Attendance Profile (Kentucky)

This information is specific to Kentucky districts.

PATH: Student Information > General > Attendance > Attendance Profile

Search Term: Attendance

The Student Attendance Profile has been modified to fit Kentucky standards and includes detailed attendance information, including check in and check out times, summaries of in-district and out-of-district transferred attendance, and enrollment information. The Profile is used by Kentucky districts as both a reference for school staff and as a legal document to be presented in truancy-related court proceedings.

Image 1: Student Attendance Tab

To generate this report, select Attendance Profile from a student's Attendance tab. The report will generate in PDF format.

Image 2: Kentucky Attendance Profile

Population Logic

The following tables describes the logic used when determine what records are reported:

Requirement

An Attendance Profile report can be generated for any student, regardless of excludes.

  • Students with no scheduled classes will report no data (even if Virtual classes are assigned).

Excluded Enrollments Logic

  • Enrollments in calendars marked Exclude or Summer School will be called out in a separate Excluded Calendar Enrollments section.
  • Attendance data from calendars marked Exclude or Summer School will not be calculated for the student’s current district.

Transferred Attendance Logic

  • The Attendance Profile will display this transferred attendance in individual summary sections for each district from which the student has transferred within the school year.
  • Each of these sections is a snapshot of the student’s attendance activity in the given district at the time the student was transferred.
  • Transferred Attendance will not separate excluded calendar attendance.
  • Infinite Campus requires that the previous enrollment be ended prior to transfer to properly transfer attendance from one district to another. If the previous enrollment is not ended, users must re-submit the transfer via the Records Transfer tab at the destination district.
  • Prior to 2022-23 school year all transferred attendance values may include attendance data from calendars marked as Exclude or Summer School.
  • Prior to 2010-2011 school year all transferred attendance values were calculated prior to the implementation of Whole Day / Half Day attendance.

Summary of In-District and Transferred Attendance Logic

  • The 'Summary of In-District and Transferred Attendance' section adds together the saved values in the transferred attendance table with the values in the attendance Summary Table for the current district and provides totals for the entire year for all KY districts the student has attended. This can be considered the statewide total.

Attendance Profile Layout

The following tables detail each section of the Attendance Profile.

Header, Student Information and Enrollments

Header

Field Name

DescriptionFormatCampus Location

Year

Current school year, as indicated on the Campus toolbar.

e.g. 2009-2010

Campus toolbar

Student Name

Student's full name. Reports in First Name, Middle Name, Last Name format.

Alphanumeric

Census > People > Demographics > First Name, Middle Name, Last Name

Student Address

The address of the student.

Alphanumeric

Census > People > Households > Address Fields

Phone Number

Phone number of the student.

(###)###-###

Census > People > Demographics > Personal Contact Info > Other Phone

ID#

The student's state ID number

Numeric

Census > People > Demographics > Person Identifiers > Student State ID

Grade

The grade level of the student's enrollment.

Alphanumeric

Student Information > General > Enrollments > Grade

Date of Birth

The student's birth date.

MM/DD/YYYY

Census > People > Demographics > Birth Date

Student Information

Student Homeroom

The room number of the student's most recent homeroom section.

###

Scheduling > Courses > Section > Homeroom AND Student Information > General > Schedule

Homeroom Teacher

The student's homeroom teacher.

Alphanumeric

Scheduling > Courses > Section > Primary Teacher AND Student Information > General > Schedule

Student Guardian Name

The name of the guardian from the student's primary household. If more than one guardian exists, the name of the first guardian created within Campus will appear.

Alphanumeric

Census > People > Relationships > Guardian and Name

Student Race/Ethnicity

The description of the student's race/ethnicity corresponding to the following codes:

  1. Hispanic/Latino
  2. American Indian or Alaska Native
  3. Asian
  4. Black or African American
  5. Native Hawaiian or Other Pacific Islander
  6. White
  7. 2 or more Races

Alphanumeric

Census > People > Demographics > Race/Ethnicity

Student Gender

The gender of the student.

M or F

Census > People > Demographics > Gender

Enrollments

District Name

The name of the district in which the student is enrolled.


Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.

Alpha, 30 characters

System Administration > Resources > District Information > Name

School Name

The full name of the school in which the student is enrolled.


Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.

Alphanumeric

System Administration > Resources > School > Name

School #

The identification number of the school.


Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.

###

System Administration > Resources > School > Number

Schedule StructureThe name of the schedule structure tied to the student’s enrollment.

This is based on the student’s enrollments. If the student has enrollments that are outside of the current district the structure name is NOT populated for those out of district enrollments ONLY.

Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.
Alpha (First 15 characters)Student Information > General > Enrollments >

Type

The type of enrollment.

Alpha, 1 character

Student Information > General > Enrollments > Type

Start Date

The start date of the student's enrollment.


Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.

Date field, MM/DD/YYYY

Student Information > General > Enrollments > Start Date

End Date

The end date of the student's enrollment.


Reported enrollment IS NOT in a calendar marked ‘Exclude’ or ‘Summer School’.

Date field, MM/DD/YYYY

Student Information > General > Enrollments > End Date

Excluded Enrollments
District NameThe name of the district where the enrollment took place.

This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’.
Alpha (First 30 Characters)System Administration > Resources > District Information > Name
School NameThe name of the school tied to the student’s enrollments

This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’.
Alpha (First 50 Characters)System Administration > Resources > School > Name
School #The location number of the school assigned by the state.

