NV Non-Traditional Supplemental Student Attendance Report

Last Modified on 11/18/2024 10:43 am CST

Tool Search: Non-Traditional Student Attendance

 

The Non-Traditional Supplemental Student Attendance Report provides districts with quarterly data regarding their non-traditional, part-time students. The report identifies students who have non-traditional, part-time enrollments and related course information. To be considered for funding, a non-traditional student must be enrolled for at least one full semester, or half of a school year where the course falls within the quarter dates selected in the report. Reports are due to the Department of Education no later than October 1, January 1, April 1, and July 1 for the previous quarter. This report and its associated elements are reported as designated by the Nevada Department of Education.

Image of the Non-Traditional Supplemental Student Attendance Report Editor.NV Non-Traditional Supplemental Student Attendance Report Editor

Report Logic

The report provides a list of students with Non-Traditional Enrollments and details course attendance for those enrollments per school:
  • Student must have an active, non-traditional enrollment that overlaps the quarter selected for the report.
  • Student is considered 'Non-Traditional'  if they have one of the following combinations of Enrollment Start Status and Type:
Traditional Enrollment Start Status / TypeNon-Traditional Enrollment Start Status / Type
NoneHome School E4 / P: Primary
NonePrivate School E5 / P: Primary
*Charter School E1 / P: PrimaryOther School E6  / S: Partial
*Charter School E1 / P: PrimaryOther School E6 / P: Primary

*Note: Students with a Non-Traditional Enrollment Start Status of E6 must have a Primary enrollment in a Charter School. (System Administration > Resources > School > School Detail > Type = C: Charter)


  • Non-Traditional enrollment cannot be:
    •  In a Calendar or Grade Level that is excluded from state reporting (The Charter School Enrollment can be excluded and the student will still report.)
    • Marked as 'Exclude' or 'No Show'

  • Student must be rostered into an instructional course within their Non-Traditional Enrollment calendar during the quarter selected for the report.

    • Course Start and End Dates must overlap some part of the quarter selected for the report. (See Eligible Course Use Case for detailed examples.)

    • Results in the report display in a new single line for each course belonging to an instructional period as related to the Student State ID.

      • Student State ID may repeat if more than one course is taken during the quarter chosen in the extract editor.

      • An Instructional period is one where the Non-Instructional checkbox is NOT marked on the Period Schedule.

The course record(s) associated with the enrollment only report when all of the following are true:
  • Student's Section belongs to an instructional period on the Period Schedule (Non-Instructional checkbox is NOT marked )
  • Homeroom is not marked on the student's Section or associated Course.
  • Course Type does NOT have a Code with Standard Code = 9999
  • Course > Activity does NOT have a Code with Standard Code = 9999
  • When the student’s section is marked as cross-site and the Enable Cross-Site Data checkbox 
    is marked on the extract editor, the cross-site section does NOT count toward attendance.
  • Only available in the District Edition.
  • Available in State Format (CSV) and HTML formats.
    • Results display by Student ID, then by School Name, then by Course name.
      Each course related to the part-time, non-traditional enrollment displays in a separate line as associated with the State Student ID. (State Student ID may appear multiple times if the student is taking multiple classes)
  • Generates with a custom file name:
    • File name format: NV_NTAttendance_Q#_YYYY-YY.csv

      # = Quarter Number

      YYYY = Start Year (e.g., 2022)

      YY = End Year (e.g., 23)

    • CSV File name includes state name, selected quarter, and quarter dates.
      • Example: NV_NTAttendance_Q1_2022-23.csv

Eligible Course Use Case

For qualified students, the Non-Traditional Supplemental Student Attendance Report only displays courses that overlap the quarter selected in the extract editor.


Quarter Start and End Dates as determined by the Nevada Department of Education

  • Quarter 1 = 7/1 – 9/30
  • Quarter 2 = 10/1 – 12/31
  • Quarter 3 = 1/1 – 3/31
  • Quarter 4 =  4/1 – 6/30

Report displays courses related to a student's Non-Traditional Enrollment that occur during the quarter selected on the extract editor based on the course Start Date and End Date:

Include the course in the report for the quarter chosen if the course section Start Date equals the Start Date of the selected quarter chosen.

