BC - ES Audit

For our Canadian schools, we offer complete modules for Trax, PSR, and ES Audit reports. The ES audit (Eligible students) pulls information from your current attendance data and transfers it into the official format requested by the Ministry. It will help create the FTE figure for submission. Here are some guidelines on how to configure your system to collect this.

How to access

As part of the state-specific module, we provide a complete set of tools for the BC community. 

How to configure your attendance

If you wish to represent a real calculation, each of your periods must be a roll call. The system by default will pull the number of real minutes per period.

Within your timetable configuration, there is a weight column. You can choose to assign weights to specific periods. Morning and afternoon for example. Calculate how many minutes you wish to report for half-day presence. If the student is marked as present in Periods 1 & 3 in the below example, they will have 240 minutes of presence noted.

The final option would be to place an entire day in the morning roll call. If the student was noted as present in this period, they would have a full day noted in their ES Audit grid.

Check your attendance settings 

The report will produce the below columns depending on your setup. 

The calculation of a whole day is the sum of all weights. So in the case above with a 2-period weight system, the student was absent in the afternoon only. The calculation would be 120/240 = 0.5 days present, 0.5 absent.

Present is all statuses NOT counted as absent.

Excused is all labels with absent ticked, but with no tick in the Not Exc column.

ES Attend is the sum of Present + Excused. Absent is calculated from the Not Exc column.

Prepare the report

Run an audit regularly during the term to prompt educators to maintain their registers and attendance. If you need to update attendance quickly, use the attendance administration function to fill in the missing statuses.

What if......?

My calculations are wrong!! 

First, check the timetable for the class level, and see how many roll calls are expected per day. Calculate how many minutes you have per timetable.

Find a student and run the ES audit for 1 week. Now run an Attendance report for the same period and student.

Make sure you have configured the statuses as described above.

You should be able to check that the system is calculating correctly as configured. This will help you isolate edge cases where students do not match the rest of their cohort.

Teachers have not used the correct status, and my count is not good

Filter the students with abnormal calculations in the es audit and update the attendance status to use the correct label using Admin update. Discuss internally whether the status needs to be labelled differently. Send an announcement to all Educators with clear instructions on the statuses, and share it with My Files.

Can the blank statuses be counted as being present?

We do have a system setting that can be enabled to always mark a student present if no attendance statuses are noted. Discuss this with your CSM. It cannot update historic records.

We don't use a regular timetable, how will this affect calculations?

MySchool has factored the irregular timetables into the reports. As long as the days are mapped then the settings will be calculated in exactly the same way. Alt 1 days with differing hours will be incorporated into the report.

If you have any problems with your attendance reports, then please don't hesitate to contact our team to discuss the options available.