Tool Search: Attendance
The Student Attendance Profile has been modified to fit Kentucky standards and includes detailed attendance information, including check in and check out times, summaries of in-district and out-of-district transferred attendance, and enrollment information. The Profile is used by Kentucky districts as both a reference for school staff and as a legal document to be presented in truancy-related court proceedings.
Image 1: Student Attendance Tab
To generate this report, select Attendance Profile from a student's Attendance tab. The report will generate in PDF format.
Image 2: Kentucky Attendance Profile
Population Logic
The following tables describes the logic used when determine what records are reported:
| Requirement |
|---|
An Attendance Profile report can be generated for any student, regardless of excludes.
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Excluded Enrollments Logic
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Transferred Attendance Logic
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Summary of In-District and Transferred Attendance Logic
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Attendance Profile Layout
The following tables detail each section of the Attendance Profile.
Header, Student Information and Enrollments
Header | |||
|---|---|---|---|
Field Name | Description | Format | Campus Location |
Year | Current school year, as indicated on the Campus toolbar. | e.g. 2009-2010 | Campus toolbar |
Student Name | Student's full name. Reports in First Name, Middle Name, Last Name format. | Alphanumeric | Census > People > Demographics > First Name, Middle Name, Last Name |
Student Address | The address of the student. | Alphanumeric | Census > People > Households > Address Fields |
Phone Number | Phone number of the student. | (###)###-### | Census > People > Demographics > Personal Contact Info > Other Phone |
ID# | The student's state ID number | Numeric | Census > People > Demographics > Person Identifiers > Student State ID |
Grade | The grade level of the student's enrollment. | Alphanumeric | Student Information > General > Enrollments > Grade |
Date of Birth | The student's birth date. | MM/DD/YYYY | Census > People > Demographics > Birth Date |
Student Information | |||
Student Homeroom | The room number of the student's most recent homeroom section. | ### | Scheduling > Courses > Section > Homeroom AND Student Information > General > Schedule |
Homeroom Teacher | The student's homeroom teacher. | Alphanumeric | Scheduling > Courses > Section > Primary Teacher AND Student Information > General > Schedule |
Student Guardian Name | The name of the guardian from the student's primary household. If more than one guardian exists, the name of the first guardian created within Campus will appear. | Alphanumeric | Census > People > Relationships > Guardian and Name |
Student Race/Ethnicity | The description of the student's race/ethnicity corresponding to the following codes:
| Alphanumeric | Census > People > Demographics > Race/Ethnicity |
Student Gender | The gender of the student. | M or F | Census > People > Demographics > Gender |
| Enrollments | |||
District Name | The name of the district in which the student is enrolled. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | Alpha, 30 characters | System Administration > Resources > District Information > Name |
School Name | The full name of the school in which the student is enrolled. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | Alphanumeric | System Administration > Resources > School > Name |
School # | The identification number of the school. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | ### | System Administration > Resources > School > Number |
| Schedule Structure | The name of the schedule structure tied to the student’s enrollment. This is based on the student’s enrollments. If the student has enrollments that are outside of the current district the structure name is NOT populated for those out of district enrollments ONLY. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | Alpha (First 15 characters) | Student Information > General > Enrollments > |
Type | The type of enrollment. | Alpha, 1 character | Student Information > General > Enrollments > Type |
Start Date | The start date of the student's enrollment. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | Date field, MM/DD/YYYY | Student Information > General > Enrollments > Start Date |
End Date | The end date of the student's enrollment. Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’. | Date field, MM/DD/YYYY | Student Information > General > Enrollments > End Date |
Excluded Enrollments | |||
| District Name | The name of the district where the enrollment took place. This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’. | Alpha (First 30 Characters) | System Administration > Resources > District Information > Name |
| School Name | The name of the school tied to the student’s enrollments This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’. | Alpha (First 50 Characters) | System Administration > Resources > School > Name |
| School # | The location number of the school assigned by the state. This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’. | XXX | System Administration > Resources > School > Number |
| Exclude Reason | The reason why the enrollment is excluded.
| Alpha | System Administration > Calendar > Calendar > Summer School, Exclude |
| Start Date | The start date of the student’s enrollment. This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’. | Numeric XX/XX/XXXX | Student Information > General > Enrollments > Start Date |
| End Date | The end date of the student’s enrollment(s). This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’. | Numeric XX/XX/XXXX | Student Information > General > Enrollments > End Date |
If the student has multiple enrollments, they will be listed starting with the most recent. Selected transfer enrollments will also appear on the Profile.
