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Known issue - ISAC Submissions and the Attendance History Table - Issue # 2 Fixed 9/28/2022

9/28/2022 UPDATE:  The ISAC submission has been extended  to October 7 per the CDE.


ISSUE 2 - FIXED with the 9/28/2022 Update 


Note:  These fixes could impact the ISAC submission.  To ensure STAS totals are correct, this Aeries update needs to be applied and the Aeries California - P-EBT Submission process will need to be run again to ensure the correct Attendance History totals are submitted in the CALPADS STAS file.


Revision Note:  Attendance History Configuration - Calculated period attendance data was not populated for some students in the Attendance History Summary (AHS) table when the process was run with a specified date range, fixed.


Note:  The following School Configurations were effected by this change:

  • When a school was configured in the following way

    • The Education Type was set to Alternative Education in School Options

      • LOC.TY = 1

    • Attendance Reporting was set to Positive in School Options

      • LOC.B = 1

OR

  • When the Calculate Attendance Totals Based on Period Attendance option is enabled

    • All Schools using Period attendance.

    • The Calculate Attendance Totals Based on Period Attendance option is defined within the School Options (OPT) Table:

      • OPT.NM = "Calc AttTotOnPA" and OPT.CD = 'True'

For more information please see our knowledge base article pertaining to Alternative Education with Positive Attendance.

CALPADS Extracts - STAS file extracts were omitting students because the data created with the Attendance History Configuration process was miscalculated, fixed.



ISSUE 1 - FIXED with the 9/26/2022 Update


Revision Notes:   Attendance History Configuration - For Flex schools with negative period attendance, the counts for periods present and unexcused absences were incorrect, fixed. 


Attendance History Totals (AHS) were incorrect for schools with the following configuration: Flex, Period, Negative Attendance using the School Setting of “Calculate Attendance Totals Based on Period Attendance” option.


To find out if this issue impacts your district, The following Aeries Query can be run in your 2021/2022 database:



LIST OPT NM SC CD IF NM =  'Calc AttTotOnPA' AND OPT.CD = 'TRUE' 


AND 


Verify School Options settings:


 

Self-Hosted Districts: 


If the BOTH conditions above produce a school that was reported in the ISAC submission, the Aeries update that ships today needs to be applied and the Aeries California - P-EBT Submission process will need to be run again to ensure the correct Attendance History totals are submitted in the CALPADS STAS file. 


Hosted Districts;


If the BOTH conditions above produce a school that was reported in the ISAC submission, the Aeries California - P-EBT Submission process will need to be run again on the latest update available 9/27/2022 to ensure the correct Attendance History totals are submitted in the CALPADS STAS file. 



The following SQL query can be run in your 2021/2022 database to find out if this issue impacts your district: 


SELECT LOC.CD, LOC.NM, LOC.E, LOC.B, LOC.A, OPT.*

FROM LOC INNER JOIN OPT ON LOC.CD = OPT.SC

WHERE LOC.DEL = 0 AND OPT.DEL = 0

AND LOC.E = '3'

AND LOC.B = '0'

AND LOC.A = '1'

AND OPT.NM = 'Calc AttTotOnPA'

AND OPT.CD = 'TRUE'




ISSUE 3


Negative numbers have been reported when submitting to the ISAC system.  Please confirm that the Absence Codes for Independent Study have been configured correctly.


Please refer to this document.  


https://support.aeries.com/support/solutions/articles/14000070596-independent-study-absence-and-code-configurations



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29 CommentsSorted by Oldest First

When I ran the second SQL our positive Attendance schools are coming up.  So what does that mean?  That my files are incorrect?  When will we know there is a fix and does CDE know that we have this issue?

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We heard from ISAC that they will be extending the deadline until October 7th.

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Awesome! Thank you!!!

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Did the update on 9/28/2022 address ALL of the ISAC issues?  Is it safe to re-run our attendance history file for each month and create STAS files for 2021-2022 and resubmit?  

Hi Terri,

As far as we know, the 9/28/22 update addresses all the open issues.  


Issue #3 for the negative numbers seems to be caused from incorrect configuration of the Independent Study absence codes or incorrect date ranges entered in the Attendance History Configuration.  So we did not have to address it with a program change.

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Thank you for the reply! 

I just reran all of my data from last year and pulled the STAS files - this fix did update my Positive attendance school sites - I have uploaded them - and I am officially done!!!

Wondering if this correction to the STAS extract means that the data submitted for EOY was inaccurate?

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Hi Stella,

These issues were caused when the Attendance History date ranges did not include the first day of school.  For EOY STAS reporting the Attendance History dates default to the entire school year (that includes the first day of school) so the results are correct. 

Kathy, you state in the above post that this was caused by the Attendance date range not including the first day of school. I ran my files from the first day of the month to the last day of the each month. But, when running the provided sql query, my ALT Ed school were in the results and feel I need to rerun my STAS/ISAC files. I'm confused by your statement.


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Hi Terri,

I was clarifying Stella's question about the STAS for EOY.  We shipped the fix for the ISAC reporting for the date ranges on 9/28. If you created the STAS files with the date ranges for each month for the ISAC submission while you were on the 9/28 version, then that is correct also.

Sorry for the confusion.

Kathy - 


But I think Terri is saying she created her files prior to the 9/28 update using the first day of the month which includes her first day of school which  I have also done.  


So you are saying anything created prior to 9/28 must be created over regardless of the date you used, correct? 

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Hello All,


Attendance History calculations as run with the nightly process, or on demand with all school days encompassed in specified date ranges, is accurate. It is the same process we've used for years. STAS EoY references data created in this way, so it too will be accurate.


For ISAC, date ranges were added to give us the ability to calculate Attendance History and, thus, STAS information on a month-by-month basis. This date window had a flaw that we corrected in the 9/28 updated.

It is with great regret that I must say the safest course of action, regarding ISAC, is is to begin again. Using the 9/28 update.

It is possible that, if you compare the STAS file provided for the first month of school, you may notice no difference between the 9/28 update and the previous version. However, subsequent months will be different. Sometimes drastically.

It would be good to know what the "flaw" is. It might help us in deciding if we really need to rerun all of our files.  "For ISAC, date ranges were added to give us the ability to calculate Attendance History and, thus, STAS information on a month-by-month basis. This date window had a flaw that we corrected in the 9/28 updated."

"It is with great regret that I must say the safest course of action, regarding ISAC, is is to begin again. Using the 9/28 update."

If the results of the SQL query provide no data, does that mean our district was not impacted? 

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