

The report can be filtered using the following options:

  • Calendar – Select specific calendars.
  • School – Select specific schools.
  • District – Includes all applicable schools in the district

Select District instead of All Schools or All Calendars for a given year.

Exclude Cross- Site DataCross-site section enrollment data is not included in the report when checked.
  • Cross-site enrollment functionality must be enabled at the district level for the checkbox to display.
  • Defaults to checked.

Calendar Selection

Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, school name, or year.  

Generate Extract

Select to generate the report immediately.

Submit to Batch
Select to generate the report at a later time. For additional guidance, see the Batch Queue article.

Generate the Report

  1. Enter the desired Effective Date.
  2. Select the desired Format. 
  3. Select the appropriate Enrollment Start Statuses.
  4. Select an Ad hoc Filter if desired.
  5. Select the appropriate Filter By option.
  6. Based on the Filter By option, choose the desired Calendars or Schools.
  7. Click Generate Extract to display the report's results immediately, or click Submit to Batch to generate the report later.

Image of the Chronic Absenteeism Report in HTML format.Chronic Absenteeism, HTML Format

Image of the Chronic Absenteeism Report in CSV format.Chronic Absenteeism, CSV Format

Report Layout

Data Element

Description

Location
District NumberThe District number on the student's enrollment.School & District Settings > District > District Information > State District Number
District.number
School CodeThe District Number and School Number on the student's enrollment.
  • If the State School Number is 5 or 6 digits, it reports as entered in the UI.
  • If the State School Number is fewer than 5 digits, it reports as Master District Code concatenated with the State School Number.

School & District Settings > Schools > School Information > State School Number


School & District Settings > District > District Information > Master District Code


Not dynamically stored

District NameThe District Name on the student's enrollment.School & District Settings > District > District Information > Name
District.name
School NameThe School Name on the student's enrollment.School & District Settings > Schools > School Information > Name
School.name
State Unique IDThe student's State ID.Demographics > Student State ID
Person.stateid
Last NameThe student's last name.Demographics > Last Name
Identity.lastname
First NameThe student's first name.Demographics > First Name
Identity.firstname
Grade LevelThe student's grade level.
Alphanumeric, 2 characters

Enrollments > Grade


Enrollment.grade


System Administration > Calendar > Grade Levels > State Grade Level Code

Ethnicity

The student's ethnicity. The following codes report.

  • A - Asian
  • B – Black or African American
  • C - Caucasian
  • H - Hispanic    
  • I – American Indian or Alaska Native
  • M – Two or more races
  • P - Native Hawaiian or Other Pacific Islander

Alphanumeric, 1 character

Demographics > State Race Ethnicity
Identity.raceEthnicity
GenderThe student's gender.
Alphanumeric, 1 character
Demographics > Gender

Identity.gender
IEP Status

Indicates the student's IEP status.

  • If IEP Status is Yes, Y reports.
  • If IEP Status is No, N reports.

A student is considered Special Ed if they have an active and locked IEP as of the effective date.


Alphanumeric, Y or N

Special Ed > General > Documents > Plan > Education Plan > IEP



Enrollment.specialEdStatus
EL Status

Indicates whether the student was assigned EL status. A student is considered EL if they have an active EL Program Status of EL as of the Effective Date selected on the extract editor.



Alphanumeric, Y or N

English Learners (EL) > EL > Program Status, Identified Date, Program Exit Date

Lep.programStatus
Lep.identifiedDate
Lep.exitDate
EL Four Years Exited < = 4 Years

Indicates whether the student exited the EL program less than or equal to four years ago.


Y reports if the Effective Date is greater than the Program Exit Date AND less than or equal to the 4th year Monitoring Date on the student’s most recent EL record. Otherwise, reports.


Alphanumeric Y or N

English Learners (EL) > EL > Program Status, Identified Date, Program Exit Date

Lep.programStatus
Lep.identifiedDate
Lep.exitDate
FRL Status

The student's free/reduced lunch status.


This field reports Y if the student has a FRAM record with an Eligibility of Free or Reduced as of the report's Effective Date. Otherwise, the field reports N.


