CTE Membership Audit Report (Utah)

Last Modified on 04/10/2024 12:57 pm CDT

Tool Search: CTE Membership Audit

The CTE Membership Audit Report allows districts to report CTE student section enrollment attendance and overall CTE student daily attendance.

Screenshot of CTE Membership Audit Report.CTE Membership Audit Report

Reporting Logic

Report on CTE student section enrollment attendance and overall CTE student daily attendance


This report will provide a section record for each section in the year and calendar selected on the top toolbar that has:

  1. Section Editor > Career Technical Education > “Where Taught”) NOT = blank
    OR

  2. When blank on section, the course must have Where Taught field NOT = blank
    OR

  3. When the course to which the section belongs has a State Code that begins in ('30','32','34','35','36','37','38','39','40','41').
    • Scheduling > Courses > Course Info > State Code

Each section record will include a row for each student that has been rostered into the section when:

  1. Student's enrollment tied to the course does not have:
    • No Show = checked on the enrollment
    • State Exclude = checked on the enrollment
  2. This includes students who are rostered into the section for only part of the term (e.g., students whose start date in the course is greater than the term start date).
Attendance from student enrollments with the following are not to be counted:
  • No Show = checked on the enrollment
  • State Exclude = checked on the enrollment
The report can be run against a district’s active year as well as any prior year. 

Generating the Report

  1. Indicate which attendance dates will be used in the report: By Date or By Term.
  2. Indicate how you would like the report to be oriented: Portrait (vertical) or Landscape (horizonal). 
  3. Enter a Term Description (optional, limit 50 characters).
  4. Indicate which students to include in the report by selecting which Teachers and Sections will report data.
    OR
  5. Select specific students using an existing Ad hoc Filter. 
  6. Mark which additional reporting options you would like to include in the report:
    OptionHow It Impacts the Report
    Use District Attendance CodesSelecting this option means district attendance codes are used when determining the status and excuse values reported for a student's attendance per day.
    Screenshot of District Attendance Codes in Extract.
    Print Classroom Monitor Attendance VerificationSelecting this option means classroom monitor attendance is included and reported at the bottom of each course section.
    Screenshot of Classroom Monitor Attendance in Extract.
    Print Period ScheduleSelecting this option means the course section period schedule is included in the report.
    Screenshot of Period Schedule in extract.
    Print District Attendance CodesSelecting this option means district attendance codes defined and included on the report, allowing you to understand how student CTE participation values per day were determined and reported.
    Screenshot of Attendance codes in extract.
  7. Select the Report Format - PDF or DOCX.
  8. To generate the report immediately, click the Generate Report button or generate the report in the background and ensure system performance is not impacted (especially when generating a large amount of data), click the Submit to Batch button. The report will generate in the designated report format. 

Understanding the Report

See the image below an explanation of each report section. The Report Data Elements table also explains each field in detail. 

Screenshot of The Report Data Elements table.Click to view in full screen

Course section totals and a signature field are provided at the end of each reporting course section.

Screenshot of the Course section totals and signature field.

Report Data Elements

Header

Data Element

Description and Logic

Campus UI Location

CalendarIndicates the calendar reporting data. N/A
School AddressReports the address information for the school associated with the selected Calendar. If Address = NULL, report blank.System Administration > Resources > School > Address
Date GeneratedReports the date the report was generated.N/A
Page NumberIndicates the page number for organizational purposes on the report.N/A
Course - SectionReports the course and section number

Course > Course > Course Number

Course > Section > Section Number

TeacherReports the teacherCourses > Staff History > Primary Teacher
Teacher CACTUS IDReports the teacher CACTUS IDCensus > People > Demographics > Person Identifiers > Staff State ID
Date RangeReports the start and end dates selected on the Extract Editor. If dates = NULL, report blank.N/A
Term DescriptionReports the Term Description entered on the Extract Editor. If the Term Description field = NULL, report blank.N/A
PeriodReports the Class Period.Course > Section > Section Schedule Placement
StudentsIndicates number of students included on the report.N/A
Cycle DayReports the name of the Period Schedule.System Administration > Calendar > Calendar > Periods > Name
Core CodeReports the course State CodeScheduling > Courses > Course > Course Information > State Code

Report Fields

Data Element

Description and Logic

Campus UI Location

Student #The student's Local Student Number.Census > People > Demographics > Person Identifiers > Local Student Number
Student NameThe student's Last Name, First Name, Middle Initial.Census > People > Demographics > Person Info > Last Name, First Name, Middle (Initial)
GradeThe student's grade (shown in parenthesis).Student Information > Enrollments > Grade
Attendance Code

Indicates the student's attendance for each day. 

  • # = Course not scheduled
  • Gray Box = Non-school or weekend day
  • - = Student off roll
  • A, U, T = the student's attendance status for that day
System Administration > Attendance > Attendance Codes
M (Membership)

The student's total number of membership days in the course section.

  1. When the student's non-excluded enrollment that was active on the report day has Membership FTE Override = null:
    1. Sums the unique instructional days the student is enrolled during the reporting dates indicated on the extract editor.
  2. When the student's non-excluded enrollment that was active on the report day has Membership FTE Override NOT = null:
    1. Multiplies the membership days by the (School Membership FTE Override field value / 100) when Membership FTE Override is not null.
    2. Rounded up to the next whole number.

Non-excluded enrollment:

  • No Show NOT = checked on the enrollment
  • State Exclude NOT = checked on the enrollment
  • Priority given to the active Primary enrollment to report when both a Primary and non-Primary enrollment are active on the calendar day.
N/A
P (Present)

The total number of days the student was present in the course section.

