Unexcused Absence Application

Report
2012-13 Unexcused Absence and Truancy Reporting
• In previous years, the Unexcused Absence and Truancy report collected
information from districts/schools regarding data they had tracked
throughout the school year.
• Beginning with the 2012-13 school year, data collected within CEDARS
will be used to pre-populate the majority of the data contained within
the report.
• Data is still ‘broken out’ or reported at the school level and summarized
for students in Grades 1-8 and those in grades 9-12.
• Unexcused absence, or truancy data, is not reported out for students in
grades PK or K.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Unexcused Absence and Truancy report is located within the Education Data
System (EDS).
• Beginning with the 2012-13 school year, the application link will be titled
Unexcused Student Absences.
• A bulletin will be issued soon with instructions regarding user roles and
access to the application.
• When users access the application for the first time, they will see a slightly
different front, or initial view, in the application.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• This new initial view will be displayed to all users.
• The CEDARS District Administrator names, e-mail addresses, and phone
numbers will be displayed and will be based on who has the CEDARS District
Administrator role assigned for each district.
• View Historical Information Link:
• For the 2012-2013 school year only this link will take the user to the old
Attendance and Weapons application.
• Next year and going forward the user will be able to select the school year
they wish to view.
• Any year prior to the 2012-2013 school year will take the user to the
old application.
• If the user selects 2012-2013 or later it will take them to the data
displayed in the new application for that year.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
•
Users with school level access will come straight to this page when they click on
the Certification tab in the top menu bar. Selecting Absences/Truancy Grades 1-8,
from the list of reports on the left, will take you to the report below.
• The report layout for Unexcused Absence Data for Students in Grades 1-8 has
not changed from previous years.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• The Unexcused Absence data will be pre-populated from CEDARS. The
business rules used to extract this data from CEDARS are as follows.
• Columns A & B – Total number of Grades 1-8 students:
• First business day of October/April is the count day.
• Students reported as Primary=Yes on count day.
• Students enrolled on count day.
• Students reported as enrolled in grades 1-8 on count day.
• Subgroups:
• Ethnicity/Race: use the federal roll up.
• Special Education: count students who have a qualifying special
education record on the same day of enrollment (count day) in
that district.
• Limited English: count students who have a qualifying bilingual
record on the same day of enrollment (count day) in that district.
• Low-Income: count students who have a qualifying FRL record
on the same day of enrollment (count day) at the district.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Column C – Average Annual Enrollment:
• Calculated using the data reported in Columns A and B, rounded up to
the nearest whole number.
• Column D – Total Number of Grade 1-8 Unexcused Absences:
• Students reported as Primary=Yes at any time through May 31.
• Students reported as enrolled in grades 1-8 at any time through May 31.
• Absence reported in Element N07 = UF – Unexcused Full Day Absence.
• Date of absence reported in Element N06 is on or before May 31.
• Each reported absence meeting the above criteria above will be counted.
• Subgroups:
• Ethnicity/Race: use the federal roll up.
• Special Education: count students who have a qualifying special
education record on the same day of enrollment (count day) in that
district.
• Limited English: count students who have a qualifying bilingual
record on the same day of enrollment (count day) in that district.
• Low-Income: count students who have a qualifying FRL record on the
same day of enrollment (count day) at the district.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Column E – School Days in Reporting Period:
• This data will be populated from the Number of School Days reported by
the district in the box located just above the Unexcused Absence details.
• Column F – Unexcused Absence Rate:
• Calculated using the formula
Total Number of Unexcused Absences (Col. D)
Number of Days in Reporting Period (Col. C) * Average Annual Enrollment (Col. E)
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• The section in the unexcused absence report that provides summary
counts of unexcused student absences for Grades 1-8, displayed below,
will be pre-populated from CEDARS.
• These are unduplicated summary counts of students.
UNEXCUSED ABSENCES Grades 1-8
____Number of Grade 1-8 students with unexcused absences, a student
may only be counted once.
