Tool Search: Ohio Extracts
The Student Detail Attendance (FM) extract reports student attendance data for funding purposes: present hours, unexcused absent hours, and excused absent hours.
Student Detailed Attendance (FM) Extract EditorReport Population and Business Rules
Reports three records per student enrollment returning calculated: present hours, unexcused absent hours, and excused absent hours to the hundredth in the selected reporting range. Should a student have more than one active enrollment in the reporting range, multiples of three records report.
There must be at least one Student Detailed Attendance (FM) Record for each Student Standing (FS) Record reported for a student.
- When within the date range of a Student Standing (FS) Record, a student has hours in attendance, excused absence hours, and unexcused absence hours, there must be at least three Student Detailed Attendance (FM) Records reported. In addition, a student should have at least one FM Record that includes each day in that student’s calendar for which attendance is expected. Although these records are minimums, a district can break down the date ranges into smaller groupings, as long as there are no overlapping dates between Student Detailed Attendance (FM) Records with the same attendance type and detail values.
- The start and end dates on each Student Detailed Attendance (FM) Record must be between the start and end dates of a single Student Standing (FS) Record. A single Student Standing (FS) Record can span the dates of multiple Student Detailed Attendance (FM) Records. As long as a student has at least one FM Record reported for each FS Record date span that includes required attendance days for a student based on their calendar, then it is not necessary to report every combination of Attendance Type and Attendance Detail unless the total Attendance Hours for that combination and date range is greater than zero.
Reports one record per student’s enrollment, per Attendance Type in the reporting range where the Service Type is Primary (P) or Special Ed Services (N).
- When the student is enrolled in multiple calendar enrollments in the reporting range, multiple three-record sets reports.
- A record does NOT report when a student has an enrollment where the Service Type is Partial (S) with no other enrollment in the reporting range.
- When a student is dual enrolled (has two concurrent enrollments) where the first enrollment is Primary (P) or Special Ed Services (N), and the second enrollment is Partial (S), only one record reports to the Primary Enrollment Building IRN, returning calculated attendance hours from both calendars.
- When the student DROPS then re-enrolls within the reporting range, one SET record per consecutive enrollment in the reporting range reports.
- Three records report per consecutive enrollment in the reporting range:
- An “AT” record reporting calculated total present hours (Student’s Absence maps to ABSENT EXEMPT - or - the student is NOT MARKED ABSENT).
- When the student was not Present during the reporting range - reports as 0000.00 (assumes CSV format).
- An “EX” record reporting calculated total hours in which the student’s absence maps to ABSENT EXCUSED.
- When the student was not Absent Excused at any time in the reporting range - reports as 0000.00 (assumes CSV format).
- An "UN" record reporting calculated total hours in which the student’s absence maps to ABSENT UNEXCUSED.
- When the student was not Absent Unexcused at any time in the reporting range - reports as 0000.00 (assumes CSV format).
- An “AT” record reporting calculated total present hours (Student’s Absence maps to ABSENT EXEMPT - or - the student is NOT MARKED ABSENT).
- Three records report per consecutive enrollment in the reporting range:
The report can be run against a district’s active year and any prior year.
The report can be run in District Editions.
The report can be generated in CSV (State Format) format and a human-readable format (HTML).
File Name/Format: StudentDetailAttendanceFM_MMDDYYYY_MMDDYYYY.csv (where the first date is the Start Date selected on the extract editor, and the second date is the End Date selected on the extract editor).
