Fiscal Services Sherry Gladin, Director Jacqueline Rojas ... · If you have Bell Schedule questions, contact Maria Quiroz of Educational Services at ext. 14671. 2 ATTENDANCE OVERVIEW

Fiscal Services

Sherry Gladin, Director Jacqueline Rojas, Assistant Director

Charisse Adams, Accounting Supervisor

August, 2019

TABLE OF CONTENTS

Page(s) Who to Call ................................................................................................................................................ 1 Attendance Overview ................................................................................................................................ 2 Classified Personnel Reporting Duties ...................................................................................................... 2 Attendance Procedure First Day of School ................................................................................................................................. 3 Quick No Show ....................................................................................................................................... 3 Daily-Warm Body Counts ..................................................................................................................... 4 Start of School Week .............................................................................................................................. 4 Teacher Daily Attendance Procedure ..................................................................................................... 5 -Teacher Taking Attendance .................................................................................................................. 5 -Substitute Taking Attendance ............................................................................................................... 5 Office Staff Daily Attendance Procedure ............................................................................................. 6-8 Absence Verification and Documentation ................................................................................................. 9 Verification of Absences ............................................................................................................................ 9 -Excused Absences for Compulsory Education (i.e. Attending Funeral Services) .............................. 10 -Unexcused Absences ........................................................................................................................... 11 -Head Lice ............................................................................................................................................. 11 -Take Your Child to Work Day ............................................................................................................ 11 -Suspension Absence ............................................................................................................................ 11 -Combination of Excused and Unexcused Absences ............................................................................ 11 -Wellness Center .............................................................................................................................. 11-12 -Fog Delay ............................................................................................................................................ 12 -Early Removal ..................................................................................................................................... 12 -Truancy Letters .................................................................................................................................... 12 -Partial Day Absences ........................................................................................................................... 13 -New Enrollee ....................................................................................................................................... 13 -Homeless Children .............................................................................................................................. 13 -Inactive/Withdrawal ............................................................................................................................ 13 -Mass Teacher Change .......................................................................................................................... 14 -Teacher Change ................................................................................................................................... 14 Weekly Attendance Procedure ................................................................................................................. 14 -Attendance Clerk ................................................................................................................................. 14 Monthly Attendance Procedure .......................................................................................................... 14-15 Monthly Attendance Records due to Fiscal Services .............................................................................. 16 Daily Attendance Codes .......................................................................................................................... 17

Attendance Reports and Forms: -Tardy Slip ....................................................................................................................................... 18-19 -Teacher Attendance Correction Form ................................................................................................. 19 -Absence/Call-In/Verification Log .................................................................................................. 20-21 -Sign-Out & Sign-In Sheet............................................................................................................... 22-23 -Request to Change Attendance Records ......................................................................................... 24-25 -Parent Verification Form ..................................................................................................................... 26 -Attendance Documents Verification Form .......................................................................................... 27 -Unsubmitted Attendance Submission Log .......................................................................................... 28 -Submitted Attendance Submission Log .............................................................................................. 28 -Students with Unverified Period Absence Report ............................................................................... 29 -Students with Unverified Absence Report .......................................................................................... 29 -Blank Weekly Attendance Report ....................................................................................................... 30 -Monthly Attendance and Summary Report ......................................................................................... 31 -Total Student Count by Teacher/Section (ATT20) ............................................................................. 32 -Master Cut Listing ............................................................................................................................... 33 -Substitute ............................................................................................................................................. 33 Attendance- Data Entry ....................................................................................................................... 34-36 Grade Span Adjustment (CSR Grade SK-3) ............................................................................................ 37 Independent Study ................................................................................................................................... 37 Expulsion Relating to Attendance ...................................................................................................... 37-38 Cume Folder Relating to Expulsion ......................................................................................................... 38

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WHO TO CALL FOR SPECIFIC PROBLEMS If you have one of the problems listed below, contact Fiscal Services:

Karen Bruder at ext. 14679 or [email protected] Melissa Hutchens at ext. 14657 or [email protected] Vanessa Rodriguez at ext. 14690 or [email protected]

1. Errors on Total Student Count or can’t balance Total Student Count

2. Incorrect enter or leave dates

3. Student not on Weekly Attendance Report for new week

4. Student on wrong Weekly Attendance Report or on a Weekly Attendance Report by themselves

5. Attendance picture incorrect or missing

6. Questions on teacher changes, dates to use or teacher lists

7. How to inactivate a student

8. Special education students missing or in wrong class

9. Class size questions

10. Monthly Attendance Report

11. Attendance for ISP students

12. Mass Teacher Changes If you have one of the problems listed below, contact CSSupport of Information Technology at ext. 14848:

1. Program Problems - system does not do what it is supposed to

2. Printer or computer problems

3. Duplicate Permanent ID or STU#s

4. Dropping student from site

If you have one of the problems listed below, contact Student Services at ext. 14822:

1. Whether an absence is excused or unexcused

2. ISP contract dates

3. Expulsion and suspension dates

If you have Bell Schedule questions, contact Maria Quiroz of Educational Services at ext. 14671

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ATTENDANCE OVERVIEW Bakersfield City School District uses AERIES Student Attendance system software for attendance reporting. Teachers use a web based Teacher Portal for recording attendance. The attendance recorded in the Teacher Portal automatically updates the AERIES attendance software. Teacher access is limited to the web based Teacher Portal. All other users work directly in the AERIES software and do not have access to the Teacher Portal. The Teacher Portal is locked at the end of each day. Access to the web based teacher portal and AERIES is through the use of confidential user names and passwords. The District’s passwords are changed every 6 months for all users.

