WDE-600 Attendance and Membership Extract (Wyoming)

Tool Search: WDE600

WDE600 collects statistics on student attendance, membership, and unexcused absences. This data is used in the Wyoming education resource block grant model. The report can be generated in a Summary format or a Detail format. The attendance data returned on both report types is the same. Additional student demographic data is reported on the Detail format. The Summary file is submitted to the state while the Detail file is typically used for auditing.

Screenshot of WDE-600 Attendance and Membership Extract Editor.WDE-600 Attendance and Membership Extract Editor
 

Report Logic

  • A record reports for each FTE calculation made when the student's enrollment is active during the extract Date Range, regardless of enrollment Type.
  • Report runs for the entire Calendar year selected.
  • Attendance counts apply towards FTE and ADM / ADA for a course when the following is true:
    • Course is in an instructional period
    • Course belongs to a period with both a Start Time and End Time entered
    • State Code is not blank
    • 'State Report Exclude' checkbox is not marked on the course
    • 'Attendance' checkbox is marked on the course
  • Students marked 'State Exclude' are not included.
  • The day is counted as a half day when a day has a Day Event coded 'HD, This value is included in the 'StudentAggregateMembership' and 'StudentAggregateAttendance' (when student attending on the day).
  • Summary Report only: Enrollments are combined into a single record when fields 4-10 (StudentLastName - StudentGender) and 15-20 (the race fields) are the same. Otherwise, separate records report.
  • Concurrent Non-Primary enrollments active during a Primary enrollment must have the 'StudentAggregateAttendance', 'StudentAggregateMembership', and 'StudentAggregateUnexcusedAbsence' values included in the Primary enrollment (whether the 'Display ADA / ADM' checkbox is marked or not) when a Primary enrollment exists
    • For each date that both a Primary and Non-Primary enrollment are active between the extract editor Start Date and End Date, whether or not the Non-Primary enrollment belongs to the same calendarID as the Primary enrollment:
      • The 'StudentAggregateAttendance', 'StudentAggregateMembership', and 'StudentAggregateUnexcusedAbsence' that are associated with any Non-Primary enrollment must be applied to the Primary enrollment only.
      • When there is no Primary enrollment, the non-primary enrollments report as they are, without applying these field values to another enrollment.
    • Non-Primary enrollment in same calendar as Primary enrollment:
      • One record combined for the Primary and Non-Primary enrollment(s)
    • Non-Primary enrollment in DIFFERENT calendars as Primary enrollment:
      • When the concurrent Non-Primary enrollment is active for any days that do not have a Primary enrollment also active, the record for this Non-Primary enrollment must report with the correct 'StudentAggregateAttendance', 'StudentAggregateMembership', and 'StudentAggregateUnexcusedAbsence' that applies only to this Non-Primary enrollment
    • When the concurrent Non-Primary enrollment has all active days covered by a Primary enrollment, the record for this concurrent Non-Primary enrollment MUST NOT REPORT (since it would show "0.000" in all of 'StudentAggregateAttendance', 'StudentAggregateMembership', and 'StudentAggregateUnexcusedAbsence').
  • When a student has more than one enrollment, where the enrollment(s) has a Resident District or Resident School not matching their enrollment district or school and one of their other reported enrollments, an additional record is reported in all variations of this report.
  • Periods on the Period Schedule with the 'Responsive' checkbox marked are ignored and do not count toward FTE.


Report Editor

The following defines the options available on the WDE-600 Attendance and Membership Report editor.

FieldDescription
Report TypeDrop list options:
  • Summary (Format required by the Department of Education)
  • Detail (For auditing purposes)

WDE-600 does not collect the start and end enrollment dates or FTE. However, an audit report has been created to help auditors in Wyoming determine if the Summary (State) report is correct. All enrollments are calculated so that start and end dates along with the FTE value determine the consolidated ADA, ADM, and Unexcused values are correct.

Start DateThe first date of attendance data.  Enter dates in mmddyy format or use the calendar icon to select a date.
End DateThe last date of attendance data. Enter dates in mmddyy format or use the calendar icon to select a date.
Calculation MethodDrop list options:
  • Minutes (default)
    • Calculates the overall FTE for the student enrollment date range(s)
    • When enrollment days overlap, the overall FTE is determined during the enrollment date range and then applied to the overlapping enrollment dates.
  • Per Day
    • Calculates the FTE per specific day and the student enrollment date range(s).
FTE CalculationDrop list options:
  • Per Enrollment (default): Calculates the FTE based on overall student enrollment dates.
  • Periods: Calculates FTE using the day the student is enrolled, whether or not enrollment days overlap.
Include School NameDisplays the school name before all other data elements when checked.
Display ADA / ADMIncludes the three Aggregate Attendance fields at the end of the extract to report the total divided by the number of attendance days when checked. See field logic below for more information. 
Ignore Enrollment FTE Override When 100% Is Entered Enrollment FTE Override is not consider when 100% is entered and the checkbox is marked.
Report Student Legal IdentitiesDemographics fields report from Census > People > Identities > Active Identity > Protected Identity Information when the checkbox is marked.
Report Format

Selection determines how the report generates. 

