Federal Chronic Absenteeism Report

The Federal Chronic Absenteeism Report provides a summary of chronic absenteeism detail by school or district. Student-level chronic absenteeism information is detailed by calendar for all non-excluded students tied to a calendar and by school for all non-excluded student enrollment(s) tied to calendars within a school. If Include District totals is selected, the report summarizes chronic absenteeism for all non-excluded student enrollment(s) in each school for the District. 

Screenshot of instructions and fields available for selection when generating the Federal Chronic Absenteeism Report.Federal Chronic Absenteeism Report

Tool Rights

PATH: System Administration > User Security > Users > Tool Rights

Users must have at least R(ead) tool rights in order to generate the Federal Chronic Absenteeism Report.

Screenshot of tool rights required to use the Federal Chronic Absenteeism Report.Federal Chronic Absenteeism Report Tool Rights

Report Logic

The following describes the logic used when including (or excluding) data on the report:

  • Only enrollment records where the student is scheduled into one or more periods marked Instruction for at least one day are considered. 
  • Attendance that has been future dated is not considered in chronic absenteeism calculations.
  • Students who have enrollment records that have a future date are not included in the report.

Chronic absenteeism is a view on the student's Attendance tab. Calculations are an aggregate based on Calendar ID, meaning if a student has multiple enrollment records within the same calendar, chronic absenteeism totals for a student are a reflection of all those enrollment records. Chronic absenteeism calculations do not aggregate for a school. Data is summed for students who have enrollment records across calendars.

Student totals ARE NOT representative of all student enrollments within a school or calendar. Student totals represent the population of non-excluded students that are part of the reporting population for the report in the selected calendar or school.

Students who have enrollment records in two or more calendars report as part of the student count for each calendar in which they are enrolled. Additionally, these students are counted once for the school.

Students who meet any of the following conditions are excluded from reporting:

  • Students who do not have chronic absenteeism data available in the selected calendar
  • Students who have an enrollment but are not scheduled
  • Students who have an enrollment but are not scheduled into any periods marked as instructional
  • Students who have LESS THAN a total of 10 days scheduled. Students who have multiple enrollments across calendars are summed to identify total number of non-overlapping days scheduled. 
  • Students enrolled in excluded calendars.

Calendars which meet any of the following conditions are excluded from reporting:

  • Calendars where Chronic Absenteeism information has NOT been calculated for the calendar
  • Calendars where LESS THAN 10 attendance days have elapsed for the calendar
  • Calendars where there are LESS THAN 10 days marked as attendance
  • Calendars where a Period Schedule has NOT been created
  • Calendars where all periods within the Period Schedule are marked as non-instructional

Generate the Report

  1. Select the detail you would like to see in the report:
    • Details by Calendar - Chronic Absenteeism reports for non-excluded student enrollment(s) tied to a calendar.
    • Details by School - Chronic Absenteeism reports for non-excluded student enrollment(s) tied to calendars for the school. Students who have enrollments in multiple calendars within the school are summed.
  2. To filter data to a specific set of criteria, select an Ad Hoc filter (optional). 
  3. Select the report Format (CSV, PDF or DOCX).

    Campus is unable to process 40,000 or more student records using the PDF format. If generating for more than 40,000 records, please use the CSV or DOCX format.
  4. To include a summary of chronic absenteeism for all non-excluded student enrollment(s) in each school for the district, mark the Include District Totals checkbox. 

    If this checkbox is selected and your district has 40,000 or more students across all schools within the district, the PDF format is not be able to render the report (an error message displays). Select CSV or DOCX to allow completion of report processing and proper rendering of results.
  5. Decide how you would like to report to be generated:
    • Generate Extract - Click this option to immediately generate the report in the indicated format.
    • Submit to Batch - Click this option to schedule when the report generates. This process allows larger reports to generate in the background without disrupting the use of Campus or impacting system performance. Once initiated, the report appears the Batch Queue List window below with a Status of 'Processing'. Once the report is ready, a hyperlink stating 'Get the report' displays in the Download column. Select this hyperlink to view the completed report.

