Instructional Management Program and Academic Communication Tool High School (HS) Attendance Self Paced Instructional Module

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1 Instructional Management Program and High School (HS) Attendance Self Paced Instructional Module 07/31/2007 FINAL Version 5.0

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3 TABLE OF CONTENTS Introduction... 1 Module Description... 1 Module Objectives... 1 Module Prerequisite... 2 Attendance Overview... 2 List of Available Attendance Codes... 2 Maintaining Attendance Information for Classes... 5 Recording Absences and Tardies... 8 Entering Comments... 9 Save and Submit Class Attendance Information... 9 Exercise 1: Maintaining Class Attendance Information Maintaining Attendance Information by Student Recording Early Dismissals, Absences and Tardies for Student(s) Assigning Mass Attendance Exercise 2: Maintaining Student Attendance Information Previewing and Printing a Class Roster to Take Manual Attendance Previewing a Class Roster Printing a Class Roster Working with Attendance Alerts Previewing Attendance Reports List of Available Attendance Reports Exercise 3: Previewing and Printing Attendance Reports i (v5.0 FINAL)

4 *** Note*** This module was updated in IMPACT Student Information Management (SIM) version 6.6. There may be slight differences between screens in this lesson compared to the screens in the actual CPS IMPACT environment. All screens were captured in Windows using Internet Explorer; Macintosh views may differ CHICAGO PUBLIC SCHOOLS IMPACT, IBM, CHANCERY SOFTWARE ii (v5.0 FINAL)

5 CPS Introduction Welcome to IMPACT, the Chicago Public Schools (CPS). IMPACT is a new technology solution that makes student information at CPS more accessible, reduces paperwork, and allows teachers more instructional time with students. When fully implemented, administrators, teachers, support staff, Central and Area Office staff and parents may use the IMPACT solution throughout the District. IMPACT has three major components: Student Information Management: Replaces the current Student Information (SI) system. Specialized Services Management: Tracks information for students with special needs. Curriculum and Instructional Management: Provides helpful tools for instruction. The Student Information Management (SIM) training is a component of IMPACT, which is based on Chancery SMS software. Training courses for Specialized Services Management (SSM) and Curriculum and Instructional Management (CIM) are offered as they become available. Module Description This instructional module covers how to track the membership, presence, absence and tardiness of high school students. The instructions included in this module provide high schools with the tools to accurately track the amount of daily instructional minutes provided to students for state funding purposes. Module Objectives After completion of this module, participants should be able to: Maintain attendance information for classes Maintain attendance information by student Print a Class Roster Report to take manual attendance Preview attendance reports Page 1 (v5.0 FINAL)

6 Module Prerequisite Completion of the Introduction to SIM instructional module is a prerequisite to the completion of the HS Attendance instructional module. The Introduction to SIM module introduces basic navigation and use of SIM, to include navigating in the system, customizing the Home Page, searching and viewing student records, and running reports. Notes: 1. The time needed to complete this module varies depending upon the user. However, in general, a user should plan to spend twenty (20) minutes per topic to complete the module. 2. Pay particular attention to the Note(s) and! Reminder textboxes dispersed throughout each topic. These notes provide additional information about the topic, including CPS policy and/or procedure, as they relate to a specific topic. Attendance Overview Generally, HS Attendance Designees enters Attendance information in SIM from a HS Teacher s Class roster. This instructional module provides step-by-step instructions on how to enter student attendance information based on CPS HS Student Attendance business processes and SIM functionality. List of Available Attendance Codes The following is a list of CPS attendance codes. Note the following: These codes can be used by the HS Attendance Designee to record present, past and future student attendance information in SIM. Enter the codes by class (for each class period in a student s schedule) and daily (once to record the student s attendance for the entire day). All of the codes listed below are available to the HS Attendance Designees for use. HS Teachers only have access to use the Absent Unexcused, Present and Tardy attendance codes. 2 (v5.0 FINAL)

