EOY Attendance Totals Extract (Montana)

PATH: MT State Reporting > MT Extracts > End of Year Attendance Totals

The End of Year Attendance Totals extract allows users the ability to extract end of year attendance totals from Campus.

End of Year Attendance Totals Extract Editor

Reporting Population Logic

Students with the checkbox Extracurricular Activities Only marked on their enrollment are excluded from attendance calculations used within the report.

Generate the End of Year Attendance Totals Extract

  1. Select End of Year Attendance Totals from the Extract Type dropdown list.
  2. Select the desired Format from the dropdown list.
  3. Choose the desired calendars from the Calendar list. 
  4. Click the Generate Report button. The extract will display in a new window in the selected format.

The extract can generate in the following formats. Use the State Format (TSV) when all data has been reviewed for accuracy and information is ready to be uploaded.

Image 2: End of Year Attendance Totals - HTML Format

End of Year Attendance Totals Extract Layout

The following lists the data elements and formats for the End of Year Attendance Totals Extract. 

 In order to report, a student must be enrolled for at least one day in the calendar selected on the extract editor.

Header Layout

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type

The abbreviation for the type of file upload entered. This will always report as HD.

Alphanumeric, 2 characters

Not dynamically stored

Not dynamically stored

Date

The most recent date a change was made on the file, or the date the file was generated.

Date field, 10 characters
MM/DD/YYYY

Not dynamically stored

Not dynamically stored

Time

The most recent time a change was made on the file, or the date the file was generated.

Time field, 8 characters
HH:MM:SS

Not dynamically stored

Not dynamically stored

Version

The most current version of the file interface specification and references to the application system. This field will always report as MT9.1.

Alphanumeric, 5 characters 

Not dynamically stored

Not dynamically stored

Extract Layout

Data Element

Description

Type, Format and Length

Campus Database

Campus Interface

Record Type

The abbreviation for the type of file upload entered. This will always report as AA.

Alphanumeric, 2 characters

Not dynamically stored

Not dynamically stored

District Number

This is a unique system number that identifies the district uploading the information, assigned by the Montana Office of Public Instruction.

Numeric, 4 digits

District.number

System Administration > Resources > District Information > District Number

School Number

This is a unique number assigned by the Office of Public Instruction that identifies the school into which the students are enrolled.

Numeric, 4 digits

School.number

System Administration > Resources > School > School Number

Calendar Number

This is a unique system number that identifies the calendar(s) chosen on the extract editor. This number needs to correspond with the Calendar Number reported in the School Calendar Extract.

Numeric, 1-3 digits

Calendar.number

Student Administration > Calendar > Calendar > Calendar Info

Student State ID

Unique student ID number assigned by OPI.

Numeric, 9 digits

Person.stateID

Census > People > Demographics > Person Identifiers > State ID

Student Local ID

Unique student ID number assigned by the school of enrollment.

Numeric, 15 digits

Person.studentNumber

Census > People > Demographics > Person Identifiers > Local Student Number

Last Name

Student's legal last name.

Alphanumeric, 40 characters

Identity.lastName

Census > People > Demographics > Person Information > Last Name

First Name

Student's legal first name.

Alphanumeric, 35 characters

Identity.firstName

Census > People > Demographics > Person Information > First Name

Service Type

Indicates the type of services received by a student at the district. Options are:

  • P: Primary
  • S: Secondary
  • N: Special Education

Alphabetic, 1 character

Enrollment.type

Student Information > General > Enrollments > General Enrollment Information > Service Type

Start Date

Student's start date of enrollment for the current school year. This date must be greater than or equal to the Calendar State Date.

Date field, 10 characters
MM/DD/YYYY

enrollment.start Date

Student Information > General > Enrollments > General Enrollment Information > Start Date

End Date

Student's last day of enrollment for the current school year. This date must be less than or equal to the Calendar End Date.

Date field, 10 characters
MM/DD/YYYY

enrollment.endDate

Student Information > General > Enrollments > General Enrollment Information > End Date

Grade

Indicates the student's grade level of enrollment.

Alphanumeric, 2 characters

enrollment.grade

Student Information > General > Enrollments > General Enrollment Information > Grade Level

Days Present

Indicates the number of days the student was present during their enrollment.


Note: Days Present must be less than or equal to the number of Days Enrolled.

Numeric, 4.2

XXXX.XX

EnrollmentMT.
daysPresent

Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Present

Days Enrolled

Indicates the number of days the student was enrolled during their enrollment.


Numeric, 4.2

XXXX.XX

EnrollmentMT.
daysEnrolled

Student Information > General > Enrollments > State Reporting Fields > ADA - #Days Enrolled

ESSA Days Absent

Indicates the number of federal days the student was absent during their enrollment.


Note: The value of days absent must be less than or equal to the number of days enrolled.

ESSA Days Absent cannot be greater than 200 days.

Numeric, 3 digitsEnrollmentMT.
essaAbsent
Student Information > General > Enrollments > State Reporting Fields > ESSA - #Days Absent

Year

Indicates the year of the enrollment record, based on the last year of the school year. For example, enrollments in the 2010-11 school year will report as 2011.

Numeric, 4 digits

calendar.endYear

System Administration > Calendar > Calendar > Calendar Info