Chronic Absenteeism

Use the Chronic Absenteeism setup and calculations to identify students who meet the configured absence threshold for Ohio chronic absenteeism notifications.

For the OHRCA: At Risk of Chronic Absenteeism notification, the system compares the student's calculated absence percentage with the absence threshold percentage configured on the EMIS District page.

Before running the Attendance Criteria Calculation, complete the following setup and calculations in order:

1. Enter and save attendance.

2. Configure the attendance criteria.

3. Run the Student Days Total calculation.

4. Run the Attendance Criteria Calculation.

Important: Attendance dates must fall within the student's course add and drop dates.

Enter Attendance

Enter attendance for the applicable attendance dates.

1. Go to the Attendance Entry page.

2. Enter the attendance details.

3. Verify that the attendance dates fall within the applicable course add and drop dates.

4. Save the page.

Configure Attendance Criteria

Configure the attendance criteria used to calculate chronic absenteeism.

1. Go to the Attendance Criteria Setup page.

2. Configure the appropriate attendance criteria.

Calculate Student Day Totals

After entering attendance, calculate the Student Day Totals.

1. Go to the Student Day Total page.

2. Enter the appropriate prompt values.

3. Run the calculation.

The absence data used by the Attendance Criteria Calculation is taken from the Student Day Totals.

Run the Attendance Criteria Calculation

After calculating the Student Day Totals, run the Attendance Criteria Calculation.

1. Go to the Attendance Criteria Calculation page.

2. Enter the appropriate prompt values.

3. Run the calculation.

OHRCA: At Risk of Chronic Absenteeism

For Ohio, when the notification type is OHRCA: At Risk of Chronic Absenteeism, the system retrieves the absence threshold percentage configured on the EMIS District page and calculates the student's absence percentage.

The absence percentage is calculated as follows:

Absence Percentage = (Absent Hours / Total Hours) × 100

The system compares the calculated absence percentage with the configured absence threshold to determine whether the notification is triggered.

Calculate Total Hours

Total Hours are calculated as follows:

Total Hours = (Default Instruction Time in minutes × Membership Days within the prompt date range) / 60

 The calculation uses:

• Default Instruction Time configured on the Calendar page.

• Membership Days within the prompt date range.

Example

Assume the Attendance Criteria Calculation returns 20 Membership Days and the Default Instruction Time configured on the Calendar page is 150 minutes.

Calculate the total instructional minutes:

20 × 150 = 3,000 minutes

Convert the total instructional minutes to hours:

3,000 / 60 = 50 hours

The student's Total Hours are 50 hours.

The system then calculates the absence percentage:

Absence Percentage = (Absent Hours / 50) × 100

The calculated absence percentage is compared with the absence threshold percentage configured on the EMIS District page to determine whether the OHRCA notification is triggered.

Default Instruction Time Is Not Configured

If Default Instruction Time is not configured on the Calendar page:

• An error message is recorded in the log file.

• The student's Total Hours are processed as 0.

• The calculated absence percentage and the configured threshold are used in the notification-triggering logic.

OHCAB: Chronically Absent

• For Ohio (OH), when the notification type is OHCAB:

  • Use a hardcoded 10% absence threshold.

  • Calculate the absence percentage using:
    (Absent Hours / Total Hours) × 100

  • Calculate Total Hours using:
    (Default Instruction Time in minutes × Membership Days within the prompt date range) / 60

• Example:

  • Assume Membership Days returned on the Attendance Criteria Calculation page are 20 days.

  • Assume the Default Instruction Time configured on the Calendar page is 150 minutes.

  • Total Instructional Minutes = 20 × 150 = 3,000 minutes.

  • Total Hours = 3,000 / 60 = 50 hours.

  • Calculate the 10% absence threshold: 50 × 10 / 100 = 5 hours.

  • If the student is absent for 6 hours, the absence percentage is (6 / 50) × 100 = 12%.

  • Since 12% exceeds the 10% threshold, the notification-triggering logic should trigger the notification, subject to the application's comparison logic.

• If the Default Instruction Time is not configured on the Calendar page:

  • Log an error message in the log file.

  • Process the student's Total Hours as 0.

• Use the calculated absence percentage in the notification-triggering logic.