CLASSIFIED PERSONNEL REPORTING DUTIES The classified personnel assigned the task of completing student attendance reporting at any particular school site is responsible for one of the most important office duties. Daily attendance procedures need to be followed in order to complete accurate reports and timely maintenance of attendance records. The classified personnel must be knowledgeable of the rules and regulations that apply to excused absences notes, telephone logs, definition of absences, and compulsory education law (truant, excused and unexcused absences). The following duties are the responsibility of the secretary or clerk assigned to attendance reporting:

Daily tracking of teachers submitting attendance Daily verification and update of absences in AERIES Daily completion of computer enrollment and inactivation Monthly completion of the Enrollment by Track and Teacher Verification of Monthly Attendance Report

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FIRST DAY OF SCHOOL

1. Run the Blank Weekly Attendance Report by Teacher (see page 30) first day of school. Save the Weekly Attendance Report electronically on your local computer for safekeeping.

Quick No Show: This option is to be used only if a student is enrolling in another school. Please complete no show in AERIES as soon as possible. To No Show a student, go to Student Data/Demographics. Click the change button, then change the Status to "N-No Show”. A pop-up table will appear. Click OK.

In addition to helping maintain accurate attendance records, timely processing of no shows allows the District to plan for and provide the correct number of textbooks and instructional materials. If you have no showed a student in error, do not try to correct it yourself by reactivating the student. Instead, call the attendance office to clean-up student’s history & demographics.

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DAILY- WARM BODY COUNTS Each day during the first week of school, all school clerks or secretaries will fill out the “Warm Body Count” forms and will send it to Fiscal Services by fax or e-mail before 12:00 p.m. If you do not submit the count by 12:00 p.m., we will be calling you. E-mail address is [email protected], [email protected] or [email protected] and fax number is 661-324-3270.

START OF SCHOOL WEEK

1. Run the Blank Weekly Attendance Report by Teacher (see page 30) every first working day of the week and verify that all students in that class are on the report. If a student is not listed on the report, you have to update AERIES and run a new Weekly Attendance Report. Save the report electronically on your local computer for safekeeping.

The Weekly Attendance report will be used for the following reasons: a. In case of computer failure. b. Attendance for teachers with class attending an early field trip. The roster will be entered by

the attendance clerk prior to departure. c. Attendance for teachers with class outside a regular classroom and have no access to the web

portal. d. Substitute taking attendance (as explained below).

1) Select the attendance week you want to print.

2) Include Inactive Students

3) Leave the “Teacher Number to print in not All” blank.

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TEACHER DAILY ATTENDANCE PROCEDURE

Teacher Taking Attendance: Teachers will log onto the “Teacher Portal” each morning to take attendance within the first 10 minutes of the advisory period and within the first 10 minutes of each following period (for Middle/Junior High Schools). If the teacher enters an absence by mistake, they have the ability to correct the error and remove the “A” button. The attendance is immediately accessible in AERIES. If a teacher makes a mistake and the attendance has already been submitted or if a teacher forgot to enter an absence, a signed Teacher Attendance Correction Form (see page 19) or email to the office is requested so the attendance clerk can make the correction in AERIES.

Substitute Taking Attendance: Substitutes may be provided with temporary access to the Teacher Portal in order for them to record attendance electronically. You will run the “Substitute” under School Info/Substitutes (see page 33) that will generate the substitute User ID and password. The user ID and password is only good during the time a substitute is working and the password will be different for each account and for each time it is used. The substitute will log onto the Teacher Portal and take attendance within the first 10 minutes of the day/period. In the event that the substitute cannot perform the electronic procedure, you will provide a Weekly Attendance report for each period or class the substitute is covering. The substitute will record the daily/period attendance on the report, sign the report and send it to the office. You will enter the attendance manually in AERIES for that day/period. The signed Weekly Attendance reports are filed for audit purposes.

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OFFICE STAFF DAILY ATTENDANCE PROCEDURE

1. Within the first hour of the day, run the Attendance Submission Log (see page 28) to determine which teachers have not submitted attendance, check the “Show Only Missing Attendance Submissions” box. If a teacher has not submitted attendance, contact the teacher to request submission of attendance. Run the Attendance Submission Log report as needed until all teachers have submitted attendance. When running the Attendance Submission Log, Go to Attendance Accounting/Attendance Submission Log. Enter the date you want to run, then select one period or all periods, then click

the refresh button .

2. Attendance from Weekly Attendance Reports used by substitutes or teachers need to be entered in AERIES before the system calls for absences. Go to Attendance Accounting/Classroom Attendance. The Class Roster can also be printed from the Classroom Attendance Page. When

entering attendance for teachers, make sure that you click the .

3. Once the Attendance Submission report is cleared from missing attendances, run the Attendance Submission showing the complete list users who submitted attendance (see page 28). This report must be printed and retained for audit purposes.

4. FOR MIDDLE/JUNIOR HIGH SCHOOLS ONLY: Print the Master Cut Listing (see page 33) anytime after zero period to identify students present in one or more periods who also have unverified absences in one or more periods during the same day. This report must be cleared to avoid errors in your Monthly Attendance Report.

5. Enter all Teacher Attendance Correction forms or emails in AERIES.

6. FOR MIDDLE/JUNIOR HIGH SCHOOLS ONLY: Run the Mass Change All Day Code to update the students ALL Day code to the selected code if the student does not already have an All Day code for the selected date and meets the minimum number of periods to be atleast absent. In the example below any student who has a minimum of one absence on the date of 08/14/2019 will now have an A in the All Day code field for that date.

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7. Run the Student With Unverified Period Absences (For Middle/Junir High Schools) (see page 28) for unverified period attendance codes and the Students With Unverified Absences (Elementary and Middle/Junior High Schools) (see page 29) for unverified daily absence codes. All unverified absences must be resolved within 5 days from the student absence.

