Setting up Multi-Day Attendance Exports - Daily - Frequency of Att Code Category - Filter Method

Minimum version: BrightArrow Base 2 v23.01.31

Multi-day attendance exports are used to report attendance after it's happened multiple times. Sometimes referred to as 5 or 10 day attendance letters, these attendance exports can happen many different ways. After a student reaches a certain required number of days a message can be sent informing students, parents or both of the milestone and any consequences. Exports are set up at district office and the same file can be used to import to many different buildings if needed.

Summary of this option: 
Frequency of a code category recorded as daily attendance. This counts how many times any code marked as a specific code category recorded as daily attendance has occurred per student. New code categories for this purpose are created so that you can add/remove a code from counting any time you need to. Reset count each year, trimester, semester, or quarter.

This option will also work as a replacement for the Frequency of Presence Status method. Simply enter "Absent" in the filter for all absences or "Present" in the filter for all codes that count as present.

Example:
There are 8 codes with a presences status of Absent but only 3 should count toward the letters, A, AU, AE. You want to send a message any time a student receives a total of 10 absences where the codes are A, AU, AE for daily attendance. Your school also has absent codes OSS, ISS, AS (absent sick) but you do not want to count those towards this message.

My Teachers only take daily attendance

Actually your teachers DON'T take daily attendance, they take meeting attendance once per day. Daily attendance refers to a specific type of attendance and teachers can't enter it from PowerTeacher. If the teachers are entering the attendance it's meeting attendance, even if it only happens once per day. If this is the case for you please refer to the Meeting Attendance version of this article for accurate instructions for setting up your export.

How do I know if this is the correct export for what I need?

There are many options for both schools that want to count daily attendance and schools that want to count meeting/period attendance. For more information on which to use read Deciding which multi-day attendance export to use

Setting up Multi-Day Attendance Code Categories

Before running the export each school needs to set up the attendance code categories that will allow you to designate which attendance codes get included. For directions on how to do this please read Setting up Multi-Day Attendance Code Categories

Filters

This export will respect the settings from the BrightArrow Settings area. For more information on how to change the settings read How to Change the Multi-Day Attendance Category Filters. Once the export is set up and scheduled all changes other than export time changes can be done from the settings area.

Setting up Multi-Day Attendance - Daily - Frequency by Code Category exports

The export should be set up in DEM from District Office. For information on getting to DEM read Getting to Data Export Manager (DEM)

1. Category = Additional Data Sets
2. Export From -> Select the PowerQuery that aligns with the filters you wish to use
   1. BrightArrow Attendance Daily Frequency by Code Category - from Filter 1
   2. BrightArrow Attendance Daily Frequency by Code Category - from Filter 2
3. Fields -> Select the checkbox next to "ATTENDANCE" to select all fields. Fields are already listed in proper order.
4. Click Next
   
5. No filters here, controlled by the settings page filters
6. Click Next
   Note: Before the next section becomes editable the entire template must run. This is not a quick process and the larger your district the longer this will take.
   
7. Export File Name -> Set based on which filter you are using so that we know which to import per your directions. Copy/paste the appropriate one from below
   1. attendance_daily_freq_category1.txt
   2. attendance_daily_freq_category2.txt
8. Line Delimiter = CR/LF
9. Character Set = UTF-8
10. Click Save Template
    
11. Name -> Set based on which filter you are using so that you and others know which filters are being used. Copy/paste the appropriate one from below
    1. BrightArrow - Multi-Day Attendance - Daily by Category Filter 1
    2. BrightArrow - Multi-Day Attendance - Daily by Category Filter 2
12. Click Save as New
    
13. Switch to the My Templates tab
14. Find the row for the new template and click the calendar button to schedule this template. If you do not see the calendar button or the Scheduled System Templates tab you don't have permission to schedule exports. For more information on that read Enabling DEM Scheduling
    
15. Days to Execute = Mon, Tue, Wed, Thu, Fri. These should match your normal school days. If your school is Sunday - Thursday then adjust accordingly.
16. When to Execute = pick a time 5 to 10 minutes before you want the message to go out. There needs to be some processing time for PowerSchool to generate the file and send it to us. If you want the message to go at 10:10am then export at 10:00am.
17. Send Output To = BrightArrow
18. Email Completion Report To (optional) = your email or an email to keep a record of if the export and file transfer was successful or if it failed. 
19. Click Save
    
    
20. Your export will go at the scheduled time and day(s). To send a copy now so that we can get started setting up the import of the file you can click the Send Now button which looks like the Play button from DVD player
    
21. Let us know that the file is ready so that we can set up your import