7 Description Short Code How Entered Notes Absent Excused AEX Class Absent Excused Full Day Absent Excused Half Day AEFD Daily Calculated by the System into the Daily code based on combined period attendance AEHD Daily Calculated by the System into the Daily code based on combined period attendance Absent Unexcused AUX Class One of the three codes available to HS Teachers Absent Unexcused Full Day Absent Unexcused Half Day AUFD Daily Calculated by the System into the Daily code based on combined period attendance AUHD Daily Calculated by the System into the Daily code based on combined period attendance Home Hospital HH Daily and/or Class In-School Suspension ISS Daily and/or Class Medical Exclusion MEDX Daily and/or Class Present P Daily and/or Class By default, the daily attendance code in SIM for all Students is Present. One of the three codes available to HS Teachers Religious Holiday RHOL Daily and/or Class School Function SF Daily and/or Class Suspension SUS Daily and/or Class Tardy T Class The time of arrival is noted in the Comment field. One of the three codes available to HS Teachers 3 (v5.0 FINAL)

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9 Maintaining Attendance Information for Classes The HS Attendance Designee has access to student information including all classes and homerooms (formerly division/advisory): Primarily, HS Teachers maintain (record) Student attendance information for each class. However, the HS Attendance Designee can enter student attendance information in SIM for HS Teachers and Substitute Teachers who submit a hard-copy Class Roster for attendance. The HS Attendance Designee can periodically, during the school day, identify which teachers have not submitted attendance in SIM. The Reports section of this module describes the steps to generate the Unsubmitted Attendance Report and other methods for identifying teachers who have not submitted attendance. Daily Code Calculation Rules are used in SIM to determine student attendance codes for school attendance reporting purposes. The rules specify how daily attendance codes can be calculated using class attendance code values. The Daily Code Calculation Rules are setup in SIM by the District Administrator. Note: If the District Administrator creates new rules or changes existing rules, reports printed before and after the change may not be the same: Reports always show calculations based on current rules. Reports printed before the rules are changed reflect the old rules. However, reports printed after the rules changed, even using the same date range, reflect the new rules. In cases where a student is marked Present in the homeroom (division/advisory) class and marked Absent in classes where the student received instruction during the school day, the daily attendance status of Present is changed in SIM to the appropriate attendance code, for example, AUFD (Absent Unexcused Full Day). This change is based on the amount of instructional minutes missed by the student as defined by the Daily Code Calculation Rules. Creating rules poses no risk to student attendance data, as SIM simply recalculates the final daily attendance codes. Notes: 1. High school classes, for example, Geometry, Survey Literature, World Studies and Homeroom Class (Division/Advisory), is broken down into class periods and attendance information is recorded per class period. 2. Attendance information is not recorded in SIM for study hall and lunch periods. These periods are not counted towards the daily calculation of instructional minutes. 5 (v5.0 FINAL)

10 The following section describes the steps completed by HS Attendance Designees to record class attendance information for classes in SIM. 1. On the Home Page, in the Control Bar, under Class, Click the Classes link. The Classes page displays. 6 (v5.0 FINAL)

11 2. On the Classes page, Click the Attendance button [ ] for the applicable class to enter attendance information in SIM. The Classes Attendance page displays. Notes: 1. By default all students are listed as P (Present) in SIM as shown in the figure above. Students with previously entered Student Behavior action codes, such as Suspension, display the corresponding attendance code (SUS- Suspension). 2. To submit class attendance information when all students are Present, a. On the class Attendance page, in the upper right hand corner of the Content Area, Check the Submit for teacher checkbox. b. Click the Save button. 7 (v5.0 FINAL)

12 Recording Absences and Tardies On the Classes Attendance page, in the Content Area, assign an attendance code by completing the following steps as appropriate: 1. To mark a student absent, Click the A quick entry button. Student is marked AUX. 2. To mark a student tardy, Click the T quick entry button. For Tardy records, Enter the minutes absent from class in the Comment field. Notes: 1. For Tardy records, Enter the minutes absent from the class in the Comment field. 2. Do NOT use the Min. Abs. field, as this may adversely affect the calculation of daily instructional minutes. 3. To change a student s attendance code from the default P (Present) or from AUX to an alternate attendance code, from the Code column drop-down list, Select the applicable code, such as AEX (Absent Excused), as shown below in the figure. 8 (v5.0 FINAL)

