Student Attendance Report

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Jackrabbit can be set to track absences or track attendance (days attended). The Student Attendance report is available regardless of what your database is set to track and allows you to see important attendance metrics quickly and easily!

• See how often students attended or missed class to promote students, assess instructor effectiveness, and review the current session schedule for class popularity. 
• View attendance details showing which students were late for class, left class early or were only observing the class that day. Identify any patterns and address the situation by sending an email directly from the report results.

The Student Attendance Report can be found under the Student (menu) > Student Reports. Note: Only students who are enrolled in the class will appear in the report.

In addition, you have the option to create an individual student attendance report from the Students (menu) > All Students > click the row menu> Absence/Attendance. This opens the Student Attendance Report and will generate a report for the selected student. 

Business Scenario

You would like to find all students with perfect attendance for the previous month in order to hand out Perfect Attendance awards.

The Student Attendance report pictured above was created using the Attendance Filter search criteria:

• % Attended, is equal to 100

The display setting for Show Attendance Issues was selected. 

Search Criteria 

The Student Attendance Report can be generated for a single date or a range of dates.

The Attendance Filter criteria is a great way to search for students with a specific number or percentage of absences or attendance. 

If you have multiple locations in your database, use the Family Location criteria to drill down to only those students in Family records with a specific location or the Class Location criteria to look at only students enrolled in classes at a specific location.

Other search criteria allow you to search for students enrolled in classes with a specific:

• Class Status (Active, Archived, Inactive, Terminated)
• Session
• Category 1, 2, or 3
• Instructor

You can also use search fields to select a specific Class, Family/Acct, or Student.

Display Settings

There are three display settings that affect your report output.

Show Attendance Issues

Select this checkbox to see which students were marked Late, Left Early, or Observing when attendance was taken in the Staff Portal.

Show Class Details or Student Summary

There are two display formats available:

• Show one row per student per class - each class the student is enrolled in shows on a separate row with the attendance details for that specific class.
• Show one row per student - shows 'the big picture' for each student and combines the attendance details for all classes they are enrolled in into one row in the report.

How do you want to count the number of days the classes met

There are two options to calculate the number of days a class met:

• Use class start and end dates - The Class Start and End Dates are used to figure out what days the student could have attended. This is how most people will run this report.
• Ignore class start and end dates - The Class Start and End Dates are ignored,   only the overall days the student attended this same class is considered. This is useful if you have perpetual classes where you change the Class Start Dates frequently.

The Report Results

The students included in the report results all had perfect attendance, however, the Show Attendance Issues lets you know that student Kadie Bowden was late for 20% of her classes and Sallie Bowden was late for 20% of her classes and left one class early. This may disqualify them from the award depending on your tolerance.

The report is sorted by family name as the default, but you can click on the column header of any column to re-sort the results based on that column. The report in the above image was sorted by student in alphabetical order.

Email directly from the report results! Use the Email button to create an email to the families in the report results. Select the Email All checkbox to include all families or select only some families using their checkbox. A record of this email is kept in the Family record on the Misc tab > View Sent Emails for 365 days.

There are many columns of information available in the report results. Customize your report with the Show/Hide Columns button; select only the information important to you. 

Select Apply to have these selections applied to only the report you are currently viewing. Select Apply & Save to have these selections applied and saved for your User ID. When logged in as your User ID, you will see only the columns of information you chose previously. Other Users will see the columns they selected and saved, which may differ from yours.

# Days Classes Met, # Absences and # Attended Explained

# Days Classes Met

This is the number of times the class met during the time frame used when you created the report. This number may differ between students because it takes into account a student's enrollment date and drop date. If you have added any Closed Dates, these are also factored in.

Example

• Class meets on Mondays
• Report generated for month of September 2022
• Closed date entered for Labor Day (9/5/22)
  

- A student who was enrolled on 9/01/22 would have 3 in the # Days Classes Met column.
- A student who was enrolled on 9/15/22 would have 2 in the # Days Classes Met column.
- A student who was enrolled on 9/01/22 but dropped on 9/20/22 would have 2 in the # Days Classes Met column.

The # Days Classes Met is also affected by the report Display Option setting How do you want to count the number of days the classes met (see above).

# Absences

• When you are taking attendance in the Staff Portal, this is the number of times the student was marked absent (during the time frame used for the report).
• If your database is set to track absences, and you are not using the Staff Portal for attendance, this is the number of times an absence was recorded for the student in the Class record (during the time frame used for the report).
• If your database is set to track attendance, and you are not using the Staff Portal for attendance, the # Absences column will show zeros.

# Attended

• When you are taking attendance in the Staff Portal, this is the number of times the student was marked present (during the time frame used for the report).
• If your database is set to track attendance, and you are not using the Staff Portal for attendance, this is the number of times attendance was recorded for the student in the Class record (during the time frame used for the report).
• If your database is set to track absences, and you are not using the Staff Portal for attendance, the # Attended column will show zeros.

In addition to being accessible from the Reports menu, the Student Attendance Report can also be generated from the Student and Class records using the Absence/Attendance button.

When generated from the Student record, the search field for Select Student is automatically filled with the student name in the search criteria.

When generated from the Class record, the search field for Select Class is automatically filled with the class name in the search criteria.