Summary
Use Student Day Detail to investigate individual student membership and attendance calculations for each instructional day in the selected School Month.
Review the D# values to identify the instructional day or days requiring additional review. Use the corresponding Present Minutes and Scheduled Minutes to determine whether enrollment, schedule, attendance, or calendar information should be reviewed.
Student Day Detail can be used to investigate unexpected Average Daily Membership (ADM) and Average Daily Attendance (ADA) results.
Note: A daily result does not necessarily indicate an error. Confirm that the reported result accurately reflects the student's enrollment, schedule, and attendance before making a correction.
When to Use Student Day Detail
Use Student Day Detail when:
- An ADM result cannot be explained by enrollment or withdrawal dates.
- Transfer Days Override or membership violation information does not explain an unexpected ADM.
- Membership days are lower than expected.
- Present or absent days do not reflect expected attendance.
- An ADA result requires additional investigation.
- An unexpected membership or attendance calculation occurs on specific instructional days.
Tip: Student Day Detail is a drill down resource. Use the ADM Summary or ADA Summary to identify students requiring additional review before reviewing daily results.
Review Student Day Detail
- Open Reporting > NC State Reporting > NC PMR Collection.
- Select Student Day Detail as the Extract Type.
- Select the applicable School Month Sequence.
- Select CSV as the report format.
- Select Review.
- Open the completed report form the report queue.
- Filter StudentStateID for the student requiring additional review.
Refer to NC Principal's Monthly Report Extract | Infinite Campus for detailed information about report options and technical report requirements.
Understand the Daily Columns
Student Day Detail provides a set of columns for each instructional day in the selected School Month.
The D# columns correspond to the instructional days in the School Month. For each instructional day, the report provides:
- D# - the student's attendance determination for the instructional day.
- Present Minutes - the total Present Minutes reported for the applicable state reportable periods.
- Scheduled Minutes - the total state reportable instructional minutes for which the student was scheduled.
This pattern repeats for each instructional day in the School Month.
Tip: Use the Day Detail report for the same School Month Sequence to identify the actual instructional dates represented by the D# columns. For example, use the Day Detail to determine which instructional date corresponds to D1, D2 or another D# value requiring review.
Identify the Date for the D# Column
When a D# value requires additional review:
- Select Day Detail as the Extract Type.
- Select the same School Month Sequence used for Student Day Detail.
- Select CSV as the report format.
- Select Review.
- Open the completed report from the report queue.
- Use the instructional day sequence to identify the date associated with the applicable D# column.
- Return to Student Day Detail and review the D#, Present Minutes, and Scheduled Minutes for that instructional day.
Tip: Review all 3 Student Day Detail values together. The D# value shows the daily determination, while Present Minutes and Scheduled Minutes provide information that can help explain why the result occurred.
Understand the D# Values
The D# value shows how the student was evaluated for an instructional day. Use the value to determine whether the day contributes to the student's membership and attendance calculations.
Membership and attendance are separate calculations. A student may be:
- In membership and present
- In membership and absent
- Not in membership and absent
- Not enrolled for the day
For example, Absent Att is an absence for attendance but remains a membership day. In contrast, Absent Sch and No Sch do not count as membership days and are also counted as absent for ADA.
| D# Value | What the Value Means | Membership Calculation | Attendance Calculation | Primary Area to Review |
|---|---|---|---|---|
| Present On | Present Minutes are at least 50% of the instructional minutes for the day, without a Present Offsite or Present Remote attendance code. | Counts as a membership day. | Counts as present. | Attendance, when unexpected |
| Present Off | Present Minutes are at least 50% of the instructional minutes and an applicable Present Offsite codes was used during the day. | Counts as a membership day. | Counts as present. | Attendance Code |
| Present Rem | Present Minutes are at least 50% of the instructional minutes, and 1R was used during the day. | Counts as a membership day. | Counts as present. | Attendance Code |
| Absent Att | Present Minutes are less than 50% of the instructional minutes for the day. | Counts as a membership day. | Counts as absent. | Attendance and Present Minutes |
| Absent Sch | The student's Scheduled Minutes are less than 50% of the instructional minutes for the day. | Does not count as a membership day. | Counts as absent. | Student Schedule and Period Schedule |
| No Sch | The student has no schedule associated with the instructional day. The day is treated as absent for ADA and as a non-membership day for ADM. | Does not count as a membership day. | Counts as absent. | Student Schedule |
| No Enr | The student did not have an active enrollment on the instructional day | Does not count as a membership day. | Not counted as present or absent for the day. | Enrollment |
| Error | Multiple Present Attendance Codes prevent the system from making a valid Present Offsite or Present Remote determination. | The daily result is not one of the conditions removed from membership; review the underlying data. | Does not count toward Days Present. The current logic does not include Error in Total Days Absent. | Attendance Code |
Important: A day that qualifies as a membership day may later be classified as Membership Days Not in Violation (NVIO) or Membership Days in Violation (VIO) based on the 10-Day Rule. Only applicable NVIO membership days are used in the ADM calculation. Review PMR 10-Day Violations when a student's violation status affects ADM.
