SECTION 4 ATTENDANCE · 4.01 STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH) The Student Attendance...

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Reference Guide 2016‐2017

SECTION 4 – ATTENDANCE Student Attendance Accounting Handbook (SAAH) Eligibility Requirements for ADA Funding Attendance During Testing Days or Alternate Attendance Audit Requirements Attendance Posting Mass Activation Daily Attendance Procedures First Day Procedures Balancing Principal’s Reports 4.01 STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH) The Student Attendance Accounting Handbook provides districts with the Foundation School Program (FSP) eligibility requirements of all students and the minimum requirements of all student attendance accounting systems. Make sure you and your principal review the handbook and keep it available for quick reference. The SAAH can be accessed on the TEA website at http://tea.texas.gov/Finance_and_Grants/Financial_Compliance/Student__Attendance_Accounting_Handbook/ . Please pay special attention to changes made from last year; they are identified with a black line in the right side margin. There is also a Change Document that can be downloaded from TEA. According to the Student Attendance Accounting Handbook:

For official attendance accounting and FSP purposes, “Tardies” do not exist. However, locally‐designed codes may be implemented which indicate: 1. If a student arrives late to class BEFORE official roll (your campus’ Official ADA Attendance

time) has been taken and the student is present during the ADA time; he or she will be counted PRESENT for ADA and FSP purposes.

2. If a student arrives late to class AFTER official roll (your campus’ Official ADA Attendance time) has been taken; he or she will be counted ABSENT for ADA and FSP purposes. Students must be coded with an “absent” code for ADA.

NOTE: Adequate documentation that defines all locally designed codes must be retained with all other auditable records. Proof must be evident that absences for students assigned this code are included in total absences in all attendance reports.

Special program directors and/or staff are responsible for reviewing special program data and totals for accuracy and completeness. At the end of each 6‐week reporting period, special program staff should verify the Student Detail Report for any coding errors.

A student cannot be absent on either the entry or the reentry date. Also, a student cannot be absent on the first day of school (this is considered the entry date).

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If a student withdraws before attendance is taken (your campus’ Official ADA Attendance time), the withdrawal date is that day. If a student withdraws after attendance is taken, the withdrawal date is the next school day. A student is not in membership on the withdrawal date.

Please note: A student who has never attended your campus should be withdrawn as a no‐show (see section 2), NOT as a current withdrawal. We are not entitled to funding if the student is a no‐show.

Also, a student cannot be absent and withdrawn on the same day; the absence must be deleted before the withdrawal date can be keyed.

Your district may not withdraw a student who is temporarily absent (e.g., as a result of illness or suspension) but still a member of your district.

Your district should decide the withdrawal date for a student who never officially withdrew from school, but whose whereabouts can no longer be determined, according to applicable local policies.

Note: MISD policy states “The District may initiate withdrawal of a student under the age of 19 for nonattendance under the following conditions: 1) The student has been absent ten consecutive school days; and 2) Repeated efforts by the attendance officer and/or principal to locate or to recover the student have been unsuccessful.

Students who are on campus and in their classrooms at the time attendance is taken must have their official attendance conducted and completed by the classroom teacher. Attendance may not be taken by students, classroom aides, or clerks. Using a "sign‐in" sheet to record attendance is not acceptable.

If selected students are required to attend school on Saturday to make up for absences, their attendance may not be counted for funding purposes, but may be counted for academic purposes. Also, for funding purposes, a student's attending school on a Saturday does not nullify any previously recorded absence.

A teacher, principal, or superintendent of the school in which a student is enrolled may excuse the temporary absence of the student for any reason acceptable to the teacher, principal, or superintendent. However, the student will not be counted as present for FSP (funding) purposes for the day(s) of the absence unless the absence is for one of the reasons specified below.

Students who are on campus at the time attendance is taken but who are not in their assigned classroom are considered in attendance for FSP purposes provided they were with a campus official (e.g., nurse, counselor, principal, etc.). Class admit slips or other documentation supporting that a student was with a campus official must be retained for audit purposes.

A student not actually on campus at the time attendance is taken may be considered in attendance for FSP purposes if the student: 1. Is enrolled in and attending an off‐campus dual credit program course. 2. Is participating in an activity that is approved by your local school board and is under the

direction of a professional staff member, an adjunct staff member, or a paraprofessional staff member of your school district. The adjunct staff member must have a minimum of a

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bachelor's degree and be eligible for participation in the Teacher Retirement System of Texas. This includes: FFA, Stock Shows, 4H, or Livestock Events. Students participating in these

events should be coded with attendance code “E” for School Related Absence which indicates “present” for ADA. A list of students participating in any of these events should be provided by the vocational agriculture representative before the event occurs for proper documentation.

3. Is participating, with local school board approval, in a short‐term (e.g., 5‐day) class that is provided by the Texas School for the Blind and Visually Impaired (TSBVI) or the Texas School for the Deaf (TSD) at a location other than the student's campus.63 The student may not be considered in attendance for FSP purposes on any day the student is traveling between the student’s district and the location of the class but is not attending class. (However, travel days may be excused for compulsory attendance purposes. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

4. Is participating in a mentorship approved by district personnel to serve as one or more of the advanced measures needed to complete the Distinguished Achievement Program outlined in 19 TAC Chapter 74.Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

5. Misses school for the purpose of observing religious holy days, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student will observe the holy days. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

6. Is in grades 6 through 12 and misses school for the purpose of sounding “Taps” at a military honors funeral held in Texas for a deceased veteran. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

7. Misses school for the purpose of attending a required court appearance, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student is required to appear in court. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

o A court appearance is considered to be required if the law (federal or state) or the court mandates an appearance by the student in a criminal, civil, or traffic matter. Examples of required court appearances would be appearances in response to a jury summons in the name of the student, a subpoena in the name of the student, or a traffic ticket marked “You Must Appear” or “Court Appearance Required.” Additional examples would be a student's appearance in court as a plaintiff or defendant or as the subject of a court proceeding, such as an adoption or custody proceeding. Acceptable forms of documentation may be a copy of a pleading or other document

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filed with the court, a notice from the court clerk regarding a hearing or trial date, a jury summons, a subpoena, etc.

Important: Absences to meet with probation officers and other absences related to court‐ordered activities outside the courtroom do not qualify as required court appearances. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

8. Is in the conservatorship of the Department of Family and Protective Services and misses school:

o To participate in an activity ordered by a court under the Texas Family Code, Chapter 262 or 263, provided that scheduling the participation outside of school hours is not practicable or

o To attend a mental health or therapy appointment or family visitation as ordered by a court under the Texas Family Code, Chapter 262 or 263. The student may be considered in attendance for travel days for this purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student is participating in the activity, appointment, or visitation.

9. Misses school for the purpose of serving as an election clerk, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student is serving as an electing clerk. Your school district May elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes.

o To serve as an election clerk, a student must — Be eligible to serve as an election clerk under the Texas Election Code,

§32.051(c), or Be at least 16 years of age, have the consent of the principal of the school

the student attends, be a United States citizen, and have completed any training course required by the entity holding the election.

Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

10. Misses school for the purpose of appearing at a governmental office to complete paperwork required in connection with the student's application for United States citizenship, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site of the governmental office. Your school district may elect to excuse additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

11. Misses school for the purpose of taking part in the student's own United States naturalization oath ceremony, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site of the ceremony. Your school district may elect to excuse

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additional travel days; however, the student would be considered absent for the additional travel days for attendance accounting purposes. Students must be coded with attendance code “N” for TEA Approved (Present) which indicates “present” for ADA.

