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.
Filter Reports by "audit" or 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:
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.
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.
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 before December 2nd should not be in the TK non-ADA program
- TK students who turn five after December 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 1/16/2019. His record displays a message of "TK Student under 5 Years Old after Dec. 2nd flagged for ADA with code (blank)."
To fix this student's enrollment record, he should be coded as entering the TK No ADA program of K on 7/2/2018. On his fifth birthday, he may be reported for ADA, so his enrollment record should reflect that he leaves the TK No ADA program on the last school date before his birthdate and enters the Regular Program on his fifth 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 before December 2nd can be reported for ADA starting on the first day of the school year. TK students who turn 5 years old after December 2nd should not be reported for ADA until they turn 5.
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 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