8. In order to verify absences, you MUST use tardy slips, sign-out/sign-in sheets, absence/call-in/verification log, doctor’s notes, parent/guardian notes, parent verification form and documentation to support a religious absence. These documents are used to update the unverified absence code of ‘A’ to the appropriate daily attendance code in AERIES.

9. For all daily attendance codes other than Unexcused ‘U’, you must enter a code description that indicates how the absence was verified, the minutes supporting that document, and a comment to explain the reason for the absence. The following “Code Descriptions” are used to support the change of unverified absence to daily attendance codes:

A01 Absence Log- Illness/Injury A02 Absence Log- Out of Town A03 Absence Log- Dentist A04 Absence Log- Funeral A05 Absence Log- Excused Head Lice A06 Absence Log-Unexcused Head Lice A07 Absence Log S01 Sign-Out & Sign-In Sheets- Medical Appointment S02 Sign-Out & Sign-In Sheets- Sent Home (Discipline) Must have a corresponding Discipline Administrative Action

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S03 Sign-Out & Sign-In Sheets- Sent Home (Illness/Injury) S04 Sign-Out & Sign-In Sheets- Transportation Issues S05 Sign-Out & Sign-In Sheets- Funeral S06 Sign-Out & Sign-In Sheets- Non-Medical Appointment S07 Sign-Out & Sign-In Sheets- Head Lice S08 Sign-Out & Sign-In Sheets- Wellness Center T01 Tardy Slip- Late T02 Tardy Slip- Medical Appointment T03 Tardy Slip- Illness T04 Tardy Slip- Non- Medical Appointment T05 Tardy Slip- District Transportation T06 Tardy Slip- Personal Reasons T07 Tardy Slip- Wellness Center D01 Doctors Note P01 Parent Note P02 Parent Verification Form- Ill P03 Parent Verification Form- Doctor/Dentist P04 Parent Verification Form- Out of Town P05 Parent Verification Form- Funeral (In state immediate family) P06 Parent Verification Form- Funeral (Out of state immediate family) P07 Parent Verification Form- Other Reasons R01 Religious Waivers TAC Teacher Attendance Correction Form/Email RTC Request to Change Attendance Form WCM Wellness Center Medical Note

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ABSENCE VERIFICATION AND DOCUMENTATION

Positive attendance accounting began July 1, 1998 and excused absences no longer count towards generating revenue.

Attendance documents are still required by the Compulsory Attendance Laws to verify each absence. Even though we no longer generate revenue for excused absences you will still need documentation for absence verification due to SARB and truant referrals. Since the school site is responsible for absence reporting, documentation must be collected by the school site to support what is being reported.

VERIFICATION OF ABSENCES Only district employees may verify absences. Under no circumstances may non-district employees, such as volunteers or student, verify absences. Verifications can only be performed by certain district employees as specified in Title 5, which are:

1. A school or public health nurse

2. An attendance supervisor

3. A physician

4. A principal

5. A teacher

6. Any other qualified district employee assigned to make such verifications Verification may be made in accordance with any reasonable method that establishes the fact of absence. This means1 that an employee should not accept documentation or information that is known to be false. Methods to verify absences include:

1. Notes received from parent, guardian or their representative. 2. Telephone calls made to or received from parents, guardian, or their representative or an authorize

caregiver. 3. Absence verification forms returned by parent, guardian, or their representative. 4. Visit to the student’s home by the verifying district employee. 5. Any other reasonable method that establishes the fact of the student’s absence. This may include

information gained from others judged to be reliable. Student absences must be classified as excused or unexcused, accurately recorded and reported.

Note: Questions regarding whether an absence is Excused or Unexcused should be directed to Leticia Gonzalez of Student Services at ext. 14634.

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Excused Absences (Education Code 48205)

Pupils absent for any of the following reasons are considered excused in compliance with the Compulsory Attendance Law: (1) Due to the pupil’s illness.

(2) Due to quarantine under the direction of a county or city health officer.

(3) For the purpose of having medical, dental, optometrical, or chiropractic services rendered.

(4) For the purpose of attending the funeral services of a member of the pupil’s immediate family, so long as the absence is not more than one day if the service is conducted in California and not more than three days if the service is conducted outside California.

(5) For the purpose of jury duty in the manner provided for by law.

(6) Due to the illness or medical appointment during school hours of a child of whom the pupil is the custodial parent.

(7) For justifiable personal reasons, including, but not limited to, an appearance in court, attendance at a funeral service, observance of a holiday or ceremony of the pupil’s religion, attendance at religious retreats, attendance at an employment conference, or attendance at an educational conference on the legislative or judicial process offered by a nonprofit organization when the pupil’s absence is requested in writing by the parent or guardian and approved by the principal or a designated representative pursuant to uniform standards established by the governing board.

(8) For the purpose of serving as a member of a precinct board for an election pursuant to Section 12302 of the Elections Code.

(9) For the purpose of spending time with a member of the pupil’s immediate family, who is an active duty member of the uniformed services, as defined in Section 49701, and has been called to duty for, is on leave from, or has immediately returned from, deployment to a combat zone or combat support position. Absences granted pursuant to this paragraph shall be granted for a period of time to be determined at the discretion of the superintendent of the school district.

(10) For the purpose of attending the pupil’s naturalization ceremony to become a United States citizen.

(b) A pupil absent from school under this section shall be allowed to complete all assignments and tests missed during the absence that can be reasonably provided and, upon satisfactory completion within a reasonable period of time, shall be given full credit therefor. The teacher of the class from which a pupil is absent shall determine which tests and assignments shall be reasonably equivalent to, but not necessarily identical to, the tests and assignments that the pupil missed during the absence.

(c) For purposes of this section, attendance at religious retreats shall not exceed four hours per semester.