12. Is temporarily absent because of a documented appointment for the student or the student's child that is with a health care professional licensed to practice in the United States. A documented appointment with a health care professional includes an appointment of a student diagnosed with autism spectrum disorder with a health care practitioner to receive a generally recognized service for persons with that disorder. To be considered temporarily absent, the student must begin classes or return to school on the same day of the appointment. The appointment should be supported by a document, such as a note from the health care professional.

o The appointment must be a face‐to‐face consultation with a health care professional. A consultation over the phone or via video (telemedicine) is not considered an appointment with a health care professional. A school nurse will not count for FSP funding as a health care professional appointment.

o A student must be in class at least a portion of the day to be considered present. Students must be coded with attendance code “D” for Doctor’s Note (Present) which indicates “present” for ADA.

13. Is in his or her junior or senior year of high school and misses school for the purpose of visiting an institution of higher education accredited by a generally recognized accrediting organization to determine the student's interest in attending the institution. Your district 1) must not excuse for this purpose more than two days during a student's junior year and two days during a student's senior year and 2) must adopt a) a policy stating when an absence will be excused for this purpose and b) a procedure for verifying students' visits to institutions of higher education.

o A district may not receive ADA funds for more than two days per school year for each student who is absent for this purpose. Students must be coded with attendance code “H” for College Day, which indicates “present” for ADA.

14. Is absent to visit with a parent, stepparent, or legal guardian who is an active duty member of the uniformed services and has been called to duty for, is on leave from, or is immediately returned from continuous deployment of at least four months outside the locality where the parent, stepparent, or guardian regularly resides. Your district is required to excuse up to 5 days for this purpose in a school year. An excused absence for this purpose must be taken no earlier than 60 days before the date of deployment or no later than 30 days after the date of return from deployment.

15. Is participating in an off‐campus work‐based learning opportunity and is not scheduled to be on campus during any part of the school day. Students who are participating in an off‐campus work‐based learning opportunity and are scheduled to be on campus during any part of the school day should have their attendance recorded while they are on campus. See 3.6.2.2 Alternative Attendance‐Taking Time for Certain Student Populations for instructions on how to record attendance for students not scheduled to be on campus during the official attendance‐taking time.

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16. Is 17 years of age or older and pursuing enlistment in a branch of the United States Armed Services or the National Guard. Your district 1) must not excuse the student for this purpose for more than four days of school during the period the student is enrolled in high school and 2) must adopt a) policy stating when an absence will be excused for this purpose and b) a policy that verifies the student’s activities related to pursuing enlistment in a branch of the Armed Services or the Texas National Guard.

IMPORTANT: The appropriate documentation must be on file for each student who is absent for any of the above reasons in order to claim ADA funding. 4.02 ELIGIBILITY REQUIREMENTS FOR ADA FUNDING: Any student provided instruction is considered enrolled in the district. However, to be eligible to generate ADA funding, students must either

1. Be scheduled for and provided instruction at least 2 hours (half‐day attendance) or at least 4 hours (full‐day attendance) each day (what is referred to as the “2‐through‐4‐hour rule”) or

2. Be eligible for, enrolled in, and scheduled for and provided instruction in an alternative attendance accounting program (such as the OFSDP).

3. Participate in work‐based learning* opportunities for at least two hours (half‐day attendance) or at least four hours (full‐day attendance.) Work‐based learning opportunities include internships, externships, apprenticeships, mentorships, etc. (This is not an exhaustive list of work‐based learning opportunities).

If a student who is funding eligible and attending on a full‐day basis is not scheduled to attend school during the second or fifth instructional hour, attendance for this student is determined by your district by taking attendance during a period in which he or she is scheduled to be present. If a student has met all graduation requirements except passing state‐required assessments (i.e. TAKS), the student is not eligible to generate funding for this attendance, unless the student is eligible for and participating in certain approved programs, such as the OFSDP, or unless the student, in addition to studying for the tests, is continuing his or her education to meet the requirements of a higher high school diploma standard or to graduate with his or her class if graduation will occur by the end of the school year in which the student completes graduation requirements. For students who are participating in an approved program with alternative attendance accounting your district is not required to take attendance for students who are not in membership (i.e. eligibility code 0). However, the demographic and special program information must be maintained for these students. The following table explains more fully the requirements a student must meet to be eligible to generate ADA.

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If the student is scheduled for and provided instruction

then the student and should be reported with

fewer than 2 hours (120 minutes) per day

is not eligible to generate ADA ADA eligibility code 0

at least 4 hours (240 minutes) per day

is eligible for full‐day attendance (is eligible to generate ADA)

ADA eligibility code 1

at least 2 hours (120 minutes) but fewer than 4 hours per day

is eligible for half‐day attendance (is eligible to generate ADA)


at least 4 hours (240 minutes) per day and meets the requirements for an eligible student other than residency or an alternative basis for eligibility under the TEC, §25.001

is eligible for full‐day attendance (is eligible to generate ADA). This status applies to students who legally transfers from one Texas district to another Texas district and meets all eligibility criteria other than residency.


at least 4 hours (240 minutes) per day but does not meet the eligibility requirements (i.e. age requirements)

is not eligible to generate ADA.


at least 2 hours (120 minutes) per day but does not meet the eligibility requirements (i.e. age requirements)

is not eligible to generate ADA.


at least 2 hours (120 minutes) per day and meets the requirements for an eligible student other than residency or an alternative basis for eligibility under the TEC, §25.001

is eligible for half‐day attendance (is eligible to generate ADA). This status applies to a student who transfers from one Texas district to another Texas district and meets all eligibility criteria other than residency.


through an alternative attendance program, such as the Optional Flexible School Day Program, according to the requirements of that program

is eligible for alternative attendance program participation (is eligible to generate ADA)


through an alternative attendance program, but not according to the requirements of that program

is ineligible for alternative attendance program participation (is not eligible to generate ADA)


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OUT OF SCHOOL SUSPENSION According to the Student Attendance Accounting Handbook, students who are given out‐of‐school suspension (OSS) MUST be marked absent, and CANNOT be assigned more than three consecutive days. Both Secondary and Elementary campuses should use attendance posting code “S” to mark students absent when assigned OSS. By using attendance‐posting code “S,” campuses will be able to identify every day a student was absent due to being assigned OSS. STUDENTS PLACED IN A DISCIPLINARY SETTING Special Program (Bilingual, ESL or Career & Technical Education) eligible days present may not be claimed when a student receiving special program services is placed in a disciplinary setting (i.e. ISS, DAEP, DDAEP, etc. for more than 5 consecutive days if the same amount and type of special program services are not provided by a program teacher (Bilingual, ESL or CTE teacher). After 5 consecutive days special program services being provided, the student must be removed from the appropriate Public Education Information Management System (PEIMS) record for special program contact hours effective the first day of placement in the disciplinary setting. In other words, a district may place a student in a disciplinary setting for up to and including 5 consecutive days and continue to claim special program contact hours even though no special program services is provided to the student. NOTE: If a student continues to receive the same amount and type of special program services by a program teacher while in a disciplinary setting, the teacher providing the special program service must maintain a log to verify all contact hours for audit purposes. If a CTE student does not continue to receive CTE services while in a disciplinary setting, the campus Data/Counselor Clerk must withdraw the student from the CTE course(s) during the time they are in a disciplinary setting. CTE STUDENTS RECEIVING COMPENSATORY EDUCATION HOME INSTRUCTION (CEHI) For a Pregnancy Related Services (PRS) student to earn CTE contact hours while also being served in CEHI, the student must continue to receive the same amount and type of CTE service that she was receiving before being placed in CEHI. The CTE instruction that a PRS student receives at home must be in addition to the 4 hours necessary for CEHI. The teacher providing the CTE instruction must maintain a log to verify all contact hours with PRS students. If a student does not continue to receive CTE services while in CEHI, Special Programs will withdraw the student from the CTE course(s) during the time they are in CEHI. HOMEBOUND AND CEHI STUDENT PROCEDURES For these services to generate ADA, the services must be provided as follows:

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A general education student served at home earns eligible days present based on the number of hours the student is served at home by a certified teacher each week. Use the following chart to calculate eligible days present:

Amount of Time Served per Week Eligible Days Present Earned per Week

Days Present

Days Absent

PRS

One hour One hour One day present Monday Tues – Fri

Two hours Two hours Two days present Mon ‐ Tues

Wed – Fri

Three hours Two hours Three days present Mon, Tues, Wed

Thurs – Fri

Four hours Two hours Four days present (4 day week) Five days present (5 day week)

Mon – Fri None

More than four hours

Two hours Four days present (4 day week) Five days present (5 day week)

The attendance records for the Homebound and CEHI students indicate the number of absences that should be keyed for a specified week. Refer to the examples below:

According to the chart above if a student receives only one hour of instruction for a given week, you will post the student present on Monday and absent Tuesday – Friday.

