Revision 8/22/02

Chapter 8B - Attendance Reports

8B.1 ATND – Daily Attendance Reports

You may use the Report Writer report ATND version 1, 2 or 3, to create a daily absence list for distribution to teachers. The report (versions 2 or 3) looks for absences with a date equal to the date submitted. The only difference in the two, is that #3 includes phone numbers. Version 1 is for a date that you specify on the P606 (must be changed for each date).

Example 8B–1 ATND Version 1

Example 8B–2 ATND Version 2

Example 8B–3 ATND Version 3

8B.2 PERF – Perfect Attendance Report

You may use Report Writer report PERF version 1, to create a perfect attendance list. PERF may need to have P606 modified for your absence type. You may contact us for help.

Example 8B-4 PERF version 1

8B.3 SUSP – Suspension List

You may use Report Writer report SUSP version 1 to create a suspension list. SUSP will probably need to have the P606 modified to meet your selection criterion to be included on the report. You may contact us for help.

Example 8B-5 SUSP version 1

8B.4 TARD – Tardy Report

You may use the Report Writer report TARD version 1 to create a report for all students who have been tardy. The P606 will need to be modified for your particular selection of tardy Absence types, as well as the selection criterion to be included on the report. You may contact us for help if needed.

Example 8B-6 TARD version 1

8B.5 R309 – Student Absence Search Report

The R309 is an attendance report that can serve several purposes, depending on how it is submitted. It can be a quarterly attendance report, sorted by homeroom. It can be a perfect attendance report, when processed using the criterion that students must meet to be considered for perfect attendance. Or you can even run the R309 for a select few students by setting up a P149 version and using that version when submitting the report. You can produce reports in summary or in greater detail. You can be selective on just a particular absence type. There is also the capability to print one page per student for use in their permanent folders. The type of report that you get out of the R309 all depends on how it is submitted. Following are guidelines on a few of the many uses for this report.

To obtain a quarterly attendance report you would process the R309 using the beginning and ending dates for the particular quarter that you are working with. Grade level can be filled in, or left blank to include ALL grades in your particular building. You can sort grade, name, sex, homeroom or student ID or Program (disability code). You can print the report in detail or summary. See Example 8B-7, for a sample of how the R309 might be processed for a quarterly report of all attendance data for all students in your building and the resulting report that it would create when submitted as such.

Example 8B-6 R309 used for Quarterly Attendance Report

Submission Screen

Example 8B-7 R309 Resulting Report

The R309 can also be used as a perfect attendance report, for yearly and/or quarterly perfect attendance. So, depending on what criterion that the students need to meet for perfect attendance, as designated by your district/building, you could submit the R309 as follows:

Example 8B-8 R309 used as Perfect Attendance report

Submission Screen

Example 8B-8 R309 Perfect Attendance report

8B.6 Control Parameters for ADA/ADM Reports

8B.6.1 P171-Control Parameters for R318

Use this screen if you wish to exclude or include a particular group of students on the R318-Student Attendance Register. Use DATA FLAGS to exclude and MISC subscreens to include specific students. See Example below:

Example 8B-9 P171

This parameter defines additional options for excluding students on the R318 or to include additional data from a MISC screen on the report. Up to 99 different versions of P171 may be defined. An example of having different versions would be if you wish to run the R318 including JVS students, then again without. If you’re using Data Flags on STUD, these students may be excluded by specifying the flag they have. If a match is found on STUD, the student will not be included on the report. To include additional data on the report that wouldn’t normally be included, if you define a MISC screen and a particular field, this MISC data will print in the birth date field for students having data on the specified MISC screen fields.

To use the exclude data flag option, specify the data flag that students have defined on STUD. Up to five different flags may be specified. If one of the flags matches the same data flag defined on STUD, that student will be excluded from the report.

To use the MISC screen option for printing additional data, define a MISC screen and fields and enter the data for each student applicable. The MISC screen and field number must be the same for all. If no MISC screen and field are specified, the student’s birth date and gender will print in these positions on R318.

Example 8B-10 R318 Submission Screen

Example 8B-11 R318 Report Sample

8B.6.2 P172-Control Parameters for R319 & R322

The P172 allows you to exclude students with a specified data flag from the R319 Report (ADM/ADA from ABHI) and the R322 Report (ADM/ADA from ABSE). Five separate data flags may be specified. If one of the flags matches any given students, the student will be excluded, if that version of the P172 is specified on the R319 and/or R322 submission screen.