(d) Absences pursuant to this section are deemed to be absences in computing average daily attendance and shall not generate state apportionment payments.

(e) “Immediate family,” as used in this section, has the same meaning as set forth in Section 45194, except that references therein to “employee” shall be deemed to be references to “pupil.”

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Unexcused Absences (E.C. 48260-48273:)

Truancies and all absences for causes not specifically noted in E.C. 48205 are considered unexcused absences. The Education Code (section 48260) states that a student is truant if they have three or more unexcused absences, or three or more unexcused partial day attendance of more than 30 minutes, or any combination thereof.

Head Lice:

Per Board Policy 0603.03 Students who are absent because of head lice are counted as “excused” for one to two school day. This excused absence is marked as “R” in AERIES. A child is only allowed one excused absence for lice per occurrence (60 calendar days). Any days after one day are marked as unexcused and count toward the student becoming truant. These unexcused absences are marked as “Q” in AERIES. Any questions regarding excessive absences due to head lice should be directed to Terri Lindsey, School Health and Neighborhood Support at ext. 87136. Take your child to work day: If a student is absent for the entire day in order to go to work with their parent, the absence is unexcused. Suspension Absence (Education Code: 48900-48925):

An absence due to suspension shall be deemed to be an absence in computing ADA and shall not generate state apportionment payments. The attendance codes “P’ for partial day of suspension and “S” for full day of suspension are used when school authorities suspend a student in order to improve his/her behavior or for the protection of other students and/or school property. Combination of excused and unexcused absence:

If a student has a combination of an excused and unexcused absence in the same day, the higher minutes of absence shall take precedence. Example: If a student was 10 minutes tardy and it’s (unexcused), then picked up by the parent 45 minutes before the end of school day for a doctor’s appointment (excused), you should use the daily code (K). Wellness Center (WC): Frequently Asked Questions: Q: Parent took the student to the WC in the morning (student did not attend school that day) and was advised to stay home because of illness. A: Mark the student “E” for excuse and use the Document Code, Wellness Center Medical Note. Q: Student attended school in the morning then taken by the parent mid-day to the WC. Student was advised to go home after. A: Mark the student O for excused absence. Use the Document Code, Wellness Center Medical Note.

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Q: Student attended school in the morning, taken to WC then went back to school. A: Mark the student O for Wellness Center/Office. Use the Document Code, Wellness Center Medical Note. Fog Delays: During fog delays, all schools begin classes on regular schedule. The two-hour fog delay refers to the school bus pick-up time. All students who do not ride the bus are expected to arrive at school on schedule unless their parent or guardian feels conditions are unsafe (from page 23 of Student Services “Guide for Parents and Students”) For students whose parents feel it is too unsafe to drive their children, or have them walk due to the fog, they are excused for the first 2 hours just like the students who takes the bus. Elementary and Middle Schools: Do not take attendance until the fog delay ends. When a fog delay is called, walk-in students report to their regular classrooms at regular time if they are on campus, others report as they arrive. Any students who come in after the fog delay period are considered late. Early Removal:

When a student is picked up early from school, subtract the number of minutes of school the student attended from the instructional minutes required for that student’s grade level. Each school will have a site specific Excel spreadsheet called “Time Calculator” which will automatically calculate the number of missed instructional minutes. The clerk will input the arrival and/or departure time and the calculator will tabulate the number of missed instructional minutes. The clerk will enter the number of minutes on the appropriate attendance document (i.e.: Tardy slip) and update AERIES with the correct computer code.

Remember: Your school’s bell schedules should always tie with your “Time Calculator” to have an accurate calculation of minutes. If your bell schedule changes please contact Maria Quiroz of Educational Services @ x14671 or email her at [email protected]. Truancy and Absence Letters The attendance codes related to truancy are totaled electronically and a letter is generated when the combined total exceeds the truancy limits established in Education Code. Please contact Student Services for truancy related questions.

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Partial Day Absence Including Tardy & Early Removal:

Compulsory Attendance law and policy require the use of the attendance codes below: 30 Minutes or Less: Partial Day Absence Including Tardy and Early Removal J – Excused Partial Day Absence including Tardy and Early Removal L – Unexcused Partial Day Absence including Tardy and Early Removal

31 Minutes and More: Partial Day Absence including Tardy and Early Removal K – Excused Partial Day Absence including Tardy and Early Removal. M – Unexcused Partial Day Absence including Tardy and Early Removal New Enrollee: When a new student enrolls, write the student’s name and enrollment date, then enter the new student’s information in AERIES. It is important to assign a teacher or section number as soon as possible so the student’s information will show up in the Teacher Portal.

Homeless Children: The Education Center address should be used for enrollment purposes of children who are homeless and have no address. Contact Information Technology (IT) if you have any further questions regarding the demographics of homeless children. Inactivate or Withdrawal: When a student leaves your site during the school year you must inactivate the student in AERIES before the next school can enroll him/her. You may NOT inactivate a student unless you have received a CUME request or received a call from another school stating the student is enrolling there. You may also inactivate if you verify the family has moved (i.e.: vacant house). There will be instances when a student leaves your school site and returns within the same school month. If this occurs, reactivate the student as long as he/she returned in the same month. Example: Jane Smith transferred to Rosedale District and her first day was effective 8/30/2019, the inactive date should be 8/29/2019. Note:

a. The date of withdrawal is counted as a day of attendance. The student can be present, excused, suspended, pending expulsion or unexcused on that day.

b. A student withdraws on one date and enters on the following date when a transfer occurs. The enter date is always the “effective date” on the computer.

To inactivate, go to students Demographics. Hit the change button and update the Status to I- Inactivate To reactivate, go to students Demographics. Hit the change button and update the Status to Activate Students who passed away: Inactive date is the day before.