If a student receives only two hours of instruction for a given week, you will post the student present on Monday and Tuesday, then absent on Wednesday ‐ Friday.

If the school week is only a four day week because of a holiday on Monday and this student was seen Tuesday for two hours, then it would be two days present and two absent. You would not count Monday because it is a Holiday.

If a student is not enrolled the 1st day of the week, you will put the entry date for the Monday the student began receiving services. For example, if a student gets 4 hours on Thursday and Friday, put the entry date on Monday and claim the funding for all 5 days.

For GEH purposes, a week starts Sunday and ends Saturday. GEH service hours may not be accumulated and carried forward from one week to the next, nor may service hours be applied to a previous week. Homebound teachers will report the absences for the students they are serving each Friday by noon. Attendance Clerks / Secretaries with students in these programs will receive an attendance record(s) from the appropriate Homebound, Hospital Class or CEHI (PRS) teacher. This form will be used to post attendance for these students for the previous week.

Please refer to the example below:

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4.03 ATTENDANCE DURING TESTING DAYS OR ALTERNATE ATTENDANCE Please follow the appropriate instructions below when coding alternate attendance to ensure that the attendance is coded properly. A. Non‐Testing Students ‐ Delayed Start ‐ Schedule has been adjusted where non‐testing students do not report to school until the afternoon. This is primarily for the two high schools.

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1. Students who tested OR were present all day but not tested need to be coded with a "P ‐ Present" for your designated ADA period.

2. All students that are absent all day need to be coded with the appropriate attendance code (i.e. E ‐ School Related Absence, A = Absence Verified By Parent, C ‐ Doctor's Note (Not Present), etc.) for your designated ADA period.

3. Once this is done, email Angelica Guzman ([email protected]) and she will run a query for all students without an attendance code for that testing date. She will then send you that list via Google Docs.

4. All students without an attendance code will be on the list and should be those students who did not test and did not have to attend class until the afternoon. For these students, they need to be coded with a "2 ‐ Exempt From Testing" for your designated ADA period. This will ensure that we don't claim funding for them since they will be attending fewer than 4 instructional hours.

5. Complete the attached "Alternate Attendance" form. Instructions are shown on the form.

B. Testing Students ‐ State Administered Testing (i.e. STAAR/EOC) ‐ Students report to testing classrooms.

1. Attendance should be posted to your designated ADA period using the testing rosters. Make any updates as necessary.

2. Complete the attached "Alternate Attendance" form. Instructions are shown on the form.

NOTE: Please keep in mind that ADA attendance during testing days is based upon the student's attendance during the testing. Therefore, if the student is present for the test, then he/she is present ADA wise for the day. Also, it is up to the campus to accurately document attendance on testing days and it must be retained for audit purposes. It is a campus decision on how this will be documented. However, according to the Student Attendance Accounting Handbook, sign‐in sheets are not considered appropriate attendance procedures. C. Testing Students ‐ District Testing with Adjusted Schedule (i.e. Final Exams, Benchmark, PSAT) ‐ Students report to their class period(s), but the designated ADA period is not at its normal time.

1. Campus must determine the alternate attendance time and period and complete the attached "Alternate Attendance" form. Instructions are shown on the form.

2. Attendance must be posted to the alternate period by the classroom teacher. 3. All absences from that alternate period must be posted/keyed to your

designated ADA period. 4. Submit job submission JAT0240 to get the list of absences. 5. You may manually key the absences on screen WAT1070 (Posting By Date). Or you may run

job submission JAT0531 to copy the absences from the alternate period to your designated ADA period.

For example: If your normal ADA is during 3rd period, but you will be using 5th period for ADA, you will duplicate all absences from 5th period to 3rd period.

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D. Delayed Start Due to Health or Safety Reasons (i.e. Weather, Flooding) ‐ Students report to school later than the normal start time (usually 2 hours later).

1. Elementary campuses must determine the alternate attendance time. 2. Secondary campuses must determine the alternate attendance time and period. 3. Each campus must complete the attached "Alternate Attendance" form. Instructions are

shown on the form.

IMPORTANT: The appropriate attendance sheets must be stored for audit purposes. For example, if 5th period was the official attendance period during STAAR/Exams, you will need to keep those attendance sheets for audit purposes.

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Alternate Attendance

This form must be completed each time attendance is taken during an alternate time/class period rather than your

official ADA time/class period. For example: delayed start due to testing, adjusted student schedules due to testing,

State administered testing, delayed start due to safety or health reasons, etc. These documents must be retained for

audit purposes and are to be turned in at the end of the year. For secondary campuses only, a copy of the bell schedule

that shows the date, time, and/or period for the alternate schedule must be attached to this form.

CAMPUS: _______________________________________________ DATE: _______________________________

REASON FOR ALTERNATE ATTENDANCE:

Please Check One:

Non‐Testing Students ‐ Delayed Start

Testing Students ‐ State Administered Testing (i.e. STARR/EOC)

Testing Students ‐ District Testing with Adjusted Schedule (i.e. Final Exams, Benchmark, PSAT)

Delayed Start Due to Health or Safety Reasons (i.e. Weather, Flooding)

Other, please explain__________________________________________________

SECONDARY ONLY: Attach a copy of the bell schedule that shows the period and time.

Official Alternate Attendance Time*:___________ and Alternate Class Period (if being held):__________

The official alternate attendance time must be filled out. Complete the alternate class period

when necessary.

ELEMENTARY ONLY:

Official Alternate Attendance Time: ________________

Attendance Clerk: __________________________________ ________________________________ Signature Date

Principal: _________________________________________ ________________________________ Signature Date

A.G. 03/27/2015

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4.04 AUDIT REQUIREMENTS

A district must retain any student attendance documentation that could be required for audit purposes for 5 years from the completion of the school year. This requirement applies specifically to student attendance documentation. Other kinds of documentation, such as documentation required for a student's permanent record, may need to be kept longer. The required retention period for all records is outlined in Local Schedule SD of the Local Records Retention Schedules, Texas State Library and Archives Commission: http://www.tsl.state.tx.us/slrm/recordspubs/sd.html#part1.

Class admittance slips or other documentation must be retained to support the claim that a student was with a nurse, counselor, assistant principal, or other school official at the time attendance was taken.

Copies of the student's schedule showing the date of change if the student experienced a program change, including dates of withdrawal.

NOTE: In the event auditors detect errors during an audit, TEA will either assess an adjustment

to subsequent allocations of state funds or require the district to refund the total amount of the

adjustment when the audit is finalized.

MAINTAINING ATTENDANCE ACCOUNTING RECORDS Attendance records are subject to audit by the Texas Education Agency (TEA) and an independent auditing firm selected by the MISD Board of Trustees. The following storage procedures are intended to ensure that all records subject to review are available and in order. All student attendance documentation must be retained for audit purposes for 5 years from the completion of the school year. Incomplete or inaccurate data will result in attendance not being allowed. A. Boxes/Binders to be used:

1. All paper attendance documents MUST be scanned in and saved to the Principal’s Report folder under your PEIMS drive.

B. The following attendance documents are required in the event of an audit:

1. Principals Reports (PPR), Daily Attendance Summaries (JAT0775) and Master Logs:

Will be kept electronically by each six‐week period or semester. All documents must then be placed in an electronic folder that clearly identifies the

enclosed PPR(s). IMS will assist your campus in setting up these folders. 2. Notes:

Doctor’s Notes, Parent’s Notes and Class Admittance Slips or other documentation to support the claim that a student was with a nurse, counselor, assistant principal, or other school official at the time attendance was taken need to be placed in the electronically specified file folder on your Principal’s Report folder in date order.