Screenshot of Federal Chronic Absenteeism Report in CSV Format with Details by CalendarFederal Chronic Absenteeism Report, CSV Format - Details by Calendar


Screenshot of Federal Chronic Absenteeism Report in DOCX Format with Details by CalendarFederal Chronic Absenteeism Report, DOCX Format - Details by Calendar

Screenshot of Federal Chronic Absenteeism Report in PDF Format with Details by SchoolFederal Chronic Absenteeism Report, PDF Format - Details by School

Report Layout

The following table describes each data element on the report:

Data ElementDescription and LogicFormatCampus UI Location
Data ElementDescription and LogicFormatCampus UI Location
Data ElementDescription and LogicFormatCampus UI Location
Data ElementDescription and LogicFormatCampus UI Location

Header Fields

Screenshot of Federal Chronic Absenteeism header fields

YearThe year selected in the Campus toolbar,CharacterSystem Administration > Calendar > Schools Years > Label
Entity NameThe name of the reporting school or district.CharacterSystem Administration > Resources > School > School Detail > Name
Entity AddressThe address of the reporting school or district.Character

System Administration > Resources > School > School Detail > Address


System Administration > Resources > School > School Detail > City


System Administration > Resources > School > School Detail > State


System Administration > Resources > School > School Detail > Zip

Generated OnThe date and time the report was generatedCharacterSystem Administration > Batch Queue > Batch Queue Admin > End Time
Report Name

Always reports a value of 'Federal Chronic Absenteeism'

CharacterN/A
Detail Type

Indicates what type of detail the user selected in the extract editor.

  • If View Details by School is selected, data is populated by school

  • If View Details by Calendar is selected, data is populated by calendar

CharacterAttendance > Reports > Federal Chronic Absenteeism Report
School Name

The name of the school reporting data.


For the PDF format, the reported name may be parsed to ensure this line in the header does not extend beyond the header boundaries.

CharacterCampus toolbar > School
Number of Calendars

Indicates the number of calendars reported.


Logic reports the sum of calendars tied to the school selected in the Campus toolbar.

NumericN/A
Include District Totals

Indicates if district totals are included on the report.


If the Include District Totals checkbox was marked on the report editor, a value of 'Yes' is reported.

CharacterN/A
Number of Schools in District

Indicates the number of schools within the reporting district.


If the District Totals checkbox is marked on the report editor, logic reports the sum of schools within the district.

NumericN/A
Ad HocIndicates the name of the Ad hoc filter selected on the report editor (if selected).CharacterN/A

School Summary Section


School NameThe name of the reporting school.CharacterSystem Administration > Resources > School > School Detail > Name
CalendarThe name of the reporting calendar.CharacterSystem Administration > Calendar > Calendar > Name
Student Count

The total number of non-excluded students for the calendar.


Student Count = SUM of non-excluded students in the calendar.


If a student has multiple enrollments across schedule structures in the same calendar or has a primary and partial enrollment in the same calendar, the student is only counted once.

Numeric

NNN,NNN

N/A
Federal Days Absent

The total number of Federal Days Absent for all non-excluded students in the calendar.


Federal Days Absent = SUM of Federal Days Absent as identified via the Chronic Absenteeism view for each student for all non-excluded students in the calendar.


A student must have 10 or more scheduled days within a calendar in order to report.

Numeric

NNN,NNN

N/A
Federal Percent Absent

The determination of Percent Absent for all non-excluded students in the calendar.


Using the non-excluded student population identified in the Student Count, logic finds the SUM of values as identified via the Chronic Absenteeism view for each student to get a total for all students in a calendar to complete calculation logic:

  • SUM Days Absent (Federal)
  • SUM Total Days Scheduled

A student must have 10 or more scheduled days within a calendar in order to report.


Federal Percent Absent = (SUM of Days Absent (Federal) / SUM of Totals Days Scheduled) * 100, rounded to the nearest hundredth

Numeric,

NNN.NN%

N/A
Student Count Total

The total number of non-excluded students for the school.


Logic finds the SUM of the total number of non-excluded students for ALL calendars in the school.


A student who one to many enrollments within a single calendar in the school must have 10 or more scheduled days to report.


A student who has multiple enrollments across calendars in the school must have 10 or more scheduled days across ALL enrollments to report.