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Mass Teacher Changes: If you have an entire class that needs to be moved from one teacher to another, please email Fiscal Services with the original section, original teacher name, new section, and new teacher name and they may be able to perform a mass change for you and avoid changing each student individually.

Teacher Changes: Any time you have a teacher change, you must make the change in AERIES as soon as possible. Search for the student in the search engine (to find the student), on the demographics screen, click the “Change” button. Go to you use the drop down boxes to choose the correct section and teacher name. The enter date will be the first day that the student is in the new teacher’s class. The leave date will automatically default to the last day of school.

WEEKLY ATTENDANCE PROCEDURE Attendance Clerk:

1. Verify that all Weekly Attendance Report are submitted, signed and dated by the teachers, then file by month.

2. Run the Student with Unverified Period Absences (Middle/Junior High Schools) and Student with

Unverified Absences (Elementary and Middle/Junior High Schools) to show unverified absences that haven’t been cleared. All absences must be cleared within five days from the student’s return to school. If no verification has been submitted to excuse the student, the unverified code ‘A’ will become an unexcused code ‘U’.

3. Run the Attendance Audit Listing, Edit 101-Scheduling, Edit 103- Demographics, and Edit 106- Attendance: This report is crucial to having accurate and accounted student attendance. The following reports must be run and cleared weekly.

MONTHLY ATTENDANCE PROCEDURE

1. Print the ATT20- Total Student Count bby Teacher/Section report and verify for accuracy. Please call Fiscal Services if you have students who are “Not Assigned” or special education students who are in non-special education classrooms. Once the report has been verified, you and your principal must sign the report to be submitted with your sites monthly attendance folder.

2. Once the total student count has been submitted to Fiscal Services, please do not change any enter or leave dates without notifying Fiscal Services. If you find discrepancies while checking your reports, please contact Fiscal Services so that we may update your total student count.

3. Run and clear the Attendance Audit Listing, Edit 101, 103 and 106: Running this reports are

crucial to having accurate records and accounted student attendance.

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4. Run the Students with Unveriefied Period Attendance (Middle/Junior High schools) and Students with Unverified Attendance (Elementary and Middle/Junior High Schools) to show unverified absences that haven’t been cleared. All absences must be cleared within five days from the student’s return to school. If no verification has been submitted to excuse the student, change the unverified code ‘A’ to an unexcused code ‘U’.

5. Print the Monthly Attendance Report. Verify that all attendance documents tie with this report.

Once corrected and verified, print an updated Monthly Attendance Report and Monthly Attendance Summary (Note: Monthly Attendance Report MUST be ran before you can run the Monthly Attendance Summary). The principal must sign the Monthly Attendance Summary (see page 31) for certification that the information contained on the document is accurate and complete.

6. Sign the Attendance Documents Verification Form (see page 32). Verify and sign that all attendance documents/reports are in the monthly attendance folder for Fiscal Services.

7. Monthly attendance reports must be balanced by Friday of the week after the attendance month

ends. Submit the attendance documents to Fiscal Services by 4:00 pm on the same day.

Performing these self-check steps will improve the accuracy of your reports and decrease time spent on corrections.

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MONTHLY ATTENDANCE RECORDS DUE TO FISCAL SERVICES 1) ATT20- Total Student Count by Teacher/Section 2) Absence/Call-In/Verification Logs 3) Sign-out & Sign-In Sheets 4) Tardy Slips

5) Doctor/Parents/Guardian Notes/Parent Verification Form

6) Religious Waivers

7) Teacher Attendance Correction Forms and Emails

8) Cleared Students with Unverified Absences

9) Cleared Students with Unverified Period Absences

10) Clear Submission Log (Unsubmitted Attendance)

11) Completed Submission Log (Submitted Attendance) 12) Cleared Attendance Audit Listing, Edit 101, 103 and 106.

13) Attendance Documents Verification Form

14) Signed Weekly Attendance Report

15) Monthly Attendance Report 16) Signed Monthly Attendance Summary

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DAILY ATTENDANCE CODES

A Unverified Absence Unverified

C Complete ISP Must have a corresponding ISP Contract Verified (ADA)

E Excused Verified

H Holiday Unverified I Incomplete ISP Must have a corresponding ISP Contract Unverified

J Partial Day – Valid- 30 minutes and less Verified (ADA)

K Partial Day – Valid- 31 minutes or more Verified (ADA)

L Partial Day - 30 minutes and less (unexcused) Verified (ADA)

M Partial Day - 31 minutes or more (unexcused) Verified (ADA)

N Not Enrolled Day Unverified

O Wellness Center (WC)/Office Verified (ADA)

P Partial Day Suspension Must have a Discipline Administrative Action Verified

Q Head Lice- Unexcused (in excess of one to two days to eradicate head lice) Verified

R Head Lice- Excused (excused) Verified

S Full Day Suspension Must have a Discipline Administrative Action Verified

U Unexcused Verified

Z Pending Verified

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ATTENDANCE REPORTS AND FORMS REQUIRED FOR AUDIT PURPOSES:

Tardy Slip If a student arrives to school late, he/she must go the office to have the arrival time recorded on a tardy slip. Use the tardy slip to update AERIES by entering the daily attendance code below:

J- excused, 30 minutes or less K- excused, 31 minutes or less L- unexcused, 30 minutes or less M- unexcused, 31 minutes or more

Tardy Slip MUST include the following information:

1. Date 2. Time 3. Student grade 4. Student name 5. Permanent ID 6. Teacher name 7. Reason for tardiness

Staff to follow:

1. Check the appropriate box; excused or unexcused 2. Sign the slip for certification

The following document codes will be used in the attendance note table:

T01 Tardy Slip- Late T02 Tardy Slip- Medical Appointment T03 Tardy Slip- Illness T04 Tardy Slip- Non- Medical Appointment T05 Tardy Slip- District Transportation T06 Tardy Slip- Personal Reasons T07 Tardy Slip- Wellness Center

Note: The Tardy Slip is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock #30-0-805.

