Attendance Works

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Documentation

Attendance Works
Adobepdficon.png [Attendance Works - Aeries Web Version - Updated March 17, 2017]


Contents














Aeries Web Version - Attendance Works

Overview

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 Attendance Works can be found at: Attendance Works

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Beginning with the 03/10/2017 update the Attendance Works form in Aeries Client Version will no longer be available, the extract must be created in Aeries Web Version. When the form is entered in Aeries Client Version a message displays indicating that the extract must be run from the Web Version.

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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.

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Options

There are a variety of options that need to be set up prior to creating the Attendance Works extracts.

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  • 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.

Schools

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.

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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.

File Download

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.

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Clicking on the Download icon will download the file. The files are in Comma-Delimited (csv) format and can be opened in Excel.

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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

Processing

The accuracy of the Attendance Works extract is dependent on the data in the Aeries system. The Attendance Works extract accesses many tables and they need to be as accurate as possible.

Setup Data:

Location (LOC) – inactive schools and schools tagged as DNR are not selected on the Schools tab by default

Absent Code (ABS) – absent codes that are set as Excused Absences, Unexcused Absences, Unverified Absences and Suspensions will be included in various columns in the Attendance Works Student extract

Calendar (DAY) – the calendar is used to determine the default extract dates and to evaluate which students and related records to include in the counts. When the extracts are run at the District level the District (School 0) calendar should be set up. If there is no District (School 0) calendar the extract results may not be accurate.

Transfer (XRF) – the code values that are mapped in the XRF table for the CALPADS Primary Enrollment and CALPADS English Learner codes are used when evaluating the student records.

Options (OPT) – saves the schools selected in the Schools tab

File Location Information (FLI) – saves the file processing and creation information

Student Data:

Students (STU) – active and inactive students are included. The students need to be enrolled in a school selected on the Schools tab, and also need to be enrolled during the extract date range indicated on the Options tab. In addition, only student data records that have no value in the Attendance Program (STU.SP) field or that have an Attendance Program that is considered a Primary Enrollment will be included in the extract.

Attendance (ATT) – the Attendance table is evaluated along with the Absent Code (ABS) table and the Calendar (DAY) table to determine the Days Present, Excused Absences, Unexcused Absences, and Days Suspended counts. The All Day field in the Attendance table is used to determine the various attendance counts, period attendance fields are not evaluated. The Unverified Absence code is counted along with the Unexcused Absence codes to create the Unexcused Absences total in the extract.

Special Ed (CSE) – special education records must have an Enter Date (CSE.ED), a Primary Disability (CSE.DI), and the Exit Date (CSE.XD) must either be NULL or within the school year. Students with records that meet these criteria will have a "YES" in the IEP column.

Free and Reduced (FRE) – free and reduced records must have an Enter Date anytime within the school year. If a student has a Free or Reduced record anytime during the school year they are tagged with a "YES" in the Free and Reduced column

Letters (LET and LTL) – the Letters (LET) table is used to identify which letters are sent as a Truancy notification and which letters are sent as an excessive absence notification. The Letter Log (LTL) table is evaluated to determine if a student received one or more of these letters from the school they are enrolled in.

Discipline (ADS and DSP) – the Disposition (DSP) table is used to determine the number of instances of suspension. In order to be counted the disposition date must be within the student's enrollment in the school and the disposition code must begin with "SUS".

Programs (PGM) – this table is evaluated as a secondary method of identifying TK students. If there are no students with a -1 grade level, then the system will check students with grade = 0 to see if they have a Program Code of "185" while enrolled in the school. If so, they will be counted as a TK student.

To create the Attendance Works extracts, click on the Create Student and Zip Code Extracts button. A red progress bar will appear at the top of the page indicating that the program is running and a "Processing" message will appear in the File Download area.

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Once complete, the message will change to "Completed" and the files can be downloaded by clicking on the download icon.

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Using the Extracts

Two files are created for the Attendance Works extracts, the Student file and the Zip Code file. Both files are in a Comma-Delimited (csv) format and can be opened in Excel. In order to use the CalDATT tools provided by Attendance Works, the data in the two extract files will need to be copied and pasted into their templates.

Using Excel, select and copy the records from the Student extract …


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And paste them into the District Data tab of the CalDATT template…

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Repeat these steps with the Zip Code file…

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The CalDATT template will automatically produce reports based on the data copied into the template.

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