The Attendance Works Extract is used to populate the CalDATT tools from Attendance Works. The CalDATT tools are self-calculating Excel spreadsheets that track chronic absences and truancies. They are free to all schools and districts and can be downloaded from the Attendance Works website. Once the extract is created, it can be pasted to the CalDATT spreadsheets to automatically generate the reports.
More information on how to obtain these tools from the Attendance Works website is available at the following link: Attendance Works
Location & Security
The Attendance Works screen can be accessed from both District and School Aeries Web. It can be found under School Info | Imports and Exports | Attendance Works in the navigation tree. Admin users have access to the Attendance Works node.
Users with Administer permissions to the Student Attendance security area will also have the Attendance Works Extracts node available and will be able to run the extracts even though they may not have permission to view or update the individual tables that are used to populate the extract counts.
There are a variety of options that need to be set up prior to creating the Attendance Works extracts.
- Extract Date Range – limits the students evaluated in the extract to those that have attendance in the specified date range. The From date defaults to the first day in the district or school calendar. The to date defaults to 10 school days prior to the current date as defined by the district or school calendar. When the Attendance Works extracts are run at the District level, a District (School 0) calendar must be defined. If the district calendar does not exist it may affect the data that is extracted.
- Select Grade(s) – select one or more grades to include in the extracts. By default, all grade levels are selected.
- Select Truancy Letters – (optional) select all letters that indicate a Truancy. Letters that are selected will be used to populate the count of Truancy Letter Notifications per student.
- Select Absenteeism Letters – (optional) select all letters that indicate excessive absences. Letters that are selected will be used to trigger the YES/NO flag for Excessive Absent Letters per student.
NOTE: If a district calendar does not exist the default Extract Date Range will be 7/1 of the current school year through 10 days prior to the current date. Weekends will be included in the 10-day count, but if the 10th day is a Saturday or Sunday, the prior Friday will be used as the “to” date. For example, if the current date is 3/14/2017, then 10 days prior is 3/4/2017. Since 3/4/2017 falls on a weekend, 3/3/2017 will be used as the default “to” date.
The Schools tab will limit the extract to evaluate the students in the selected schools when run at the District level. By default, all active schools that do not have the DNR flag turned on will be selected to export.
The All and None buttons to the right of the school list can be used to select all schools or de-select all schools at once.
The Save button will save the selections made on the screen so that they do not need to be re-selected for future runs. The Default button will return the school selection to the program default described above.
When the Attendance Works extract is run at the School level, only the students from that school will be included in the extract regardless of the selections made in the Schools tab.
The File Download section of the screen displays information about the extracts while they are processing and provides a link to the extract files once they are complete. The extracts’ reference location (not the extract itself) are stored in the File Location Information (FLI) table.
Clicking on the Download icon will download the file. The files are in Comma-Delimited (csv) format and can be opened in Excel.
The following information is displayed on the File Download area:
- Type – type of extract – ATTWRK
- Extract Name – unique file name. The first 3 characters indicate the school the user was logged into when running the extract.
- Batch – batch id when the extract was initiated
- Created – date extract was created
- Start – time when the extract began processing
- End – time when the extract completed processing
- User – user name that ran the extract
- Status – either “Processing” while the extract is running, or “Completed” when the extract has finished. The Completed status also indicates the number of extract records created.
- Submit – the check-box can be used to indicate which files are used for reporting