Example

Course Start Date is 4/1 → Q4 is selected in the extract editor = Course displays in the report

Include the course in the report for the Quarter selected if:

  • Course section Start Date is less than or equal to the quarter Start Date, but not less than 7/1                       AND
  • Course section End Date is greater than or equal to the quarter Start Date, but not greater than  6/30
Include the course in the report if the course section Start Date (not the student start date) equals the quarter End Date for the quarter selected.

Example

Course Start Date is 9/30 → Q1 is selected in the extract editor = Course displays in the report for Q1

Include the course in the report for the selected quarter if the course section is in session between the Quarter Start and End Dates.

Example

Course Start Date is 9/15 → Course End Date is 6/5 →  Any quarter is selected in the extract editor = Course displays in the report 


Student Name may display with blank Course Section information if the course falls outside the quarter selected in the extract editor.

Example

Art 1: Start Date 9/28 / End Date 6/15

Report Editor

The following defines the options available on the Non-Traditional Supplemental Student Attendance Report editor.

 

Field

Description

Filter By

Allows reports to be filtered by three selections.

  • Calendar – Allows you to identify specific calendars to be run.
  • School – Allows you to identify specific schools to be run.
  • District – Runs the report using all applicable schools in the district.

Using District filtering will not allow individual calendars or schools to be selected on the right side of the screen. It is recommended to filter by District instead of selecting all Schools or all Calendars for a given year.

Quarter Selection

Quarter Start and End Dates of courses that display in the report. See Eligible Course Use Case for related course logic.


Quarters as determined by the Nevada Department of Education:

  • Quarter 1 = 7/1 – 9/30
  • Quarter 2 = 10/1 – 12/31
  • Quarter 3 = 1/1 – 3/31
  • Quarter 4 =  4/1 – 6/30
Quarter date fields cannot be edited. Report can only be run for one quarter at a time. If students qualify for the report in other quarters, but do not have a qualifying course for the selected quarter, they will not report for the Quarter selected.
GradeAllows you to select students by grade level to narrow results.
Ad Hoc FilterSelect an Ad hoc filter to limit report results to students that meet filter requirements.
Exclude Cross-Site DataCross-site section enrollment data is not included in the report when the box is checked.
  • Cross-site enrollment functionality must be enabled at the district level for the checkbox to display.
  • Defaults to checked.

Format

Selection determines how the report generates. 

  • CSV (State Format - default)
  • HTML

Calendar Selection

Selection indicates from which school and school year data is reported.

Report Generation

The report can be marked to generate immediately using the Generate Extract button or can be marked to generate at a later time using the Submit to Batch button. See the Batch Queue article for additional guidance.


This report has complex logic. Using the ‘Submit to Batch’ option is suggested for optimal performance.

Example Reports

Image of the Non-Traditional Supplemental Student Attendance Report in CSV format.Non-Traditional Supplemental Student Attendance Report -CSV (State Format)

Image of the Non-Traditional Supplemental Student Attendance Report in HTML format.
Non-Traditional Supplemental Student Attendance Report -HTML

Report Layout

    

Data Element LabelDescriptionLocation
The following data elements report from a student’s Traditional enrollment or Primary enrollment if they do not have a Traditional Enrollment.
Quarter

Report the quarter selected in the extract editor

This report can be run one quarter at a time.

Alphanumeric, 2 characters (Q1, Q2, Q3, Q4)




Quarter Dates

Hard coded dates as chosen in the extract editor: 

  • Quarter 1 = 7/1 – 9/30
  • Quarter 2 = 10/1 – 12/31
  • Quarter 3 = 1/1 – 3/31
  • Quarter 4 =  4/1 – 6/30

Use the school year chosen as the year to display in this field.