This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’.
XXXSystem Administration > Resources > School > Number
Exclude Reason

The reason why the enrollment is excluded.

  • Report EXCLUDE if the calendar where the student was enrolled is marked ‘Exclude’
  • Report SUMMER if the calendar where the student was enrolled is marked ‘Summer School’
AlphaSystem Administration > Calendar > Calendar > Summer School, Exclude
Start DateThe start date of the student’s enrollment.

This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’.

Numeric

XX/XX/XXXX


Student Information > General > Enrollments > Start Date
End DateThe end date of the student’s enrollment(s).

This is based on the student’s enrollments in the current district only. Reported enrollment must be in a calendar marked ‘Exclude’ or ‘Summer School’.

Numeric

XX/XX/XXXX


Student Information > General > Enrollments > End Date

If the student has multiple enrollments, they will be listed starting with the most recent. Selected transfer enrollments will also appear on the Profile.

Accumulative Attendance Detail

The Accumulative Attendance Detail sections of the Attendance Profile reports totals for various types of attendance events. This section comes in two parts, one for all enrollments of that student in the district and one sorted by each school into which the student is enrolled.

The Attendance Cross Districts Transferred Summary and Summary of In-District and Transferred Attendance sections use the same logic described in the table below.

Field Name

Description

Format

Accumulative Days Present

The total number of days present during the school year.


If students are enrolled in multiple schedule structures for the same school only 1 Day Present can count per date.

NNN.NN

Accumulative Days Absent

The total number of days absent during the school year.


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN.NN

Days Absent Excused

The total number of excused absences during the school year.


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN.NN

Days Absent Unexcused

The total number of unexcused absences during the school year.


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN.NN

Distinct Days PresentTotal distinct present days.

Count of distinct days present. If there are overlapping enrollments for the same date, and both enrollments have the day as a Present Day, it is only counted once.

Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.
NNN.NN
Distinct Days AbsentTotal distinct absent days.

Count of distinct days absent. If there are overlapping enrollments for the same date, and both enrollments have the day as an Absent Day, it is only counted once.

Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.
NNN.NN

Total Tardies

The whole number total of tardies during the school year.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

Total Tardies Excused

The whole number total of excused tardies during the school year.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

Total Tardies Unexcused

The whole number total of unexcused tardies during the school year.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

Absent Events

The whole number total of attendance events which were absences.


If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

Absent Events Excused

The whole number total of attendance events which were excused absences. The last event code of the day determines if the absence is excused or unexcused.


If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per day.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

Absent Event Unexcused

The whole number total of attendance events which were unexcused absences. The last event code of the day determines if the absence is excused or unexcused.


If students are enrolled in multiple schedule structures for the same school only 1 absent event can count per day.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NNN

EHO

The total number of attendance events marked with the state code of EHO, which indicates an Educational Enhancement Opportunity (Limit 10 FTE days in a calendar, as enforced on the Attendance tab).


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day EHO absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NN.NN

BTThe total number of attendance events marked with the state code of BT, which indicates a Basic Training day (Limit 10 FTE days in a calendar, as enforced on the Attendance tab).

If students are enrolled in multiple schedule structures for the same school only 1 Whole Day BT absence can count per date.

Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.
N.NN

AFD

The total number of attendance events marked with the state code of AFD, which indicates an Armed Forces Day (Limit 2 FTE days in a calendar, as enforced on the Attendance tab).


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day AFD absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

N.NN

AFR

The total number of attendance events marked with the state code of AFR, which indicates an Armed Forces Recuperation day (Limit 10 FTE days in a calendar, as enforced on the Attendance tab).


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day AFR absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NN.NN

ATA

The total number of attendance events marked with the state code of ATA, which indicates an Athletic Tournament Attendance day (Limit 2 FTE days in a calendar, as enforced on the Attendance tab).


If students are enrolled in multiple schedule structures for the same school only 1 Whole Day ATA absence can count per date.


Attendance data from an enrollment in a calendar marked ‘Exclude’ or ‘Summer School’ is not considered.

NN.NN

Student Attendance Profile Detail

This section of the Kentucky Attendance Profile provides details for each individual attendance event.

Field Name

Description

Format

School #The location number of the school assigned by the state.
Pulls school number assigned in Resources > Schools.
XXX

Term

The term number of the term in which the attendance event took place.


If multiple term schedules exist:

  • Report once for Primary Term only
  • Duplicate reporting of  attendance event for each term if a Primary Term has not been selected.

#

Date

The date on which the attendance event took place.

MM/DD/YYYY

Day

Abbreviation of the day of the week on which the attendance event took place.

e.g. Mon, Thur

Action Code

The status of the attendance event, such as absent, tardy, etc. 

Alphanumeric

Check Out

The time at which the student checked out

HH:MM AM/PM

Check In

The time at which the student checked back in.

HH:MM AM/PM

% FTE Absent

The amount of time of the attendance event expressed as a percentage of a full day.

###

WDHD Day Absent

The amount of time of the attendance event in whole days/half days expressed as a percentage (100, 50 or 0).

###

Status

The status of the attendance event as (E)excused, (U)unexcused or (X)exempt.

E, U or X

Attendance Code

The locally-defined attendance code.

Alphanumeric