When a school is marked as CEP under Provision, all students report Y regardless of an active FRAM record.


When a school is marked as Provision II, and the calendar(s) in the report have an End Year that is greater than one year from the Provision Base Year, all students report Y. For example, if the Provision Year for a school is 2020-21 and

  • The report is generated for 2020-21, and this field reports according to the student's eligibility record.
  • The report is generated for 2021-22 or later; this field reports as Y for all students.

Alphanumeric Y or N

FRAM > Eligibility > Eligibility > Eligibility Type > Eligibility
POSeligibility.eligibility
504 Status

Indicates whether the student is assigned a 504 status.


If the student is assigned an active 84 Flag/Program, Y reports. Otherwise, N reports.


Alphanumeric Y or N

Flags


Programs > Program Code



Program.code

Homeless Status

Indicates the student's homeless status. Y reports if the student's Primary Nighttime Residence is populated or the Unaccompanied Youth checkbox is marked. 

Otherwise, N reports.


Alphanumeric Y or N

Homeless > Primary Nighttime Residence
HomelessNV.PrimaryNighttimeResidence
Homeless > Unaccompanied Youth
HomelessNV.UnaccompaniedYouth
Total Days Scheduled

The total number of days the student has a course scheduled within the school.


Days scheduled are instructional days that document attendance where the student takes a course as noted on a student schedule. 


If a student has multiple enrollments in the same school throughout the year, applicable days are added in this field.

Calculated, not dynamically stored
Total Days Enrolled

The total number of days that the student is scheduled. Days enrolled are instructional days that require attendance, as noted on a student's schedule.


If a student has multiple enrollments in the same school/multiple calendars, the days from all enrollments are added together.

Calculated, not dynamically stored
Ed Facts Days Absent

Reports the total number of days a student is considered absent.


If a student had multiple enrollments, SUM all days absent for each enrollment for the personID.


Numeric, XXX

Attendance > Attendance Code

 

AttendanceExcuse > State Code


Calculated, not dynamically stored
Ed Facts Percent Absent

Reports the percentage of Ed Facts chronic absence a student has for the enrollment.


Ed Facts Days Absent / Total Days Scheduled * 100, round to nearest hundredth


Results are truncated to the hundredth place.


Numeric, XX.XX%

Calculated, not dynamically stored
Ed Facts Chronic Absent Indicator

Reports whether the student meets the Ed Facts definition of Chronically Absent. 


Note: Students absent 10% or more of their scheduled school days are considered chronically absent.

Reports Y if Ed Facts Percent Absent is 10% or more.


Otherwise, reports.


Alphanumeric Y or N

Calculated, not dynamically stored
NV State Days Absent

Reports the total number of days a student is considered absent.


If a student had multiple enrollments, SUM all days absent for each enrollment for the personID.


Numeric, XXX

Attendance > Attendance Code


AttendanceExcuse > State Code


Calculated, not dynamically stored.
NV State Percent Absent

Reports the percentage of NV State chronic absence a student has for the enrollment.


NV State Days Absent / Total Days Scheduled * 100, round to nearest hundredth.


Results are truncated to the hundredth place.


Numeric, XX.XX%
Calculated, not dynamically stored.
NV State Chronic Absent Indicator

Reports whether the student meets the federal definition of Chronically Absent. 


Note: Students absent 10% or more of their scheduled school days are considered chronically absent.


Reports Y if NV State Percent Absent is 10% or more. Otherwise, reports N


Alphanumeric, Y or N
Calculated, not dynamically stored.
Federal Days Absent

Reports the total number of days a student is considered absent.


If a student had multiple enrollments, SUM all days absent for each enrollment for the personID.


Chronic Absenteeism is a view on the Student's Attendance tool. The calculated value is not NV-specific.


Numeric, XXX

Attendance > Chronic Absenteeism > Days Absent (Federal)

Calculated, not dynamically stored.
Federal Percent Absent

Reports the percentage of chronic absence a student has for the enrollment.


Federal Days Absent / Total Days Enrolled * 100, round to nearest hundredth.

Chronic Absenteeism is a view on the Student's Attendance Tab. The calculated value is not NV-specific.