Date field, 16 digits 
(MM/DD/YYYY – MM/DD/YYYY


Student State IDThe student's state identification number.


Numeric, 10 digits

Census > Demographics > Student State ID



Person.studentStateID

GradeCurrent grade level associated with the student’s Traditional enrollment or Primary enrollment if the student does not have a Traditional Enrollment.

Alphanumeric, 2 characters		Student Info > General > Enrollments > Grade



Enrollment.grade
Attendance District NameName of district where student is enrolled.


Alphanumeric, 40 characters		School & District Settings > District > District Information > Name

District.name
Attendance District NumberDistrict Number where the student is enrolled.



Numeric, 2 digits		School & District Settings > District > District Information rmation> Master District Code


Resident District NumberSchool District Number associated with the ‘Resident District’ field of the student’s Traditional enrollment or Primary enrollment if the student does not have a Traditional Enrollment.

Numeric, 2 digits		Student Information > General > Enrollment > State Reporting Fields > Resident District Number


enrollment.residentDistrict
Resident District Name 

School District Name associated with the ‘Resident District’ field of the student’s Traditional enrollment or Primary enrollment if the student does not have a Traditional Enrollment.



Alphanumeric, 40 characters

Student Information > General > Enrollment > State Reporting Fields > Resident District Name

enrollment.residentDistrict
Regularly Enrolled School Number 

Reports:

  • 'Homeschool' when the student's enrollment has a Start Status of 'E4'.
  • 'Private School' when the student's enrollment has a Start Status of 'E5'.
  • The State School Number of the student’s enrollment associated with the school type 'C: Charter' when the student's enrollment has a Start Status of 'E6'.

School Number should be 5 or 6 digits. If School Number is only 3 digits, concatenate with the District Number appearing first.

Example
State School Number 901 + District Number 03 = 03901


Alphanumeric

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


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






school.number

Regularly Enrolled School Name 

Reports:

  • 'Homeschool' when the student's enrollment has a Start Status of 'E4'.
  • 'Private School' when the student's enrollment has a Start Status of 'E5'.
  • The State School Number of the student’s enrollment associated with the school type 'C: Charter' when the student's enrollment has a Start Status of 'E6'.



Alphanumeric, 40 characters 

School & District Settings > Schools > School Information > Name




school.name

The following data elements report from a student’s Non-Traditional Enrollment.
Supplemental Enrollment School Number

School Number associated with the Non-Traditional Enrollment. 


School Number should be 5 or 6 digits. If School Number is only 3 digits, concatenate with the District Number appearing first.

Example
State School Number 901 + District Number 03 = 03901



Numeric, 5 or 6 digits

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


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



School.number

Supplemental Enrollment School Name

School Name associated with the Non-Traditional Enrollment.


Alphanumeric

School & District Settings > District > District Information > Name


school.name

Supplemental Enrollment Code

State Start Status associated with the Non-Traditional Enrollment



Alphanumeric, 2 characters

System  Administration > Resources > School > School Detail > State Start Status


enrollment.startStatus

Course Number

Number of the course(s) the student is taking associated within the quarter selected in the extract editor for the Non-Traditional Enrollment. Each course displays in a single line.

(See Eligible Courses Use Case for report course inclusion logic.)


This column looks at Course Start and End Dates, not at student specific Course Start and End Dates.

Alphanumeric 

Student Information > General > Schedule > Course Number


Course.courseNumber
Section Number

Section number of the course(s) the student is taking associated within the quarter selected in the extract editor for the Non-Traditional Enrollment. Each course displays in a single line.

(See Eligible Courses Use Case for report course inclusion logic.)


This column looks at Course Start and End Dates, not at student specific Course Start and End Dates.

Alphanumeric

Student Information > General > Schedule > Course > Section Number

courseSection.sectionNumber
Course

Name of the course(s) the student is taking associated within the quarter selected in the extract editor for the Non-Traditional Enrollment. Each course displays in a single line.

(See Eligible Courses Use Case for report course inclusion logic.)