  • State Format (CSV) (default)
  • XML
  • HTML
Ad Hoc FilterSelect an Ad hoc filter to limit report results to students that meet filter requirements.
Select CalendarsSelection indicates from which school and school year data is reported.
Report GenerationThe 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.

Generating the WDE-600 Report

  1. Select the Report Type from the dropdown list. 
  2. Enter the Start Date of the report. 
  3. Enter an End Date for the report.

    Leave the start and end date fields blank on this report editor to return data for the entire year.

  4. Select a Calculation Method to determine whether attendance calculations use Minutes or Periods.
  5. Select an FTE Calculation.
  6. Mark Include School Name to report School Name as the first field of the report.
  7. Mark Display ADA/ADM to include the average daily attendance and average daily membership fields. 
  8. Mark the Ignore Enrollment FTE Override when 100% is Entered checkbox if students with a School Membership FTE Override value of 100 entered on their enrollment should be calculated as null.
  9. Mark if Demographics fields should Report Student Legal Identities.
  10. Select the Report Format
  11. Select an Ad hoc Filter to limit results to a pre-defined filter.
  12. Select the Calendar(s) to include on the report.
  13. Click Generate Report to view the report in the selected format or Submit to Batch to schedule when the report will generate.

Example WDE-600 Reports

Screenshot of WDE-600 Detail Report in State Format (CSV).WDE-600 Detail Report - State Format (CSV)
 

Screenshot of WDE-600 Summary Report in HTML Format.WDE-600 Summary Report - HTML Format
 

Screenshot of WDE-600 Detail Report in XML Format.WDE-600 Detail Report - XML Format
 

Report Layout

Detail Format

Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information if the Report Student Legal Identities checkbox  is marked.

Element Name

Description and Format

Location

School NameThe name of the school
Displays before all other data elements when the 'Include School Name' box is checked on the report editor.

Alphanumeric
School Information > Name


school.name

District ID

The WDE 7-digits ID for the district submitting the student's data


Reports from the Resident District field on enrollments if entered. Otherwise reports State District Number.




Numeric, 7 digits

Enrollments > State Reporting Fields > Resident District


District Information > State District Number


Enrollment.residentDistrict

district.ncesDistrictID

School ID

The WDE 7-digit ID for the school of the student's enrollment


Reports from the Resident School field on enrollments if entered. Otherwise, reports State School Number.





Numeric, 7 digits

Enrollments > State Reporting Fields > Resident School


School Information > State School Number


Enrollment.residentDistrict

School.ncesSchoolID

Student WISER ID

The WDE 8-digit state-assigned student record identifier.




Numeric, 8 digits

Demographics > Student State ID


person.studentNumber

Student Last Name

Student's last name.




Alphanumeric, 40 characters

Demographics > Last Name


identity.lastName

Student First Name

Student's first name.




Alphanumeric, 35 characters

Demographics > First Name


identity.firstName

Student Middle Name

Student's middle name.




Alphanumeric, 30 characters

Demographics > Middle Name


identity.middleName

Student Grade Level

The grade level of the student's current enrollment.



Alphanumeric, 4 characters

Enrollment > Grade


enrollment.grade

Asian Race

Federal race/ethnicity determination of student being considered as Asian.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Black Race

Federal race/ethnicity determination of student being considered as Black.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Indian Race

Federal race/ethnicity determination of student being considered as Indian.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Pacific Islander Race

Federal race/ethnicity determination of student being considered as Pacific Islander.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

White Race

Federal race/ethnicity determination of student being considered as White.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Hispanic Ethnicity

Federal race/ethnicity determination of student being considered as Hispanic.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

FTE Start DateThe start date of the FTE calculation.
Displays when the 'Per Day' option is selected under FTE Calculation on the report editor.

Date field, 8 characters MMDDYYYY

FTE End DateThe end date of the FTE calculation.
Displays when the 'Per Day' option is selected under FTE Calculation on the report editor.

When FTE Override NOT = Null, reports the earliest of  the following:

  1. The last instructional day of the calendar
  2. The enrollment End Date
  3. The extract editor End Date

Date field, 8 characters MMDDYYYY

Enrollment Start

Start date of every enrollment record in the calendar year.



Date field, 8 characters MMDDYYYY

Enrollment > Start Date


enrollment.startDate

Enrollment End

End date of every enrollment record in the calendar year.



Date field, 8 characters MMDDYYYY

 Enrollment > End Date


enrollment.endDate

FTE Value

Percentage of time the student is enrolled in the school.