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Teacher Attendance Correction Form

This form is used by teachers to request a change of student attendance after they submit the attendance in teacher portal.

Teacher to enter the following:

1. Student name 2. Permanent ID 3. Date of error 4. Period 5. Reason for the change:

a. Arrived Late/Tardy (Under or over 30 Minutes) b. Marked Absent by Mistake. c. Failed to mark absent.

6. Teacher signature 7. Signature date

The following document code will be used in the attendance note table:

TAC Teacher Attendance Correction Form/Email

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Absence/Call-In/Verification Log (see page 21) This log is used by the front office to record the absence verification information provided by the parent/guardian by phone call or voice message. If the absence is verified on a day other than the day of the absence, the clerk logs the date of verification. The clerk will use the absence log to update AERIES by entering the daily attendance code ‘E’ for Excused or ‘U’ for Unexcused absences, enter the document codes below for Absence/Call-In/Verification Log, enter the reason for the absence and the person verifying the absence and minutes in the comment box .

Staff to enter the following: 1. Date of verification 2. Permanent ID 3. Student name 4. Date of absence 5. The reason of absence 6. The person verifying the absence 7. Grade of student 8. Teacher name

The following symbols will be used in the comment box:

F= Father M= Mother S= Sister B= Brother GM= Grandmother GF= Grandfather

The following codes will be used in the attendance note table:

A01 Absence Log- Illness/Injury A02 Absence Log- Out of Town A03 Absence Log- Dentist A04 Absence Log- Funeral A05 Absence Log- Excused Head Lice A06 Absence Log-Unexcused Head Lice A07 Absence Log

Note #1: The Absence/Call-In/Verification Log is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock #30-0-807. Note #2: The Absence/Call-In/Verification Log must be logged by “Date of Absence”. Note #3: The Absence/Call-In/Verification Log is available in Google Docs. Please contact Charisse Adams at ext. 14890 or [email protected].

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Sign-Out & Sign-In Sheet (see page 23) This sheet is used to record any student that leaves the campus during school hours. If a student goes home because of illness please indicate “sick” not “home” on the log. In addition, if a student is sent home due to disciplinary reasons, or escorted off the school premises by the police or CPS, they should be signed out by the school. There are several reasons why the completeness of the Sign-out & Sign-in binder is important:

1. We are responsible for students who leave the campus and ensuring that the adult removing them is authorized to do so.

2. In matters of custody, interested parties want to know who and why a child was taken from school.

The completed pages are to be sent to Fiscal Services at the end of each school month. Retain a copy at the school site for future reference. Note: The Sign-In & Out sheet is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock #30-0-806. School Staff to follow:

1. Enter school name on the form 2. Circle the school month on the form 3. Enter the date on the form 4. Each site should have a binder OR book in which the sign-out & sign-in sheets will be kept. 5. The binder should be set up by school month and a new page should be started each day. 6. Make sure that parents fill out the forms properly. Each line will include:

a. Permanent ID b. Student name c. Grade d. Teacher name e. Time out f. Time in g. Reason for leaving the campus h. Signature of person picking up the student.

7. A column “For staff use only” is included for you to use. 8. DO NOT strike out any line. The Sign-Out & Sign-In sheet is documention that the

parent/guardians took their student to or out of school outside the normal hours. Crossing it out indicates that the student never left the school premises.

9. If a parent/guardian does not put a reason, the student will be marked unexcused.


S01 Sign-Out & Sign-In Sheets- Medical Appointment S02 Sign-Out & Sign-In Sheets- Sent Home (Discipline) S03 Sign-Out & Sign-In Sheets- Sent Home (Illness/Injury) S04 Sign-Out & Sign-In Sheets- Transportation Issues S05 Sign-Out & Sign-In Sheets- Funeral

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S06 Sign-Out & Sign-In Sheets- Non-Medical Appointment S07 Sign-Out & Sign-In Sheets- Head Lice S08 Sign-Out & Sign-In Sheets- Wellness Center

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Request to Change Attendance Records (see page 25) Corrections may be made to prior month attendance and enrollment records by submitting a Request To Change Attendance Records form to Fiscal Services. The attendance clerk and principal must sign each request for adjustment in AERIES. Please submit a separate form for each school month requiring an adjustment. Remember: When students who have been absent return to school, the parent/legal guardian shall present a satisfactory explanation verifying the reason for the absence within five school days. *Staff at the school site shall have a maximum of thirty (30) days from the date of the student’s absence to amend their attendance records.* Instructions for Request to Change Attendance Records Form 1.) School Site: Fill in school name and number 2.) Date Submitted: Date the form is being completed 3.) Student Name: Student’s full name – last name first 4.) SID#: Student Identification Number 5.) Teacher: Name of teacher 6.) Date(s) that need to be changed 7.) School Month: Which school month is affected (Only one school

month per page) 8.) Change From: What is currently in AERIES – for example (change

from unexcused) 9.) Change To: What is the new code – for example (change to

excused) 10.) Explanation: Why is the change being made 11.) Attendance Clerk’s Signature 12.) Principal’s Signature 13.) The original form is sent to Attendance/Fiscal Services


RTC Request to Change Attendance Form

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Parent Verification Form- This form can be used by parents to verify students absences. The completed forms are to be sent to Fiscal Services at the end of each school month.


