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Attendance Rollover Processing

The attendance rollover process deletes attendance records for students whose records were deleted by the Registration Rollover and can purge additional attendance information that is no longer needed. You can select what information to purge and indicate the school year for which you want to purge records.

Refer to the Attendance Rollover Page for details on running the rollover and to Year-End Rollover Procedures for descriptions of the tasks required to compete the overall year-end rollover process.

Base Processing

Regardless of how you choose to run Attendance Rollover, the rollover always deletes attendance, letters, day totals, and interval totals records for any student who was deleted when you ran Registration Rollover.

Additional Purge Options

You can select whether additional attendance information should be purged. You can run Attendance Rollover for groups of buildings that need to have the same data purged. For example, you can run the option once to select all middle schools and purge all interval totals for students in middle school and then run the option again to select all high schools and purge only letters.

The following table lists the records that can be purged and indicates the purpose of the set of records.

Records you can purge

Notes about purging

Building History

These records define how attendance information is used for the year. Purging building history deletes records for the attendance configurations, view setups, attendance periods, attendance intervals, attendance criteria, and Teacher Access Center attendance taken tables.

If you select to purge this information, the rollover automatically purges all other attendance data (attendance detail, student notification, student day totals, student interval totals) for the selected school year.

Attendance Detail

These records store the student's bottom line absence information and the audit trail of changes made to the student's absence information. If users should be able to view attendance trends for a prior year, do not delete the attendance detail.

Student Day Totals

These records are used to store the attendance total for a day for a student. The totals are calculated by totaling attendance bottom line records based on attendance views.

If you purge day totals for a prior school year, you cannot run the attendance interval totals calculation for the year.

Student Interval Totals

These records are used to report the total number of absences for a group of absences for a specified period of time.

In some states, these totals are required for state reporting. You may need to retain information for audit purposes.

Interval totals are used to print attendance total information on transcripts and report cards. If users need to be able to view historical attendance information for mark reporting, you must retain interval totals for the year.

Student Notifications

These records are used to generate communication letters to send to guardians regarding student absences. If you do not need to retain a history for the letters that you sent in a prior year, you can purge these records.

If you purge a letter record that created a discipline incident, the Discipline Attendance Notification (DISC_ATT_NOTIFY) record is also purged.

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