Numeric

NNN,NNN

N/A
Federal Days Absent Total

The total number of Federal Days Absent for all non-excluded students in a school.


Using the non-excluded student population identified in the Student Count Total, logic finds the SUM of 


Federal Days Absent for all non-excluded students for all calendars in the school.

Numeric

NNN.NNN

N/A
Federal Percent Absent Total

The determination of Percent Absent for all non-excluded students in the school.

Using the non-excluded student population identified in the Student Count Total (for the school), logic finds the SUM for the following values to get a total for all students in all calendars in the school to complete calculation logic:

  • SUM Days Absent (Federal)
  • SUM Total Days Scheduled

Federal Percent Absent Total = (SUM of Days Absent (Federal) / SUM of Total Days Scheduled) * 100, round to nearest hundredth

Numeric

NNN.NN%

N/A

District Summary Section

Screenshot of District Summary section of report

This section describes the Student Count, Federal Days Absent, and Federal Percent Absent for each school within a district. This section only appears if the Include District Totals checkbox is marked in the report editor.

District NameThe name of the reporting district.CharacterSystem Administration > Resources > District Information > Name
Student CountThe SUM of all students in the student count for each school tied to the district.

Numeric

NNN, NNN

N/A
Federal Days AbsentThe SUM of Federal Days Absent for all schools within the district.

Numeric

NNN, NNN

N/A
Federal Percent Absent

The Federal Percent Absent for all schools within the district.


This value is calculated as follows:

  • For each school within the district, logic identifies the following totals for non-excluded students in all schools:
    • SUM Days Absent (Federal) for all non-excluded students to find the Total Absence By School
    • SUM Total Days Scheduled for all non-excluded students to find the Total Scheduled By School
  • Using the totals for each school identified in the previous step, logic then finds the SUM for the district using the following logic:
    • SUM the Total Absence by School for all schools to find the Total Absence for District
    • SUM the Total Scheduled By School for all schools to find the Total Scheduled for District.
  • Using the summarized totals for the district, the following calculation is made:
    • Federal Percent Absent = (Total Absence For District / Total Scheduled For District) * 100, round to nearest hundredth

Numeric

NNN.NN%

N/A

Detail View Section

Screenshot of Detail View section of report

School/Calendar Name

The name of the reporting school or school/calendar name.


If View Details by Calendar is selected, the word Detail is reported along with the school name and calendar concatenate (e.g., Detail: High School, 17-18).


If View Details by School is selected, the word Detail and the school name is reported (e.g., Detail: High School).

Character

System Administration > Resources > School > Name

System Administration > Calendar > Calendar > Name

Student Name

The first name, last name, and local student ID of the reporting student.


A student must have an enrollment scheduled 10 or more days in the calendar in order them to report. 


The student must have 10 or more days scheduled across all enrollment records within the calendar.

Character

Census > People > Identities > Current Identity > Last Name

Census > People > Identities > Current Identity > First Name

Census > People > Demographics > Local Student Number

Federal Days Absent

The total number of days the student is considered chronically absent.


If a student has multiple enrollment records, logic finds the SUM of all days absent for each enrollment for the personID.


Federal Days Absent is the number of Days a student is considered 50% or more absent


Given the student has multiple enrollments across calendars, a total number of Federal Days Absent are identified for all enrollments in the school.

NumericStudent Information > General > Attendance > Chronic Absenteeism > Days Absent (Federal)
Federal Percent Absent

The percentage of chronic absence a student has for the enrollment. Logic uses the following calculation to identify the percent absent:

  • Federal Percent Absent = (Federal Days Absent / Scheduled Days) * 100, round to the nearest hundredth

If the student has multiple enrollment records, the following calculation is done to identify the percent absent:

  • Federal Percent Absent / Total Days Enrolled * 100, round to the nearest hundredth

Numeric

NN.NN%

Student Information > General > Attendance > Chronic Absenteeism > Days Absent (Federal)

Student Information > General > Attendance > Chronic Absenteeism > Total Days Enrolled

Chronically AbsentIndicates if the student is considered chronically absent. A student is considered chronically absent of their Federal Percent Absent is 10% or greater.

Character

Y or N

N/A