Student Absence File Layout

13.01

Record Type Code

Y

Always STAS

13.02

Transaction Type Code

N

Not found in eSchoolPlus. This field tells CALPADS if the data being sent is an update, deletion or new record.

13.03

Local Record ID

N

Y

Not being sent in files created in eSchoolPlus.

13.04

Reporting LEA

Y

reg_entry_with

building

First 7 characters of State Equivalency Code for the building on the Entry/Withdrawal record being reported for the student. The Building State Equivalency Code is found by going to Administration > Registration Setup > Building > Building Definition, selecting a building and clicking on the Preferences tab.

13.05

School of Attendance

Y

Y

reg_entry_with

building

Last 7 characters of State Equivalency Code for the building on the Entry/Withdrawal record being reported for the student. The Building State Equivalency Code is found by going to Administration > Registration Setup > Building > Building Definition > Preferences panel.

13.06

Academic Year ID

Y

Y

From the School Year prompt on CALPADS extract/state file page.

13.07

SSID

Y

reg_personal

state_report_id

Registration > Entry & Reports > Student Demographic > Personal—SSID field.

13.08

Local Student ID

Y

reg_entry_with

student_id

Student ID field

13.09

Student Legal First Name

Y

reg

first_name

Registration > Entry & Reports > Student Demographic > Registration—First Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.

13.10

Student Legal Last Name

Y

reg

last_name

Registration > Entry & Reports > Student Demographic > Registration—Last Name field. Since the State file may only include Alphabetic letters, numbers, periods, hyphens and apostrophes any other characters in this field will be stripped out for the State File.

13.11

Student Birth Date

Y

reg

birthdate

Registration > Entry & Reports > Student Demographic > Registration—Birth Date field.

13.12

Student Gender Code

Y

reg

gender

Registration > Entry & Reports > Student Demographic > Registration—Gender field

13.13

Student Absence Summary Data Collection Exemption Indicator

N

System-calculated

System-calculated

Populated with Y if the student meets one of the following criteria:

• Student identified as educated in a home or hospital instructional setting. See the CA Absence building district-defined page for setup information.
• Student is enrolled in a building with a State Equivalency Code value ending in 0000001 (six zeroes) (Administration > Registration Setup > Building > Building Definition > Preferences panel). This identifies the building as a Non-Public School.
  
  
  Students meeting one of the criteria get reported in the Student Absence file without attendance data.

13.14

Hourly Attendance School Type Indicator

If 13.13 is null, then Y.

Reported based on reg_user_building where page_number = 200

Reported based on field_value where field_number = 13

Administration > Registration Setup > Building District Defined > CA Institution: Continuation School

If this box is checked, report a Y.

If the box is un-checked, report as N.

If this is reported as Y, refer to the section Calculating Student Absence File Fields – Continuation Buildings for information on how attendance is determined.

13.15

Expected Attendance Days

If 13.13 is null, then Y.

System-calculated

System-calculated

The extract totals the membership attendance days on which the student is enrolled for the School of Attendance.

For the enrollment information, refer to Registration > Entry & Reports > Student Demographic > Entry/Withdrawal.

Membership and Attendance Day settings are viewed through Administration > Registration Setup > Calendars > Calendar > Month View > click link for a specific date

13.16

Days Attended In-Person

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using an Absence code you selected when running the extract. This includes the prompts for Excused Absence, Unexcused Absence, Out of School Suspension, In School Suspension, and Incomplete Independent Study.
3. Subtract the Step 2 sum from Expected Attendance Days (field 13.15).

13.17

Days Absent Out-of-School Suspension

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the Out of School Suspension code you chose when you ran the extract.

13.18

Days in Attendance In-School Suspension

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the In School Suspension code you chose when you ran the extract.

13.19

Days Absent In-Person Excused Non-Suspension

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the Excused Absence code you chose when you ran the extract.

13.20

Days Absent In-Person Unexcused Non-Suspension

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the Unexcused Absence code you chose when you ran the extract.

13.21

Non-ADA Generating Independent Study Days

If 13.13 is null, then Y.

System-calculated

System-calculated

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the Non-ADA Generating Independent Study Days code you chose when you ran the extract.

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the ADA Generating Independent Study Days code you chose when you ran the extract.

Refer to the section Calculating Student Absence File Fields – Continuation Building for information on hourly attendance buildings.

All other buildings calculate this field as follows:

1. Use the School Year and View Type from the extract prompts to limit the Student Day Totals records processed.
2. Sum the values (att_stu_day_totals.att_code_value) for all the student's records using the period-by-period attendance by converting periods of attendance into days of attendance when you ran the extract.