Report 14.2 Student Absences Student List

(Updated as of 05/10/2021)

Description: Reports a student list of positive attendance and student absenteeism by days of expected attendance, days attended and days absent. Absences are totaled by days excused, days unexcused, and days missed due to out-of-school suspensions.

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
  • Absenteeism Category
  • Absence Type*

*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 14.2 Column 1 to 12


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.
3 SSID – SENR 1.08 (SSID)
4 Student Name – SINF 2.11 – 2.13 (Student Legal Name) – SINF 2.11-Student Legal First Name, SINF 2.12-Student Legal Middle Name, SINF 2.13-Student Legal Last Name
5 Local ID – SENR 1.09 (Local Student ID)
6 Gender: SINF Field 2.19 – a coded value representing the student’s gender
7 Grade Level – SENR Field 1.25 (Grade Level Code) KN-12
8 Ethnicity/Race:
1) If the Student Hispanic Ethnicity Indicator (SINF 2.24) = Y, always roll up to Hispanic, even if one or more races are selected or the Student Race Missing Indicator (SINF 2.31) = Y
2) If Student Hispanic Ethnicity Missing Indicator (SINF 2.24) = N or null and the Student Ethnicity Missing Indicator (SINF 2.25) = Y or null and Student Race 1 - 5 Codes (SINFs 2.26 - 2.30) is indicated, then roll up per rules outlined in 5 below.
3) If the Student Hispanic Ethnicity Indicator (SINF 2.24) = N and the Student Race Missing Indicator (SINF 2.31) = Y, then roll up to ""Missing"".
4) If the Student Hispanic Ethnicity Indicator (SINF 2.24) = N or null, and the Student Race Missing Indicator (SINF 2.31) = Y, then roll up to ""Missing.""
5) If the Student Hispanic Ethnicity Indicator (SINF 2.24) = N or null, and the Student Race Missing Indicator (SINF 2.31) = N or null,amd Student Race 1-5 Codes (SINF 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 America
- 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.
9 SENR Field 1.23 - Enrollment status code 10, 20, 30, 40
10 SELA Field 12.13 - Student ELAS Status on the "As of Date"
11 A yes or no indication of whether the student meets socio-economically disadvantage criteria
SINF Field 2.50 – Parent Guardian Highest Grade Level Code equal to 14 - OR
SPRG Field 3.13 - Ed Program Code equal to 181 (Free NSLP) or 182 (Reduced NSLP) and SPRG 3.15 – Ed Program Membership Start Date equal to or greater than 7/1/of reporting year and SPRG 3.16 – Ed Program Membership End date blank or equal to or greater than Fall 1 Census Day – OR
SPRG Field 3.13 - Ed Program Code = 135 (Migrant) or 191 (Homeless) and SPRG 3.15 – Ed Program Membership Start Date equal to or greater than Fall 1 Census Day and SPRG 3.16 – Ed Program Membership End date blank or equal to or greater than Fall 1 Census Day – OR
Foster Youth Indicator equal to Y AND Episode Start date less than or equal to Fall 1 Census Day and Episode End Date is blank or greater than or equal to Fall 1 Census Day – OR
Direct Certification Indicator equal to Y AND Direct Certification Date less than or equal to November results – OR
Student enrolled at a Juvenile Court School on Fall 1 Census
12 STAS 13.13 - Student Absence Summary Data Collection Exemption Indicator

EOY 3 Report 14.2 Column 13 to 23

Column Rules
13 STAS 13.15 - Expected Attendance Days
14 STAS 13.16 - Days Attended
15 STAS 13.17 - Days Absent Due to Out-of-School Suspensions
16 STAS 13.18 - Days in Attendance In-School Suspension*
*In-school suspensions are not considered days absent for purposes of calculating an absence rate on this report.
17 STAS 13.19 - Days Absent Excused Non-Suspension
18 STAS 13.20 - Days Absent Unexcused Non-Suspension
19 STAS 13.21 - Incomplete Independent Study Days
20 Days Absent (C + E + F+ G) or (15 + 17 + 18 + 19)
Calculation: Days Absent out-of-School Suspension + Days Absent Excused Non-suspension + Days Absent Unexcused Non-suspension + Incomplete Independent Study Days
Note: This formula is dependent on the filters selected for absent type.
21 % Absent (((C +E+F+G)/A x100) or (15 + 17 + 18 + 19)/13, multiplied by 100
Calculation: Days Absent out-of-School Suspension + Days Absent Excused Non-suspension + Days Absent Unexcused Non-suspension + Incomplete Independent Study Days Divided by Expected Attendance Days Multiplied by 100 to get percentage.
Rate is calculated as a percent to the second decimal (000.00%)
Note: This formula is dependent on the filters selected for absent type.
22 Chronically Absent (DataQuest) (>=10%)
This is the definition used for the Absenteeism reports on Dataquest.
Calculation : If % Absent => 10% and Expected Attendance Days > 30 days, then Y, else blank
23 Chronically Absent (Accountability) (>=10%)
This is the definition used in the Dashboard calculation: If % Absent =>10% and Expected Attendance Days >30 days, and Days Attended > 0 then Y, else blank

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.