P02 Parent Verification Form- Ill P03 Parent Verification Form- Doctor/Dentist P04 Parent Verification Form- Out of Town P05 Parent Verification Form- Funeral (In state immediate family) P06 Parent Verification Form- Funeral (Out of state immediate family) P07 Parent Verification Form- Other Reasons

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Attendance Documents Verification Form- This form is signed by school clerk/secretary to verify that all attendance documents/reports are in the attendance folder submitted to Fiscal Services at the end of each attendance months. Retain a copy at the school site for future reference.

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Unsubmitted Attendance Submission Log - This report lists teachers that have not submitted online attendance for the selected date. Once verified print the report and retain for recordkeeping and audit purposes. If a teacher has a substitute, the teacher’s name will appear on this report with substitute’s name beside it.

Submitted Attendance Submission Log - This listing will show all teachers who submitted

attendance. If a teacher has a substitute, the teacher’s name will appear on this report with substitute’s name beside it.

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Students with Unverified Period Absence Report (for Middle Schools Only) - This

report shows all unresolved period absences in a school day.

Students with Unverified Absence Report (for Elementary and Middle/Junior High Schools) – This report shows all unresolved absences in a school day.

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Blank Weekly Attendance Report - This is a blank version of the weekly attendance report that is

kept as a back-up in case of computer failure. This report has a teacher signature and date section on the bottom of the report.

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Monthly Attendance and Summary Report - Run the class based report at the end of the school

month. If the report contains errors, make the necessary corrections in AERIES and re-print the report. Once the report is correct, then submit it to Fiscal Services. The principal must sign the first page of the Monthly Attendance Summary report for certification.

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Total Student Count by Teacher/Section (ATT20)- This is a school based report that reflects

enrollment as of a specific date (active enrollment). It lists each teacher at the school, the enrollment in each teacher’s class and the number of students in each grade level. This report also shows enrollment of students on a designated special education classes. In addition, it shows the grand total by grade level. To print ATT20 (formerly Active Enrollment) select Reports Tab/Attendance/ATT20- Total Student Count by Teacher/Section.

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Master Cut Listing - This report list students present for one or more periods who also have an

unverified absence in one or more periods during the same day. This is also known as the “ditching report”.

Substitute- This report is provided to substitute teachers for assigned classes to record attendance

electronically via the teacher portal. The passwords for each substitute’s account will only be good during the time a substitute is working and the password will be different for each account and for each time it is used.

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ATTENDANCE - DATA ENTRY

AERIES tracks attendance in two ways:

1. Daily Code- this shows the student’s attendance for the day. This is used to generate ADA. 2. Period Code- (MIDDLE SCHOOLS ONLY) this is the student’s attendance for each period

(including advisory or zero period). Elementary Schools will update daily attendance codes in the zero period attendance (advisory). The attendance tables for elementary school have one entry for “Daily Code” and the zero period”.

Middle/Junior High Schools will update daily attendance codes and all period attendance (advisory to last period). The attendance tables for middle/junior high school have two sets of entries; the “Daily Code column” and the “Multiple columns for 0-9th period” (see example below).

Daily Code section

Daily Code section Multiple Period columns

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AERIES Tables Elementary Schools- When updating attendance in AERIES, there are multiple tables that attendance clerks can use.

1. By Student: To access these tables, go to Student Data/Attendance/Update ATT Data

2. By Class: To access the table, go to Attendance Accounting/Classroom Attendance

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3. Attendance Management: This page provides access to attendance related data so attendance

clerks can view all students with an attendance entry, monitor attendance by code or date range, and easily navigate to related pages with hyperlink for additional information in a new tab. To access table, go to Attendance Accounting/Attendance Management. Select the date, push the search button, select the Student Search tab, enter the SID# separated by space or commas.

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GRADE SPAN ADJUSTMENT (CSR): GRADES K - 3 The average cannot exceed 24.00 over the reporting period for grades K-3. Watch your classes closely and contact Charisse Adams, Accounting Supervisor, at ext. 14890 if you have a problem class or a class that is approaching maximum capacity. Charisse Adams will assist you in adjusting your classes in order to meet the required average class size.

INDEPENDENT STUDY

Children enrolled in short term Independent Study are carried active at your school site and will remain enrolled in their current classroom. Please send all ISP contracts ASAP to Student Services so they can begin the process. Once the Independent Study contract is received from the school site, it will be entered into the computer and an automatic email message will be sent to the school site indicating the change. Teachers should continue marking a student “Absent” regardless of whether the student is on an ISP contract. This will help prevent any student from being marked incorrectly in AERIES or in some cases student is not being marked as absent or ISP all together. If there is any question, contact Johnetta Hampton @ Ext.14627 or [email protected] to check status of ISP contract. A student on long-term or full-time ISP will be assigned to a teacher number of 790. Johnetta Hampton from Student Services will notify you when a student enters long term ISP and a copy of the signed contract will be forwarded to you indicating the beginning and ending dates. If Student Services notifies you that the student is going to return to the classroom, you will treat this as a teacher change entering the classroom. It will be the responsibility of the school site to do a teacher change on the computer at this time. Notify Student Services (by e-mail) immediately if a student returns early from ISP so that the contract and computer can be updated. Do not inactivate students that are on ISP. Call Johnetta Hampton @ Ext.14627 or [email protected] with questions. All students on ISP will have an attendance code of “I”, which stands for no credit, “C” which stands for credit. Attendance codes are changed by Student Services only and it is their responsibility to update the attendance codes as work is submitted and reviewed. If you notice that a student on ISP does not have an appropriate attendance code please contact Student Services as soon as possible.