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3. Attendance Sheets and Display Teacher Progress Reports: Only Sub Rosters or Class Rosters for teachers that fail to post need to be arranged in date

order starting with the first day of school and ending with the last day of school, then grouped by six‐weeks and placed in the electronic Principal’s Report folder under the PEIMS drive.

Secondary Campuses – ONLY official attendance period sheets (i.e. 3rd period) should be placed in the electronic Principal’s Report folder under the PEIMS drive.

‘ 4. Attendance Logs:

Parent Call In Logs and Sign In/Out Logs need to be placed in the Principal’s Report folder found in your PEIMS drive. Since documentation is kept in the Raptor System, these files are to be kept electronically and are not required to be printed.

Tardy Logs need to be stored electronically. Disciplinary Attendance Logs (ISS, DAEP, DDAEP) and Homebound Attendance Logs

(includes CEHI logs) need to be stored electronically. Secondary ONLY ‐ Make‐Up Hours Logs (i.e. Saturday School, etc.) need to be placed in the

electronic folder under Principal’s Reports found in your PEIMS drive.

5. Additional attendance documents: Documentation supporting the claim that a student was attending a board‐approved

activity, accompanied by a certified teacher/adjunct staff member of the district, signed by the person who supervised the student(s) need to be placed in the Principal’s Report folder found in your PEIMS drive.

Secondary Only ‐ Schedule Changes showing the date of change if the student experiences a program change, including dates of withdrawal need to be placed in the Principal’s Report folder found in your PEIMS drive.

Additional attendance documents need to be placed in the Principal’s Report folder found in your PEIMS drive under “Other” folder in date order starting with the first day of school and ending with the last day of school, then grouped by six‐weeks.

ATTENDANCE BACK‐UP SYSTEMS Paper records of attendance reports are stored at the MISD Warehouse. Attendance information from the student database is also maintained on Microfiche or pdf files

at the end of each school year. The microfiche/pdf files are stored at the MISD Central Office Building.

POSITIONS RESPONSIBLE FOR THE ATTENDANCE RECORDS: Elementary Level: Office Clerk, Secretary and Principal Secondary Level: Attendance Clerk, Data Clerk and Principal

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4.05 ATTENDANCE POSTING

Average Daily Attendance (ADA):

The ADA determines the amount of funding our school will receive for each school day. The attendance

will be balanced by the ADA period only. Therefore, it is especially important to double check ALL ADA

period absences.

As stated in the Student Attendance Accounting Handbook section 3.6.2:

“Time of Day for Attendance Taking Each campus must determine attendance for all grades by the absences recorded at the one particular point in time the campus has chosen for roll to be taken (a snapshot, for example, 9:45 a.m.) during the second or fifth instructional hour of the day or its equivalent. The selected time may vary from campus to campus within your district. However, once a time has been selected, a campus must not change it during the school year. Your campus may select an official attendance‐taking time that is not during the second or fifth instructional hour of the day if your local school board has adopted a district policy allowing for recording absences in an alternative hour, or if the superintendent has established documented procedures allowing for recording absences in an alternative hour after having been delegated authority to do so by the board. The policy or procedures may: Allow for each campus to choose an alternative attendance‐taking time for the campus as a

whole, Allow for each campus to choose an alternative attendance‐taking time for certain groups of

students, or Allow for both of these circumstances.”

As stated in Midland ISD’s board policy FEB (Local): “When appropriate, the Superintendent shall establish written procedures permitting a campus to specify an alternative time for taking attendance other than the second or fifth instructional hour. Exceptions may be authorized for an entire campus or for a designated group of students at a campus. The alternative time for recording attendance shall be determined in accordance with TEA’s Student Attendance Accounting Handbook.”

Secondary campuses: must provide IMS your ADA period and actual, specific point in time (snapshot time) during this period for attendance determinations. For example, if your ADA period is third period and it meets from 10:35 – 11:25 am, you must choose one particular point in time for your actual snapshot time. (i.e. 10:45 am). This will be the time that you will use to determine if the student is absent or present.

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Scenario: If a student is checking out (going out of town) at 10:30 a.m. and your snapshot time is 10:45 a.m., then that student is considered absent because student is not present at 10:45 a.m., your actual snapshot time.

Elementary campuses: must provide IMS your actual, specific point in time (snapshot time). Students must be with their homeroom teacher and not with their PE or Fine Arts teachers at this snapshot time. This will be the time that you will use to determine if the student is absent or present.

Scenario: If your actual snapshot time is 9:45 a.m. and a student is checking out (going out of town) at 9:40 a.m., then that student is considered absent because student is not present at 9:45 a.m., your actual snapshot time.

Updating Attendance in iTCCS:

Teachers cannot go back to make any corrections to a student’s attendance record once they have

posted. Elementary Clerks and Secondary attendance clerks must make the changes to the iTCCS

database, as needed.

If the teacher posted his/her attendance and did not mark a student absent or tardy:

Go to the STUDENT UPDATE screen (WAT1010). See screen shot below.

Once the student’s attendance record is displayed, go to the date the student was

absent and input the appropriate absence code (see Attendance Codes section) for a list

of attendance codes), then click SAVE.

Follow these same procedures to delete absences or tardies input by mistake.

NOTE: There are many attendance screens that allow you to update student absences. Which screen

you use depends on the specific situation and your personal preference. You can find a list of screens

under the ATTENDANCE Menu.

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How to Post Attendance:

If a teacher is absent and a substitute will be taking attendance, follow the steps below:

1. Print the “Substitute Class Roster” report in Gradebook for the teacher(s) absent. The

substitute will use this list to take attendance. The substitute will need to sign and date

the list and turn it in to the attendance office. Please include these lists as part of the

required attendance documentation submitted at the end of the school year.

2. Using the “Substitute Class Roster”, go to the POSTING BY TEACHER/CLASS screen

(WAT1032) to post for the teacher(s) absent.

NOTE: There are many attendance screens that allow you to post student absences. Which screen you

use depends on the specific situation and your personal preference. You can find a list of screens under

the ATTENDANCE Menu.

Attendance Codes:

The chart below lists all attendance codes and provides an explanation of each code. Elementary

campuses and Secondary campuses may refer to this chart when posting attendance.

CODE TITLE *ADA* CODE

REPORT CARD

EQUIVALENT

DESCRIPTION

* Delete Previous Entry

N N/A

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REPORT CARD

EQUIVALENT

DESCRIPTION

1 Tardy Makeup N N/A

2 Excused From Testing

Y A Excused Absence (not school related). Use this code for non‐testing students who have a delayed start and their schedule has been

adjusted where they do not report to school until the afternoon. This is primarily for the

high schools.

3 Fileable Tardy Unexcused

N T Part of day violation (Elementary). To be used if the student arrives 15 minutes after the first bell without valid documentation.

4 Verified by Parent Unexcused

Y U Absence is unexcused depending on the reason the parent gives.

5 Military Day 17yr or older only

N 17 years of age or older and pursuing enlistment in a branch of the United States Armed Services or the National Guard. Your district 1) must not excuse the student for this purpose for more than four days of school during the period the student is

enrolled in high school

A Absence Verified By Parent ‐ Excused

Y A Absence is excused depending on the reason the parent gives. The parent must contact the

campus within 3 school days. If parent contacts the campus after 3 school days, the absence will be coded as U for Unexcused

Absence.

B Leaving Early Unexcused

N N/A Part of day violation (Elementary). To be used if the student leaves 15 minutes before the final bell without valid documentation.

