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. Only students with continuous enrollment will show in this report. If a student has a break in enrollment at the site you are running this report for, they will not show. 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. Errors such as these are fairly common across multiple SIS systems as front office staff rush to enroll and schedule students at the beginning of the year. Thanks to this table, office staff can now double check their work to ensure that all students have been scheduled appropriately. Most of the time, students appear in this table due to an issue with their schedule; either they haven’t been scheduled at all, or their schedule start date is not the same as their enrollment start date. In either case, the answer is to check their enrollment and schedule start dates and adjust to make sure both match.
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.