SUSPENSION RELATING TO ATTENDANCE

Removing a child from school for disciplinary reasons for more than the remainder of the day is a suspension. Suspended students are excluded from all related curricular and extracurricular activities during the period of suspension or expulsion. To implement disciplinary procedures at a school site, the principal or designated administrator may suspend a student from school for not more than five consecutive school days unless the suspension is extended pending an administrative hearing. Beginning the day of suspension, the attendance will be

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marked “P” for partial day of suspension. The following days of suspension will be marked as “S” for full day of suspension. When a student is recommended for expulsion, Student Services will notify you of the Administrative hearing date. The student will be suspended and the attendance will be marked as “S” for full day of suspension. Beginning the day after the last day of suspension, the student becomes pending and the attendance is marked as “Z”. The hearing date and board date will be marked as unexcused. Continue to carry the student as pending until you are notified by Student Services of the outcome of the hearing. Expelled - A student who is expelled may not return to the District for a specific term. Your school site will be notified by Student Services to inactivate the student with the correct leave date. If the Board does not expel a student, then Student Services will contact you.

Expelled Set Aside - Expelled set aside is an expulsion, but it is not put into effect allowing the student to attend regular school. The student is allowed to return to school the day after the hearing.

Do Not Expel - If the hearing decision is “Do Not Expel” the student may return to school.

CUME FOLDERS RELATING TO EXPULSION Student Services will not make any entries on the cumulative folder “cume” for students who are “Do Not Expel” before returning the folder to your school. Students who are “Expel Set Aside,” will have their cume folders updated by Student Services department before the folder is returned to your school. Expelled students cumes are held until re-admission then forwarded to school where student is enrolled. If the student is an 8th grader and the board approval date is after the close of school, Student Services Department will confirm enrollment in High School and send cume.

Due Dates for 2019 - 2020 School Year

August 14, 2019 FIRST DAY OF SCHOOLAugust 14, 2019 Schools to FAX Warm Body Count form to Attendance by 12:00

August 15, 2019 Schools to FAX Warm Body Count form to Attendance by 12:00



August 20, 2019 Schools to FAX Enrollment By Track and Teacher by 12:00August 23, 2019 Week 2 Enrollment by Track and Teacher due to Fiscal Services FAX by 12:00 pm August 30, 2019 Week 3 Enrollment by Track and Teacher due to Fiscal Services FAX by 12:00 pm

September 6, 2019 END OF SCHOOL MONTH 1September 13, 2019 The following is due to Fiscal Services for Month 1:

Attendance Documents Verification Form ATT20- Total Student Count by Teacher/Section Corrected Monthly Attendance Report Monthly Attendance Summary Signed Weekly Attendance Report Absence/Call-In/Verification Logs, Sign-out&Sign-in Sheets, Tardy Slips, Doctors/Parents/Guardian Notes/Parent Verification Form Teacher Attendance Change Forms/Emails, Clear Submission Log Attendance Submission Log showing the log date and time Cleared Unverified Period Absences and Unverified Absences Reports Cleared Attendance Audit Listing, Edit 101, 103 and 106

October 4, 2019 END OF SCHOOL MONTH 2October 11, 2019 The following is due to Fiscal Services for Month 2:


November 1, 2019 END OF SCHOOL MONTH 3November 8, 2019 The following is due to Fiscal Services for Month 3:


November 22, 2019 END OF SCHOOL MONTH 4........ONE DAY WALK-IN!!!

**STATE REPORT TIME** Schools complete & hand-deliver the following to Fiscal Services by 4:30:**ONE DAY WALK-IN** The following is due to Fiscal Services for Month 4:


December 20, 2019 END OF SCHOOL MONTH 5January 10, 2020 The following is due to Fiscal Services for Month 5:


ATTENDANCE CALENDAR

Due Dates for 2019 - 2020 School Year

January 24, 2020 END OF SCHOOL MONTH 6January 31, 2020 The following is due to Fiscal Services for Month 6:


February 21, 2020 END OF SCHOOL MONTH 7February 28, 2020 The following is due to Fiscal Services for Month 7:


March 20, 2020 END OF SCHOOL MONTH 8 ........ONE DAY WALK-IN!!!

**STATE REPORT TIME** Schools complete & hand-deliver the following to Fiscal Services by 4:30 pm**ONE DAY WALK-IN** The following is due to Fiscal Services for Month 8:


April 17, 2020 END OF SCHOOL MONTH 9April 24, 2020 The following is due to Fiscal Services for Month 9:


May 15, 2020 END OF SCHOOL MONTH 10May 22, 2020 The following is due to Fiscal Services for Month 10:

Attendance Documents Verification Form ATT20- Total Student Count by Teacher/Section Corrected Monthly Attendance Report Monthly Attendance Summary Signed Weekly Attendance Report Absence/Call-In/Verification Logs, Sign-out&Sign-in Sheets, Tardy Slips, Doctors/Parents/Guardian Notes/Parent Verification Form Teacher Attendance Change Forms/Emails, Clear Submission Log

Attendance Submission Log showing the log date and time Cleared Unverified Period Absences and Unverified Absences Reports Cleared Attendance Audit Listing, Edit 101, 103 and 106

May 28, 2020 END OF SCHOOL MONTH 11June 4, 2020 Schools complete & hand-deliver the following to Fiscal Services by 4:30 pm

The following is due to Fiscal Services for Month 11: Attendance Documents Verification Form ATT20- Total Student Count by Teacher/Section Corrected Monthly Attendance Report Monthly Attendance Summary Signed Weekly Attendance Report Absence/Call-In/Verification Logs, Sign-out&Sign-in Sheets, Tardy Slips, Doctors/Parents/Guardian Notes/Parent Verification Form Teacher Attendance Change Forms/Emails, Clear Submission Log Attendance Submission Log showing the log date and time Cleared Unverified Period Absences and Unverified Absences Reports Cleared Attendance Audit Listing, Edit 101, 103 and 106

ATTENDANCE CALENDAR