C Doctor’s Note (Not Present at all)

Y A Student is ill and out ALL day. Campus receives a doctor’s note within 3 school days

after the last day of absence.

D Doctor’s Note (Present part of

day)

N N/A The student is “temporarily” absent because of a documented appointment for the

student or the student’s child that is with a health care professional licensed, certified, or registered by an appropriate agency of the State of Texas to practice in the US. To be considered temporarily absent, the student must begin classes or return to school on the

same day of the appointment. The

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REPORT CARD

EQUIVALENT

DESCRIPTION

appointment should be supported by a document, such as a note from the health

care professional within 3 days from absence. This code should be used for all periods

absent during the doctor’s visit.

E School Related Absence

N E Student is participating in a school board approved activity that is under the direction of a professional staff member of the school

district or an adjunct staff member.

F DAEP (Present)

N N/A DAEP (Disciplinary Alternative Education Program): The student has been assigned to DAEP and is present. DAEP campuses should report the attendance to the sending school.

G CEHI/ HomeBound (Absent)

Y A Student is counted absent when he/she does not receive the designated CEHI/homebound services from the homebound teacher. The homebound teacher should report such

absences to the campus.

H College Day N N/A Use when a junior or senior high school student is absent for the purpose of visiting an institution of higher education accredited

by a generally recognized accrediting organization. A max of 2 days during a

student’s junior year and two days during a student’s senior year.

I Culver/Incarcerated (Present)

N N/A Use when a student has been assigned to Culver, but not enrolled at Culver.

J DDAEP (Present)

N N/A DDAEP (Disciplinary Alternative Education Program): The student is present at school

but may be retained in another classroom for discipline purposes.

K ISS (Present) N N/A ISS (In‐School‐Suspension): The student is present at school but may be retained in another classroom for discipline purposes.

L CEHI/ HomeBound (Present)

N N/A CEHI/Homebound: The student is a homebound student and was served by the

homebound teacher for that day. The student is considered present. The homebound teacher should report

attendance to the campus.

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REPORT CARD

EQUIVALENT

DESCRIPTION

M Verified by Campus (Excused)

Y A Officer picks up student and takes to Culver or County. Nurse/office staff sends student home for medical reasons. Cases where

campus staff knows whereabouts of students and need to mark them absent.

N TEA Approved (Present)

N N/A Student is absent due to TEA approved reasons such as: required court appearance,

observing religious holy days, sounding “Taps” at a military honors funeral held in Texas for a deceased veteran or any other reason found in the Student Attendance

Accounting Handbook, unless stated with its specific attendance code (i.e. Doctor’s Note is

found with code “D”).

O Leaving Early (Excused)

N N/A (Elementary Only) This code is used for students who were not tardy but left early that day (after official ADA time) and the parent provides valid documentation that

excuses the student. It is also used when the nurse/office staff sends the student home

after official ADA time.

P Present Use for Spread Only

N N/A Secondary campus may use this on state testing days.

Q Tardy & Left Early (Excused)

N T (Elementary Only) Part of day violation. This code is to be used if the student arrives 15 minutes late from the first bell with valid

documentation and then leaves 15 minutes before the final bell with valid documentation

on the same day.

R Tardy & Left Early (Unexcused)

N T (Elementary Only) Part of day violation. This code is to be used if the student arrives 15 minutes late from the first bell without valid documentation and then leaves 15 minutes

before the final bell without valid documentation on the same day.

S Suspended Out‐of‐School

Y A Student is suspended from attending school due to discipline.

T Tardy (Unexcused)

N T Student is considered unexcused tardy if the student arrives to class after the tardy bell and doesn’t provide valid documentation.

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REPORT CARD

EQUIVALENT

DESCRIPTION

U Unexcused Absence

Y U Student is absent from school and parent does not contact the campus within 3 school days to inform the school of the absence.

V Make Up Hours for “Z”

Y U Student attends school on Saturday to make up hours for being truant. Code Z is changed

to V.

W Tardy (Excused)

N T Student is considered excused tardy if the student arrives to class after the tardy bell

and provides valid documentation.

X Make Up Hours for “A”

Y A Student attends school on Saturday to make up hours for having an excused absence.

Code A is changed to X.

Y Make Up Hours for “U”

Y U Student attends school on Saturday to make up hours for having an unexcused absence.

Code U is changed to Y.

Z Truant Absence Y U This code is used when the campus has knowledge of the student skipping.

*ADA* Codes: N ‐ Absence does NOT affect the Average Daily Attendance/Funding. Y ‐ Absence DOES affect the Average Daily Attendance/Funding.

4.05 MASS ACTIVATION

DAILY ATTENDANCE PROCEDURES

Soon after the campus’ chosen ADA snapshot time has passed, run the Missing Attendance for Teacher/Period report from screen WAT1020. This will display all of the teachers that did not post for their ADA period. Contact those teachers who have not posted and ask them to post immediately. Exclude those teachers for whom there is a short‐term substitute. TO GENERATE THE WAT1020 REPORT, DO THE FOLLOWING:

a. The Campus ID will default to your campus. b. In the Attendance Track field, type the one‐digit attendance track for the report.

Elementary campuses will enter 0. c. Leave Course BLANK d. In the Period field, type the two‐digit period for the report. Elementary campuses will enter

12 for the ADA period. Secondary will enter their specified ADA period. e. In the Sort Option field, click to select the sort order for the report data. f. Click Find to verify that you entered valid data. If the data is valid, the campus name and

course title are displayed, and the Print buttons are enabled. g. View or print the report in one of the following ways:

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Click Print to view or print the report. The report opens in another window, and the Print dialog

box opens over it. Click Print and E‐Mail Teacher to print the report, as well as send an e‐mail message to the

teacher indicating the course and section for which attendance is not yet posted.

Warning: This report may take several minutes to run. If you choose this option, the report will include the EMAIL SENT column. The column will contain a Y if an e‐mail address exists for the teacher in either txGradebook or iTCCS. The column is blank if no e‐mail address exists for the teacher. Click Print and E‐mail Teacher and Administrators to print the report, send an e‐mail message to

the teacher, and send the list by e‐mail to the specified administrators.

Collect the attendance rosters from all teachers, including the substitutes. There should be a printed roster for every Teacher of Record and short‐term substitute for the ADA period. The students on the short‐term sub rosters will need to be immediately activated in iTCCS. Students will be activated manually on WST1245, ACTIVATE BY STUDENT ID. TO ACTIVATE STUDENTS:

a. The Campus ID will default to your campus. b. In the Attendance Track field, type the one‐digit attendance track for the report.

Elementary campuses will enter 0. c. Fill in the Entry Date field with the first date of school if activating for that date. Otherwise,

type the particular date you are activating the student for. d. Click Select. e. In the Student ID field, type the six‐digit ID of the students to be activated. A maximum of

fourteen student IDs can be entered. f. Click Save and the message “STUDENTS ACTIVATED – CLICK INSERT TO BEGIN A NEW LIST”

will appear. The student ID, name, and grade are displayed so you can verify the students.

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g. To activate additional students, click Insert to clear the student IDs. Type student IDs and click Save.

If a student has been hand written on an attendance roster, check their iTCCS record at your campus to be sure that the student wasn’t mistakenly assigned to another teacher. It is possible that the control number may need to be changed or the course/section information corrected. If the student has not been enrolled in the district at all, follow the enrollment instructions and enter the student into iTCCS. If a student comes to your campus and it shows on WST1206 NAME SEARCH that they are enrolled at another campus, verify on WST1140 DEMOGRAPHIC WITHDRAW/REENTRY INQUIRY that they have not been activated at the other campus. A Reporting Exclusion (Rpt Excl) of “A” indicates the student has not been activated.

If the student has a Rpt Excl = “A” at the other campus, do the following:

a. Contact the other campus to do a No Show Withdrawal. b. Using the Nullify sign on (FMD0460), go to WST1310 TRANSFER NO SHOW – CAMPUS TO

CAMPUS and transfer the student to your campus.