13 Entering Comments HS Attendance Designees enter notes in the applicable student s comment field. 1. To enter comments, Click the Comment field for the appropriate student or students. 2. In the Comment field, Enter the applicable notes regarding the absence or tardy. Save and Submit Class Attendance Information 1. To submit attendance for the selected class time period, Check the Submit for teacher checkbox. 2. Click the Save button. The daily class attendance status of Not submitted changes to Submitted as shown below in the figure below. 3. To enter class attendance information for another class, Click the Classes link in the Breadcrumbs and repeat steps 2 through 7 to enter class attendance information for additional classes. 4. On the Task Bar, Click the Home link to return to the Home Page. 9 (v5.0 FINAL)

14 Exercise 1: Maintaining Class Attendance Information In this exercise, maintain (Enter and Submit) attendance information in SIM. 1. On the Home Page, in the Control Bar under Class, Click the Classes link. 2. On the Classes page, Click the Attendance button for the applicable class to enter attendance information in SIM. 3. On the Classes Attendance page, in the Content Area, assign an attendance code by completing the following steps as appropriate: a. To mark a student absent, Click the A quick entry button. b. To mark a student tardy, Click the T quick entry button. c. To mark a student with a non-default attendance code, from the Code column drop-down list, Select the applicable code, such as AEX, Absent Excused. 4. In the Comment field, Type the applicable notes regarding the absence or tardy. 5. To submit attendance for the selected class time period, Check the Submit for teacher checkbox. 6. Click the Save button. The daily class attendance status of Not submitted changes to Submitted. 7. To enter class attendance information for another class, Click the Classes link in the Breadcrumbs and repeat steps 2 through 7 to enter class attendance information for additional classes. 8. On the Task Bar, Click the Home link to return to the Home Page. Question: What are the quick entry attendance codes listed on the Attendance page? Answer: (A, T and P) 10 (v5.0 FINAL)

15 Maintaining Attendance Information by Student Note the following about maintaining attendance information by student: When necessary, the HS Attendance Designee can modify attendance information for a student from Present to Absent or Tardy. For example, if a student is late to school, the student reports to the School Office. The HS Attendance Designee then records in SIM time of entry information. The student is given a tardy slip with the entry time noted and sent to class. HS Attendance Designees may also enter student attendance information in SIM to change an Unexcused Absence to an Excused Absence after a student brings an excuse note that provides a valid reason for the student s absence. After a student brings an excuse note to the HS Attendance Designee, the HS Attendance Designee changes past attendance information in SIM from Absent Unexcused Full Day (AUFD) to Absent Excused Full Day (AEFD). The note is placed in the student s attendance file. HS Teachers cannot make changes to submitted attendance. The HS Attendance Designee must make all changes to submitted attendance. Note: Based on the time of the early dismissal or tardy, the HS Attendance Designee must make the determination to change the Daily attendance code from Present to either an Excused or Unexcused Half Day or Full Day Absence based on the number of missed instructional minutes. Recording Early Dismissals, Absences and Tardies for Student(s) The following section describes the steps HS Attendance Designees complete to record attendance information in SIM for absences, tardies, and early dismissals. 1. On the Home Page, Perform a Quick Search for a student. 2. On the Student Search Results page, Click the applicable Student Name link. The Student Demographics page displays. 11 (v5.0 FINAL)

16 3. In the Control Bar, Click the Attendance link. The Student Attendance page displays. Notes: 1. In the individual student s attendance record (on the Student Attendance page), the four (4) Daily attendance codes that are calculated by the system into the Daily code based on combined period attendance are found in the Daily column dropdown. See screen capture above. 2. All other attendance codes are found in the period attendance column drop-downs. 3. Reference the section, List of Available Attendance Codes, for a list of all codes. 4. On the Student Attendance page, in the Attendance Details section, under the applicable Class Period column, a. Click the drop-down list arrow to assign an attendance code for the specified date. 12 (v5.0 FINAL)

