Student Detail Attendance Summary (Texas)

Last Modified on 10/22/2022 10:38 am CDT

Classic View: TX State Reporting > TEA Attendance > Student Detail Attendance

Search Terms: TEA Attendance, TEA, Student Detail Attendance Summary, Detail Attendance

The Texas TEA Student Detail Attendance Report is a  report that details attendance information for students, schools, and districts. This report summarizes, in 6 week reporting periods, the attendance data of each individual student in a particular school.

TEA Student Detail Attendance Summary 

Report Logic

  • This report generates data for any student who is actively enrolled during the Reporting Period and whose ADA eligibility is not equal to 0. A student’s ADA eligibility is determined by the attendance accounting system. See the Report Layout for Eligibility Codes.
  • Attendance entered by the minute is saved to the database as period-based. This means exact time is not reported, only the period in which it falls.
  • To be included, on the day being counted
    • the IEP must be active and locked, AND
    • the there must be an active Instructional Setting code of 40 on the Settings and Disabilities editor in the IEP.
  • Courses with the State Report Exclude option selected on the Courses tab (Scheduling > Courses > Course) do NOT report.
  • CTE attendance and V code calculations consider suspensions lasting longer than 5 days. If a student has a state reportable suspension (in school or out of school) within the reporting window that lasts longer than 5 days, any attendance days after the 5th day will be counted as regular (not CTE) and student will report no V codes.
  • When calculating CTE attendance days, logic excludes any date contained in a CTE Funding Exempt record that overlaps with the reporting period. 
  • When calculating CTE attendance days, logic excludes any date contained in a Non-Certified CTE record that overlaps with the reporting period.
  • Grade levels do not need to match State Grade Levels in order to report. 

Generating the Report

  1. Select the Student Detail Summary option in the Report Type dropdown.
  2. Select a Report Format of either PDF, DOCX, or CSV.
  3. Select the Period Model. 
  4. Select a calendar from the Calendar dropdown.
  5. Fill in the Start Date and End Date fields. There are several options for this action: 
    • Select the Calendar icon and select the start and end dates for the reporting period. 
    • Select the Start Date and End Date fields and manually input the start and end dates for the reporting period. 
    • Click on the period options below the Period model to quick set the start and end dates for the reporting period.
  6. Select either Grade to filter the report by grade and then choose a grade from the dropdown, or select Ad Hoc Filter and choose a filter from the dropdown options.

  7. Decide if you want to generate the report or submit to batch: 

    Generate Report

    Click the Generate Report button to immediately generate the report. The report will appear in a separate window in the designated format.

    Submit to Batch

    Clicking the Submit to Batch button to send the extract to the Batch Queue List. Batch Queue functionality provides the ability to schedule when the extract is generated and allows users to navigate away from the report editor while the extract is being built. The Batch Queue List also lets users view and access historical reports which were run through the Batch Queue tool.

Report Example

Student Detail Attendance Summary Report Example

Report Layout

ElementDescriptionLocation

Reporting Period

Required


The period of time that this report pulls from to generate an attendance summary. The general period of time for this report is six weeks. The full school year can be analyzed with this report, but it must be divided into approximately six equal reporting periods.System Administration > Calendar > Calendar > Attendance Periods > Attendance Periods Detail

Database:
Calendar.name

Grade Level

Required


The student grade level used to filter this report.

Note: Grade levels do not need to match State Grade Levels in order to report.


Student Information > General > Enrollment Tab > Grade 

And

System Admin > Calendar > Calendar > Grade Level


Database:

Enrollment.grade

ADA Eligibility

Required


Reports the ADA Eligibility code. Options include:

  • Code 1: Eligible for Full Day Attendance 
  • Code 2: Eligible for Half Day Attendance (provided instructions for at least 2 hours but fewer than 4 hours each school day) 
  • Code 3: Eligible Transfer Student Full Day 
  • Code 6: Eligible Transfer Student Half Day
  • Code 7: Eligible Alternative Attendance Program Participation
Student Information > Program Participation > State Programs > ADA

