Attendance, Leaver, and Underreported Procedure Manual



Attendance Procedure Manual

Please indicate the position responsible for verifying the following information.

|FSP Program Area |Position |

|Attendance | |

|Special Education | |

|ESL/Bilingual | |

|Career and Tech | |

|Gifted & Talented | |

|Pregnancy Related Services | |

|Other Responsibilities |Position |

|Title 1 | |

|AT Risk | |

|Homeless | |

|Records Management | |

Attendance Submission

 

Attendance will be submitted for the district by utilizing WebSmart byJR3.

The elementary campus will submit their attendance during _______ period designated as ADA period. Elementary attendance will be recorded by the option checked below.

________ (Option 1) Each elementary teacher will utilize their electronic attendance software to send their homeroom attendance to the attendance clerk. 

_______ (Option 2) Attendance will be submitted to the office and the attendance clerk will enter all absences.

The middle/high school campus will submit their attendance during _______ period designated as ADA period. Middle/High School attendance will be recorded by the method checked below.

 

________(Option 1) Each high teacher will utilize their electronic attendance software to send their classroom attendance to the attendance clerk. 

_______ (Option 2) Attendance will be submitted to the office and the attendance clerk will enter all absences.

District Policy will mandate whether Junior High and/or High School will submit period attendance or ADA attendance only.

_______ADA Absences Only

_______ Period absences (in addition to ADA absences)

Attendance Submission (Option 1)

Once a teacher has submitted attendance a timestamp will be set on the attendance screen and teachers will not have access to change the attendance. The office also has the timestamp available to them for all attendance submissions. Attendance submitted by teachers cannot be changed through the teacher interface. Attendance changes must be handled through the office with an Attendance Change Form.

 

At ______ minutes after the class period for the official ADA attendance period the attendance clerk will review the electronic system to verify that attendance has been entered and time stamped for all classroom teachers. The attendance clerk will communicate with administrative staff any failure to follow attendance submission procedures.

Attendance Submission (Option 2)

At ______ minutes after the class period for the official ADA attendance period the attendance clerk will collect and review the daily absences reported by teachers. The attendance clerk will communicate with administrative staff and teaching staff any anomalies in the attendance submission procedures.

Correcting Attendance

If a student enters a classroom after attendance for that class has been submitted the following steps should be taken.

1. Teacher will refer student to the office.

2. Office will provide the student with an admit slip to classroom.

3. The teacher will admit the student and provide office with a signed Attendance Change Form noting the reason for the change in attendance.

4. Office will receive Attendance Change form and make noted change in Attendance system.

5. Attendance Change form is attached to daily attendance reports to become a part of the official attendance documentation.

 

Attendance Codes

Attendance may be coded with the following attributes.

|Code |Description |Funding |

|A |Absent |Absent |

|M |Medical |Absent but ADA Present |

| | | |

| | | |

The campus attendance clerk will monitor the attendance for ADA and period absences.  The attendance clerk is responsible for making any changes to the attendance record as needed after submission by the teacher (i.e. students returning to school with doctor’s notes or from school nurse, etc.).  The procedure for this will include an Attendance change form or documentation from an authorized source. Any attendance changed from what the teacher submitted can only be made with a signed Attendance Change form submitted to the office. The attendance clerk will use the manual attendance data entry screen to enter the changed attendance. The attendance clerk will sign and date all changes. All documentation will be filed as official documents for audit purposes.

Special Events

Special events such as field trips, extracurricular events, etc. may interfere with the normal procedures for taking attendance.

In the case of a field trip the following steps should be followed:

1. Before the date of the trip, the staff in charge of field trip will provide a list of eligible students.

2. On the day of the trip the staff member in charge of the trip will provide the attendance clerk a list of students that are physically going on the trip and a list of students that are eligible but not going on the trip.

3. The attendance clerk will verify disposition of students eligible but not attending trip.

4. The attendance clerk will enter the student as appropriate in the student accounting system.

Any manual changes should be reviewed on teacher’s attendance screen and again during six week sign off sheet. Teachers are responsible for the correct recording of attendance for their ADA period students.

Reporting

The attendance clerk will record attendance and maintain attendance records on a daily basis. Attendance reports will be run and reviewed on a daily basis. Reports will be filed in a notebook located in the attendance clerk’s office.  Only the attendance clerk will have the permission to change the attendance record and will maintain proper documentation in order to make that change. Once attendance has been completed and verified for the day reports should be printed, reviewed signed and placed in a binder.

