The Student Attendance Detail Report is one of the three audit reports that should be run and verified for each six-week reporting period. Per the TEA Student Attendance Accounting Handbook (SAAH), the individual student data should be reviewed "for reasonableness."


The chart below lists the specific SAAH Requirement per 2.3.1 Student Detail Reports and shows the specific section of the Student Attendance Detail Report where the information can be reviewed and verified.


See Texas Student Attendance Detail and Summary Reports for more information.

 


SAAH Requirement per 2.3.1 Student Detail Reports
Aeries Student Attendance Detail Report Section

1. name of the district and the campus (LOC.NM)

2. county-district-campus number (LOC.CC, LOC.DC, LOC.SC)

3. reporting period code (ARP.RP)

4. beginning and ending dates of reporting period, including the year (ARP.D1, ARP.D2)

5. total number of days of instruction in the reporting period (ARP.TD)

6. instructional track (ARP.TR) 

Report heading




NOTE: All tracks are included and summarized at the end of the report.

7. all identification data elements for the student:

  • legal first, middle, and last name
  • generation code, where applicable
  • gender (STU.GN)
  • date of birth (STU.BD)
  • age as of September 1
  • Texas Unique ID (STU.CID)
  • Social Security number or state-assigned alternative ID number (ESD)
  • ethnic group (STU.ETH)
  • first and last name of parent or guardian with whom the student resides (CON.FN, CON.LN, CON.LW = Y)
  • address of parent or guardian with whom the student resides, including the street number, route number, or PO box number; city; zip code (CON.AD, CON.CY, CON.ST, CON.ZC, CON.ZX, , CON.LW = Y)
  • campus ID of residence for nonresident students (STU.RS)

9. the student’s grade level code (STU.GR)

10. (new for 2020-2021) student’s economically disadvantaged code 

Student Information section




8. the student’s (1) original entry date (ENR.ED) and all subsequent withdrawal and reentry dates, where applicable ((2) regular classroom (ENR.ED, ENR.LD) and (3) all special programs (PGM.PSD, PGM.PED)

(1) Student Information section (original entry date)

Original Entry Date original entry for this school and year (ENR.ED).


(2) Enrollment section (Start/End Date) (regular classroom)

(3) Programs section (Enter/Leave)
11. the student’s:
  • ADA eligibility code (STU.SP) (PEIMS Code table: C059)
  • special education instructional setting code (CSH.INS)
  • speech therapy indicator code (CSV.CD = 411 or 412)
  • CTE code (PGM.CD = 154 and PGM.TY = 1 or 2)
  • bilingual program type code and English as a Second Language (ESL) program type code (PGM.CD = 146 and PGM.TY = 2, 3, 4, or 5)
  • gifted/talented indicator code  (GTE)
  • PRS code, where applicable (PGM.CD = 162)

Current Programs section


STU.SP (Demographics page, ADA Elig field)

CSH.INS (Special Education page, Instructional Settings tab, Instructional Setting field)




12. the student’s absences (from the official attendance snapshot) by date for each six-week reporting period (AHS.AB, ATT.AL <> blank???)

below Enrollment section

13. the following, by six-week reporting period:

  • the student’s total days membership (AHS.EN?)
  • total days absent (AHS.AB)
  • total days present (AHS.PR)
  • total eligible days present and total eligible minutes present for Optional Flexible School Day Program (OFSDP) or High School Equivalency Program (HSEP) students
  • total ineligible days present and total ineligible minutes present for OFSDP or HSEP students

Enrollment section


OFSDP/HSEP minutes are calculated if both conditions are true for the student:


STU.SP = ADA Elig field on Demographics page (7= Elig Flex Att Pgm, 8 = Inelig Flex Att Pgm)

  • ADA Eligibility Code (STU.SP, ATT.PR/ENR.PR = 7 or 8)
    • Eligible Minutes if PR = 7
    • Ineligible Minutes if PR = 8
  • Flex-Att Code (ATT.FA/ENR.FA = 1, 2, 3, or 6)
    • OFSDP is codes 1, 3, and 6
    • HSEP is code 2

Days Present:

  • OFSDP: total minutes / 240
  • HSEP: total minutes / 360

14. the student’s total eligible days present by six-week reporting period

Enrollment section

15. the student’s total eligible days present and total eligible minutes present for OFSDP or HSEP students in career and technology by six-week reporting period, where applicable

Current Programs section provides total eligible minutes present for OFSDP or HSEP.