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c. Then sign back on to your campus and remove the Rpt Excl = “A” on WST1106 DEMOGRAPHIC INFORMATION (1).

d. Complete the enrollment process. If a clerk from another campus calls to inform you that an inactive student at your campus is enrolling at their campus, go to WST1135 DEMOGRAPHIC WITHDRAWAL/REENTRY and enter a No Show withdrawal code and date for the student (code = 44, date = 08‐2‐2016). Correct any activation mistakes reported by teachers after they have posted. Some common scenarios include the following: Problem A: The wrong student was activated. Resolution: Go to WST1106 DEMOGRAPHIC INFORMATION (1) and type an “A” in the Rpt Excl field for the student who was incorrectly activated. Problem B: A student who was physically in the classroom was not activated. Resolution: Go to WST1106 DEMOGRAPHIC INFORMATION (1) and remove the “A” from the Rpt Excl field. Problem C: An “ERROR – NOT ACTIVATED” message appeared on the screen for a student. Resolution: Go to WST1135 DEMOGRAPHIC WITHDRAW/REENTRY to see if a withdrawal date exists. If it does, delete the withdrawal date. If this does not remove the error message, contact the IMS department. For each ADA period attendance roster, tally the number of students by grade level.

***********IMPORTANT*********** Refer to Elementary Daily Procedures or Secondary Daily Procedures below to run JAT0775 Daily Attendance Report. Please contact Angelica Guzman at 240‐1267 for assistance. Compare the overall grade level tallies from the attendance rosters to the membership numbers on JAT0775.

(NOTE: JAT0775 does not count students who have an ineligible ADA code. Campuses who have ineligible students must run in Report Manager – First_Day_Active_By_Ctrl to verify their first day count.) If the numbers do not match: Run First_Day_Active_By_Ctrl in Report Manager and compare the attendance rosters turned

in by the teachers to the students listed on the report. Report Manager can be located by following the website click path: midlandisd.net‐>Staff‐>Staff Links‐>Information Management Services‐>Helpful Report Links‐>http://adm305itccssql/Reports/Pages/Folder.aspx

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If the numbers do match: Make sure you enter them in your Master Log.

Check for these common errors: A student is coded as ineligible and should be coded eligible. A student is inactive and should be active. A student is in a control number for one grade level but the student’s grade level indicates

something different (i.e. the student is in a 3rd grade control number but is coded as a 2nd grader). You will find additional reports in Report Manager that are available in the Attendance/First Day folder: First Day Inactive List by Grade First Day Inactive List by Alpha

ELEMENTARY DAILY PROCEDURES:

1. Complete the Master Log Daily: Failure to complete the master log daily will result in not

maintaining true attendance data of your campus attendance. Master Logs will be emailed to campuses each six weeks.

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2. Submit the Region 18 Attendance Report ‐ JAT0775 in iTCCS

This report shows the beginning and ending membership for each day, the number of absences, names of students who were marked absent, entries and withdrawals for the day. The information on this report should match the information on your enrollment forms, withdrawal forms, and attendance sheets.

Reconcile your Master Log to this report on a daily basis for each grade level as follows: Beginning Membership column on the JAT0775 must match the Balance column

on the Master Log. Check the names listed under the columns titled New or Reentry Students Today

and Withdrawals Today on the JAT0775. The names listed under these columns should be verified to enrollment cards and withdrawal papers. These columns must also match the Total Enrollment and Total Withdrawal columns on the Master Log.

Check the names listed under the column titled Students Absent Today on the JAT0775. The names listed under this column should match your attendance sheets; absences for students who are half‐day only counts as .5 of an absence. This column must also match the Aggregate Days Absent column on the Master Log.

Total Membership for A.D.A. column on the JAT0775 must match the Aggregate Day Membership column on the Master Log.

Total Present for A.D.A. column on the JAT0775 must match the Aggregate Days Attendance column on the Master Log.

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Make corrections to your JAT0775 report as necessary by either re‐running the report or manually correcting the report indicating the change and initialing it.

Save the JAT0775 with the other attendance audit documentation on your PPR folder that will be checked at the end of the year.

SECONDARY DAILY PROCEDURES

Submit the Daily Attendance Summary – JAT0240 in iTCCS. Verify all your ADA

attendance has been transferred to the ADA period, along with all other absence codes.

Complete the Master Log Daily: Failure to complete the master log daily will result in

not maintaining a true picture of your campus attendance. Master Logs will be emailed

to campuses each six weeks.

Submit the Region 18 Attendance Report ‐ JAT0775 in iTCCS

This report shows the beginning and ending membership for each day, the number of absences, names of students who were marked absent, entries and withdrawals for the day. The information on this report should match the information on your enrollment forms, withdrawal forms, and attendance sheets.

Reconcile your Master Log to this report on a daily basis for each grade level as follows: Beginning Membership column on the JAT0775 must match the Balance column

on the Master Log. Check the names listed under the columns titled New or Reentry Students Today

and Withdrawals Today on the JAT0775. The names listed under these columns

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should be verified to enrollment cards and withdrawal papers. These columns must also match the Total Enrollment and Total Withdrawal columns on the Master Log.

Check the names listed under the column titled Students Absent Today on the JAT0775. The names listed under this column should match your attendance sheets; absences for students who are half‐day only counts as .5 of an absence. This column must also match the Aggregate Days Absent column on the Master Log.

Total Membership for A.D.A. column on the JAT0775 must match the Aggregate Day Membership column on the Master Log.

Total Present for A.D.A. column on the JAT0775 must match the Aggregate Days Attendance column on the Master Log.

Make corrections to your JAT0775 report as necessary by either re‐running the report or manually correcting the report indicating the change and initialing it.

Save the JAT0775 with the other attendance audit documentation on your PPR folder that will be checked at the end of the year.

Submit the Daily Attendance Summary – JAT0240 in iTCCS. Verify all of your ADA attendance has been

transferred to the ADA period, along with all other absence codes.

4.06 FIRST DAY PROCEDURES

ELEMENTARY PROCESS OVERVIEW

EXAMPLE:

(Prior to the first day of school)

1. For short‐term substitutes (less than 10 days and not linked to the regular teacher’s gradebook),

print & distribute the First day of school Attendance Roster from txGradebook for 12th period for

the teacher they are subbing for. NOTE: When printing these attendance rosters from

txGradebook, you must select the first day of school from the calendar. It will not allow you to

print a roster for a date prior to school starting.

2. Ensure that all teachers are aware of the procedures for taking manual attendance on the

Attendance Rosters.

(First Day of school)


print and distribute the Attendance Roster from txGradebook for 12th period for the teacher they

will be substituting.

2. Inform Teachers and Substitutes on the following attendance procedures:

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Have the teacher/substitute add students not listed on the roster.

Have the teacher/substitute draw a line through the student’s name (not student ID) who

shouldn’t be on the roster.

Have the teacher of record/substitute sign in black or blue ink (TEA WILL NOT ACCEPT PENCIL,

MARKER OR CRAYON SIGNATURES) where indicated.

3. STUDENT PHYSICAL HEAD COUNT BY TEACHER: Each teacher of record (TOR)/substitute MUST do

a physical head count during their campus’ chosen ADA time and the count must be turned into

the office.

4. STUDENT PHYSICAL HEAD COUNT BY CAMPUS: Each campus MUST submit a head count by grade

level. The head count will be submitted via “The Attendance Physical Head Count” Google doc.

The google doc. will be due no later than 11:30 a.m.

5. MASS ACTIVATION PROCESS VIA TXGRADEBOOK: Each teacher/long‐term substitute will activate

all students who are physically PRESENT during their campus’ chosen ADA time using their 12th

period ADA/attendance roster.

