Class Attend %

The Class Attend % feature was added to the LACES MA class enrollment tab as part of the 2019.8.0 release on 7/26/2019.

Class Attendance

The "Attend. %" column has been added to the Class Enrollment tab grid at the Enrollment Info view.  This column displays the calculated percentage of a student's attendance in a class based on the hours offered per class, and the number of attendance records entered for the student.

How the Attend. % is calculated:

For the column to calculate, at least one Scheduled Instruction record with the Duration Minutes must be entered in the class record. The Duration Minutes field, which is converted into Hours Per Class, is used to calculate an attendance percentage. If more than one Scheduled Instruction records exists, then the average of Duration Minutes is used in the calculation. For example, if two Scheduled Instruction records exists, and the Duration Minutes is 120 minutes (2 hours) and the other is 90 minutes (1.5 hours), then the average hours per class used in the calculation will be 1.75.

Creating a schedule during Class Intake is required in MA LACES.  For existing Class records that do not already have a schedule, the “Attend. %” column will automatically update when a Scheduled Instruction record is created with the Duration Minutes field is entered or updated after student attendance has already been entered.

The “Attend. %” field uses the following calculation for each student in the class:

(sum of hours the student attended in that class) / (number of attendance records * duration minutes/hours per class)

When all students in a class have hours records on the same dates, “Attend. %” calculates accurately for each student.   It is important to note that the "Attend %" is not accurate for students who do not have hours records - even if the hours present are 0 -  on dates where at least one other student in the class had >0 hours.

For example, 

1. 180 has been entered in the "Duration Minutes" field in a class schedule record. This equates to 3 hours per class.

2. All but one student in the class have 3 hours on 5 different dates.  The one student has 3 hours on only two of those dates.  This means that the student does not have an hours record on all the dates where at least one other student in the class had >0 hours. 

3. If a student does not attend on a particular class date, an hours record for 0 hours must be entered either by manually entering, or batch adding 0 hours records. 

4. Once the student has an hours record on each of the dates, the "Attend. %" calculation will be accurate.

Before adding 0 hours:

• The student has a total of 6 hours on 2 dates.  The calculation is:

6 / (2 * 3) = 100 %        This is not accurate.

After adding the 0 hours records:

• The student still has a total of 6 hours, but now has 5 hours records dates, which aligns with the other students in the class.  The calculation is:

6 / (5 * 3) = 40%            This is accurate.  

Enrollment Attend % Report

The "Enrollment Attend %" report is available at the Class area.  The report runs on the selection of classes in the class grid by the hours earned date range. 

1. The report calculates the attendance percentage on hours records that exist in the date range, including hours records with 0 hours present. If there are no hours records in the searched date range, the report will still generate but will be blank.

2 .Students who left the class or completed the class will be included on the report if they had hours in report date range. Their current enroll status will display.

3. The date that a student started in the class doesn't matter since the report will report on hours dates. Hours cannot be added prior to the student start date and cannot be added after the student end date; these fields on the report are informational only.

4. Fiscal Year populates based on the start date of the class.

Last update: 9/24/2024