Attendance Statistics Reports

TABLE OF CONTENTS

• Introduction
• Printing Attendance Statistics reports
• How DIVS (Half-days) are calculated in Attendance Statistics reports
• How are the percentages calculated on the Attendance Statistics reports?
• Obtaining the Total Percentage Absent

Introduction

SEQTA Teach provides a number of different Attendance Statistics reports. These produce a spreadsheet which displays statistical information on student attendance (i.e. Percentage Present, Days Absent). Many of these are preset to group the information based on one parameter, which is indicated by the term in parentheses in the report title. Often there are also two versions of each report, with one version having full in the title. The full version will include more types of data in the report than the plain version.

For example:

Statistics (student) lists data in the following columns:

CODE, SURNAME, FIRSTNAME, GENDER, INDIGENOUS, HOUSE, ROLLGROUP, SCHOOLYEAR, DIVISIONS PER DAY, DIVISIONS PRESENT, DIVISIONS_ABSENT, DIVISIONS ABSENT UNRESOLVED, DIVISIONS ABSENT RESOLVED, DIVISIONS ABSENT MEDICAL, FULL DAYS PRESENT, FULL DAYS ABSENT, FULL DAYS ABSENT UNRESOLVED, FULL DAYS ABSENT RESOLVED, FULL DAYS MEDICAL, PERCENT PRESENT, PERCENT ABSENT UNRESOLVED, PERCENT ABSENT RESOLVED, PERCENTAGE OF ABSENT MEDICAL

Statistics (student full) adds a DATE column. The data types listed above are reported individually for each day on which attendance has been recorded. This is likely to contain a lot more data and will allow a more detailed view of student attendance
 

How to avoid timeouts: As noted above, these reports can return a large number of results particularly those with FULL in the report title. In addition, the system needs to run calculations to obtain some of the data. Due to this, it's recommended that when running these reports for a large date-range the report is run with a smaller selected cohort of students to minimise the load on the server and to prevent the report timing out.

Printing Attendance Statistics reports

1. Go to the Administration workspace>Attendance administration>Reporting.
2. Select the students.
3. Select the Statistics report you would like to run.
4. Set the Date range, and if applicable, the Time range and Date repetition.
5. Click the Print button at the top of the page.
6. If the All Students Selected dialogue box appears, click Yes.
7. If the Processing dialogue box appears in the bottom-right corner, the report will complete in the background. Once the report is complete, it will be available under the Notifications icon in the top right-hand corner.
8. Otherwise, if the report is processed in the foreground, select Click here to access your document in the pop-up window to view the completed report.

How DIVS (Half-days) are calculated in Attendance Statistics reports

Statistics reports have columns that display DIVS (half-days). Half-days are calculated using the following method:

• The system splits the day into two chunks - exactly half way between the first recorded presence/absence and the last recorded presence/absence.
• It then counts up the number of minutes flagged as present (minutesPresent) and the number of minutes considered absent (minutesAbsent) in each chunk.
• The percentage attendance for a chunk is therefore minutesPresent / (minutesPresent + minutesAbsent)

How are the percentages calculated on the Attendance Statistics reports?

Obtaining the Total Percentage Absent

An Excel formula can be used to obtain the total Percentage absent (rather than the breakdown of Unresolved, Resolved and Absent Medical). To do this, open the report in Excel, add a column, then use the formula  =100-T2 (column T is the Percent Present then copy-down)