Use the D# Value to Identify the Calculation Issue
When investigating an unexpected ADM, focus first on D# values that affect membership:
- Absent Sch
- No Sch
- No Enr
- Applicable 10-Day violation days
When investigating an unexpected ADA, review values that affect attendance:
- Absent Att
- Absent Sch
- No Sch
- Error
- An unexpected Present On, Present Off, or Present Rem result
Tip: Absent Att is an important distinction. The student is still in membership for the day, but the day is counted as absent for attendance. Absent Sch and No Sch affect both calculations: the student does not receive membership day and is counted absent for ADA.
Present Offsite Attendance Codes
The Present Off determination uses applicable Present Attendance Codes 1H, 1M, 1Q, or 1S. Present Rem is associated with 1R.
Refer to the School Attendance and Student Accounting (SASA) Manual for the definitions and requirements for each attendance code.
Identify the Instructional Day
After identifying an unexpected D# value, determine which instructional day the column represents.
The D1 through D26 columns correspond to the instructional days in the selected School Month rather than simply representing calendar dates.
Use the applicable School Month and calendar information to identify the date associated with the D# value requiring review.
Then review the corresponding:
- D# determination
- Present Minutes
- Scheduled Minutes
The next step depends on the daily result.
Review Membership Results
Use the following sections when Student Day Detail is being used to investigate an unexpected ADM or membership result.
Review No Enr
No Enr indicates that the student did not have an active enrollment on the instructional day.
If No Enr is unexpected:
- Open Student Information > General > Enrollments.
- Select the applicable enrollment.
- Review the Start Date.
- Review the End Date, when applicable.
- Confirm that the enrollment dates accurately reflect when the student attended the school.
- Review the student's enrollment history when multiple enrollments exist.
- Correct inaccurate enrollment information, as needed.
- Select Save.
If the student appropriately was not enrolled on the reported day, no correction is needed.
Important: Do not change accurate enrollment dates only to create membership for the instructional day.
Review No Sch
No Sch indicates that the student has no schedule associated with the instructional day. The day is treated as an absent day for ADA and a non-membership day for ADM.
If No Sch is unexpected:
- Open Student Information > General > Schedule.
- Review the student's courses for the applicable date.
- Confirm that the student was scheduled for instruction.
- Review applicable roster Start and End Dates.
- Confirm that the roster dates accurately reflect the student's course participation.
- Correct inaccurate schedule information, as needed.
If the student's schedule appears correct, continue to review the applicable Period Schedule and section placement.
Review Absent Sch
Absent Sch indicates that the student's Scheduled Minutes are less than 50% of the instructional minutes for the applicable instructional day.
The result can directly affect membership.
Review Scheduled Minutes
- Locate the Scheduled Minutes associated with the D# result.
- Determine the instructional minutes for the applicable day.
- Compare the student's Scheduled Minutes with the instructional minutes.
- Determine whether the student was scheduled for at least 50% of the instructional day.
If Scheduled Minutes are unexpectedly low, review the student's schedule and the Period Schedule used for that day.
Review the Student Schedule
- Open Student Information > General > Schedule.
- Review the student's scheduled courses.
- Confirm that all applicable courses are included.
- Review roster Start and End Dates.
- Confirm that the schedule accurately reflects the instruction the student received.
Review the Period Schedule
If the student appears appropriately scheduled:
- Open Scheduling & Courses > Calendar Setup > Day Setup.
- Locate the applicable instructional day.
- Identify the Period Schedule assigned to that day.
