ATT - Attendance Rates Report
Attendance Rates Report Report Overview
This program produces a report of attendance information:
- For a selected date range for the current year, or previous years.
- By Student.
- By Subject.
Required Permission
Assign the 'Attendance Rates Report' permission to users who need to access this program.Use program System Admin > Users > User Maintenance to update User Permissions.
General Tab
There are a range of selection criteria to filter the data that will be included in the report.
| Mandatory Fields | |
|---|---|
| Start Date and End Date | Enter the start and end dates that the report will calculate the attendance data for. Previous Year Information Students will be selected from the archived data on the basis of values from the most recent Result Year and Period (Academic Reporting) that fall within the date range. Previous year attendance data relies on completion of the Copy Data to Archive process at the appropriate time i.e. immediately after the Reporting Period. Refer to the Academic Reporting documentation for more information on what data is collected during the archiving process. The date range must be within the same year. If you're comparing data across multiple years, run the report multiple times, for each year. |
Part Day Absences greater than (hours) | Indicate the minimum number of hours, up to one decimal point, that students must be absent before they are included in this report. The Absence types applicable to this category are:
|
| Absent from Class greater than (periods per day) | Indicate the minimum number of periods students must be absent from class before they are included in this report. The Absence type applicable to this category is:
|
| Optional Criteria |
|---|
All other fields are optional and are self-explanatory.
Note the check box for 'Exclude Absences with Acceptable Reason'. If unticked, all absences, both acceptable and unacceptable are included.
|
UD tab
Further selection criteria can be entered based on the Student UD (User Defined) fields set up by your school in the Student Records Setup program.
Print Tab
Report Modes
There are two report modes:
- Percentage By Student
- Percentage By Subject
Percentage By Student
This mode produces a report with the following default headings (extra headings will display if selected when running the report):
| Student Code | Student Code |
| Given Name | The student's formal Given Name |
| Surname | The student's formal Surname. |
| Year Group | The Year Group that the student is/was in for the entered date range. |
| Potential Days | The number of potential days that the student's attendance is/was recorded for the period of the report.
This is calculated by: Total School Days - Acceptable Non-attendance Days = Potential Days.
Total School Days, calculated from the following two factors:
Acceptable Non-Attendance Days, calculated from:
|
| Days Present | The total number of days the student was Present at school.
This is calculated by: Potential Days - (Days Absent from School + Days Absent from Class).
Days Absent from School:
Days Absent from Class:
|
| Attendance % | The total attendance of the student, as a percentage, and rounded.
This is calculated by: Potential Days - (Days Absent from School + Days Absent from Class) x 100
|
| Absence Percentage | The total absence of the student, as a percentage, and rounded.
This is calculated by: ((Days Absent from School + Days Absent from Class) / Potential Days) x 100
|
| Average | The bottom row of the report displays the average 'Attendance %' and 'Absence %' for the students listed on the report. |
Absences Weighting Calculations
| Absentee Type | Definition | Daily Absence weighting | |
|---|---|---|---|
| Full Day Absences | 'Absent from School' | A whole school day, defined as the number of hours between the start of the first lesson of the day and end of the last lesson of the day. | 1.0 |
| Part Day Absences (hours) | 'Absent for Morning' | Part day absences are calculated as a decimal fraction of a full day (1.0), to one decimal place. | Total daily absent hours / Hours in the school day |
| Part Day Absences (periods) | 'Absent from Class' | Part day absences are calculated as a decimal fraction of a full day (1.0), to one decimal place. | Total daily absent hours / Hours in the school day |
Percentage By Subject
This mode produces a report with the following default headings (extra headings will display if selected when running the report):
| Subject Code | The Subject Code. |
| Subject Description | The Subject Description. |
| Teacher Name | The teachers who are assigned to the class for any periods within the timetable within the date range entered (more than one teacher may display). |
| Year Group | The Year Group of the subject. |
| Total Students | The number of current students in the class. |
| Number of Classes in Date Range | The number of times the class has occurred on the timetable within the date range entered. |
| Attendance % | The total attendance for all students in the class, as a percentage, and rounded.
This is calculated by: Potential Hours - (Hours Absent from School + Hours Absent from Class) / Potential Hours x 100
|
| Absence % | The total absences for all students in the class, as a percentage, and rounded.
This is calculated by: ((Hours Absent from School + Hours Absent from Class) / Potential Days) x 100
|
| Average | The bottom row of the report displays the average 'Attendance %' and 'Absence %' for the subjects listed on the report. |
Include Student Details
Tick the 'Include Student Details' option to include both the class details and the student details.
The following headings will display in the report, along with the students details, under each subject entry. The student details are populated as outlined in the 'Percentage By Student' mode report above.
| Student Code | Given Names | Surname | Year Group | Attendance % | Absence % |
|---|
Sort By
Enter your preferred sort order the records will appear in the report.
Formatting Options
Select your preferred export type and other formatting preferences.
Options will depend on which Report Mode is selected.
Additional Fields
Additional Fields to include on the report can only be selected in the 'Percentages by Student' mode.
Report Tile
The default 'Attendance Rates Report' title can be changed to meet your requirements.
Save this Configuration as
Enter a title if you wish to save all entered criteria to run the report again in future.
Exception Report
When the report is generated, the program checks for any relevant data issues, and if found, will display on the Exception Report.
Issues are included if:
- A student has an absence record that is dated after their Date of Leaving.
- A student has a 'Date of Entry' that is earlier than the maximum 'Date of Leaving' for an Enrolment History record.
- An ‘Absent from Class’ record exists for a date that is no longer in the Timetable Calendar or a period that no longer exists.
- A 'Late for School' or 'Early Departure' record exists without a time entry.
All issues must be resolved before the report can be generated successfully.