Numeric, XXX

Attendance > Chronic Absenteeism > Days Absent (Federal)


Attendance > Chronic Absenteeism > Total Days Enrolled




Calculated, not dynamically stored.
Federal Chronic Absent Indicator

Indicates if a student is chronically absent. Reports Y if Federal Percent Absent is 10% or more.


Otherwise, reports N


If a student has multiple enrollments, complete the following calculation to identify Chronically Absent:

If the Percent Absent is greater than 10%, mark Y.
Alphanumeric, Y or N
Calculated, not dynamically stored.
Total Days District ScheduledReports the total number of days the student is scheduled across all enrollments in the district.

Days scheduled are instructional days that document attendance where the student takes a course as noted on a student schedule.


Counts total days across the district.
Calculated, not dynamically stored.
Total Days District EnrolledReports the total number of days the student is scheduled across all enrollments in the district.

Days scheduled are instructional days that require attendance, where the student takes a course, as noted on a student schedule.


Count total days across the district.
Calculated, not dynamically stored.
Total Calendar Instructional Days
Report the total number of days marked Instructional on the calendar. 

Calendar Setup > Day Setup > Day Detail > Instruction

Calculated, not dynamically stored
Prorated Days Enrolled
Days Enrolled prorated to standard 180-day Calendar.
(180/Total Calendar Instructional Days) * Total Days Enrolled
Calculated, not dynamically stored 
Prorated Days Scheduled
Days Scheduled prorated to standard 180-day Calendar.
(180/Total Calendar Instructional Days)) *Total Days Scheduled
Calculated, not dynamically stored
Prorated Days Enrolled District 
Sum of Prorated Days Enrolled across all enrollments 
Calculated, not dynamically stored
Prorated Days Scheduled District
Sum of Prorated Days Scheduled across all Enrollments.
Calculated, not dynamically stored
Year in School (YIS)Flag indicating if YIS has been met (Y/N).

If Prorated Days Enrolled >= 91, then report ‘Y’. Otherwise, report ‘N’.

Calculated, not dynamically stored
Year in District (YID)Flag indicating if YID has been met (Y/N).

If Prorated Days Enrolled in District >= 91, report ‘Y’. Otherwise, report ‘N’.

Calculated, not dynamically stored 

State-Mapped Attendance Codes

The list below provides the Nevada State Mapped Attendance Codes counted as Absent Days in the Ed Facts and NV State Chronic Absenteeism Calculations, regardless of the Local Status/Excuse combination. The exception is 'MDP: Medical Professional Excuse Provided', which is only considered for Ed Facts—not NV State.

State Code
State Definition
Chronic Absenteeism Calculation(s)
CIRCircumstance - Family circumstance, family business, per-arranged, personal business, or emergencies
Ed Facts - NV State 
CITChild in Transition
Ed Facts - NV State
DOMDomestic - Over 10 days and or unexcused reason for absence
Ed Facts - NV State
JUVJuvenile Detention - Short-term placement in juvenile detentionEd Facts - NV State
MEDMedical - Parent Provided ExcuseEd Facts - NV State
NCUAbsence greater than 3 days - Parent notification sentEd Facts - NV State
RPCRequired Parent ConferenceEd Facts - NV State
RWYRunawayEd Facts - NV State
SUSSuspension - Out of SchoolEd Facts - NV State
SUS2Suspension - Out of School - NRS requiredEd Facts - NV State
TRUTruant - Officer confirmedEd Facts - NV State
UAbsent UnexcusedEd Facts - NV State
UNVUnverified - Absence reason unknownEd Facts - NV State
HDEExcused medical - requires 72 hrs absent via health code for certain health-related situationsEd Facts - NV State
MDPMedical Professional Excuse ProvidedEd Facts
REL
Pre-approved religious absences are allowed up to five full days per school year. Absences after five days WILL count for NV State Calculation.
Ed Facts - *NV State
*ALL days count toward Federal Chronic Absenteeism, but the first 5 days do not count toward NV State Calculation.  
Example: A student has 10 days marked 'REL'. 10 days would count towards Federal, and 5 days would count towards NV State.