These reports will include but are not limited to the following:

 

1. Period Absence Report – High School Only

2. Daily Attendance Summary or Daily Attendance and Absent Report (choose 1)

Six Week Reports

The attendance Clerk is responsible for the reconciliation of the Attendance accounting system and the teacher’s attendance rosters. Attendance rosters denoting enrollment and attendance in each class shall be signed by the teacher and submitted to the attendance clerk at the end of each six weeks. Elementary will do this for ADA only.

Principal/Superintendents reports will be made available to administrative staff for signature each six weeks.

Special Program list and sign off sheets will be submitted to the attendance clerk.

Signed Attendance Rosters will be submitted.

Principal may request additional attendance reports to help identify excessive absences.

Membership Reconciliation

 

At the end of the first six weeks and at the end of the fourth six weeks, a reconciliation form will be given to each teacher. This reconciliation will represent an ADA attendance roster for a given day during the six week period.  The teacher will verify the student’s attendance in the class, mark any needed corrections, sign it, and return it to the attendance clerk.  The attendance clerk will verify the accuracy of each form and document any changes that need to be made. This form will be included in the official attendance documentation.

End of Year

At the close of the school year the attendance clerk will provide the district with well-maintained student attendance documentation. A complete set of these documents will be boxed and maintained for audit purposes. Attendance documentation should include but will be not limited to:

1. Principal/Superintendents reports for the first through sixth six week periods

2. Student Detail Report

3. Signed Teacher Attendance Rosters

4. All documentation provided for absences including doctor’s notes, parent notes and any other paper documenting a student’s absence from school.

5. All signed Attendance Change Forms

When all documents are boxed the boxes will be turned over to the superintendent or designated records management staff for proper storage.

Coding Special Programs

 

District staff will be responsible for coding the special programs (such as Career & Technology, Special Education, Pregnancy Related Services, GT, Economically Disadvantaged, At-Risk. ESL, Title I, etc.)  A document will be forwarded to the data entry personnel on each campus with an authorized signature. Entry into the system will be completed no later than 3 days after receipt. A person will be designated by district administration to be responsible for data entry. Reports will be provided to the district authorized staff for verification of data entry and signature at the end of each six weeks. Documentation with signatures will be maintained in the registrar’s office in a secured and locked location.

Special Education staff will provide documents to campus clerks for entry of Admission and Review Data. Clerks will enter the data into the system. At no time will the clerk alter the data, given to them from Special Education staff. If an error is suspected the clerk will communicate to the Special Education staff and ask for a review of the document. Any changes to this document must be done in pen and signed by the original provider of document of their supervisor.

ESL/Bilingual data will be provided to the campus clerk via an authorized staff member. ESL/Bilingual data will not be altered by campus clerks, any alterations necessary to original document must be provided by an authorized staff member.

CTE information will be signed off on by CTE teachers at the end of the six weeks. Teachers will be provided with a list containing students scheduled into CTE courses. Teachers must verify they are serving the student in their classrooms.

AT –Risk/ Title 1 enrollment will be reviewed throughout the school year. At-Risk and Title 1 lists will be provided to each campus prior to the October snapshot date. All changes and updates to program enrollment must be provided back to campus staff before the last week in October.

GT students will be tested and verified by the campus counselors. Counselors will provide the campus clerk with an updated GT list each school year before the October snapshot date.

Changes in Special Programs will only take place when an official request is submitted to the data entry personnel. At no time should a data entry clerk assume a change. Changes to Special Education enrollments will only be accepted by an ARD document. All other special program enrollments will follow the guidelines of their particular program. Any request for changes that do not have official documentation will be routed back to the District Staff in charge of the program.

 

 

 

Attendance Accounting Records/Backup Systems

The district has contracted with a vendor for redundancy & fault tolerance on all servers for PEIMS data and attendance.  The vendor is responsible for a backup on a nightly basis. The contract requires the vendor to maintain backups both local and remote to the system. The vendor has demonstrated ability to backup and restore data in a manner that allows the district the fault tolerance needed for attendance recording.

District has a records management system to allow proper storage of all attendance records.

The campus principal should be the first point of contact with questions regarding campus procedures.

 

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