Calculate attendance percentages
Using the Statistics (student) report you can see the percentage of time a student was present for a date range and their absent days.
To calculate other percentages you will also need to run a couple of reports to see how many sessions were available and how many times the student was late or did not attend the class. These reports are:
- the Attendance Details (Linear View) report where you can choose to run the report on all the attendance types or select the relevant types. Some of these you may want to review on the days the student is present are:
- Chill Out Space
- Did not attend class
- Early Departure
- Late to Class
- Late to School
- Medical
- Sick bay
- the Class Statistics report which will show how many sessions there were in the date range
Statistics (student) Report
Attendance statistics are available through the Statistics (student) report available under the Administration Workspace (spanner icon)> Attendance Administration> Reporting.
Example student is Ruby Kennedy used below. Select the report and add in the date range and repetition.
For the repetition, remove Saturdays & Sundays so it displays as Every weekday.
Once the parameters are in, click Print located at the top left.
This will download a CSV file (see attached). Take note of the following columns:
- O: Full days present
- P: Full days absent
- T: Percentage present
O
FULL DAYS PRESENT
P
FULL DAYS ABSENT
Q
FULL DAYS ABSENT UNRESOLVED
R
FULL DAYS ABSENT RESOLVED
S
FULL DAYS MEDICAL
T
PERCENT PRESENT
44
3
0
3
0
93.62
There is no percentage for absent but this can be calculated by subtracting the percent present from 100.
Ruby was present at school for 44 days in the date range requested with a present percentage of 93.62%.
Class Statistics
This report will give data based on classes attended. It will show how many times the student was marked present in the classes and give a percentage for that class. Please note this can differ from the overall attendance percentage given in the Statistics (student) report as it is based on how many times the student was present in a particular class as opposed to if they were classed as being present for the whole day.
To access the report go to the Administration Workspace (spanner icon)> Attendance Administration> Reporting and choose Class Statistics from the selection. You are only required to put in a date range and select Print.
This will download a csv file, the columns shown are:
- A to D: The classes the student had in the time frame with who the Advisor is
- E to N: Student details
- O to T: Attendance percentages for each class
- U to Z: the Attendance count or how many times the student had attendance taken for each class
Depending on what data you need, this report may be enough. For example, in the attached example for Ruby these statistics show that she attended 94.73% of her Math classes as shown in cell O5. This figure is calculated by:
- how many times the student was considered present (U5) / how many classes were available (U5+V5+W5)
- 36/38 = 0.9473 or 94.73%
Attendance Details (Linear View) Report
This report is run to view the daily breakdown of the student's attendance. You can see if they were late to class, left early or went to chill space during the date range that you choose.
To access this report go to Administration Workspace (spanner icon)> Attendance Administration> Reporting and choose the Attendance Details (Linear View) from the list.
Select which student/s you would like to include in this report by either typing manually in the Select student box or choosing the ellipsis to the right to pick from school year, roll group, house etc.
In the below example I have used Ruby Kennedy for Term 1, 2023 checking on late to school and late to class attendance types.
Parameters:
-
Grouping: you can choose to group the results by date, house, school year or student. For one student I suggest going by the default date option. For multiple students it can be easier to group by student or date depending on the results you are after.
-
Date Range: customise to your reporting requirements
-
Time Range: update to 8am - 3:30pm. Some students attend chill space or sick bay before class starts so going a bit earlier can be helpful.
-
Attendance Types: if you leave this as no options selected it will run the report on all attendance types. If you are looking for something specific such as late to school or late to class, pick one or more attendance types from the drop down list
Once completed, click Print located at the top left above the student selection.
This will open a new tab with the PDF, which you can download if you need to keep it. This shows the break down of the students day by time. In the below example you can see:
- The student was late to school, arriving at 10:20am.
- The next entry after morning tea shows they were late to class - arriving at 11:07am when class started at 11:00am.
- The student was in-class from 11:07 to 11:25am
- They attended chill space from 11:26am to 12:50pm.
- In the afternoon they were preset for classes.
At the bottom of the report is a glossary which shows the icons for the attendance types and what they mean:
At this stage, you do need to manually count how many times the attendance type appears on the report.
As an example of the attached for Ruby Kennedy we counted the Late to Class & Late to School types for the Term 1 date range:
- Late to Class: Ruby was late for 15 classes
- Late to School: Ruby arrived to school late 7 times
- You can also use this report to not just see how many times the student was late but also how late they were, if they are arriving to class within 5 minutes or is it 20 minutes?
Working it out
To work out percentage for attendance types that happen once per day, which is when the student arrives or leaves the campus. This would include late to school, early departure, off-site activities. The below example is on late to school:
- (late to school / full days present) x 100
- (7/44) x 100 = 15.9%
Where the late to school figure came from the Attendance Details (Linear View) report and the full days present figure came from the Statistics (student) report.
Movements that happen during the day when the student is present are calculated differently as the rolls are marked multiple times each day, so the day is broken up into sessions.
In this case you need to know how many sessions Ruby attended to work out the percentage of times she was late to one of these sessions. The sessions are listed on the Class Statistics report and we would use column Y - present on campus. This excludes excursions or other reasons why a student can be counted present but is not actually attending the session.
As Ruby is in year 8 you would add together the following cells: Y2 (advisory roll sessions) + Y8 + Y9 (specialist sessions not covered by advisory roll). In this case it would be 119+9+9 = 137 roll marking sessions where Ruby was on campus. Use this number in the following calculation:
- (how many times the student was late to class / how many classes were available) x 100
- (15/137) x 100 = 10.94%
Where the late to class figure came from the Attendance Details (Linear View) report and the total sessions have come from the Class Statistics report.