System Reports

In Powerschool, there are multiple system reports to choose from. In your position, you will be required to run some of these for your Monthly Attendance Reporting while other system reports are optional These include:

• School Enrollment Audit
• Section Enrollment Audit
• Weekly Attendance Summary
• Monthly Student Attendance Report
• Attendance Summary by Grade

After logging into Powerschool, we navigate to the System Reports menu from the left side of our Start Page.

To jump over to Exports, click Here

Now Let’s cover these in a little more detail.

School Enrollment Audit

The School Enrollment Audit is one of two audits that must be ran at the end of the Attendance Month. Please check the Attendance Month Calendar for specific due dates.

The Audit will display students who have an enrollment date overlap or misalignment.

How to run the School Enrollment Audit:

1. From the Start Page, choose System Reports
2. On the SYSTEM tab, choose the School Enrollment Audit
3. Choose Continue for English or change to preferred language

Any students listed on this screen need to have their enrollment dates checked. Click on the students name and it will take you to the Transfer info page. Review all dates on this screen and check to make sure the dates are not reversed on any enrollments.

Once you have resolved the issues, go back and run the audit again.

When all dates have been aligned, you will get a screen that says “No Students Identified”. Click on the printer icon in the upper right and save it as a pdf. Save it on your school share for your records.

Section Enrollment Audit

The Section Enrollment Audit is the other audit that must be ran at the end of the Attendance Month. Please check the Attendance Month Calendar for specific due dates.

The Audit will display students who are enrolled in school, but not scheduled into any classes OR students who have been enrolled in school and have been scheduled, but the enrollment dates and class schedule dates are off.

How to run the Section Enrollment Audit:

1. From the Start Page, choose System Reports
2. On the SYSTEM tab, choose the Section Enrollment Audit
3. Choose Continue for English or change to preferred language

Any students listed on this screen need to have their enrollment dates checked against their class schedule. Often times, the student is scheduled into a class on a specific date, but their enrollment entry date is set incorrectly. Click on the students name and it will take you to the All Enrollments page. Review all dates on this screen. Note the date they started class. Then go into the students Transfer info page, click on the Entry Date and you will be able to view their Entry Date and School Entry date. Make sure these dates are the same as the dates the student was enrolled into class.

Once you have resolved the issues, go back and run the audit again.

When all dates have been aligned, you will get a screen that says “No Students Identified”. Click on the printer icon in the upper right and save it as a pdf. Save it on your school share for your records.

Weekly Attendance Summary

Use the Weekly Attendance Summary report to generate a weekly attendance summary by teacher. Schools commonly use this report to verify weekly attendance for each teacher. Teachers sign the report to certify that the attendance they marked is accurate. You can also use this report to generate a verification sheet for daily attendance for a specific week. Teachers sign the report to certify the attendance they marked is accurate.

How to run the Weekly Attendance Summary Report:

1. From the Start Page, choose System Reports
2. On the System tab, choose the Weekly Attendance Summary that pertains to your school. Remember, DAILY is for Elementary and MEETING is for Middle School.
3. Choose the appropriate week
4. Make sure you have all of the attendance codes in the correct rows as follows:
   
   Make sure there are no spaces between the commas!
5. Check the “Include Verification Line” box
6. Submit

This will take you to the Report Queue. You will see your Job with a Status of “Running”. In the upper right corner, click the refresh button until you see the Job Status change to “Completed”.

Click VIEW next to Completed. This will open the pdf in your browser where you can print the reports. These reports are signed by the teachers and kept in the office.

Monthly Student Attendance Report

The Monthly Student Attendance Report is one of two reports that must be ran at the end of the Attendance Month. Please check the Attendance Month Calendar for specific due dates.

This report is broken down by grade level and you will be checking your grade level totals against the Attendance Summary by Grade Report. Make sure you run this report from the State Tab in the System Reports menu.

How to run the Monthly Student Attendance Report:

1. From the Start Page, choose System Reports
2. On the STATE tab, choose the Monthly Student Attendance Report
3. Choose the appropriate attendance reporting range
4. Make sure the “Implement the ‘Exclude from ADA’ flag to exclude such enrollment records from this report” is NO
5. Submit

This will take you to the Report Queue. You will see your Job with a Status of “Running”. In the upper right corner, click the refresh button until you see the Job Status change to “Completed”.

Click VIEW next to Completed. This will open the pdf in your browser.

Again, this report is broken down by grade level. You will compare these totals to the Attendance Summary By Grade Report. If your totals are off, it is usually caused by a student who has incorrect enrollment/exit dates. Some of these can be resolved prior to running this report using the Section Enrollment and School Enrollment Audit Reports. Please submit a Help Desk Ticket to resolve any discrepancies that you are having troubles with.

Attendance Summary By Grade Report

The Attendance Summary by Grade Report is one of two reports that must be ran at the end of the Attendance Month. Please check the Attendance Month Calendar for specific due dates.

This report is broken down by grade level and you will be checking your grade level totals against the Attendance Summary by Grade Report. Make sure you run this report from the State Tab in the System Reports menu.

How to run the Attendance Summary by Grade Report:

1. From the Start Page, choose System Reports
2. On the STATE tab, choose the Attendance Summary by Grade Report
3. Choose the appropriate attendance reporting range
4. Make sure the “Implement the ‘Exclude from ADA’ flag to exclude such enrollment records from this report” is NO
5. Submit

This will take you to the Report Queue. You will see your Job with a Status of “Running”. In the upper right corner, click the refresh button until you see the Job Status change to “Completed”.

Click VIEW next to Completed. This will open the pdf in your browser.

Again, this report is broken down by grade level. You will compare these totals to the Monthly Student Attendance Report. If your totals are off, it is usually caused by a student who has incorrect enrollment/exit dates. Some of these can be resolved prior to running this report using the Section Enrollment and School Enrollment Audit Reports. Please submit a Help Desk Ticket to resolve any discrepancies that you are having troubles with.