Report 14.1 Student Absenteeism Count

(Updated as of 05/10/2021)

Description: Reports the number of students who were enrolled over the course of the academic year and absenteeism counts as a percentage of the total cumulative enrollment by school for the LEA

Data As Of:

  • Snapshot version, any time in the reported academic year (7/1 – 6/30)

Basic selection criteria:

  • Any open or closed enrollment within the LEA at any time during the Report Period (7/1/2020 -6/30/2021) qualifies for selection
  • Enrollment Status Code = Primary Enrollment (10), Short Term Enrollment (30)
  • Default Grade Level = KN, 01 – 12
  • Qualifying Data:

    • Student Absent Summary Record (Record Type = STAS) for the Academic Year being reported
    • Student Enrollment (SENR) reported or used for selecting student subgroups (e.g. Enrollment Status and Grade Level) are associated with the most recent qualifying enrollment at the school during the Report Period
    • Student Information (SINF) data reported or used for selecting student subgroups (e.g. Ethnicity/Race) are selected from the most recent SINF record with Effective Start Date and Effective End Date (if exists) that overlap the most recent qualifying enrollment at the school during the Report Period
    • Student Program (SPRG) data used for selecting student subgroups (e.g., Special Education Program) are selected from the most recent SPRG record for the same school of attendance as the STAS record with the Education Program membership Start Date and Education program Membership End Date (if exists) that overlap with the most recent qualifying enrollment at the school during the Report
    • Student English Language Acquisition Status (SELA) data reported or used for selecting student subgroups (e.g. ELAS Status) are selected from SELA record for students with a qualifying enrollment. Student English Language Acquisition (SELA) reporting will need to find the most recent status on the report date (using Effective Start Date) that was effective during the reporting period, regardless of Reporting LEA (unless specified otherwise in the specific report data field).

Report Filters: Filters can be selected resulting in only totals for the selected filter being displayed

  • Academic Year
  • LEA
  • Status
  • School Type
  • School
  • Grade
  • Gender
  • Ethnicity/Race
  • Enrollment Status
  • English Language Acquisition Status
  • Socio-economically Disadvantaged
  • Students with Disabilities
  • Homeless Program Eligible
  • Title I Part C Migrant
  • Hourly Attendance Indicator
  • Absence Type*
  • Expected Attendance Days Indicator
  • Days Attended Indicator

*Note: This filter will affect the formula for determining the absence rate for each student when being displayed on the report. When a specific absence type is selected, only those records with at least one day in the selected absence type will appear on the report with all of the record’s data populated. Example: When Out-of-School Suspension is selected, the formula rate = Out of School Suspension Days/Expected Attendance Days multiplied by 100.

Report Logic:

EOY 3 Report 14.1


Column Rules
1 LEA code is derived from user ID permission and Expected Schools table
2 School Name is determined by #1 and the Expected Schools Table.
Links to Report 14.2 Student Absences Student List
3 Grade Level - SENR Field 1.25 (Grade Level) = KN, 01 – 12
4 Student Gender - SINF Field 2.19 (Student Gender Code)
5 Ethnicity/Race - identified using SINF fields 2.24 (Student Hispanic Ethnicity Indicator), SINF 2.25 (Student Ethnicity Missing Indicator), SINF 2.26-2.30 (Student Race 1-5 Code), and SINF 2.31 (Student Race Missing Indicator) and the following rules:
1) If the Student Hispanic Ethnicity Indicator (Field 2.24) = Y, always roll up to Hispanic, even if one or more races are selected or the Student Race Missing Indicator (Field 2.31) = Y
2) If Student Hispanic Ethnicity Missing Indicator (Field 2.24) = N or null and the Student Ethnicity Missing Indicator (Field 2.25) = Y or null and Student Race 1 - 5 Codes (Fields 2.26 - 2.30) is indicated, then roll up per rules outlined in 5 below.
3) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N and the Student Race Missing Indicator (Field 2.31) = Y, then roll up to "Missing".
4) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N or null, and the Student Race Missing Indicator (Field 2.31) = Y, then roll up to "Missing."
5) If the Student Hispanic Ethnicity Indicator (Field 2.24) = N or null, and the Student Race Missing Indicator (Field 2.31) = N or null, and Student Race 1-5 Codes (Field 2.26 - 2.30) is indicated, then roll up as follows:
• If a single race = American Indian or Alaska Native (100), roll up to American Indian or Alaska Native
• If there is one or more of any of the Asian subgroups: ((201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian, and no other race category (100, 301, 302, 303, 304, 399, 400, 600, 700, 302, 303, 304, 399, 400, 600, 700) then roll up to Asian
• If a single race = Filipino (400) roll up to Filipino(400)
• If race includes Filipino (400) AND one or more of any of the Asian subgroups, [(201) Chinese, (202) Japanese, (203) Korean, (204) Vietnamese, (205) Asian Indian, (206) Laotian, (207) Cambodian, (208) Hmong, (299) Other Asian) and no other race category roll up to Filipino(400)
• If there is one or more of any of the Native Hawaiian/Pacific Islander subgroups ((301) Hawaiian, (302) Guamanian, (303) Samoan, (304) Tahitian, (399) Other Pacific Islander) and no other race category (100, 201, 202, 203, 204, 205, 206, 207, 208, 299, 400, 600, 700) then roll up to Hawaiian/Pacific Islander.
• If a single race = (600) Black or African American, roll up to Black or African American
• If a single race = (700) White, roll up to White
• If more than one of the following races: American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian/Pacific Islander, White, roll up to "Multiple"
NOTE: The above rules apply to Snapshot reports starting AY 2016-2017 and ODS reports. For ODS reports that display Ethnicity/Race and are generated in AY 2016-2017, the Filipino ethnicity will not be displayed as a separate ethnicity/race or counted within Asian ethnicity/race category
6 Total Unduplicated – count of 1.08(SSID) with an Open Enrollment at any time during the Report Period specified with specified 1.24(Enrollment Status Code = 10 or 30
Note - Total Unduplicated Cumulative Enrollment is unduplicated for each aggregate level. Therefore, the total for all selected schools will not necessary equal the aggregate of each school's cumulative enrollment
7 Total LEA Unduplicated – 1.24 (Enrollment status Code), 1.24(Enrollment Status Code), 1.23 (Enrollment start date), 1.26 (Enrollment exit date).
Count of 1.08(SSID) with an Open Enrollment at any time during the Report Period specified with specified 1.24(Enrollment Status Code) = 10 or 30
NOTE: The count of students is duplicated at each aggregate level at the LEA-level. If a student is enrolled in two schools within the LEA, they will be counted twice in the LEA-level counts. The school-level aggregates will have an “N/A” populated
8 # Student w/ Absence Data – 13.13 (Student Absence Summary Data Collection Exemption Indicator)
Calculation: Unduplicated count of 1.08(SSID) within each disaggregated category where STAS file submitted during report period and 13.13(Student Absence Summary data Collection Exemption Indicator) <> Y or null
Notes: The count of students is unduplicated at each aggregate level.
If no STAS records submitted, display as 0
9 # Student w/ Absence Data Exemptions – Unduplicated count of SSIDs within each disaggregated category where STAS file submitted during report period and STAS Field 13.13(Student Absence Summary Data Collection Exemption Indicator) = Y
Notes: This field will remain the same regardless of which absence type filter is selected.
If no STAS records submitted, display as 0.
10, 12, 14, 16 Students Absent Count -– Count of SSIDs within each disaggregated category with an absence rate of:
<5% (10),
=>5% and <10% (12),
=>10% and <20% (14),
>20% (16)
Calculation: Days Absent Out-of School Susp [STAS Field 13.17] + Excused Non-Susp [STAS Field 13.19] + Unexcused Non-Susp [STAS Field 13.20] + Incomplete Indp Study Days [STAS Field 13.21] / Total Expected Att Days [STAS Field 13.15]
11, 13, 15, 17 Student Absence Percent - The percentage of students within each absence category as a percent of total unduplicated cumulative enrollment within each disaggregated category
<5% (11),
=>5% and <10% (13),
=>10% and <20% (15),
>20% (17)
Calculation: (Total / Total Unduplicated Cumulative Enrollment)

User Roles for Access:

EOY 3 Reports

Additional Resources

CALPADS File SpecificationsForm

Look for Student Enrollment (SENR), Student Information (SINF), and Student Absence Summary (STAS) tabs for the fields indicated in the report logic.

CALPADS Data Guide

Chapter 2.1.6 provides additional information on Cumulative Enrollment and Student Absence.

CALPADS Code Sets

This document contains the current code values referenced in the file specifications for the coded value data elements. The program code definitions are listed in this document.