- Open Scheduling & Courses > Calendar Setup > Period Setup.
- Select the applicable Period Schedule.
- Review the instructional periods and instructional minutes.
- Confirm that the student's applicable course sections are included in the Period Schedule.
The PMR calculation identifies the Period Schedule assigned to each instructional day and uses the applicable instructional minutes when evaluating daily membership and attendance.
Tip: Pay particular attention to abbreviated or alternate instructional days. A student may meet the membership requirement on the normal Period Schedule but fall below 50% when a different Period Schedule is assigned and the student's course sections are not appropriately included.
Review Attendance Results
Use the following sections when Student Day Detail is being used to investigate an unexpected ADA or attendance result.
Review Absent Att
Absent Att indicates that the student's Present Minutes are less than 50% of the instructional minutes for the day.
If Absent Att is unexpected:
- Locate the Present Minutes associated with the D# result.
- Open Student Information > General > Attendance.
- Locate the applicable attendance date.
- Review the student's attendance entries.
- Review the applicable Attendance Code/Excuse.
- Review recorded Present Minutes.
- Confirm that the attendance code and Present Minutes accurately reflect the student's attendance.
- Correct inaccurate attendance information, as needed.
- Select Save.
Important: Do not adjust Present Minutes only to change the PMR attendance determination. Present Minutes must accurately reflect the student's attendance.
Review Present On
Present On indicates that the student's Present Minutes are at least 50% of the instructional minutes and that a Present Offsite or Present Remote attendance code was not used.
If Present On accurately reflects the student's attendance, no correction is needed.
If the student should have been reported as Present Offsite or Present Remote, review the applicable attendance code.
Review Present Off
Present Off indicates that the student met the Present Minutes requirement and an applicable Present Offsite attendance code was used during the instructional day.
If Present Off is unexpected:
- Open Student Information > General > Attendance.
- Locate the applicable date.
- Review the attendance codes used during the instructional day.
- Confirm that the applicable Present Offsite code accurately reflects the student's attendance.
- Correct inaccurate attendance information, as needed.
Refer to the SASA Manual for requirements for 1H, 1M, 1Q, and 1S.
Review Present Rem
Present Rem indicates that the student met the Present Minutes requirement and 1R was used during the instructional day.
If Present Rem is unexpected:
- Open Student Information > General > Attendance.
- Locate the applicable date.
- Review the attendance entries.
- Confirm that 1R accurately reflects the student's attendance.
- Correct inaccurate attendance information, as needed.
Refer to the SASA Manual for requirements for 1R - Present Off Site/Remote.
Review Error
Error indicates that multiple Present Attendance Codes were used during the instructional day in a way that prevents the system from determining whether the student should be reported as Present Offsite or Present Remote. The day does not count toward Days Present for ADA.
If Error is reported:
- Open Student Information > General > Attendance.
- Locate the applicable date.
- Review all Present Attendance Codes used during the instructional day.
- Determine which attendance information accurately reflects the student's attendance.
- Correct inaccurate or conflicting attendance information.
- Select Save.
Important: Refer to the SASA Manual before changing an attendance code. The corrected attendance information must accurately reflect the student's attendance for the day.
Determine What to Review
| Unexpected Result | Start Review Here |
|---|---|
| No Enr | Enrollment Start and End Dates |
| No Sch | Student Schedule and roster dates |
| Absent Sch | Scheduled Minutes, student schedule, Period Schedule, and section placement |
| Absent Att | Attendance Code and Present Minutes |
| Present On | Attendance, if the result is unexpected |
| Present Off | Present Offsite Attendance Code |
| Present Rem | 1R attendance information |
| Error | Conflicting Present Attendance Codes |
Verify the Correction
After correcting inaccurate source data:
- Save the applicable changes.
- Return to NC PMR Collection.
- Select Student Day Detail.
- Select the applicable School Month Sequence.
- Select Review.
- Open the updated report.
- Filter for the student.
- Confirm that the applicable D# result, Present Minutes, and Scheduled Minutes reflect the corrected information.
Then return to the report that identified the original discrepancy:
- Select Review for ADM Summary when investigating membership or ADM.
- Select Review for ADA Summary when investigating attendance or ADA.
Confirm that the corrected daily information is reflected in the applicable summary results.
If the source data is accurate and the daily determination is expected, no correction is needed.