17 b. Click the Comment button to enter a note including time for the absence, tardy or early dismissal and Enter the appropriate number of minutes, if applicable, in the Comments field. Do NOT use the Min. Abs. field, as this may adversely affect the calculation of daily instructional minutes. Notes: 1. Do NOT use the Min. Abs. field, as this may adversely affect the calculation of daily instructional minutes. 2. Use the Comments field to enter a note including time for absence, tardy, or early dismissal. 5. Click the OK button to return to the Student Attendance page. 6. Click the Save button. 7. On the Task Bar, Click the Home link to return to the Home Page. 13 (v5.0 FINAL)

18 Assigning Mass Attendance The following section describes the steps to assign an attendance code for multiple students for a specified date range. 1. On the Home Page, in the Content Area, Click a grade level link, such as 10. The Student Search Results page displays listing all of the students in the grade level selected. 2. In Content Area, under the Student Name column, Check the applicable checkboxes to the left of each student name for which attendance is to be entered. 14 (v5.0 FINAL)

19 3. On the Task Bar, from the Actions menu, Choose the Mass Attendance option. The Mass Attendance page displays. 4. In the Content Area, Enter/Select the following: a. Start and End date(s), mm /dd/yyyy b. Assign to (Selected Periods, Daily Attendance, All Periods) c. Attendance Code d. Comment 5. Click the OK button. The All selected students have been updated successfully message displays. 6. Click the OK button. 15 (v5.0 FINAL)

20 7. On the Task Bar, Click the Home link to return to the Home Page. Note: The Attendance Designee should mass assign both the daily and appropriate class attendance codes. 16 (v5.0 FINAL)

21 Exercise 2: Maintaining Student Attendance Information In this exercise, record attendance information in SIM for a student. 1. On the Home page, conduct a Quick Search for a student. 2. On the Student Search Results page, Click the applicable Student Name link. The Student Demographics page displays. 3. In the Control Bar, Click the Attendance link. 4. On the Student Attendance page, in the Attendance Details section, under the applicable Class Period column, a. Click the drop-down list arrow to assign an attendance code for the specified date. b. Click the Comment button to enter a note including time for the absence, tardy or early dismissal and enter the appropriate number of minutes in the Comment field. 5. Click the OK button to return to the Student Attendance page. 6. Click the Save button. 7. On the Task Bar, Click the Home link to return to the Home Page. Question: Answer: HS Attendance Designees cannot change past, present or future student attendance information in SIM? True or False (False) 17 (v5.0 FINAL)

23 Previewing and Printing a Class Roster to Take Manual Attendance Weekly, the HS Attendance Designee prints copies of Class Roster attendance reports and distributes them in the HS Teachers mailboxes. If a HS Teacher does not have access to SIM, the Class Roster report is used to manually record class attendance information and is submitted to the HS Attendance Designee for entry into SIM. Substitute Teachers may also use the Class Roster report to take manual Attendance. The roster may also be used to manually record attendance in such cases as emergencies, SIM unavailability and field trips. Previewing a Class Roster The reports available to the HS Attendance Designee depend on the roles assigned to that user. This section describes the steps to preview a Class Roster Report for taking manual attendance. 1. In the Control Bar under Admin, Click the Reports link. The School Reports page displays. 19 (v5.0 FINAL)

24 2. In the Content Area under Scheduling Reports, Click the Class Roster link. The Report Options: Class Roster page displays. Notes: Options on the Report Options page may vary depending on the report selected. Some reports offer three (3) to four (4) sections, as detailed below. For those reports that do, the User can select only those parameters that are needed, as follows: 1. The Preferences section allows the users to select options, specific to that particular report (such as, Include inactive students; Sort Order; Reporting Date options: Today, To and From dates; etc.) 2. The Filters section allows the users to select the filters that best delineate what information they need or want in the report. 3. The Scheduling Options section allows the user to determine when or how often the report should run (such as, Run Now, One date and time, or Recurring Date and Time. The default is Run Now. 4. The Output section allows the user to determine the format for the report, such as Adobe Acrobat, Excel, Word, etc. The default is Adobe Acrobat. 20 (v5.0 FINAL)

