Tool Search: Early and End of Year Attendance
The Early and End of Year Attendance Collections reports individual student attendance data such as school entry and exit information, the number of days in attendance, number of days absent and general demographic information. This information is then submitted to the Maryland Department of Education for use in attendance, graduation, and dropout rate analysis.
Due Dates
- Early Attendance Collection March-May
- End of Year Collection June - August
Early and End of Year Attendance Collections Extract Editor
Report Logic
- Reports a record for each primary, partial, or special ed enrollment for students with an active enrollment on at least one day from the first instructional/attendance day in the calendar through the End Date selected on the extract editor.
- The day the student had an active enrollment must be marked as an instructional day and an attendance day.
- If a student has multiple enrollments in the district that meet the reporting criteria, a record reports for each enrollment.
- When enrollments in the selected calendar(s) have a value in the home school field, the home school reports as the school.
- Students are NOT included if their:
- enrollment record is marked as State Exclude;
- enrollment record is marked as No Show;
- Grade Level of enrollment is marked as State Exclude; or
- Calendar of enrollment is marked as State Exclude.
| Report Type | Description |
|---|---|
| Early Attendance Collection | The Early Attendance Collection reports data on each student in pre-Kindergarten through grade 12 from the first day of school through the end of the MSA Post test collection for the specified school year. |
| End of Year Attendance Collection | The End of Year Attendance Collection reports data on each student in pre-Kindergarten through grade 12 from the first day of school through the last day of school for the specified school year. |
Report Layout
| Element | Description | Location | ||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| LEA Number | The two-digit designation of the local education agency. Numeric, 2 digits | District Information > State District Number | ||||||||||||||
| School Number | The reporting school's MSDE School Number. The Home School number reports from the student's enrollment. If the Home School field is null, the school number on the school table tied to the enrollment reports. Numeric, 4 digits | Enrollment > Home School School Information > School Detail > State School Number | ||||||||||||||
| State Assigned Student ID (SASID) | The student's state-assigned ID number. Alphanumeric, 10 characters | Demographics > Student State ID | ||||||||||||||
| Local Student ID Number (LASID) | The student's unique, district-assigned ID number. Alphanumeric, 10 characters | Demographics > Student Number | ||||||||||||||
| Last Name | The student's last name. Reports the last name from the current Identity record. Legal Last Name reports. If Legal Last Name is null, the Last Name reports. Alphanumeric, 25 characters | Census > People > Identities > Current Identity > Legal Last Name or Last Name | ||||||||||||||
| First Name | The student's first name. Reports the first name from the current Identity record. Legal First Name reports. If Legal First Name is null, the First Name reports. Alphanumeric, 15 characters | Census > People > Identities > Current Identity > Legal First Name or First Name | ||||||||||||||
| Middle Name | The student's middle name. Reports the middle name from the current Identity record. Legal Middle Name reports. If Legal Middle Name is null, the Middle Name reports. Alphanumeric, 15 characters | Census > People > Identities > Current Identity > Legal Middle Name or Middle Name | ||||||||||||||
| Generational Suffix | Any suffix tied to the student's name. Reports the suffix from the current Identity record. If the Legal First Name and Legal Name are not null, Legal Suffix reports. If the Legal First Name and Legal Middle Name are null, Suffix reports. Alphanumeric, 3 characters | Census > People > Identities > Current Identity > Legal Suffix or Suffix | ||||||||||||||
| Preferred Name | An alternative first name preferred by the student. Alphanumeric, 15 characters | Census > People > Identities > Current Identity > Preferred Name | ||||||||||||||
| Date of Birth | The student's Date of birth. Date field, 8 characters YYYYMMDD | Census > People > Identities > Current Identity > Birth Date | ||||||||||||||
| Grade | The student's grade level. Numeric, 2 digits | Enrollments > Grade | ||||||||||||||
