The Student Attendance District Summary Report is one of the three audit reports that should be run and verified for each six-week reporting period. Per the TEA Student Attendance Accounting Handbook (SAAH), the superintendent should review data as follows:

  • Scrutinize regular attendance totals and special program attendance totals based on approximate membership.
  • Investigate all data totals that have an exceptionally high value or a value of zero.
  • Compare current year totals to prior year totals to detect unreasonable differences.


The chart below lists the specific SAAH Requirement per 2.3.3 District Summary Reports and shows the specific section of the Student Attendance District Summary Report where the information can be reviewed and verified, as well as the sources of the data and calculations.


NOTES: 

  • The blue message on the Report Options page lists any six-week periods that have already been computed. If a reporting period is re-calculated, all subsequent reporting periods must be re-calculated. In this case, ensure Recompute Attendance Reporting Details (ARD) Information is selected when running the report.


 

  • If generating the report as a PDF to be emailed as a link, the report will be sent as a secure document that must be opened using Adobe Acrobat. This extra layer of security is intended to prevent unauthorized editing of the data.




*  Attendance Event Indicator (noted with an asterisk in the tables below) is calculated when the report is run based on ENR.PR and program participation (PGM.CD). See StudentAttendance Interchange - Field Mapping and Rules (SpecialProgramsReportingPeriodAttendanceExtension > AttendanceEventIndicator (E1085)).


SAAH Requirement 2.3.3Aeries Report table.columnSource/Calculation
Report heading:

1. name of the district


LOC.NMSchool Options (district)District Name

2. county-district number


LOC.CC + LOC.DC + LOC.SC

NOTE: LOC.SC = 000 for district		School Options (district)County + District + School

3. six-week reporting period

ARS.RPARP.RPAttendance Reporting PeriodsReporting Period

4. beginning and ending dates of the reporting period, including the year (If the district has multiple campuses or tracks, the earliest track beginning date and latest track ending date should be indicated.)


ARP.D1/ARP.D2Attendance Reporting PeriodsStarting Date/Ending Date


SAAH Requirement
2.3.3		Aeries Report table.columnSource/Calculation
District Summary:

5. totals of all campus data, summarized by grade and including:

  • (5a) days membership (includes eligible and ineligible students)
ARS.MBRDAY.DTCalendardate
ATT.CD > " "Attendance EnrollmentEnt/Lv
ATT.PRAttendance EnrollmentElig
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.MBR is a total count of DAY.DT for all students in district, based on:
  • DAY.DT is between ATT.CD = E and ATT.CD  = L, or
  • DAY.DT is same as ATT.CD = B (enrolled for one day)

And

  • Half day (0.5) if ATT.PR = 2, 5, or 6
  • Otherwise, full day (1.0)
  • (5b) days absent (includes eligible and ineligible students)
ARS.ABSATT.ALAttendanceall day code
ARS.MBRcalculated (see 5a)
ABS.AD = 0 (not selected)Update Absence CodesCount for ADA
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)
Attendance Event Indicator *
ARS.ABS is a total count of All-Day Absences (ATT.AL) within membership days (ARS.MBR) where the Absence Codes do not count in ADA (ABS.AD = 0)
  • (5c) total days present (includes eligible and ineligible students)
ARS.PRSATT.AL = " "Attendanceall day code
ARS.MBRcalculated (see 5a)
ABS.AD = 1 (selected)Update Absence CodesCount for ADA
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.PRS is a count of All-Day Absences (ATT.AL) within membership days (ARS.MBR) where the Absence Codes count in ADA (ABS.AD = 1) or ATT.AL = " "
  • (5d) ineligible days present
ARS.INEARS.PRScalculated (see 5c)
ATT.PR <> 1, 2, 3, 6, or 7Attendance EnrollmentElig
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.INE is a subset of ARS.PRS where student is not ADA eligible (i.e., ATT.PR <> 1, 2, 3, 6, or 7)
  • (5e) eligible days present (in-person, remote synchronous, and remote asynchronous) 
ARS.ELGARS.PRScalculated (see 5c)
ATT.PR = 1, 2, 3, 6, or 7Attendance EnrollmentElig
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.ELG is a subset of ARS.PRS where student is ADA eligible (i.e., ATT.PR = 1, 2, 3, 6, or 7)
  • (5f) eligible days bil/ESL (in-person, remote synchronous, and remote asynchronous) 
ARS.EDBPGM.PSD/PGM.PEDSpecial ProgramsStart Date/End Date
PGM.CD = 146 or 147Program Code
PGM.TY = 2-5 (if PGM.CD = 146) or 2-3 (if PGM.CD = 147)Program Type
AUT.CDAuthorizationsCode
AUT.TY = 4
Type
ARS.EI = 02 (Regular Bil/ESL) or 07 (Flexible-Bil/ESL)Attendance Event Indicator *
ARS.EDB is a count of days enrolled in Bil/ESL with authorization within reporting period
  • (5g) eligible days bil/ESL dual language one-way program (in-person, remote synchronous, and remote asynchronous) 
ARS.EDB1ARS.EDBcalculated (see 5f)
PGM.FT = D1 (One-way)Special ProgramsFunding Type
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDB1 is a subset of ARS.EDB where PGM.FT = D1
  • (5h) eligible days bil/ESL dual language two-way program (in-person, remote synchronous, and remote asynchronous) 
ARS.EDB2