6. Each teacher of record (TOR) must print, verify, and sign their 12th period ADA/attendance roster

and turn it into the office.

7. Follow the Daily Attendance Procedures beginning on page 3 of this document.

8. Make all Attendance corrections to the iTCCS database.

9. Complete the Master Log.

10. Submit JAT0775 – REGION 18 DAILY REPORT ATTENDANCE, correct and balance any issues.

(Second Day of school)





a physical head count during their campus’ chosen ADA snapshot time and the count must be

turned into the office.




4. Each teacher will post attendance as present, absent, or tardy for their 12th period ADA/attendance

period via txGradebook.



6. All students that did not attend the first day of school must go to the office to be activated before

they can enter their classroom.

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a. A student will be present if they arrive on or before the campus’ chosen ADA snapshot time on

the second day of school.

b. A student that arrives after the campus’ chosen ADA snapshot time on the second day of school will

have an entry date of the following day.




(Third Day of school)





a physical head count during their campus’ chosen ADA snapshot time and the count must be

turned into the office.




4. Each teacher will post attendance as present, absent, or tardy for their 12th period ADA/attendance

period via txGradebook.



6. All students that did not attend the first or second day of school must go to the office to be

activated before they can enter their classroom.

a. A student will be present if they arrive on or before the campus’ chosen ADA snapshot time on

the third day of school. If the student comes in after class has already started, the teacher may

post them as tardy but they are still considered present.

b. A student that arrives after the campus’ chosen ADA snapshot time on the third day of school

will have an entry date of the following day.




SECONDARY PROCESS OVERVIEW

EXAMPLE:

(Prior to the first day of school)

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1. For All Teachers of Record (TOR), print & distribute the First day of school Attendance Roster

for all class periods except the ADA period from txGradebook. The ADA period will be the ONLY

period that they will post electronically via txGradebook. This information has been stated on

the Mass Activation Quick Start and Power Point (attached). NOTE: When printing these

attendance rosters from txGradebook, you must select the first day of school from the

calendar. It will not allow you to print a roster for a date prior to school starting.

2. For Short Term Substitutes (less than 10 days), print & distribute the First day of school

Attendance Roster from txGradebook for all class periods they are subbing for, including the

ADA period. NOTE: When printing these attendance rosters from txGradebook, you must select

the first day of school from the calendar. It will not allow you to print a roster for a date prior

to school starting.

3. Ensure that all teachers are aware of the procedures for taking manual attendance on the

Attendance Rosters. The attendance procedures are found on page 3.

(First Day of school)

1. Follow the Daily Attendance Procedures beginning on page 3, step 1 of this document.

2. STUDENT HEAD COUNT by teacher: Each teacher of record (TOR) MUST do a physical head

count in their ADA period only and the count must be turned into the office no later than 11:30

a.m.

3. STUDENT HEAD COUNT by campus: Each campus MUST submit a head count by grade level.

The head count will be submitted via “The Attendance Physical Head Count” Google doc. The

google doc. will be due no later than 1 p.m.

4. Mass Activation Process via txGradebook: Each teacher will activate all students who are

physically PRESENT in THEIR ADA PERIOD.

5. Each teacher of record (TOR) must verify and sign their printed attendance rosters based on the

attendance procedures and turn them into the office.

6. Each teacher of record (TOR) must print, verify, and sign their ADA Period attendance roster




9. Submit JAT0775 – Region 18 Daily Report Attendance, correct and balance any issues.

10. Submit JAT0240 ‐ Daily Attendance Summary, correct and balance any issues.

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(Second Day of school)


11. STUDENT HEAD COUNT by teacher: Each teacher of record (TOR) MUST do a physical head count in their ADA period only and the count must be turned into the office no later than 11:30 a.m.




13. Each teacher will post attendance as present, tardy or absent for all periods via txGradebook.



15. All students that did not attend the first day of school must go to the office to be activated

before they can enter their classroom.

a. A student will be present if they arrive prior to the ADA period on the second day of school.

b. A student that arrives after the ADA period on the second day of school will have an entry

date of the following day.




19. Submit JAT0240 – Daily Attendance Summary, correct and balance any issues.

(Third Day of school)


11. STUDENT HEAD COUNT by teacher: Each teacher of record (TOR) MUST do a physical head

count in their ADA period only and the count must be turned into the office no later than 11:30

a.m.




13. Each teacher will post attendance as present, tardy or absent for all periods via txGradebook.



15. All students that did not attend the first or second day of school must go to the office to be

activated before they can enter their classroom.

a. A student will be present if they arrive prior to the ADA period on the third day of school.

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b. A student that arrives after the ADA period on the third day of school will have an entry

date of the following day.




Submit JAT0240 – Daily Attendance Summary, correct and balance any issues.

4.07 TEACHER CYCLE ATTENDANCE MEMBERSHIP ROSTER RECONCILIATION

ATTENDANCE CLERK/OFFICE CLERK INSTRUCTIONS

At stated in the Texas Education Agency’s Student Attendance Accounting Handbook, “Student

membership from the teacher’s roster is to be reconciled to the attendance accounting records at the

end of the first and fourth 6‐week reporting periods. The reconciliation is to verify that all students are

reported on attendance records and that “no show” students have been purged from the attendance

accounting system. District personnel are to develop a form to be used at the end of the first and

fourth 6‐week reporting periods to show the total number of students in membership in each teacher’s

class during the official attendance period. The total number of students in membership is to be

reconciled to the total number of students listed in attendance accounting records.”

ATTENDANCE CLERK/OFFICE CLERK INSTRUCTIONS:

Once you receive the Teacher Cycle Attendance Membership Rosters you will need to do the following:

1. Print the report and pull out any pages that show NO TEACHER ASSIGNED or the CONTROL NBR

is blank. See Sample 1 that has students assigned to the teacher name: NO TEACHER

SAMPLE 1

SAMPLE 2

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ASSIGNED, or Sample 2 that has students assigned to a blank CONTROL NBR, you must verify

why these students are on these lists.

2. Distribute the remaining rosters to your teachers along with a copy of the teacher instructions.

3. Ask the teachers to return their verified rosters to you so that you may review them and make

necessary changes.

4. Verify that you have received all rosters against the “TEACHER CYCLE ATTENDANCE

MEMBERSHIP SUMMARY” report. See sample 3 below.

5. As you are reviewing each teacher roster, look for anything that stands out that makes the

report inaccurate. Students who are coded with certain eligibility codes are not counted in

membership. In addition, some don’t generate ADA funding. Therefore, it is important that any

eligibility code discrepancies be researched and corrected if necessary. See sample 4 below.

SAMPLE 3

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6. Any changes made by the teacher also need to be researched and corrected if necessary. See

Sample 5.

SAMPLE 4

SAMPLE 5

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7. The final verification process is to look at the campus Membership Totals. This number should

match the total number of students in membership for that ending date for that cycle,

excluding certain eligibility codes. See Sample 6.

Once all of the corrections have been made, the principal must sign and date the last page. Then all

rosters must be returned to the Information Management Services Department, Attention: Angelica

Guzman, no later than the specified date. Elementary Secretaries and Attendance Clerks do not need

to sign the roster.

4.08 BALANCING PRINCIPAL’S PERIOD REPORTS (PPR)

The Principal’s Period Report (PPR) contains attendance summary data for the reporting period. The

totals contained in this report are generated from enrollments and withdrawals keyed to the student’s

master file, and from absences keyed to the attendance accounting system. ADA funding for the

district is determined from these totals. The reporting period, either six‐week cycle or semester, will

be indicated on the report.

The Information Management Services Department will run the Principal’s Report on the specified date

identified on the time line calendar and notify campuses of their availability on the shared drive.

Once your campus PPR is balanced, you and your Principal will sign the report and notify IMS of its

availability on the shared drive.