This column looks at Course Start and End Dates, not at student specific Course Start and End Dates.

Alphanumeric

Student Information > General > Schedule > Course Name


Course.courseName
Course Section   
Start Date

Display the Start Date of the course section the student is scheduled into for the quarters elected in the extract editor for the Non-Traditional Enrollment.


This is not a student specific start date.

Date field, 6 digits (MM/DD/YY)

Student Information > General > Schedule > Course > Section 


Course / Section > Section > Section Schedule Placement > Period Name(s)


System  Administration > Calendar > Periods


System  Administration > Calendar > Days
Course Section     End Date

Display the End Date of the course section the student is scheduled into for the quarters elected in the extract editor for the Non-Traditional Enrollment.


This is not a student specific end date.

Date field, 6 digits (MM/DD/YY)

Student Information > General > Schedule > Course > Section 


Course / Section > Section > Section Schedule Placement > Period Name(s)


System  Administration > Calendar > Periods


System  Administration > Calendar > Days
Student Course Section Start Date

Student-specific roster start date of the course section the student is scheduled into for the quarter selected in the extract editor for the Non-Traditional Enrollment.


If the start date is null, display course section Start Date.

Date field, 6 digits (MM/DD/YY)		Student Information > General > Schedule > Course > Section > Roster Start Date

roster.startDate
Student Course Section End Date

Student-specific roster end date of the course section the student is scheduled into for the quarter selected in the extract editor for the Non-Traditional Enrollment.


If the end date is null, display course section End Date.

Date field, 6 digits (MM/DD/YY)		Student Information > General > Schedule > Course > Section > Roster End Date

roster.endDate
Instructional Days in Session 

Total number of days in session during the quarter.


Calculation: Sum the total number of Instructional Days related to the Non-Traditional Enrollment during the quarter selected in the extract editor.


Total number of days in session during that quarter → If the session is from July 1-September 30 and school started on August 29, they may have only 24 instructional days total.

Numeric, rounded to nearest whole number

Course > Section > Section Schedule Placement > Period


System  Administration > Calendar > Calendar > Periods > Period Schedules > Period Schedule Info > Period Info > Name 


System Administration > Calendar > Calendar > Days

Calculated
Class Days in Session 

Total number of actual Instructional Days the course meets in a period schedule for the days scheduled, not necessarily meeting every day of the week nor meeting for the same number of minutes each day.


This calculation is student specific. If the student started the course after the session began or ended prior to the end of the session, those days outside of the days the student was in the course roster will not count.


Calculation:

Sum the total number of Instructional Days the Course Section, related to the Non-Traditional Enrollment, met during the quarter selected in the extract editor.


*The report will not consider student attendance data.


Numeric, rounded to nearest whole number

Student Information > General > Schedule > Course Name, Course Section, Roster Start Date, Roster End Date


Course > Section > Section Schedule Placement > Period


System  Administration > Calendar > Calendar > Periods > Period Schedules > Period Schedule Info > Period Info > Name 


System Administration > Calendar > Calendar > Days

Calculated
Class Minutes Total 

Total number of actual minutes the course meets in a period schedule for the days scheduled, not necessarily meeting every day of the week nor meeting for the same number of minutes each day.


This calculation is student specific. If the student started the course after the session began or ended prior to the end of the session class minutes outside of the days the student was in the course roster will not count.


Calculation:

Sum the actual number of minutes that a course section meets per Quarter selected in the Extract Editor while the student was in the course roster.

  • Take into account all period rotations in the calculation.
  • Exclude Non-Instructional Days and Lunch Time minutes on the Period Schedule.
*The report will not consider student attendance data.

Numeric, rounded to nearest whole number

Student Information > General > Schedule > Course Name, Course Section


Course > Section > Section Schedule Placement > Period


System  Administration > Calendar > Calendar > Periods > Period Schedules > Period Schedule Info > Period Info > Name > Minutes


System Administration > Calendar > Calendar > Days

Calculated


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