ARS.EDBcalculated (see 5f)
PGM.FT = D2 (Two-way)Special Programs Funding Type
STU.LF = 1 (LEP)DemographicsLEP
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDB2 is a subset of ARS.EDB where PGM.FT = D2 and STU.LF = 1
  • (5i) eligible days bil/ESL dual language two-way program (NonEL-EB/English Proficient) (in-person, remote synchronous, and remote asynchronous) 
ARS.EDB3

ARS.EDBcalculated (see 5f)
PGM.FT = D2 (Two-way)Special ProgramsFunding Type
STU.LF <> 1 (not LEP)DemographicsLEP
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDB3 is a subset of ARS.EDB where PGM.FT = D2 and STU.LF <> 1
  • (5j) eligible days PRS (in-person, remote synchronous, and remote asynchronous) 
ARS.EDPPGM.PSD/PGM.PEDSpecial Programs

Start Date/End Date
PGM.CD = 162 (PRS)Program Code
ARS.EI = 04 (Regular-PRS) or 09 (Flexible-PRS)Attendance Event Indicator *
ARS.EDP is a count of days enrolled in PRS within reporting period
  • (5k) eligible days special education mainstream (in-person, remote synchronous, and remote asynchronous) 
ARS.EDMCSH.SD to CSH.EDSpecial Education > Instructional SettingStart Date/End Date
CHS.INS = 40 (Mainstream)Instructional Setting
ARS.EI = 11 (Regular SpecialEd Mainstream) or 12 (Flexible SpecialEd Mainstream)Attendance Event Indicator *
ARS.EDM is a count of days enrolled in special education within reporting period
  • (5l) eligible days early education allotment educationally disadvantaged (grades KG-3)
ARS.EDE1FRE.CD Free and Reduced

NSLP

Lunch Type Code


ATT.GR = KG-3Attendancegrade level
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDE1 is a count of days where student is in grade level KG-3 and eligible for eco dis (i.e.,  most recent FRE record must be NOT Paid)

NOTE: FRE.CD must be mapped to Free/Reduced code on Texas State Reporting > Code Translations.
  • (5m) eligible days early education allotment bil/ESL (grades KG-3)
ARS.EDE2PGM.PSD/PGM.PEDSpecial Programs

Start Date/End Date
PGM.CD = 146 or 147Program Code
PGM.TY = 2-5 (if PGM.CD = 146) or 2-3 (if PGM.CD = 147)Program Type
AUT.CD
AuthorizationsCode
AUT.TY = 4Type
ATT.GR = KG-3Attendance grade level
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDE2 is a count of days where student is in grade level KG-3 and enrolled in Bil/ESL with authorization within reporting period
  • (5n) eligible days early education allotment educationally disadvantaged and bil/ESL (grades KG-3)
ARS.EDE3PGM.PSD/PGM.PEDSpecial ProgramsStart Date/End Date
PGM.CD = 146 or 147Program Code
PGM.TY = 2-5 (if PGM.CD = 146) or 2-3 (if PGM.CD = 147)Program Type
AUT.CDAuthorizationsCode
AUT.TY = 4Type
FRE.CDFree and Reduced

NSLP Lunch Type Code

ATT.GR = KG-3Attendancegrade level
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDE3 is a count of days where student is in grade level KG-3 and enrolled with authorization in Bil/ESL within reporting period and eligible for eco dis (i.e., most recent FRE record must be NOT Paid)