25 3. On the Reports Options: Class Roster page, Click the Filters down arrow to expand the section. Complete the desired report criteria options: a. Under the Subject panel, Select Course Number from the Select a Field drop-down list and Enter the appropriate search criteria to preview rosters for one course, as shown in the figure above. For example, Course Number equals b. Other search criteria can be used to narrow the list of rosters that are previewed. 4. Click the Add Criteria button. 5. Click the Run Report button. The Class Roster Report displays in a PDF format. Printing a Class Roster 1. To print the Class Roster, Click the Print button [ ] to print the report and Click the Close button [ ] to return the School Reports page. 2. On the Task Bar, Click the Home link to return to the Home page. 21 (v5.0 FINAL)

27 Working with Attendance Alerts The assignment of daily attendance for a future date creates a Future Attendance Change alert that notifies the student s Homeroom (Division/Advisory) teacher. For example, when a student turns in a signed permission slip to the office regarding an upcoming field trip, the HS Attendance Designee changes the student s future attendance information to the attendance code of SF, School Function, in SIM. HS Teachers are subscribed to alerts by default and alerts are automatically generated by SIM. HS Attendance Designees can use Attendance Alerts to track occurrences when a student s attendance record needs to be addressed, especially when the student s attendance falls below the required instructional minutes based on CPS Board Policy and results in both academic and truancy concerns. Notes: 1. Attendance alerts are setup and edited by the CPS District Administrator. The Attendance Designee can only open, delete or change attendance alerts. 2. The process to view, delete, subscribe and unsubscribe to alerts is explained in the Introduction to SIM instructional module. 3. Mandated Attendance Intervention alerts are generated at 2, 3, 5, 10 and 18 unexcused absence occurrence intervals. 23 (v5.0 FINAL)

29 Previewing Attendance Reports This section describes the steps to preview attendance reports and how attendance reports are utilized for class attendance information and general attendance reporting needs. The HS Attendance Designee may generate the Unsubmitted Attendance Report or review the Classes page to identify those HS Teachers who have not submitted their daily class attendance. In those cases, the HS Attendance Designee contacts the HS Teacher to submit the daily class attendance information by either entering the appropriate attendance information in SIM or providing to the HS Attendance Designee a completed Class Roster Report for entry of attendance information into SIM. Notes: The HS Attendance Designee prints class rosters for Substitute Teachers to manually record class attendance. List of Available Attendance Reports The following is a list of some of the available Attendance Reports; the complete list of reports can be found in SIM on the Reports page 1. Attendance Exceptions Student List Report 2. CPS Daily Absence Report 3. Daily Absence Report By Period 4. Student Cumulative Attendance Report 5. Unsubmitted Attendance 6. Unsubmitted Attendance Report By Period 7. Unsubmitted Attendance Report By Teacher Notes: Because each report is permission-based, reports that you do not have permission to view are grayed-out, as opposed to bolded and underlined. 25 (v5.0 FINAL)

30 Exercise 3: Previewing and Printing Attendance Reports In the section, Previewing and Printing A Class Roster to Take Manual Attendance, the steps to print a report are described. In this exercise, you will use those steps to preview and print several attendance reports. One report that may be of value to the Attendance Designee is the Unsubmitted Attendance Report. This report identifies those teachers who have not yet submitted attendance. Note: Some HS Attendance Designees may choose to review the Classes page to identify teachers who have not submitted attendance. Classes with an exclamation point next to the Attendance button have not yet had attendance submitted. The screen capture below shows an example of the Unsubmitted Attendance Report. Question: Answer: What are the Scheduling options for generating the Unsubmitted Attendance Report? (Run Now, One Time and Recurring) 26 (v5.0 FINAL)