  1. Reports the FTE Value for that enrollment record when Membership FTE Override NOT = Null.
  2. When Membership FTE Override = Null, Campus calculates the FTE of the student based on their rostered periods or minutes in their eligible courses DIVIDED BY the student's total enrollment instructional periods or minutes (depending on extract editor selection).

Course period / minutes are not included when the course enrolled has any of the following:

  1. Course is not in an instructional period
  2. Course does not belong to a period with both a Start Time and End Time entered
  3. Course > State Code is BLANK
  4. Course > State Exclude is checked
  5. Course > Attendance is NOT checked

Per Day:

  • Each day in the extract date range is individually calculated. Days with the same FTE are grouped together, so multiple FTEs per enrollment are possible.

Per Enrollment:

  • All periods or minutes in the extract date range are combined and then calculated as a whole. Each enrollment has one calculated FTE.


When FTEValue is 80.000 or higher, it rounds to 100.000.

The combined FTE from across all enrollments active in the extract editor date range may not exceed 1.000 (100%).
  • Adjusts down the enrollment with a Service Type NOT = P, prioritized by the latest Start Date that has Service Type NOT = P.
    • When there are no enrollments with Service Type NOT = P, adjust enrollments as necessary to cause the SUM of student records to be <= 1.000, starting with the enrollment with the latest Start Date.


Numeric, 9 digits

Enrollments > State Reporting > Membership FTE Override 


enrollment.FTE

Actual FTEThe actual FTE of the student. A student may only report a maximum of 100 FTE from across an enrollment date range (including 1 or more enrollment records).
  • Report the non-adjusted FTE whether or not the FTEValue has been adjusted.


Student Aggregate Attendance

Aggregate number of days the student was present during the days of operation.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor.


For Per Day and Per Enrollment FTE Calculations:

  • For each day in the extract date range
    • Calculate the (# of periods absent # of periods rostered in eligible courses) * (FTE Value / 100) * .5 if half day or 1 if full
    • Sum the result of the above calculated days
    • Membership (DE12) minus calculated result from above
    • When ‘Display ADA / ADM’ = Checked:
      • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.

Decimal, 6 characters

Calendar Information > Days / Periods 


Attendance


Student Aggregate Membership

Aggregate number of days the student was present for the days of operation plus the aggregate number of days the student was absent for the days of operation. When a student is absent more than ten consecutive calendar days, all those days beyond ten are deleted. A student who withdraws is dropped from membership the day after withdrawal.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor.


For each day in the extract date range:
  1. Multiply the FTE Value by the instructional day value (1.0 for whole day, .5 for half day)
  2. Sum the results for all days
  3. When ‘Display ADA / ADM’ = Checked:
    • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.


Decimal, 6 characters

Calendar Information  > Days / Periods 


Attendance


Student Aggregate Unexcused Absences

Aggregate number of days the student was absent, as defined by the local board of trustees, of any student required to attend school when such absence is not excused to the satisfaction of the board of trustees by the parent, guardian, or other person having control of such student. The format change is to accommodate for the Unexcused Absences for > 99 days.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor. 


For Per Day and Per Enrollment FTE Calculations:

  • For each day in the extract date range:
    • Calculate the (# of periods Absent Unexcused # of periods rostered in eligible courses) * (FTE Value / 100) * .5 if half day or 1 if full
    • Sum the result of the above calculated days
    • When ‘Display ADA / ADM’ = Checked:
      • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.

Decimal, 6 characters

Calendar Information > Days / Periods 


Attendance


Student Aggregate Attendance OffsiteThis field aggregates student attendance recorded for remote learning. Attendance calculates to the nearest thousandth. Only days that fall on or between the Start and End Dates entered in the extract editor are reported.

Attendance events are counted if one of the following applies: 
  • The student is assigned to a Blended Learning Group on that day.
  • The day has a Day Event mapped in the Attribute/Dictionary to a Standard Code of RL: Remote Learning
  • The student has an attendance code assigned to all instructional periods in the day with a State Code of RL: Remote Learning. In this scenario, the attendance calculation follows the Calculation Method and FTE Calculation selected on the extract editor.
Numeric, 3 digits

Blended Learning


Blended Learning Group Assignments


Summary Format

Demographics fields report from Census > People > Identities > Active Identity > Protected Identity Information if the Report Student Legal Identities checkbox  is marked.

Element Name

Description and Format

Location

School Name

The name of the school.
Displays before all other data elements when the 'Include School Name' box is checked on the report editor.

Alphanumeric


School Information > Name


school.name

District ID

The WDE 7-digits ID for the district submitting the student's data


Reports from the Resident District field on enrollments if entered. Otherwise reports State District Number.