____Number of enrolled Grade 1-8 students with five or more
unexcused absences in a month.
____Number of enrolled Grade 1-8 students with ten or more
unexcused absences in a school year.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Districts/schools will be able to view the students populated in Columns A, B,
and D and the Unduplicated Summary counts by clicking on the count number
displayed.
• As an example, using the snapshot below, if the user clicks on the enrollment
reported in Column A or B the following information will be displayed.
• School Name, School Code, SSID, District Student ID, First Name, Last Name,
Middle Initial, Date of Birth, Federal Race Roll-up, SpEd, LEP, Low Income,
Total N of Unexcused Absences, School Enrollment Date, and School Exit
Date (if applicable)
• If the user clicks on the count number reported in Column D, all of the
information listed above for Columns A and B will be displayed, with the
exception of school enrollment and exit date(s).
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
Data regarding Truancy Petitions and Special Programs or Schools for students in Grades
1-8 will need to be completed by the school/district.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Selecting Absences /Truancy Grades 9-12, from the list of reports on the left,
will take you to the report below.
• Number of Grade 9-12 unexcused absences in reporting period:
• Students reported as Primary=Yes at any time through May 31.
• Students reported as enrolled in grades 9-12 at any time through May 31.
• Absence reported in Element N07 = UF – Unexcused Full Day Absence.
• Date of absence reported in Element N06 is on or before May 31.
• Each reported absence meeting the above criteria above will be counted.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Number of Grade 9-12 students with unexcused absences:
• Students reported as Primary=Yes at any time through May 31.
• Students reported as enrolled in grades 9-12 at any time through May 31.
• Absence reported in Element N07 = UF – Unexcused Full Day Absence.
• Date of absence reported in Element N06 is on or before May 31.
• Each reported absence meeting the above criteria above will be counted.
• Students are counted only once regardless of how many absence records
qualify in the definition.
• Number of Grade 9-12 students with five or more unexcused absences in a
calendar month:
• Students reported as Primary=Yes at any time through May 31.
• Students reported as enrolled in grades 9-12 at any time through May 31.
• Student has at least five records in the same calendar month where date
of absence reported in Element N06 is on or before May 31.
and
• All five (or more) absence records reported in Element N07 = UF –
Unexcused Full Day Absence.
• Student is to counted only one time if they meet the definition above.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Number of Grade 9-12 students with ten or more unexcused absences in a
school year:
• Students reported as Primary=Yes at any time through May 31.
• Students reported as enrolled in grades 9-12 at any time through May 31.
• Student has at least 10 records where date of absence reported in
Element N06 is on or before May 31.
and
• All ten (or more) absence records reported in Element N07 = UF –
Unexcused Full Day Absence.
• Student is to counted only one time if they meet the definition above.
• Detailed student level information for the data displayed for students in
Grades 9-12 can be viewed with the same details as described for students in
Grades 1-8.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• New for the 2012-13 school year:
• All updates to student enrollment, sub-group reporting, absence
dates, and type of absences must be updated through re-submission
of data to CEDARS.
• CEDARS will refresh the data in the report nightly until either the
system closes on July 8th or until the report is marked as completed.
• The Save button within the report will save the hand entered data but
will not stop the CEDARS data from refreshing in the report.
• The Page Completed button will
• Save all hand entered data
• Stop CEDARS data from refreshing
• Place a check in the box on the District Certification Home page
to let the district level user know the school page has been
completed.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• This page will be displayed to District Level Users only.
2012-13 Unexcused Absence and Truancy Reporting (cont’d)
• Public School Report Completed Status:
• Clicking on a school name will take the user to the unexcused absence
page for that school.
• The check boxes will be unchecked until the Page Completed button is
clicked on each of the school level pages.
• The district level user can “unlock” the school level pages by unchecking
the box.
• Display options:
• Districts can choose to have either all schools, completed schools, or
incomplete schools displayed.
• The Certify Reports button will be greyed out until all schools are checked.

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