Validating a TK Student's Attendance Program
Using Attendance Audit Results and Report Tags
Overview
The Attendance Audit Listing report checks attendance data in your database against a series of logical validations. The report returns a list of students whose attendance data may be invalid. The Attendance Audit should be run on a regular basis and the errors should be cleared. If any mistakes were made, they are easier to correct when the data entry or attendance situation are fresh in the minds of school personnel.
Navigate to Reports > Attendance > Attendance Audit Listing.
At the School level, the report prints for the current school. At the District level, the form allows you to select the school(s) to print:
Report Options ↑
At the school and district levels, select the checkboxes Include Inactive Students Without Attendance and Include Missing Exit Reason Errors at your own discretion, depending on your attendance procedures and on how you are using the report's results.
At schools using Attendance Time (ADA Time) All Day Attendance Management, the Include All-Day / ADA Period Mismatch Errors checkbox is displayed. If un-checked, AG: Student has mismatch between All Day Attendance Code and Period Attendance Code errors will not be included in the report. See the Attendance Time (ADA Time) All Day Attendance Management documentation for more information about this error.
If the Run Old Attendance Audit checkbox is selected, the previous version of the Attendance Audit Listing will run. The previous version of the Attendance Audit Listing displayed only one error per student; the current version of the Attendance Audit Listing displays all errors for each student. The old Attendance Audit Report does not include new errors and is no longer being updated. Users are discouraged from printing the old version and a note was added to the option.
Validating a TK Student's Attendance Program ↑
The Attendance Program for TK as non-ADA dropdown is provided to assist in maintaining TK students' Attendance Programs. This dropdown is optional; if left blank, the Attendance Audit Listing will not perform the TK validations.
To add the TK validations to the Attendance Audit Listing, add the Attendance Program code for your TK students who should not be reported for ADA to the dropdown:
Once the TK non-ADA code has been added, when the Attendance Audit Listing is run, it will check the following:
- TK students who turned five years old on or before June 2nd should not be in the TK non-ADA program
- TK students who turn five after June 2nd should be in the TK non-ADA program until they turn five years old
Messages will be provided on the report and on the student's Demographics and Attendance Enrollment pages. Students will also be tagged with report tags.
To clear an Attendance Audit Listing message about a TK student and their ADA status:
- Note the student's ID number and their birthdate.
- Compare their birthdate to their Attendance Program on the Attendance Enrollment page.
For example, the student below enrolled on the first day of school in Regular Program (Prg is blank), which will be reported for ADA. The student is in grade TK and turns five years old on 06/03/2025. Their record displays a message of "TK Student under 5 Years Old after June 2nd flagged for ADA with code (blank)."
To fix this student's enrollment record, the student should be coded as entering the TK No ADA program of T on 7/1/2024. On the student's 5th birthday, the student may be reported for ADA, so the student's enrollment record should reflect that the student left the TK No ADA program on the last school date before student's birthdate and enters the Regular Program on student's 5th birthday or the next school date after:
Note: Please refer to CDE documentation on ADA procedures for TK and all students. According to the CDE's Transitional Kindergarten FAQ, TK students who turn 5 years old on or before June 2nd can be reported for ADA starting on the first day of the school year. TK students who turn 5 years old after June 2nd should not be reported for ADA until they turn 5.
No Shows ↑
When the No Show set-up is used, and a code is assigned from the No-Show list, these errors no longer display on the Attendance Audit Listing report.
For example, the following codes will not display on the Attendance Audit Listing report or the Student Demographics page for No-Shows:
- AK : Student is not enrolled in any primary classes
- AL : Student is not enrolled in any primary classes on
- AM : Student is enrolled in multiple primary classes on
- 2 : Student has no enrollment data and/or no summer withdrawal
- D : Student is inactive and has no leave date in STU
NOTE: AK, AL and AM will only display for Active Students
Using Attendance Audit Results and Report Tags ↑
Below the report options, the Attendance Audit Listing includes Report Tags information for students in the report. Please refer to the Report Tags documentation for guidance on using Report Tags. After running the Attendance Audit Listing, if students appear on the report, they can be included in a query using the appropriate Report Tag and Query Tag Value, as listed on the Attendance Audit form:
For example, the Attendance Audit Report may include students with validation messages regarding TK and ADA:
After the Attendance Audit is run, those students will be tagged in RTG.QT with AA, AB, or AC. Then those students could be included in a query:
LIST STU STU.SN STU.LN STU.FN STU.BD STU.BD? STU.GR IF RNV = "PrintAttendanceAuditListing" AND QT = AA
More Information ↑
For more information, please refer to the other documents included in Attendance and to the documents provided in Enrollment Data Management.
Error Listing Codes ↑
Below is a complete listing of the errors:
Report Name Value: PrintAttendanceAuditListing
Query Tag Value:
- 0 : Active student is not currently enrolled in attendance
- 1 : Inactive student is still enrolled in attendance
- 2 : Student has no enrollment data and/or no summer withdrawal
- 3 : Student has two Enter records with no Leave in between
- 4 : Student has two Leave records with no Enter in between
- 5 : Student has an invalid enter/leave code
- 6 : Grade does not match current enrollment record of __
- 7 : Program does not match current enrollment record of __
- 8 : Teacher does not match current enrollment record of __
- 9 : Track does not match current enrollment record of __
- A : Attendance program 1 does not match current enrollment record of __
- B : Attendance program 2 does not match current enrollment record of __
- C : Student has L or B leave code with no exit reason code
- D : Student is inactive and has no leave date in STU
- E : Student is active and has a leave date in STU
- F : Teacher does not match current attendance period teacher of __
- G : Mismatch between enter and leave data in attendance (GR/TR/PR/TN/AP1/AP2)
- H : Reporting home school does not match current enrollment record of __
- I : Interdistrict transfer does not match current enrollment record of __
- J : District of residence does not match current enrollment record of __
- K : NPS school (CSE.SS) does not match current enrollment record of __
- L : Student is enrolled in attendance but has no classes on __
- M : Student is enrolled in attendance but has no course attendance on __
- N : Student is enrolled in course attendance but has no classes on __
- O : Student has invalid day# in attendance - __
- P : Student has invalid day# in course attendance - __
- Q : Student is enrolled on first day with summer withdrawal reason on __
- R : Student is enrolled in course attendance but has no attendance on __
- S : Student is missing summer leave date with summer withdrawal reason
- T : Student has invalid or missing track code in ATT of __
- U : Student has invalid or missing track code in STU of __
- V : Student has attendance without enrollment on
- W : Student has period attendance without enrollment on
- X : Student has a dropout summer withdrawal reason but is active at school
- Y : Student has a dropout exit reason, summer withdrawal reason, or end-of-year status, but has attendance at school
- Z : Student has attendance teacher (ATT.TN) populated in a period attendance school
- AA : TK student under 5 years old after June 2nd flagged for ADA with code
- AB : TK student 5 years or older as of June 2nd flagged to bypass ADA with code
- AC : TK student 5 years or older by today, or leave date, flagged to bypass ADA with code
- AD : Student leave date does not match attendance leave date of __
- AE : Student does not have an attendance enter after a 440 Leave on
- AF : Student has course attendance without enrollment on
- AG : Student has mismatch between all day attendance code and ADA period code on
- AH : Student is not enrolled in class for an ADA period on
- AI : Student has class attendance without enrollment on
- AJ : Student has class attendance but has no course attendance for Section __ on __
- AK : Student is not enrolled in any primary classes
- AL : Student is not enrolled in any primary classes on
- AM : Student is enrolled in multiple primary classes on
- ? : Status uncertain