Accumulative Attendance Detail
The Accumulative Attendance Detail sections of the Attendance Profile reports totals for various types of attendance events. This section comes in two parts, one for all enrollments of that student in the district and one sorted by each school into which the student is enrolled.
The Attendance Cross Districts Transferred Summary and Summary of In-District and Transferred Attendance sections use the same logic described in the table below.
Field Name | Description | Format |
|---|---|---|
Accumulative Days Present | The total number of days present during the school year. If students are enrolled in multiple schedule structures for the same school only 1 Day Present can count per date. | NNN.NN |
Accumulative Days Absent | The total number of days absent during the school year. If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN.NN |
Days Absent Excused | The total number of excused absences during the school year. If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN.NN |
Days Absent Unexcused | The total number of unexcused absences during the school year. If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN.NN |
| Distinct Days Present | Total distinct present days. Count of distinct days present. If there are overlapping enrollments for the same date, and both enrollments have the day as a Present Day, it is only counted once. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN.NN |
| Distinct Days Absent | Total distinct absent days. Count of distinct days absent. If there are overlapping enrollments for the same date, and both enrollments have the day as an Absent Day, it is only counted once. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN.NN |
Total Tardies | The whole number total of tardies during the school year. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
Total Tardies Excused | The whole number total of excused tardies during the school year. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
Total Tardies Unexcused | The whole number total of unexcused tardies during the school year. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
Absent Events | The whole number total of attendance events which were absences. If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
Absent Events Excused | The whole number total of attendance events which were excused absences. The last event code of the day determines if the absence is excused or unexcused. If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per day. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
Absent Event Unexcused | The whole number total of attendance events which were unexcused absences. The last event code of the day determines if the absence is excused or unexcused. If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per day. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NNN |
EHO | The total number of attendance events marked with the state code of EHO, which indicates an Educational Enhancement Opportunity (Limit 10 FTE days in a calendar, as enforced on the Attendance tab). If students are enrolled in multiple schedule structures for the same school only 1 Whole Day EHO absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NN.NN |
| BT | The total number of attendance events marked with the state code of BT, which indicates a Basic Training day (Limit 10 FTE days in a calendar, as enforced on the Attendance tab). If students are enrolled in multiple schedule structures for the same school only 1 Whole Day BT absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | N.NN |
AFD | The total number of attendance events marked with the state code of AFD, which indicates an Armed Forces Day (Limit 2 FTE days in a calendar, as enforced on the Attendance tab). If students are enrolled in multiple schedule structures for the same school only 1 Whole Day AFD absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | N.NN |
AFR | The total number of attendance events marked with the state code of AFR, which indicates an Armed Forces Recuperation day (Limit 10 FTE days in a calendar, as enforced on the Attendance tab). If students are enrolled in multiple schedule structures for the same school only 1 Whole Day AFR absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NN.NN |
ATA | The total number of attendance events marked with the state code of ATA, which indicates an Athletic Tournament Attendance day (Limit 2 FTE days in a calendar, as enforced on the Attendance tab). If students are enrolled in multiple schedule structures for the same school only 1 Whole Day ATA absence can count per date. Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered. | NN.NN |
Student Attendance Profile Detail
This section of the Kentucky Attendance Profile provides details for each individual attendance event.
Field Name | Description | Format |
|---|---|---|
| School # | The location number of the school assigned by the state. Pulls school number assigned in Resources > Schools. | XXX |
Term | The term number of the term in which the attendance event took place. If multiple term schedules exist:
| # |
Date | The date on which the attendance event took place. | MM/DD/YYYY |
Day | Abbreviation of the day of the week on which the attendance event took place. | e.g. Mon, Thur |
Action Code | The status of the attendance event, such as absent, tardy, etc. | Alphanumeric |
Check Out | The time at which the student checked out | HH:MM AM/PM |
Check In | The time at which the student checked back in. | HH:MM AM/PM |
% FTE Absent | The amount of time of the attendance event expressed as a percentage of a full day. | ### |
WDHD Day Absent | The amount of time of the attendance event in whole days/half days expressed as a percentage (100, 50 or 0). | ### |
Status | The status of the attendance event as (E)excused, (U)unexcused or (X)exempt. | E, U or X |
Attendance Code | The locally-defined attendance code. | Alphanumeric |