| Gender | The student's gender. M: Male F: Female X: Non-Binary Reports the gender from the current Identity record. Legal Gender reports. If Legal Gender is null, Gender reports. Alphanumeric, 1 character | Census > People > Identities > Current Identity > Legal Gender or Gender | ||||||||||||||
| Hispanic or Latino Ethnicity | Indicates whether the person traces his/her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race. Alpha, 1 character Y or N | Demographics > Race Ethnicity > is the individual Hispanic/Latino | ||||||||||||||
| American Indian or Alaska Native | Indicates whether the person has origins in any of original peoples of North and South America (including Central America) and who maintains cultural identification through tribal affiliation or community attachment. 1 = Yes 0 = No or Null Alpha, 1 character | Demographics > Race/Ethnicity > American Indian or Alaska Native | ||||||||||||||
| Asian | Indicates whether the person has origins in any of original peoples of the Far East, Southeast Asia, or the Indian Subcontinent. This area includes Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, Philippine Islands, Thailand, and Vietnam. 2 = Yes 0 = No or Null Alpha, 1 character | Demographics > Race/Ethnicity > Asian | ||||||||||||||
| Black or African American | Indicates whether the person has origins in any of the black racial groups of Africa. 3 = Yes 0 = No or Null Alpha, 1 character | Demographics > Race/Ethnicity > Black or African American | ||||||||||||||
| Native Hawaiian or Other Pacific Islander | Indicates whether the person has origins in any of original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. 4 = Yes 0 = No or Null Alpha, 1 character | Demographics > Race/Ethnicity > Native Hawaiian or Other Pacific Islander | ||||||||||||||
| White | Indicates whether the person has origins in any of original peoples of Europe, Middle East, or North Africa. 5 = Yes 0 = No or Null Alpha, 1 character | Demographics > Race Ethnicity > White | ||||||||||||||
| Homelessness Status | Indicates whether the student lacks a fixed, regular, and adequate nighttime residence. Alpha, 1 character Y or N | Enrollments > State Reporting Fields > Homeless | ||||||||||||||
| Title I Indicator | Indicates if the student is considered Title 1.
Alphanumeric, 1 character | Student Information > General > Flags OR Enrollment > State Reporting > Home School; AND School Information > School Detail > School History Record OR School Information > School Detail > School History Record AND Flags >Title 1; AND Program Admin > Flags > State Code and state reported | ||||||||||||||
| Free/Reduced Price Meals | Indicates if the student receives free/reduced price meals. If the Migrant element reports Y, then this field reports F. Otherwise, the value reports from the FRAM record as of the end date entered on the extract editor.
Alphanumeric, 1 character | FRAM > Eligibility > Eligibility | ||||||||||||||
| Migrant | Indicates whether the student is considered a migrant. Alphanumeric, 1 character | Enrollment > State Reporting Fields > Migrant | ||||||||||||||
| Foreign Exchange Student | Indicates if the student is considered a foreign exchange student. Y reports if the student is in grades 9-12 and the enrollment Foreign Exchange field is marked. Alphanumeric, 1 character | Enrollment > State Reporting Fields > Foreign Exchange | ||||||||||||||
| Special Education | Indicates the student's special education services. The following values report.
Alphanumeric, 1 character | Special Ed > Documents > IEP > Print Format is MD SPED Date > Detail Editor > Start Date, IEP Closed Date, Exit Code Flags > Flag with a state code of 504 and marked as state reported | ||||||||||||||
| Special Ed End Date | The Date on which special education services ended. This Date reports from the most recent IEP as of the Effective Date entered on the extract editor. Date field, 8 characters YYYYMMDD | Special Ed > Documents > IEP > Special Ed Exit Date | ||||||||||||||
| Special Ed Certificate | Indicates whether the student is on track to receive a MD High School Certificate of Completion. This is required if Special Education Services = Y. Y reports when
Otherwise, N reports. Alphanumeric, 1 character | Student Information > General > Flags Programs Admin > Flags > State Program Type > State Reported (Flag is tied to state program type of certificate and State Reported checkbox is marked) | ||||||||||||||
| ML Status | Indicates whether the student has a primary or home language other than English and has been assessed as having limited or no ability to understand, speak or read English. Reports the student's most recent EL record where the Identified Date is on or before the End Date on the extract editor.