Numeric, 7 digits


Enrollments > State Reporting Fields > Resident District


 District Information > State District Number


Enrollment.residentDistrict

district.ncesDistrictID


School ID

The WDE 7-digit ID for the school of the student's enrollment


Reports from the Resident School field on enrollments if entered. Otherwise, reports State School Number.




Numeric, 7 digits


Enrollments > State Reporting Fields > Resident School


School Information > State School Number


Enrollment.residentDistrict

School.ncesSchoolID


Student WISER ID

The WDE 8-digit state-assigned student record identifier.




Numeric, 8 digits

Demographics > Student State ID


person.studentNumber

Student Last Name 

Student's last name.




Alphanumeric, 40 characters

Demographics > Last Name


identity.lastName

Student First Name

Student's first name




Alphanumeric, 35 characters

Demographics > First Name


identity.firstName

Student Middle Name

Student's middle name. 




Alphanumeric, 30 characters

Demographics > Middle Name


identity.middleName

Student Name Suffix

Indication of the student being a Sr., Jr., III, IV, etc.




Alphanumeric, 50 characters

Demographics > Suffix


identity.suffix

Student Grade Level

The grade level of the student's current enrollment




Alphanumeric, 4 characters

Enrollment > Grade



enrollment.grade

Student Date of Birth

Student's date of birth




Date field, 8 characters, MMDDYYYY

Demographics > Birth Date


identity.birthdate

Student Gender

Student's gender




Alphanumeric, 1 character M or F

Demographics > Gender


identity.gender

Asian Race

Federal race/ethnicity determination of student being considered as Asian.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Black Race

Federal race/ethnicity determination of student being considered as Black.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Indian Race

Federal race/ethnicity determination of student being considered as Indian.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Pacific Islander Race

Federal race/ethnicity determination of student being considered as Pacific Islander.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

White Race

Federal race/ethnicity determination of student being considered as White.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.raceEthnicity

Hispanic Ethnicity

Federal race/ethnicity determination of student being considered as Hispanic.



Alphanumeric, 1 character

Demographics > Race/Ethnicity


identity.hispanicEthnicity

Student Aggregate Attendance

Aggregate number of days the student was present during the days of operation.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor.


For Per Day and Per Enrollment FTE Calculations:

  • For each day in the extract date range
    • Calculate the (# of periods absent # of periods rostered in eligible courses) * (FTE Value / 100) * .5 if half day or 1 if full
    • Sum the result of the above calculated days
    • Membership (DE12) minus calculated result from above
    • When ‘Display ADA / ADM’ = Checked:
      • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.

Decimal, 6 characters

Calendar Information > Days / Periods 


Attendance


Student Aggregate Membership

Aggregate number of days the student was present for the days of operation plus the aggregate number of days the student was absent for the days of operation. When a student is absent more than ten consecutive calendar days, all those days beyond ten are deleted. A student who withdraws is dropped from membership the day after withdrawal.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor.


For each day in the extract date range:
  1. Multiply the FTE Value by the instructional day value (1.0 for whole day, .5 for half day)
  2. Sum the results for all days
  3. When ‘Display ADA / ADM’ = Checked:
    • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.

Decimal, 6 characters

Calendar Information > Days / Periods 


Attendance


Student Unexcused Absences

Aggregate number of days the student was absent, as defined by the local board of trustees, of any student required to attend school when such absence is not excused to the satisfaction of the board of trustees by the parent, guardian, or other person having control of such student. The format change is to accommodate for the Unexcused Absences for > 99 days.


Calculates by Minutes or by Periods based on the Calculation Method selected in the extract editor. 


For Per Day and Per Enrollment FTE Calculations:

  • For each day in the extract date range:
    • Calculate the (# of periods Absent Unexcused # of periods rostered in eligible courses) * (FTE Value / 100) * .5 if half day or 1 if full
    • Sum the result of the above calculated days
    • When ‘Display ADA / ADM’ = Checked:
      • Divide by the number of instructional days (half days count as .5) in the extract date range

Half day determination

  •  A .5 day is determined when a Day Event exists on the Day with a Day Event Type = HD.

Decimal, 6 characters

Calendar Information > Days / Periods 


Attendance


Student Aggregate Attendance OffsiteThis field aggregates student attendance recorded for remote learning. Attendance calculates to the nearest thousandth. Only days that fall on or between the Start and End Dates entered in the extract editor are reported.

Attendance events are counted if one of the following applies: 
  • The student is assigned to a Blended Learning Group on that day.
  • The day has a Day Event mapped in the Attribute/Dictionary to a Standard Code of RL: Remote Learning
  • The student has an attendance code assigned to all instructional periods in the day with a State Code of RL: Remote Learning. In this scenario, the attendance calculation follows the Calculation Method and FTE Calculation selected on the extract editor.

Numeric, 3 digits

Calculated from:
Blended Learning

Calendar Information > Days

Attendance > Attendance Codes > State Code