Federal STATS Troubleshooting

TABLE OF CONTENTS

• School days in reference period count too high
• How are Attendance Days calculated?
• Why is there more than one row for the same year level?
• Why is the total number of students in the cohort incorrect?
• Why is the number of students showing under the notification icon different from the number of students on the report?
• The value for 'Students with >= 90% Attendance' seems lower than expected, why is this?
• How does the Federal STATS report handle attendance entered for non-teaching days?
• How does attendance entered for weekends affect the Federal STATS report?
• Reporting issues to the SEQTA Service Desk
• How are Possible School Days calculated?
• What is the report logic for Round code? Why does Round code say 'UNKNOWN"?
  
  

Schools are responsible for proofing the report, ensuring there are no attendance or enrolment issues, or incorrect data, affecting the output of the report.

School days in reference period count too high

Refer to the article: Federal STATS - School Days in Reference Period incorrect

How are Attendance Days calculated?

The 'Attendance Days' field is the sum of partial attendance days for each student. So if Jim attended school for 90% of Monday, 100% of Tuesday, 70% of Wednesday, 0% of Thursday, and 100% of Friday, he would contribute 3.6 to this total. We determine this percentage by:

• Looking at the Linear view and attendance layers to count up the number of minutes which are considered present, and the number of minutes which are considered absent.

• The percentage for the day is the number of minutes present divided by both the number of minutes present and minutes absent combined.

  If no attendance has been marked for a student for a day (or if they have been flagged as 'Not Required to Attend'), then that student and day will not contribute to the Enrolment Days value. This means that this value is not simply the result of multiplying the number of students by the number of school days in the range -- although it will, generally, be quite close to this.

Why is there more than one row for the same year level?

This occurs when there are more then one student in a school year with a code containing that number. For example, 'Y01', '01' and 'KG1' will both all show on the report as '1'.

If it's a KG1 record, this can be Renamed to 'KG one' before the report is printed, then changing it back after the report has been printed.

In some cases, it may be difficult to see which year records are being used as the report, by design, picks up left students. There may be a left student assigned to year '01' and another assigned to 'Y01'. 

Why is the total number of students in the cohort incorrect?

If the number of students is too low, this may indicate the report is being run with students selected. It is essential this report be run with no students selected for this number to be accurate. If the number is too high, this typically occurs as a result of students from school years such as Kindergarten being included in one of the year levels. 

Why is the number of students showing under the notification icon different from the number of students on the report?

This figure represents the number of students that are being checked, some of these students may not be included as they have no attendance for the current period.

The value for 'Students with >= 90% Attendance' seems lower than expected, why is this?

The percentage of attendance for the Federal STATS reports will be lower than with the other attendance reports. This is a result of the report picking-up attendance data for students who have left (left students need to be included to meet the reporting requirements). The easiest way to check this, is to run the proofing report called 'Federal STATS (by Student)' which gives a breakdown of each student's attendance. It's easy to spot the left students as they often will have '0' in column 'N' (School days for student with >= 90% attendance).

There are important factors to be aware of when managing attendance and student enrolments in SEQTA, specifically with regards to the Federal STATS and Census reports.

How does the Federal STATS report handle attendance entered for non-teaching days?

Attendance on term-breaks, pupil-free days and public holidays will affect the attendance figures on the Federal STATS reports. To check for attendance on non-teaching days run one of the Attendance statistics reports, for example 'Statistics (School Year)' with the date-range set to cover the non-teaching days.

Remove existing attendance for these days to exclude these from the Federal STATS Reports. Alternately, change the attendance type used to 'Uncounted', this option is only suitable for attendance types that are not also used on teaching days.

How does attendance entered for weekends affect the Federal STATS report?

Most schools do not include attendance entered for weekends when reporting on attendance. To exclude attendance that has been entered for students on the weekends (be it intentionally or unintentionally) deselect Saturday and Sunday under 'Date Repetition'.

Reporting issues to the SEQTA Service Desk

Please email the details (i.e. affected timetable-period, date etc.) to seqta.support@tes.com if retrospective changes are required to student enrolments into Internally managed classes on non-teaching days. Caledar class enrolments can be corrected through the interface by deleting calendar classes from the non-teaching days.

How are Possible School Days calculated?

The 'Possible School Days' is the total number of days for which students have attendance and are enrolled in classes. 

The Possible School Days should always be less than or equal to school days in reference period multiplied by the number of students.

For example:

• If 1 student is selected when you run the report and they have 95 in 'School Days in Reference Period' AND all of those days have attendance, then the Possible School Days will be 95.
• If you have 2 students selected when you run the report and they both have 95 days in 'School Days in Reference Period' AND all of those days have attendance, then the Possible School Days will be 190.
• If you have no students selected when you run the report (as should be the case) and all students have 95 days in 'School days in Reference Period' AND all of those days have attendance, then the Possible School Days will be quite a high number.

If there is a discrepancy typically be due to one or more of the below reasons. To confirm run the 'Federal STATS (By Student)' and cross-reference their data with the timetable and the 'Statistics (Student Full)' Report.

• There may have been days where attendance has not been entered for some students.
• There may be a non-required to attendance attendance solution entered for some students.
• Some students may have less classes on their timetable. Most commonly this is due to students starting part way through the year. However, it may also occur if student are not enrolled in classes prior to commencement of classes.

What is the report logic for Round code? Why does Round code say 'UNKNOWN"?

• If the report is run from Jan to July the report will display 'STATSSemester12020'
• If the report is run from July to December the report will display 'STATSTerm32020'
• Any dates before or after the above dates if entered for the date range then "UNKNOWN" display for the round code. They school can edit this field manually before submitting if required.