Alphanumeric, 1 character | Program Participation > English Learners (EL) > EL > Program Status | ||||||||||||||
| ML Entry into US Date | Reports the Date when the student began EL services or entered the United States for the first time. Reports from the Date Entered US School field when the EL Indicator is Y or E. OR When the student is an immigrant, reports from the Date Entered US School field when the
If the Date Entered US School field is blank, the Identified Date from the earliest EL record reports. Date field, 8 characters YYYYMMDD | Demographics > Date Entered US Demographics > Date Entered US School Program Participation > English Learners (EL) > EL > Identified Date | ||||||||||||||
| MLBegin Date | The Date when the student's EL services began. Date field, 8 characters YYYYMMDD | Program Participation > English Learners (EL) > EL > Program Start Date | ||||||||||||||
| ML End Date | The Date when the student's EL services ended. The EL End Date reports blank when the EL Status is Y. The Program Exit Date reports when EL Status is E; otherwise this field reports blank. Date field, 8 characters YYYYMMDD | Program Participation > English Learners (EL) > EL > Program Exit Date | ||||||||||||||
| ML ELA Assessment Exempt Status | Indicates whether the student receiving ESOL services in their first year of enrollment in a U.S. school is exempt from the PARCC English/Language Arts assessment and may substitute the required state assessment with the English Language Proficiency Assessment (ACCESS for ELs 2.0). When EL Status = Y, Y reports for student’s in their first year of enrollment in a U.S. School. Otherwise, N reports. Enrollments in Puerto Rico are excluded from consideration as a U.S. School. Students are exempt if they are within 1 calendar year (365 days) of their first day enrolled in a US school. Alphanumeric, 1 character Y or N | Program Participation > English Learners (EL) > EL > Program Status Demographics > Date Entered US School | ||||||||||||||
| Foster Care Status | Indicates whether the student is in foster care. Y reports when the student has an active foster care record as of the report end date selected in the extract editor OR the student’s enrollment end date. Otherwise, N reports. Alphanumeric, 1 character Y or N | Program Participation > Foster Care | ||||||||||||||
| Military Connected Indicator | Indicates whether the student has a parent or guardian in the military. Reports the value populated:
Otherwise, reports blank. Alpha, 1 character | Enrollments > Military Connected Status | ||||||||||||||
| Gifted/Talented | Indicates whether the student has been identified as gifted or talented. Alphanumeric, 1 character Y or N | Enrollments > State Reporting Fields > Gifted/Talented | ||||||||||||||
| Filler | N/A | N/A | ||||||||||||||
| Submission Date | The Date the file was submitted to the state. This field reports the Run Date entered on the extract editor. Date field, 8 characters YYYYMMDD | Run Date field on extract editor | ||||||||||||||
| Entry Status | Indicates the student's Entry Status. Reported values are as follows:
Alphanumeric, 1 character | Enrollments > State Reporting Fields > Start Status Code | ||||||||||||||
| Entry Code | The student's last school affiliation prior to their entry into the current school. If a student has multiple entries, a record for each entry is reported. Alphanumeric, 2 characters | Enrollments > Start Status > Standard Code | ||||||||||||||
| Entry Date | The Date the student entered the reporting school. Date Field, 8 characters YYYYMMDD | Student Information > General > Enrollments > Start Date | ||||||||||||||
| Days Attending | The aggregate number of days the student was in attendance during the current school year (to the nearest half-day). To determine the Days Attending, Campus subtracts the number of days absent as of the the End Date selected on the extract editor from the number of days enrolled. The days enrolled are the number of instructional and attendance days a student is enrolled up to the End Date selected on the extract editor. Numeric, 4 digits | N/A | ||||||||||||||
| Days Absent | The aggregate number of days the student was absent during the school year (to the nearest half-day). Absences are defined by any attendance code tied to a state code of 1-21. When a student's absent minutes equal or exceed the Calendar whole day absence, the student is counted as whole day absent. When multiple different absence codes are used on the same day, the day is only counted once. If the student has an FTE value of 0, 1 or the FTE field is NULL, then Campus calculates the total number of absences for the reporting period based on the values found here: System Administration > Calendar > Calendar > Whole Day Absence Minutes and Partial Day absence Minutes. If the student has a value in the FTE override field on the enrollment, then Campus uses the following logic.
