/ Statistical Report
Appendix C – SMASR / February 19, 2016

The Student Monthly Attendance Summary Report (SMASR) is the daily record of a student’s enrollment and attendance per school month. This document supports the data reported on the statistical report by providing student-level detail of students’ enrollment and attendance. This report may be run separately or with the statistical report. Currently, there are three SMASR formats: elementary school, secondary school, and continuation school.

Information for Elementary is provided below. The section on Secondary begins on page 6. Information for continuation schools will be provided at a later time.

  1. For Elementary School

The SMASR for elementary schools displays enrollment and attendance data for each class. It is sorted alphabetically by teachers’ last name, and students are listed alphabetically by last name as well. Below is a sample elementary school SMASR:

  1. Description of items labeled above:
  1. Cost Center and Name of School
  2. School Month – code and applicable date range

Teacher Name – name and employee number of teacher assigned to the class

  1. Weekday dates from the beginning of the school month through the end of the school month
  2. Instructional Days – the number of instructional days within the school month

Room – room number where class meets

Non-SDP –class designation; defaults to Non-SDP. If the “Special Day Program” field in the Section Attribute of the class is populated (see sample below), “SDP” will display.

  1. Days – corresponds to the Days columns of the statistical report

Days Not Enrld – the count of days that student was not enrolled during the school month. These are the days before the E code and after the L code. These days do not have codes (i.e., blank).

Days Abs Unex –the count of days when student was marked absent for unexcused reasons. These are the days with “A2” on the SMASR.

Days Abs Ex – the count of days when student was marked absent for excused reasons. These are the days with “A1” on the SMASR.

Days Prsnt – the count of days when student was marked present, tardy, left early, or absent due to school activities such as field trip, etc. These are the days with a period (.) on the SMASR.

Days Not Sub – the count of days when attendance was not submitted for a student or class. These are the days with “#” on the SMASR. There is no column on the statistical report for Attendance Not Submitted. However, these counts are reported on the statistical report as part of the Unexcused Absences.

  1. Total – displays total of each Days column for each class. The sum of Totals for a specific grade group should reconcile to the days reported on the statistical report for the grade group. The Total line excludes the days for student records (student ID) that are preceded by “$” or “^”codes. These codes are explained below.
  2. Legend –codes used on the SMASR. Codes A (Add) and D (Drop) are currently not used.

Code “$” – This code is added to the beginning of a student’s ID number to indicate that the student cannot be claimed for apportionment. The District is not allowed to claim K-12 apportionment for a student who does not meet the age requirement. Therefore, when a school enrolls a student in Transitional Kindergarten level (TK) or higher who does not meet the age requirement, which is 5 years old by December 2 of the current school year, the exception report lists the student with an ER4 exception and the SMASR displays the student’s ID with a $ (e.g., $010112F001). The attendance data of a student record with a $ is excluded from the Total line of the SMASR, thereby excludingthem from the statistical report.

Code “^” – This code is added to the beginning of a Transitional Kindergarten Expansion (TE) student’s ID number to indicate that the attendance days generated by the student before he/she turns 5 years old cannot be claimed for apportionment (e.g., ^120310M001). The attendance data of a student record with a ^ is excluded from the Total line of the SMASR, thereby excluding them from the statistical report.

  1. Footer – displays the date/time the report is run,the name of the person who ran the report, as well as the page numbers.
  1. Transitional Kindergarten Expansion (TE)

TE is a new grade level created in the 2015-16 school year for schools authorized to offer the Expanded Transitional Kindergarten program. To participate in this program, students must meet eligibility requirements, the first of which is age. Only students whose 5th birthday is between December 3 and June 30of the current school year, inclusively, may be enrolled in the program.

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Appendix C – SMASR / February 19, 2016

Although a TE student may be enrolled in school from the beginning of the school year, the District may not claim for apportionment any attendance day generated prior to the student’s 5th birthday. To accommodate this State requirement and to track the students more accurately, we created two categories of TE enrollments: TE Non-ADA and TE ADA. TE Non-ADA pertains to the TE student’s enrollment record prior to his/her 5th birthday; TE ADA is the enrollment record on and after his/her 5th birthday.

Accounting for a TE Student’s Enrollment:

When a TE student is enrolled prior to his/her 5th birthday, MiSiS assigns anentry code of “E” to the student’s school enrollment record. On the SMASR, this student’s ID is preceded by a “^” which indicates that the enrollment record is TE Non-ADA, and therefore, the student’s attendance data is excluded from the SMASR’s Total line.

When the student turns 5 years old, MiSiS automatically creates a withdrawal record with code L for the TE Non-ADA, then creates a new enrollment record for TE ADA with entry code E7. The enrollment date is the first instructional day on or after the student’s 5th birthday. On the SMASR, the TE ADA record’s student ID is displayed without a “^” which means that the attendance data is included in the SMASR’s Total line.

For example: Student C, whose birthdate is January 2, 2011, is enrolled as TE on December 7.The screen shots below display how the student’s enrollment and attendance information is accounted for in MiSiS.