NOTE: FRE.CD must be mapped to Free/Reduced code on Texas State Reporting > Code Translations.
  • (5o) eligible days residential facility (in-person, remote synchronous, and remote asynchronous) 
ARS.EDRFRFH.ED/RFH.LD
or		Special Education > Residential FacilityEntry Date/Leave Date
PGM.PSD/PGM.PEDSpecial ProgramsStart Date/End Date
PGM.CD = 407Program Code
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.EDRF is a count of days enrolled in Residential Facility (RFH record) within reporting period, OR a count of days enrolled in RF program (PGM record) within reporting period
District Summary - Totals:

6. district total for all grades for all data required in item 5 above

Sum of all grade level totals in #5


SAAH Requirement
2.3.3		Source/Calculation
District - Program ADA/FTE:

7. district ADA

  • (7a) regular classroom eligible participation



ARD.ELGStudent Attendance Detail ReportDays Eligible
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARD.ELG is Refined ADA minus Special Program FTE (See 10a and 10b).
Refined ADA = (Sum of ARD.ELG) divided by ARP.TD
  • (7b) bil/ESL
ARD.ELGStudent Attendance Detail ReportDays Eligible
ARD.PR = Bilingual Program OR English as a Second Language (ESL)Program Name
ARP.TDAttendance Reporting PeriodsTotal Days
(Sum of ARD.ELG where ARD.PR = Bil/ESL) divided by ARP.TD
  • (7c) PRS
ARD.ELGStudent Attendance Detail ReportDays Eligible
ARD.PR = Pregnancy-Related ServicesProgram Name
ARP.TD

Attendance Reporting PeriodsTotal Days
(Sum of ARD.ELG where ARD.PR = PRS) divided by ARP.TD
  • (7d) mainstream
ARD.ELGStudent Attendance Detail ReportDays Eligible
ARD.PR = Instructional SettingProgram Name
ARD.CD = 40Code Value
ARP.TDAttendance Reporting PeriodsTotal Days
(Sum of ARD.ELG where ARD.PR = Instructional Setting and ARD.CD = 40) divided by ARP.TD
  • (7e) early education allotment - educationally disadvantaged
ARS.EDE1Student Attendance District Summary ReportElig Days Early Education Allotment Educationally Disadvantaged (K-3)
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *

(Sum of ARS.EDE1) divided by ARP.TD

  • (7f) early education allotment - bil/ESL
ARS.EDE2Student Attendance District Summary ReportElig Days Early Education Allotment Bilingual/ESL (K-3)
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
(Sum of ARS.EDE2) divided by ARP.TD
  • (7g) early education allotment - educationally disadvantaged and bil/ESL
ARS.EDE3Student Attendance District Summary ReportElig Days Early Education Allotment Educationally Disadvantaged and Bilingual/ESL (K-3)
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
(Sum of ARS.EDE3) divided by ARP.TD
  • (7h) residential
ARS.EDRFStudent Attendance District Summary ReportElig Days Residential Facility
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
(Sum of ARS.EDRF) divided by ARP.TD


SAAH Requirement
2.3.3		Source/Calculation
District - Career Tech Summary:

8. total for all CTE codes (V1-V3), if applicable:

  • (8a) eligible days present


ARS.ELGStudent Attendance District Summary ReportDays Eligible
ARS.CD
CTE Code (V1-V3)
MST.CHMaster ScheduleCTE V-Code
CAR.DS/CAR.DECourse AttendanceStart Date/Stop Date
ARS.EI = 03 (Regular-CTE) or 08 (Flexible-CTE)Attendance Event Indicator *
Sum of ARS.ELG within each V-Code for the reporting window; based on student's last day of enrollment in the reporting period.

NOTE: V-Codes are combined (for example, if student has two V1 codes, they are counted as V2).