If the student has an FTE value of 1 or the FTE field is null then Campus calculates the total number of absences for the reporting period based on the values found under System Administration > Calendar > Whole Day Absence Minutes and Partial Day absence Minutes. | Enrollment > State Reporting Fields > FTE System Administration > Calendar > Calendar > Student Day Minutes System Administration > Attendance Codes > State Code Student Information > General > Attendance System Administration > Attendance Codes > State Code Student Information > General > Attendance System Administration > Calendar > Calendar > Whole Day Absence Minutes and Partial Day absence Minutes | ||||||||||||||
| Days Not Belonging | The number of days not belonging prior to entry and/or following withdrawal during the current school year (for students with multiple records). When No Show is marked in Attendance, Campus reports the number of days marked as instructional and attendance from the Enrollment Start Date to the End Date selected on the extract editor. Otherwise, when No Show is NOT marked, Campus reports the number of instructional days in the school’s calendar to the End Date selected on the extract editor, MINUS the days absent to the End Date selected on the extract editor AND the days attending to the End Date selected on the extract editor. This calculation is done for each enrollment. Days Attending + Days Absent + Days Not Belonging equals the calendar’s instructional days to the End Date selected on the extract editor. Numeric, 4 digits | Calendar > Calendar >Days > Day > Instructional > Attendance > School Day | ||||||||||||||
| Unlawful Days Absent | The aggregate number of days the student was unlawfully absent during the current school year (to the nearest half-day). Unlawful Absences are defined by any attendance code tied to a state code of 20 or 21. If the student has a value in the FTE override field on the enrollment that is not 1, then Campus uses the following logic.
If the student has an FTE override value of 1 or does not have an FTE override filled out then Campus calculates the total number of absences for the reporting period based on the values found under System Administration > Calendar > Whole Day Absence Minutes and Partial Day absence Minutes. Numeric, 4 digits | Enrollment > State Reporting Fields > FTE System Administration > Calendar > Calendar > Student Day Minutes System Administration > Attendance Codes > State Code Student Information > General > Attendance System Administration > Calendar > Calendar > Whole Day Absence Minutes and Partial Day absence Minutes | ||||||||||||||
| Exit Status | Indicates the student's Exit Status.
The Exit Status reports if the Enrollment End Date is within the report generation Start and End Date. For end of year attendance, if the Enrollment End Date is within the report generation Start and End Dates and the Enrollment End Date is on or after the last day of school, 0 reports. If the Enrollment end date is not null and is on or after the extract editor End Date, 0 reports. When the student's Enrollment End Date is the same as the report extract End Date, 0 reports. Alphanumeric, 1 character | Enrollments > State Reporting > Exit Status Code | ||||||||||||||
| Exit Code | Describes the reason for the student exiting the reporting school. if the Enrollment End Date is within the report generation Start and End Date. For end of year attendance, if the Enrollment End Date is within the report generation Start and End Dates and the Enrollment End Date is on or after the last day of school, 00 reports. If the Enrollment end date is not null and is on or after the extract editor End Date, 00 reports. When the student's Enrollment End Date is the same as the report extract End Date, 00 reports. Alphanumeric, 2 digits | Enrollments > End Status | ||||||||||||||
| Exit Date | Indicates the Date the student exited the reporting school. If the Enrollment End Date is not null, No Show is NOT selected, and the Enrollment End Date is before the extract editor End Date, the next instructional day’s date after the Enrollment End Date reports. 00000000 reports for the following scenarios:
Date Field, 8 characters YYYYMMDD | Enrollments > End Date | ||||||||||||||
| Accountability School | The four-digit code assigned to the school building and only reports in the Early Attendance file.
