The Period Absence Audit Report is report is meant to find potential period attendance submission errors by teachers. It can be used to verify attendance anomalies and will produce a period absence report which can be used for attendance audit verification.
From the Reports navigation tree, search for Period Absence Audit.
The options menu is extensive and this report can take up to 15 minutes to complete. Limiting the date range and options will produce faster results. Running this report on a weekly basis assists with reasonable management of period attendance data.
The options, as displayed below, will search for anomalies in teacher attendance entry. The report is searching for students who were absent and then present at the end of the day or vice versa. Selecting inactive students during the date range ensures that any attendance anomalies will also be resolved for students who may have withdrawn recently from school. Once report options have been selected, click the Run Report button.
In the results below, teacher Alvarado has marked Kristen Brahs present during period 4. Yet her attendance reflects that she was unexcused for periods 1, 2, 3 and 5. With this information, the teacher can be contacted to confirm and verify if the student was in class for 4th period.
An easy way to have the teacher verify the attendance is to rerun the report with the following options:
The Period Absence Audit Report will produce checkboxes for the teacher to verify the student's attendance. On the bottom of the page is a verification statement and signature line. When signed, this can be included with the monthly attendance reporting period documentation as verification that the student did attend school and validates ADA for the student.
Period Absence Audit Report Options
The Include All-Day Validation option with the Bypass Period Code Validation option checked will bypass all of the Period code validations listed in the Limit Period Codes section and focus on validation errors between codes entered in the All-Day column and codes used for period absences. This option will check for absence codes that differ between the All-Day Column and period absences. This option will also check for codes entered in the All-Day column where a student is not absent in all periods. This option will not look for missing All-Day absence codes.
The Present at Start of Day, then Absent option will print students who were present during their first period of the day, followed immediately by at least two absences.
In the example below, the students were marked present during their first periods, then were immediately absent for at least the next two periods.
The Absent, then Present at End of Day option will search for students that were marked absent during the day but then marked present in their final period of the day.
In the results below all students had absence codes entered throughout the day but then were marked present in their final period.
The Absent, then Present, then Absent option will search for students that are marked as being present in between two absences during the day. This option looks for one present mark in between two absences.
In the results below all students have one present mark in between two absence marks. Periods in which a student is not assigned a class are not taken into consideration for this validation. Therefore, student #26 is included in this report because the student does not have a 2nd period class but was marked absent for 0 period and 3rd period while being marked present for 1st period.
The Present, then Absent, then Present option will search for students that have one absence mark which is in between two presents during the day.
In the results below all students have one absent mark in between two present marks. Periods in which a student is not assigned a class are not taken into consideration for this validation. Therefore, student #26 is included in this report because the student does not have a 2nd period class but was marked present for 1st period and 4th period while being marked absent for 3rd period.
The Limit to a Single Period Present option will search for students who were absent in all but one period.
In the results below, The students have absence marks in all but one period. The Single Period Present can occur at anytime during the day.