Attendance Aggregation Preferences

PATH: System Administration > Attendance > Attendance Aggregation Preferences

The Attendance Aggregation Preferences tool allows district administrators to view and select which attendance views and stored procedures are applied to the district's chronic absenteeism calculation. Selected options change the display of the Chronic Absenteeism view on the Student Attendance tab.

This is a district-level setting. Any changes made here affect ALL schools within the district.

Attendance Aggregation Preferences

This tool is not available for users in Montana.

The stored procedure and views listed here can be viewed in the Attribute/Dictionary, but modifications cannot be made through the user interface.

Attendance Aggregation Quartz Job

The quartz job is automatically added to district databases when the Campus.1821 Release Pack is taken.

The quartz job checks all calendars for the active school year. If the previous day in a calendar was an attendance-taking day, it aggregates student attendance data for that day, and generates a record in the AttDayAggregation table for each student who was scheduled into one or more instructional periods. It also updates any previously generated aggregation data where changes to the underlying Attendance and/or Roster data have been detected. The generated aggregation data provides totals across all instructional periods for a day, including statistics such as scheduled minutes, absent minutes, unexcused absent minutes, and the most common excuseID (where applicable). This data is then made available on individual students’ Attendance tab (in the Chronic Absenteeism Information section), and can be pulled into a report using Ad hoc Reporting tools, and is used for other reporting.

Things to know about this quartz job:

Tool Rights

For full access to the Attendance Aggregation Tool, users need to be assigned R(ead) and W(rite) rights to:

Attendance Aggregation Preferences Tool Rights

Attendance Aggregation Preferences Editor

FieldDescription
Aggregation Calculation

Allows the selection of the available attendance aggregation calculation stored procedure:

  • sp_SummarizeAttendance

This is the only option for this field.

Detail View

Allows selection of detail attendance views:

  • v_AttDayDetail_Approx
  • v_AttDayDetail_Exact
  • v_AttDayDetail_ExactMinute
  • v_AttDayDetail_Federal

These views are reserved for future attendance functionality. The selections do not cause a change in student attendance data, but they are available for use in Ad hoc Reporting tools. 

Summary View

Allows selection of detail attendance views:

  • v_AttDaySummary_Approx
  • v_AttDaySummary_Exact
  • v_AttDaySummary_ExactMinute
  • v_AttDaySummary_Federal

These selections change the display of Chronic Absentee data that displays on the Student Attendance tab and dictates which summary view displays in the Chronic Absenteeism view in Ad hoc Reporting > Attendance.

Assign Attendance Aggregation Preferences

This is a district-level setting. Any changes made here affect ALL schools within the district.

  1. Verify an option is selected for the Aggregation Calculation field.
  2. Verify an option is selected for the Detail View field.
  3. Select the desired option for the Summary View.
  4. Click the Save button when finished.

Attendance Aggregation Preferences in Ad hoc Query Wizard

The views from Attendance Aggregation Preferences are available in the Query Wizard for Student Data Types. The fields are available within the Attendance folder. Choose fields from the sub-folders highlighted in the image below. The fields in the Chronic Absenteeism folder are the Chronic Absentee fields that display on the student Attendance tab.

Attendance Aggregation Preference Options in Ad hoc Reporting

Example reports of the Chronic Absenteeism fields are included below. Reports can also be created using the Detail view options. The following images list a student and the Chronic Absentee Detail information for each of the detail and summary views.

In these examples, attendance data is returned for a range of dates and is only including one student.

Approximate

Attendance Day Detail View

Approximate Detail View

Attendance Day Summary View

Approximate Summary View

Exact

Attendance Day Detail View

Exact Detail View

Attendance Day Summary View

Exact Summary View

Exact Minute

Attendance Day Detail View

Exact Minute Detail View

Attendance Day Summary View

Exact Minute Summary View

Federal

Attendance Day Detail View

Federal Detail View

Attendance Day Summary View

Federal Summary View

Effects of Attendance Aggregation Preference

The following information shows the Attendance Aggregation Preferences selections and how it affects the Student Attendance tab. The student attendance data is the same in all images, but notice that the totals vary depending on the selected summary view. Also included is an image of an Ad hoc report that includes the Chronic Absentee fields that display on the Student Attendance tab.

Note that the field Chronically Absent is the indication that the student is considered chronically absent based on the selected summary view. When using this field in Ad hoc reports, data returns as 1 (Yes) or 0 (No).

The selected preference here also determines the values returned when generating Ad hoc reports using the Chronic Absenteeism view.

Approximate Summary View

When the Summary View field is set to v_AttDaySummary_Approx, the Student Attendance tab displays Chronic Absentee data using approximation of a student's days absent.

The Approximate calculation takes the total absent minutes for each day, and rounds them to the nearest whole or half day (following standard rounding rules) based on the values entered on the calendar, to determine if the day met the threshold. The whole/half day absences are summed, then divided by the year-to-date scheduled days to get the Absenteeism Percentage.

Approximate Summary View Selection

Here is a simple Ad hoc report using the fields from the Chronic Absenteeism folder for the Approximate Summary View

Approximate Calculation Ad hoc Report

Exact Summary View

When the Summary View field is set to v_AttDaySummary_Exact, the Student Attendance tab displays Chronic Absentee data using an exact measurement of a student's days absent. Comparing the Approximate calculation with the Exact calculation, the absenteeism percentage is lower, and the total days absent is not rounded to the next whole value. 

The Exact Day calculates each attendance day based on the Student Day (Instructional minutes) value on the calendar. The absent minutes per day are divided by the Student Day (instructional minutes). Those Exact day values are added up and divided by the year-to-date Scheduled Days to get the Absenteeism Percentage.

Exact Summary View Selection

Here is a simple Ad hoc report using the fields from the Chronic Absenteeism folder for the Exact Summary View.

Exact Calculation Ad hoc Report

Exact Minute Summary View

When the Summary View field is set to v_AttDaySummary_ExactMinute, the Student Attendance tab displays Chronic Absentee data using a to the minute calculation.

The Exact Minute calculation is the student's total absence minutes divided by the student's total scheduled minutes. The first calculation occurs for each day, then the total number of absences is added and divided by the Scheduled Days (YTD).

Exact Minute Summary View Selection

Here is a simple Ad hoc report using the fields from the Chronic Absenteeism folder for the Exact Minute Summary View.

Exact Minute Calculation Ad hoc Report

Federal Summary View

When the Summary View field is set to v_AttDaySummary_Federal, the Student Attendance tab displays Chronic Absentee data based on the Federal guidelines. On-screen tool tips also display that provide definitions of what Days Absent and Chronically Absent mean at the federal level. 

Students are considered chronically absent when they are marked absent for 10% or more of school days when scheduled for a minimum of ten days. The Days Absent total is the total days missed 50% or more with a status/excuse of Absent Excused, Absent Unexcused and Absent Unknown.

The Federal calculation is the student's days absent (for more than 50% of scheduled minutes) divided by the student's scheduled days.

Federal Summary View Selections

Here is a simple Ad hoc report using the fields from the Chronic Absenteeism folder for the Federal Summary View.

Federal Calculation Ad hoc Report

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