Step 1:

SAMPLE 6

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When balancing your Principal’s Reports, go to your JAT0100 or Job labeled PPR report and check your

fatal error page. Any errors that have the word “Yes” under the “Fatal” (1) column highlighted in green

must be corrected. If these errors are not corrected, your principal’s report will not balance. Any

errors that have the word “No” in the “Fatal” column, must be reviewed to determine if they need to

be corrected. In the example below, the “No” fatal errors highlighted in yellow are okay and do not

need correction. The “No” fatal error highlighted in orange must be corrected.

Note: These are just a couple of the errors that you may see on your report. There can be several

other types. If you are unsure how to correct the error or if it should be corrected, please contact the

IMS department.

Step 2:

Take your master log and compare your campus’ grade level, (i.e. EE, PK, etc.) totals to your JAT0100

totals. If your numbers match, then you should be balanced. However it is possible for your Master

Log totals to match your Principal’s Report totals and you still have errors. For example, you could

have several numbers flipped and the totals still equal out.

Therefore, it is critical that you are completing your Master Log every day and balancing to your daily

report (JAT0775) every day or once or twice a week. In the examples below, the Master Log total for

Aggregate days membership (1) should match the Principal’s report total for Aggregate days

membership.

Your Master Log total for Aggregate days absent (2) should match your Principal’s report total for

Aggregate days absent. Your Master Log total for Aggregate days attendance (3) should match your

PRINCIPAL’S REPORT Aggregate days attendance.

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You could also use the page below of your JAT0100 to compare total enrollments (1) and total

withdraws (2) to your Master log totals. However if you look at (3) it shows that you have an 8 yr. old

first grader, you will want to double check this to make sure it is correct.

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Remember that if you have any grade levels that have full‐day and half‐day, their numbers have to be

totaled together in order for the numbers to balance. We can combine these numbers to a separate

Master Log (optional) that will total them for this purpose. Look at example on next page.

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Step 3:

If your numbers do not match on the JAT0100 go to JAT0135 and compare day by day to the Master

Log. This should help you find the day(s) where your membership or absences are off.

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Step 4:

After you check day by day and depending on where you find your discrepancy, go to your JAT0775

(Daily Attendance) report and compare it to the JAT0195 (Daily Attendance Summary‐six week) report

and see where your mistake is.

For example, if your master log indicates you enrolled a student on a certain day but on your daily

report it shows you actually enrolled on the following day, then you need to research and verify when

the student actually did enroll.

Do not assume that your output on your reports are accurate. For example, manually verify that the

numbers from your JAT0775 report actually balance with your daily enrollments and withdrawals for

that day. Verification process is checking with the office staff member that enrolls and withdrawals

students at you campus.

Step 5:

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When you have finished balancing the Principal’s report:

Carry forward “Aggregate Days Membership total 67” from the last day of the prior 6 weeks to

the 1st day of the current 6 weeks in the “Balance column” by taking your ending total (located on

the bottom of the 5th column) to the beginning balance on your current cycle on your Master Log.

Balancing The Principal’s Semester Summary Report To The Principal’s Period Report: The Principal’s Semester Summary Report is run at the end of Semester 1 and Semester 2. It is

required by TEA and is also used as a balancing tool for verification purposes to ensure that data has

not changed from the first, second or third 6 weeks. The fall semester report is received with the third

6 weeks Principal’s Report and the spring semester report is received with the sixth 6 weeks Principal’s

Report. Each 6 weeks PPR must be compared to the Semester Report to ensure that no changes have

occurred.

Follow the instructions below for balancing the Semester Report to each Principal’s Report.

1. Compare the totals on the Semester Report to the totals on the PPR as follows: Semester Report (Illustration 1) PPR (Illustration 2) B. Tot Days Membership – All Students = E. Aggregate Days Membership

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C. Tot Days Absent – All Students = F. Aggregate Days Absent D. Tot Days Pres – All Students = G. Aggregate Days Attendance E. Ineligible Days Present = H. Ineligible Aggregate Days Attn. F. Tot Eligible Days Present = I. Refined Aggregate Days Attn. P. Total Refined ADA = J. Refined Average Daily Attn. Q. Percent Attendance = K. Percent of Attendance

Illustration 1

Illustration 2 For example, in illustration 1, row “B Tot Days Membership – All Students” under the total column

(highlighted in orange), the total shows to be 9691.00. In illustration 2, row “E Aggregate Days

Membership” under grade 7 (highlighted in orange), the total shows to be 9691.00. Because the

totals match, no changes have occurred. Therefore, at this point in time, your campus is balanced

for that particular row/column (i.e. membership/grade level).

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Likewise, in illustration 1, row “B Tot Days Membership – All Students” under grade 7 (highlighted

in orange), the total shows to be 21604.00. In illustration 2, row “E Aggregate Days

Membership” under the totals column (highlighted in orange), the total shows to be 21604.00.

Because the totals match, no changes have occurred. Therefore, at this point in time, your campus

is balanced for that particular row/column (i.e. membership/totals).

Note: All grade levels and totals must be checked. Additionally, please be aware that when

comparing the Percent of Attendance totals, they may not match exactly due to rounding.

However, the numbers should be very close.

2. If any of your numbers do not balance, further investigation must be made to determine the discrepancy. Check the fatal error pages on both reports (Semester Report and the Principal’s Report) to see if there are any that need to be corrected.

Any errors that have the word “Yes” under the “Fatal” (1) column must be corrected (see

example highlighted in green below). If these errors are not corrected, your principal’s report

will not balance. Any errors that have the word “No” in the “Fatal” column, must be reviewed

to determine if they need to be corrected.

In the example below, the “No” fatal errors highlighted in yellow are okay and do not need

correction. The “No” fatal error highlighted in orange must be corrected. Once the errors have

been found, they must be corrected and a new PPR and/or Semester Report must be re‐run.

On the new report the totals must be compared to the Master Log once again.

Once the overall student totals have been compared/balanced, the next step is to compare/balance the Special Program totals. Special Programs include: Bilingual/ESL, Pregnancy Related Services, Special ED, CTE, and Gifted and Talented.

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Note: Not all of these Special Programs will be applicable to every campus. Additionally, if you notice you have a special program report on the Semester Report and/or the PPR that your campus does not provide, something is more than likely wrong and further investigation is required.

3. For Bilingual/ESL, compare the totals from the Semester Report, Row “G Eligible Days

Bilingual/ESL” (See Illustration 3) to the totals on the Principal’s Period Report, Row “G Aggregate Days Attendance” (See Illustration 4). These are all shown below highlighted in yellow.

Illustration 3

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Illustration 4

4. For Special Education, compare the totals from the Semester Report Table III – Special Eduation, columns A, C, D and E (See Illustration 5) to the totals on the Principal’s Period Report Table III, columns A, C, D, and E (See Illustration 6). These are all shown below highlighted in yellow.

Illustration 5

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Illustration 6

5. Table II – Career & Technology Education is not applicable to the elementary, only for the secondary. Once again, compare the totals from your Principal’s Semester Summary Report, columns “Eligible Days” and “Contact Hours” (See Illustration 7) to the Principal’s Period Report, columns “Elig Days” and “Contact Hours” (See Illustration 8). These are all shown below highlighted in yellow. All grade levels must be verified.

Illustration 7

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Illustration 8

6. For Pregnancy Related Services, compare the totals from the Principal’s Semester Summary Report, Table I – Student Attendance, row “H Eligible Days Preg Rel Services” (See illustration 9) to the Principal’s Period Report, row “G Aggregate Days Attendance” (See illustration 10). These are all shown below highlighted in yellow. NOTE: Generally, Pregnancy Related Services will be included with secondary only. However, it

is possible that an elementary campus can have this program depending on the grade level of

the student.

Illustration 9

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Illustration 10

7. For Gifted/Talented, there is no way to compare the totals from the Principal’s Report to the Semester Report. However, it is advisable that you review the numbers for reasonableness.

SECTION 4 ATTENDANCE · 4.01 STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH) The Student Attendance...

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