The TE Non-ADA enrollment line, as shown in red box above, reflects a withdrawal code of L on 12/18/2015, the last instructional day before the 5th birthday. The TE ADA enrollment line, as show in blue box, reflects an entry code of E7 on the first instructional day after the student turned 5 years old on January 2.

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Appendix C – SMASR / February 19, 2016

On the SMASR, Student C’s TE Non-ADA record is shown in the red box, while the TE ADA is in the blue box.

  1. Reconciliation of the Statistical Report and SMASR

The statistical report is the summary of the attendance and enrollment data accounted for in the SMASRs. The sum of the SMASR Total lines for each of the grade groups or the sum of the applicable student lines should reconcile to the data reported on the statistical report.

The Kindergarten line on the statistical report reflects data for all Kindergarten students, all Transitional Kindergarten (TK) students, and the TE ADA data of Transitional Kindergarten Expansion (TE) students.

For example: A school has 2 Kindergarten/TK classes, but no K/1 nor TE class. Therefore, the sum of these two K/TK classes’ SMASR Total lines should reconcile to the Kindergarten line of the statistical report.

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Appendix C – SMASR / February 19, 2016

  1. For Secondary School

The Student Monthly Attendance Summary Report (SMASR) is a daily record of a student’s enrollment and attendance information per school month. Since secondary students are scheduled into multiple classes per instructional day, it is not possible to display the records by teacher. Instead, student records are grouped by grade level, then listed alphabetically by last name.

The SMASR format for secondary schools applies to comprehensive secondary schools, opportunity schools, community day schools, and secondary grade levels of span schools.

In order for a student’s attendance to count towards apportionment or Average Daily Attendance (ADA), a student must first be scheduled to attend school for at least minimum day. As a general rule, a student must be scheduled to receive instruction for at least 240 minutes in order for the day to be considered for apportionment. There are a few exceptions to this rule. One of these exceptions is the Community Day School. A community day school student must be scheduled for at least 360 minutesto meet minimum day requirement.

A secondary student who is scheduled for at least minimum day generates one day of attendance towards ADA if marked Present in at least one of the scheduled classes during the instructional day.

Below is a sample of a secondary school SMASR:

  1. Description of items labeled above:
  1. School and School ID – name of school and its cost center
  2. Grade Level – specific grade level of the group
  3. Month – school month code (e.g., 1, 2, 3, etc.)
  4. Instructional Days – the number of instructional days within the school month
  5. Weekday dates from the beginning of school month through the end of school month
  6. Days – corresponds to the Days columns of the statistical report

Days Not Enroll – the count of days that student was not enrolled during the school month. These are the days before the E code and after the L code, which do not have codes. This column also includes days when student is not scheduled for at least minimum day. These are the days with “D” on the SMASR.

Days Abs Unexc – the count of days when student was marked absent in all class periods for unexcused reasons. These are the days with “A2” on the SMASR.

Days Abs Exc – the count of days when student was marked absent in all class periods for excused reasons. These are the days with “A1” on the SMASR.

Days Prsnt – the count of days when student was marked present, tardy, left early, or absent due to school activities such as field trip, etc., in at least 1 class period. These are the days with a period (.) on the SMASR.

Days ANS – the count of days when attendance was not submitted for all of the student’s scheduled class periods. These are the days with “#” on the SMASR. There is no column on the statistical report for Attendance Not Submitted. However, these counts are reported on the statistical report as part of the Unexcused Absences.

  1. Total – displays total of each Days column for the grade level. These Totals reconcile to the days reported on the statistical report for the grade level.
  2. Legend – codes used on the SMASR

Code “D”–Not Scheduled for Minimum Day. When a student is not scheduled for at least minimum day, the District is not allowed to claim that student’s attendance for apportionment. The “D” is placed on the SMASR for each day that a student does not have scheduled classes or student is not scheduled for at least minimum day. On the Exception report, these are the students with exception codes W8 (No Schedule) or W3 (Less Than Minimum Day).

Days with “D” are reported as days not enrolled. In the example below, student is a 12th grader who needs only two classes to graduate. Since 4 class periods are required to meet minimum day requirement for this school, the SMASR for this student displays a “D” on each instructional day, each school month.

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Appendix C – SMASR / February 19, 2016

In the above scenario, it is recommended to create an Attendance Category of “Non-ADA” for this student. Doing so reduces the exception from 20 or so lines of W3 to only oneline of ER1, which indicates student is Non-ADA, on the Exception Report. In addition, once coded as Non-ADA, the student’s record will no longer display on the SMASR. See Appendix B for step-by-step instructions for ER1.

  1. Footer – displays the date/time the report is run and the person who ran the report, as well as the page numbers.
  1. Reconciliation of Statistical Report and SMASR

In the SMASR, student records are grouped by grade level. On the last page for each grade group, totals for each of the Days columns are displayed. These totals should reconcile to the days presented on the statistical report for the specific grade level.

For example: The SMASR on the following page is for the 12th grade students of a high school. The totals in the Days columns of the SMASR reconcile to the days on the statistical report for the Grade 12 line. Remember, the sum of the Days Abs UnExc and Days ANS columns of the SMASR should equal the Unexcused Absences column of the statistical report (i.e., 81+7 = 88).

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Appendix C – SMASR / February 19, 2016

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