V-Code = V + ARS.CD; 

V-Code is based on MST.CH within date range


NOTE:

  • For CTE students placed in a disciplinary setting during the reporting period, CTE Eligibility must cease on the day before the student is placed the disciplinary setting and resume the day after the student's last day in the setting. Use PGM.CD = 414 (CTE Ineligible Funding) to track these students. The option is used in calculations when the student was enrolled in this program for six or more consecutive school days.
  • For CTE students who start receiving homebound services during the reporting period, CTE Eligibility must cease on the day before the student starts receiving services, and resume the day after homebound instruction ends. CTE days are not counted during this period. (See SAAH 5.2.4)
    • For special education students, homebound services are indicated by the Instructional Setting (CSH.INS = 01).
    • For PRS and all other students, homebound services are indicated by the special program (PGM.CD = 412).
  • (8b) total contact hours
ARS.ELGStudent Attendance District Summary Report

Days Eligible
ARS.CDCTE Code (V1-V6)
ARS.EI = 03 (Regular-CTE) or 08 (Flexible-CTE)Attendance Event Indicator *
(Sum of ARS.ELG) * ARS.CD
  • Contact Value




SAAH Requirement 2.3.3Aeries Report table.columnSource/Calculation
District - Special Education Summary:

9. total for all special education instructional settings, including speech therapy, if applicable:

  • (9a) eligible days present

ARS.INSStudent Attendance District Summary ReportSpecial Education Instructional Setting
ARS.ELG
Days Eligible
CHS.INSSpecial Education > Instructional SettingInstructional Setting
CSH.SD/CSH.EDStart Date/End Date
ARS.EI = 05 (Regular-SpecialEd)Attendance Event Indicator *
ARS.INS = CHS.INS where at least one student is enrolled within reporting period
  •  (9b) contact hours


ARS.ELGStudent Attendance District Summary ReportDays Eligible
ARS.INSSpecial Education Instructional Setting
CHS.INSSpecial Education > Instructional SettingInstructional Setting
ARS.EI = 05 (Regular-SpecialEd)Attendance Event Indicator *
Contact Hours = ARS.ELG * Contact Value

Sum of all hours for all days within reporting period


Contact Value is hard coded based on SAAH 4.15.1, and determined based on the CSH.INS values, as follows:

CHS.INSContact Value
41-452.859
91-994.25
000.25
011.0
024.5
08, 30, 81-895.5
  • (9c) excess contact hours
ARS.ECHARS.EI = 05 (Regular-SpecialEd)Attendance Event Indicator *
ARS.ECH is the sum of Contact Hours that exceed 6.0 on any single day



SAAH Requirement 2.3.3Source/Calculation

10. FTE calculations for all special programs reported for data required in items 8 and 9

  • (10a) CTE FTE
ARS.ELGStudent Attendance District Summary ReportDays Eligible
ARS.CDCTE Code (V1-V6)
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 03 (Regular-CTE) or 08 (Flexible-CTE)Attendance Event Indicator *
Sum (ARS.ELG * ARS.CD) divided by (ARP.TD * 6))
  • (10b) Special education instructional settings FTE






ARS.INSStudent Attendance District Summary ReportSpecial Education Instructional Setting
ARS.ELGDays Eligible
ARS.ECHExcess Contact Hours
ARP.TDAttendance Reporting PeriodsTotal Days
ARS.EI = 05 (Regular-SpecialEd)Attendance Event Indicator *

Sum of eligible days in Instructional Setting, minus excess hours, divided by (Total Days * 6)


((ARS.INS and ARS.ELG) - ARS.ECH) / (ARP.TD * 6)


SAAH Requirement 2.3.3Aeries Report table.columnSource/Calculation
District Summary:

11. total number of students, by grade, who were served in a state-approved gifted/talented program, if applicable

ARS.GTGTE.PSD/GTE.PED
or		Gifted/TalentedStart Date/End Date
PGM.PSD/PGM.PEDSpecial ProgramsStart Date/End Date
PGM.CD = 127Program Code
ARS.EI = 01 (Regular) or 06 (Flexible-Regular)Attendance Event Indicator *
ARS.GT is a count of students in GT (GTE record) OR a count of students enrolled in GT program (PGM record) within reporting period
Final page:

NOTE: The titles and message can be configured on the report options page. Type alternate text and click Reset Text before printing the report.
12. signature page, signed by persons recording data and persons approving data (This page may be signed each six-week reporting period or each semester at local discretion. If your district uses a paperless attendance accounting system, the electronic equivalent of a signature page.)


Data Totals

  • Data totals for all track level Student Detail Reports must add up to respective totals on the Campus Summary Report.
  • Likewise, data totals for all Campus Summary Reports must add up to respective totals on the District Summary Report.