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.