Database:
EnrollmentTX.adaEligibility

Total Membership

Required


The total number of public school students who were reported in membership as of the last Friday in October at any grade.Not dynamically stored

Database:
Calculated field

Total Days Absent

Conditional


The total number of days the student was absent in the reporting period.Not dynamically stored

Database:
Calculated field

Total Days Present

Required


The total number of days the student was present in the reporting period.Not dynamically stored

Database:
Calculated field

Total Eligible Days

Required


The total number of days the student was present, in membership, and eligible for ADA funds. This figure is calculated by subtracting absences and ineligible days of attendance from days of membership.Not dynamically stored

Database:
Calculated field

Total Ineligible Days

Conditional


The total number of days the student was present and in membership, but was ineligible for ADA funds. This figure is calculated by subtracting absences and eligible days of attendance from days of membership.Not dynamically stored

Database:
Calculated field

Eligible Days Bilingual/ESL

Conditional


Reports if the student's EL Program Status is marked as EL and the number of eligible days present for the BIL/ESL program the student participated in during the reporting period. The two different values are separated by a slash (/).


The EL Status is marked as follows:

  •  Y: Yes
  •  N: No 
Student Information > Program Participation > English Learners (EL) > EL > Program Status

Database:
Lep.programStatus

Eligible Days Pregnancy Related Services

Conditional

Reports if the student's program is PRS: Pregnancy Related Services and/or PRE-PEP: Pregnancy Related Services - PEP and the number of eligible days present for the PRS program the student participated in during the reporting period. The two different values are separated by a slash (/).


The PRS: Pregnancy Related Service Status if marked as follows:

  • Y: Yes
  • N: No 

Student Information > General > Flags > Student Flag Detail > Flags > PRS-PEP: Pregnancy Related Services - PEP > Start Date

AND

 Student Information > General > Flags > Student Flag Detail > Flags > PRS-PEP: Pregnancy Related Services - PEP > End Date


Database:

Calculated field


Eligible Days CTE

Conditional


Reports the career and tech program code and the number of eligible days present for each program the student participated in during the reporting period. The two different values are separated by a slash (/).


The career and tech program codes are comprised of the letter "V" and the number of classes the student is participating in during the reporting period not to exceed 6. Example: If the student had three classes the code would be V3. 

Student Information > Academic Planning > Programs

Database:

Calculated field


Eligible Days Speech

Conditional


Reports if the student participates in Speech Therapy Services and the number of eligible days present for each service the student participated in during the reporting period. The two different values are separated by a slash (/).


If the student only participates in Speech Therapy Services, than this field will report as 1. If the student is involved in Speech Therapy Services in conjunction with other special education and/or Related Services, than this field will report as 2. If the student does not receive Speech Therapy, than this field will report as 0.


Eligible days present is the Speech Therapy start date to the end date, including both the start and end date as eligible days.


Student Information > Special Ed > Documents > Plan Outline > SPED Services > SPED Service Editor > Service


 Student Information > Special Ed > Documents > Plan Outline > SPED Services > SPED Service Editor > Service > Speech Therapy > Start Date 


Student Information > Special Ed > Documents > Plan Outline > SPED Services > SPED Service Editor > Service > Speech Therapy > End Date  


Database:

Calculated field


Eligible Days Special Ed

Conditional


Reports the Special Ed Setting code and the number of eligible days present for each program the student participated in during the reporting period. The two different values are separated by a slash (/).Student Information > Special Ed > Documents > Plan Outline > Enrollment Status > Special Ed Setting

Database:
Enrollment.specialEdSetting

Excess Contact Hours (XCS)

Conditional


The number of excess contact hours for the student.Not dynamically stored

Database:
Calculated field

Excess Contact Days

Conditional


The number of excess contact days for the student.Not dynamically stored

Database:
Calculated field

Gifted and Talented

Conditional


Reports if the student gifted and talented. Options include:

  •  Y: Yes
  • N: No 

Student Information > General > Flags > Student Flag Detail > Flags > GT: Gifted & Talented

Database:
Enrollment.giftedTalented

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