Numeric, 4 digits | System Administration > Resources > School > Type > 99 Enrollment > Resident School Enrollment > Home School School Information > School Detail > State School number (School at time of enrollment) | ||||||||||||||
End of Year Collection
| ||||||||||||||||
| Promotion Code | Indicates the student's grade level promotion. Reported values are as follows:
Numeric, 2 digits | System Administration > Calendar > Calendar > Days Enrollments > End Action | ||||||||||||||
| TAS | Indicates the student is served by a Title 1 Targeted Assistance Program. Reports Y when the School is marked as Title 1 Targeted Assistance Program (TGELGBTGPROG) AND the student has been flagged as Title 1 any time during the reporting period. Otherwise, this field reports N. Alphanumeric, 1 character Y or N | School >Title 1 = Targeted program or Schoolwide eligible targeted assistance and Student Information > Programs >Title 1 | ||||||||||||||
| Homeless Primary Nighttime Residence | Indicates the homeless student's primary nighttime residence. This field is required if Homeless = Y. Alphanumeric, 1 character | Enrollments > State Reporting Fields > Primary Nighttime Residence | ||||||||||||||
| Homeless Served- McKinney | Indicates whether the homeless student is served with McKinney-Vento funding. Alphanumeric, 1 character Y or N | Enrollments > State Reporting Fields > Homeless Served- McKinney | ||||||||||||||
| Homeless Served- Other | Indicates whether the homeless student is served with funds other than McKinney-Vento funding. Alphanumeric, 1 character Y or N | Enrollments > State Reporting Fields > Homeless Served- Other | ||||||||||||||
| Homeless Unaccompanied Youth Status | Indicates if the homeless student is not in the physical custody of a parent or guardian. This field is required if Homeless = Y. Alphanumeric, 1 character Y or N | Enrollments > State Reporting Fields > Homeless Unaccompanied Youth | ||||||||||||||
| Immigrant | Indicates if the student is considered an immigrant. Reports Y, when the following conditions are met.
Otherwise, N reports. Alphanumeric, 1 character Y or N | Demographics > First Time US Schools is not null and less than 3 years from report End Date Demographics > Birth Country Enrollments > Start Date | ||||||||||||||
| Direct Certification | Indicates whether the student's FRAM eligibility resulted from a Direct Certification and only reports in the Early and End of Year Attendance Collections. If the Source is "Direct," this field reports Y. Otherwise, N reports. Alphanumeric, 1 character | FRAM > Eligibility > Eligibility > Source | ||||||||||||||
| MSDE Accountability School | The four-digit code assigned to the school building. The code reports from one of the following locations.
Numeric, 4 digits | System Administration > Resources > School > Type > 99 Student Information > General > Enrollment > Special Ed Fields > Providing School (enrollment.providingschool) Student Information > Genera > Enrollment > Home School School Information > School Detail > State School number (School at time of enrollment) | ||||||||||||||
| Geolocation ID | Identifies the census block. Reports the concatenation of the information documented in the 'Tract' and 'Block' fields on a student's household address information screen.
| Census > Addresses > Address Information > Tract + Block | ||||||||||||||
The following elements are only found in the End of Year Collection(with the exception of the Absent Calculation
| If the student has.... | Then Campus... | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| a value in the FTE override field on the enrollment |
| ||||||||||||
an FTE value of 1 or the FTE field is null | Calculates the total number of absences for the reporting period based on the values found in System Administration > Calendar > Whole Day (absence) and half day (absence).
|
Unlawful Days Calculation
| If the student has.... | Then Campus... | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| a value in the FTE override field on the enrollment |
| ||||||||||||
an FTE value of 1 or the FTE field is null | Calculates the total number of absences for the reporting period based on the values found in System Administration > Calendar > Whole Day (absence) and half day (absence).
|
