This lesson will guide you through the process of running the ADA checker.
Why should I use the ADA Checker?
The ADA checker is a quick summary of attendance reports and checks typically run manually by sites on a monthly basis. The goal of the ADA Checker is to streamline month end/attendance balancing procedures and minimize clicks. Keep in mind that the check is only representative of the data that is present at the time of generation. Back-dating changes to students schedules, master schedule sections, and courses can impact ADA reporting.
Where to Start
1. Click on the Attendance tab.
2. Under ADA 3.0 Reports, select ADA Checker.
Running the ADA Checker
1. Select the School you wish to run the ADA Checker for from the dropdown menu.
2. Select which Reporting Period you wish to check from the dropdown menu.
3. Click Run ADA Checker.
The checker will run and show a list of all completed ADA requirements. You will see a Count Summary, Entry Date Exceptions (Click student names to verify), and Cumulative Vs. ADA totals.
1. The green check marks indicate that the specific area passed the check.
2. Red check marks indicate a problem that is exposed in a data table for easy viewing and correction.
Count Summary- This section of the report generates a total number of students counting on the ADA report versus the number of enrolled students both at the beginning and end of the selected time period. These numbers should match exactly. On the far right of this table, you can click on the number under Diff Students and Diff Records to see a pop up list of the students in these categories. See example below.
Diff Students List
This table displays dates in which attendance was not submitted by the teacher. To clear this list, the office staff will need to ensure that all corresponding attendance has been taken and saved by the teacher via one of the teacher attendance methods (teachers will only be able to save their attendance for the current date). If this is for a date prior to the current date, the office staff can clear the attendance by using the Take Attendance by Class Roster feature to submit attendance for the teacher. This table should be completely empty to ensure appropriate ADA reporting.
This table displays all instances where students have an unreconciled attendance mark. These are absent marks that were entered by teachers but have not yet been adjusted to a reconciled mark by the Office Staff. All Absent records should be reconciled before Attendance Letters are run and before end of month reporting.
Students not receiving ADA
This table displays all students who are missing 1 or more days of attendance. Since this section of the ADA Checker only shows a count of days, we recommend running the Cumulative Attendance report (Attendance > ADA 3.0 Reports > Cumulative Attendance) to see the actual days in the reporting period a student(s) is not receiving ADA for.
After running the Cumulative Attendance report, you can see which days a student(s) is not receiving ADA for by doing a browser search (CTRL / COMMAND + F) for that student ID to see which day shows with the attendance mark indicating that the student is 'Not Enrolled' on that day (usually 'X', but can vary by district).
If a student is not receiving ADA for a particular day that means their schedule does not have sufficient minutes for the attendance program they are counting towards. This can be due to one of the following an issues with their schedule:
- Either they haven’t been scheduled at all,
- Their schedule start date is not the same as their enrollment start date,
- Or, in most cases, their schedule does not have sufficient minutes for the attendance program they are counting towards.
For the first two examples above, you can visit a student(s) Schedule 2.0 and Enrollment History pages to verify their schedule and enrollment start dates. For the third and most common reason why there would be records of students not receiving ADA, you can verify how many minutes a student(s) is receiving for a particular day by reviewing the following:
- What timeblock(s) the student(s) has scheduled classes
- What attendance program those classes are counting towards by searching for those sections in Live Sections. The attendance program shows in a column to the right (unless the student has an Attendance Program Override setup)
- The day type assigned to that day on the school's calendar
- How many minutes are in the occurrence(s) for the student(s) timeblock(s) relative to that day type on the calendar
- Review the minimum minutes for the attendance program that student(s) is counting towards, pursuant to their schedule. Attendance program minutes can be viewed by going to Attendance > Administration > Programs.
After reviewing those 5 pieces you will have a clearer picture as to why this student is not counting towards ADA.
Entry Date Exceptions
This table shows all students who either have an enrollment start date which is before their first day present, or an enrollment end date that is after their last day present. This table makes it easier for districts to identify potential disparities in their present counts and can help catch potential enrollment errors.
Cumulative vs. ADA
This table compares the Cumulative Attendance report’s overall aggregation to the ADA reports overall aggregation. These reports should always match each other. If ever there is a discrepancy, it is usually indicative of a setup issue. Review your site setup to confirm everything has been completed.