Days Present:

  • OFSDP: total minutes / 240
  • HSEP: total minutes / 360

Programs section indicates if the student is enrolled in CTE.


PGM.CD = 154 and PGM.TY = 1 or 2, and STU.SP, ATT.PR/ENR.PR = 7, and ATT.FA/ENR.FA = 1, 2, 3, or 6, where
  • OFSDP is codes 1, 3, and 6
  • HSEP is code 2

16. the student’s number of excess contact hours earned in one day, where applicable

Information not currently available by day



17. the student’s total excess contact hours by instructional setting code by six-week period, where applicable (ARD.ECH?)


Programs section


Contact Hours = Days eligible multiplied by the specific Contact Hour Multiplier for the Instructional Setting

Excess Contact Hours = any hours more than a total of six hours per day in a Career Tech or Instructional Setting program
Summary Data (summarized by grade)

18. attendance data totals for all students, summarized by grade and including:

  • days membership (both eligible and ineligible students)
  • days absent (both eligible and ineligible students)
  • total days present (both eligible and ineligible students)
  • ineligible days present and total ineligible minutes present for OFSDP or HSEP students
  • eligible days present and total eligible minutes present for OFSDP or HSEP students
  • eligible days present for bilingual/ESL students
  • (new for 2020-2021)eligible days bilingual/ESL dual language one-way program 
  • (new for 2020-2021)  eligible days bilingual/ESL dual language two-way program
  • (new for 2020-21)  eligible days bilingual/ESL dual language two-way program (Non LEP)
  • eligible days present for PRS students
  • eligible days present for special education mainstream students
  • (new for 2020-2021) eligible days early education allotment educationally disadvantaged (grades kindergarten through three), if applicable 
  • (new for 2020-2021) eligible days early education allotment bilingual/ESL (grades kindergarten through three), if applicable
  • (new for 2020-2021) eligible days early education allotment educationally disadvantaged and bilingual/ESL (grades kindergarten through three), if applicable
  • (new for 2020-2021) eligible days residential facility

Grade Summary section (end of report)


Nope, it is literally looking at the count of days between a students Enter (ATT.CD = "E") and Leave (ATT.CD = "L") within the reporting period.  If they entered before the reporting period, then it will count from day 1 of the reporting period, if they left after the reporting period (or haven't left) it'll count through the end of the reporting period.
If they entered on Day 1, but were absent days 1, 2, 3, then membership doesn't start counting until day 4
Days Membership: Total based on the count of days between a student's entry (ATT.CD = E)
and Leave (ATT.CD = L) within the reporting period.
  • If the student entered before the reporting period, the count starts Day 1 of the reporting period
  • If the student left after the reporting period (or hasn't left) the count is through the end of the reporting period.
  • NOTE: If a student entered on Day 1 but was absent on Days 1, 2, 3, membership does not start counting until Day 4.

19. track total for all grades for all data required in {18} above (including items new for 2020-2021)


Track Summary section (end of report)

20. Track ADA (regular classroom eligible participation, bilingual/ESL, PRS, mainstream, new for 2020-2021: early education allotment, and residential) 


Average Daily Attendance (ADA) is the total number of days of student attendance (Days Present) divided by the total number of days in the regular school year (Days Membership). A student attending every day would equal one ADA.

Student Attendance Campus Summary report
Track-Campus Summary - Program ADA/FTE section


21. (1) total eligible days present, (2) total eligible minutes present for OFSDP or HSEP students, and (3) total contact hours for all CTE codes (V1-V6) by grade and a campus total for all grades, where applicable


CTE FTE = Attendance Reporting Period Contact Hours / (6 hours *  Eligible Days)

Track-Grade Summary section (end of report)

Campus Summary section (end of report)
22. total eligible days present, total contact hours, and total excess contact hours for all special education instructional settings, including speech therapy, (1) by grade and a (2) campus total for all grades, where applicableTrack-Grade Summary section (end of report)

Campus Summary section (end of report)
23. signature page, signed by persons recording data and persons approving data.

Final page