Attendance Hours Calculations
| Type of Calculation | Logic | Location |
|---|---|---|
| School Year Attendance Hours This calculation is used to calculate the total possible minutes minus the total absent minutes to report present minutes. |
The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time
Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. | Student Information > General > Attendance > Instruction Days AND Excused AND Unexcused |
| School Year Excused Absence Hours | Report total number of Excused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent code AE. The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier. The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time
Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. The number of days the enrolled student was absent for excused reasons in the district for the current school year and between the effective dates on the record, inclusive. | Student Information > General > Attendance > Excused Days
Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time |
| School Year Unexcused Absence Hours | Report total number of Unexcused Hours (see attendance calculation) within the date range of the extract editor. Includes all enrollment records based on the Date Range entered in the Extract Editor. Attendance is calculated through the End Date entered of the extract editor. Includes absent codes AU and A. The total attendance hours per enrollment should be multiplied by the Enrollment Multiplier. The summed total hours across all enrollments are then multiplied by the calculated District Percent of Time. Determine District Percent of Time
Example: If the student attended 180 hours and the Student Percent of Time is set to 50, the calculation would be 180 X .50 = 90. This would be reported in the extract as 09000. The number of days the student was absent in the district during the current school year and between the effective dates on the record, inclusive, for any reasons not listed as excused, including truancy. | Student Information > General > Attendance > Unexcused Periods
Student Information > General > Enrollments > State Reporting Fields > District Percent of Time, Building Percent of Time |
Extract Editor Fields
| Field | Description |
|---|---|
| Extract Type | The type of extract being generated. In this case, select Student Detailed Attendance (FM). |
| Reporting Period | Indicates when the report is being submitted. Options are:
|
| Calculate Positive Attendance | Includes positive attendance in the report calculations. |
| Date Range | The dates that determine which student enrollments are included in the report, based on the Start and End Dates of enrollments within the selected calendar(s). |
| Membership Being Date | Limits the report to those students with a specific Membership Begin Date. |
| Format | The format in which the report will generate. Options are CSV (State Format) and HTML. |
| Ad hoc Filter | Allows a previously created Ad hoc Filter to be selected, which limits which students appear in the report. Filters are created in the Filter Designer. |
| Select Calendars | Students enrolled in the selected calendar(s) are reported. |
| Generate Extract or Submit to Batch | Click Generate Extract to generate the report immediately, or click Submit to Batch. This process allows larger reports to generate in the background without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article. |
Extract Layout
CSV Header example: SortType, FiscalYear, DataSet, DistrictIRN, EMISstudentIDNumber, EffectiveStartDate, AttendanceType, AttendanceDetail, EffectiveEndDate, AttendanceHours
| Data Element Label | Description | Location |
|---|---|---|
| Sort Type | Always reports as FM. Alphanumeric, 2 characters | N/A |
| Fiscal Year | Reports the calendar End Year in CCYY format. Date field, 4 digits (CCYY) | Calendar Information > End Date |
| Data Set | Reports the Reporting Period code selected on the extract editor at the time of report generation. Alphanumeric, 1 character | Extract Editor > Reporting Period |
| District IRN | The value entered in the District IRN Override field on the School Information tool. Otherwise, the State District Number reports. Numeric | School Information > District IRN Override District Information > State District Number |
| EMIS Student ID Number | The student number. | Demographics > Person Identifiers > Student State ID |
| Effective Start Date | ONLY IF THE DATE VALUE FALLS ON OR AFTER THE START DATE SELECTED ON THE EXTRACT EDITOR:
ELSE REPORT START DATE SELECTED ON THE EXTRACT EDITOR One record per student's enrollment where the Start Date falls within the Reporting Date Range reports. Date field, CCYYMMDD, CCYY/MM/DD, or MM/DD/CCYY are accepted state formats | Enrollments > State Reporting Fields > Membership Begin Date Enrollments > Start Date |
| Attendance Type |
Alphanumeric, 2 characters | Calculated |
| Attendance Detail | Reports based on the Attendance Type:
Alphanumeric, 2 characters | N/A |
| Effective End Date | Reports the End Date per student enrollment record reported.
When null, reports the End Date selected on the extract editor at the time of report generation. Date field, CCYYMMDD, CCYY/MM/DD, or MM/DD/CCYY are accepted state formats | Enrollment > End Date |
| Attendance Hours | The actual number of hours the student was (AT, EX, or UN) from the enrollment of record on or between the reporting range selected on the extract editor. Reported Attendance may increase or decrease based on the presence of specific Calendar DAY EVENT setup on/between the reporting range. Please see "Appendix A: increased or decreased reported student attendance based on Calendar Day Event set up" for details. Reported hours are inclusive & encompass the first and last days of the student’s enrollment/reporting range. When the student drops and then re-enrolls during the reporting range, multiple records are reported. AT (present hours) records calculate per date in the reporting range as follows (Student’s Possible minutes of attendance) - ( (Student’s minutes marked Absent Unexcused) + (Student’s minutes marked Absent Excused) )
EX (Absent excused) records calculate as follows:
UN (Absent Unexcused) records calculate as follows:
Additional Logic Numeric fields must be right-justified and filled with leading zeroes in fixed-length files. Fields in CSV files do not require leading or trailing spaces.
| Calculated |
Appendix A: increased or decreased reported student attendance based on Calendar Day Event set up
- Attendance calculations are adjusted based on the presence of specific Day Events on the Calendar.
- All steps of the Data Set up below must be present for Day Events to influence the attendance calculations.
| Day Event: Type, Start Time, End Time | Attribute Dictionary, Local Grade Level and Attendance Pattern |
|---|---|
Calendar > Day Event > Type
Attendance Code Setup > Attendance Excuses Editor > AttendanceExcuse Detail > Status and Excuse fields | Core Attribute/Dictionary > Day > Type calendar.eventType (local) Code must equal or start with one of the following values entered in the Value field on the dictionary to pull in the report:
Using the above codes as written applies the day event to students in all local grade levels in the calendar. When a Day Event must apply to a specific local grade level the following format is used:
|