  1. When the student's non-excluded enrollment*** that was active on the report day has Membership FTE Override = null:

    1. Sums the unique instructional days the student is enrolled where the student had any period in the day not one of the following:

      1. Status = “Absent”

      2. Excuse = “Unknown”, “Excused” or “Unexcused”

  2. When the student's non-excluded enrollment that was active on the report day has Membership FTE Override NOT = null:
    1. Multiplies the actual days attended by the (School Membership FTE Override field value / 100).
    2. Rounded up to the next whole number.

Non-excluded enrollment:

  • No Show NOT = checked on the enrollment
  • State Exclude NOT = checked on the enrollment
  • Priority given to the active Primary enrollment to report when both a Primary and non-Primary enrollment are active on the calendar day.
N/A
T (Tardy)

The total number of days the student was tardy for the course section.

  1. Sums the unique instructional days the student is enrolled during the reporting dates in a non-excluded enrollment indicated on the extract editor where any rostered instructional period in the day is assigned an attendance code with:
    1. Status = “Tardy”
    2. Excuse NOT = “Exempt”

Non-excluded enrollment:

  • No Show NOT = checked on the enrollment
  • State Exclude NOT = checked on the enrollment
  • Priority given to the active Primary enrollment to report when both a Primary and non-Primary enrollment are active on the calendar day.
N/A
AB UNEX (Absent Unexcused)Counts the number of enrolled instructional days during the reporting dates in a non-excluded enrollment indicated on the extract editor where the following is true for the student:

  1. Grade Level Half Day:
    1. When the student's enrollment grade level has (System Admin > Calendar > Grade Levels > Grade Level Detail > Half Day Absence (minutes)) NOT = null:
      1. When the student is absent for >= the value entered into the "Half Day Absence (minutes)" field where their absent code has:
        1. Status = “Absent”
        2. Excuse = “Unexcused” or "Unknown"
  2. Calendar Half Day:
    1. When the student's enrollment grade level has (System Admin > Calendar > Grade Levels > Grade Level Detail > Half Day Absence (minutes)) = null:
      1. When (System Admin > Calendar > Calendar > Half Day Absence (minutes) NOT = null:
        1. When the student is absent for >= the value entered into the "Half Day Absence (minutes)" field on Calendar where their absent code has:
          1. Status = “Absent”
          2. Excuse = “Unexcused” or "Unknown"
  3. Calculated Half Day:
    1. When (System Admin > Calendar > Calendar > Half Day Absence (minutes) = null:
      1. When the student is absent for half or more of the instructional minutes in the day, where their absent code has:
        1. Status = “Absent”
        2. Excuse = “Unexcused” or "Unknown"
  4. Reports the most common absence type between ABS UNEX and ABS EX (one or the other, not both) when student qualifies as absent for the day.
  5. When student is enrolled in the day in < the full number of instructional periods in the day:
    1. Consider the student to be enrolled in the full number of instructional periods (minutes) in the day so that they are not counted as absent if not enrolled in > 240 minutes.

 Non-excluded enrollment:

  • No Show NOT = checked on the enrollment
  • State Exclude NOT = checked on the enrollment
  • Priority given to the active Primary enrollment to report when both a Primary and non-Primary enrollment are active on the calendar day.

System Administration > Calendar > Grade Levels > Grade Level Detail  > Half Day Absence 


System Administration > Calendar > Calendar > Half Day Absence 

ABS EX (Absent Excused)Counts the number of enrolled instructional days during the reporting dates in a non-excluded enrollment indicated on the extract editor where the following are true for the student:

  1. Grade Level Half Day:
    1. When the student's enrollment grade level has (System Admin > Calendar > Grade Levels > Grade Level Detail > Half Day Absence (minutes)) NOT = null:
      1. When the student is absent for >= the value entered into the "Half Day Absence (minutes)" field where their absent code has:
        1. Status = “Absent”
        2. Excuse = “Excused”
  2. Calendar Half Day:
    1. When the student's enrollment grade level has (System Admin > Calendar > Grade Levels > Grade Level Detail > Half Day Absence (minutes)) = null:
      1. When (System Admin > Calendar > Calendar > Half Day Absence (minutes) NOT = null:
        1. When the student is absent for >= the value entered into the "Half Day Absence (minutes)" field on Calendar where their absent code has:
          1. Status = “Absent”
          2. Excuse = “Excused”
  3. Calculated Half Day:
    1. When (System Admin > Calendar > Calendar > Half Day Absence (minutes) = null:
      1. When the student is absent for half or more of the instructional minutes in the day, where their absent code has:
        1. Status = “Absent”
        2. Excuse = “Excused”
  4. Reports the most common absence type between ABS UNEX and ABS EX (one or the other, not both) when student qualifies as absent for the day.
  5. When student is enrolled in the day in < the full number of instructional periods in the day:
    1. Consider the student to be enrolled in the full number of instructional periods (minutes) in the day so that they are not counted as absent if not enrolled in > 240 minutes.
Non-excluded enrollment:
  • No Show NOT = checked on the enrollment
  • State Exclude NOT = checked on the enrollment
  • Priority given to the active Primary enrollment to report when both a Primary and non-Primary enrollment are active on the calendar day.

System Administration > Calendar > Grade Levels > Grade Level Detail  > Half Day Absence 


System Administration > Calendar > Calendar > Half Day Absence 

Off RollReports the sum of days the student was not enrolled in the course section.N/A
Section TotalsReports the sum of all M, P, T, ABS UNEX, ABS EX, Off Roll for all students in the course section.N/A


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