Fiscal Services Sherry Gladin, Director Natalie Sorhouet, Assistant Director Charisse Adams, Accounting Supervisor

Transcription

1 Fiscal Services Sherry Gladin, Director Natalie Sorhouet, Assistant Director Charisse Adams, Accounting Supervisor August, 2015

2 TABLE OF CONTENTS Page(s) Who to Call... 1 Attendance Overview... 2 Classified Personnel Reporting Duties... 2 Section I- Attendance Procedure -First Day of School MIS List Quick No Show After First Day of School IT- Mass No Show... 5 Daily-Warm Body Counts... 5 Start of School Week Teacher Daily Attendance Procedure Teacher Taking Attendance Substitute Taking Attendance... 6 Office Staff Daily Attendance Procedure Absence Verification and Documentation... 8 Verification of Absences Excused Absences for Compulsory Education (i.e. Attending Funeral Services) Unexcused Absences Head Lice Take Your Child to Work Day Suspension Absence Combination of Excused and Unexcused Absences Fog Delays Early Removal Time Calculator Truancy Letters Partial Day Absences New Enrollee Homeless Children Inactive/Withdrawal Mass Teacher Change Teacher Change Weekly Attendance Procedure Attendance Clerk Monthly Attendance Procedure Monthly Attendance Records due to Fiscal Services Daily Attendance and Period Attendance Codes... 16

3 Attendance Reports and Forms: -Tardy Slip Teacher Attendance Correction Form Absence/Call-In/Verification Log Sign-Out & Sign-In Sheet Request to Change Attendance Records Attendance Documents Verification Form Unsubmitted Period Attendance Report (PAR11) Unverified Period Attendance Report (PAR44) Period Attendance Verification Report (PAR20) Blank Weekly Attendance Report (PAR41) Unresolved Absence List (ATT09) School Wide Attendance Report (ATT05) Total Student Count Report (MyATT20) Class Roster Report by Teacher (MySTU110) Daily Cuts Report (PAR22) No Show Listing Substitute Teacher Introduction Sheet (SUB100) Attendance- Data Entry Class Sizes Grade Span Adjustment (CSR Grade SK-3) Independent Study Suspension Relating to Attendance Cume Folder Relating to Expulsion Attendance Calendar

4 WHO TO CALL FOR SPECIFIC PROBLEMS If you have one of the problems listed below, contact Fiscal Services at ext or ext Errors on Total Student Count or can t balance Total Student Count 2. Incorrect enter or leave dates 3. Student not on PAR41 for new week 4. Student on wrong PAR41 or on a PAR41 by themselves 5. Attendance picture incorrect or missing 6. Questions on teacher changes, dates to use or teacher lists 7. How to inactivate a student 8. Special Education students missing or in wrong class 9. Class size questions 10. School Wide Attendance Reports (ATT05) 11. Attendance for ISP students 12. Mass Teacher Changes If you have one of the problems listed below, contact Information Technology at ext : 1. Program Problems - system does not do what it is supposed to 2. Printer or computer problems 3. Questions regarding SAG 4. Duplicate SID #s 5. Dropping Student from Site If you have one of the problems listed below, contact Student Services at ext : 1. Whether an absence is excused or unexcused 2. ISP contract dates 3. Expulsion and suspension dates If you have Bell Schedule questions, contact Lorraine Thompson of AIA at ext

5 ATTENDANCE OVERVIEW Bakersfield City School District uses Complete School software for attendance reporting. Teachers use a web based Teacher Portal for recording attendance. The attendance recorded in the Teacher Portal automatically updates the Complete School attendance software. Teacher access is limited to the web based Teacher Portal. Teachers do not have access to the Complete School software. All other users work directly in the Complete School software and do not have access to the Teacher Portal. The Teacher Portal is locked at the end of each day. Access to the web based teacher portal and Complete School is through the use of confidential user names and passwords. The District s passwords are changed annually for all users. CLASSIFIED PERSONNEL REPORTING DUTIES The classified personnel assigned the task of completing student attendance reporting at any particular school site, is responsible for one of the most important office duties. Daily attendance procedures need to be followed in order to complete accurate reports and timely maintenance of attendance records. The classified personnel must be knowledgeable of the rules and regulations that apply to excused absences notes, telephone logs, definition of absences, and compulsory education law (truant, excused and unexcused absences). The following duties are the responsibility of the secretary or clerk assigned to attendance reporting: Daily tracking of teachers submitting attendance Daily verification and update of absences in Complete School Daily completion of computer enrollment and inactivation Monthly completion of the Total Student Count (MyATT20) Verification of School-Wide Attendance Report (ATT05) 2

6 FIRST DAY OF SCHOOL MIS List: 1. Run the Blank Weekly Attendance Report- PAR41 (see page 29) first day of school. Save the PAR41 electronically on your local computer for safekeeping. 2. Run Class Roster Report- MyStu110 (see page 33) This will serve as your class list book in the absence of the teacher roster. In this book you will keep a record of entries and withdrawals on the Student Rosters. Your Class Roster Report should always agree with the MyATT20. To print a report, go to Reports/Demographics/MySTU110 and select Period 0. This report provides you the option to exclude MIS Students in the report. When a student does not attend the first day of school he/she should be added to the MIS list. In order to update the MIS list, run the Unresolved Absence List- ATT09 to get the list of students who are not present that day. Enter the students from the ATT09 list to the MIS list Only type ten SID # s at a time, then click the Save button, then type the next ten SID # s, click Save, repeat. Press <Return> after typing each individual SID#. To access the MIS Screen, do the following: From the Main Menu, click on the + sign next to Students, then click Search, then click MIS Student Search Quick No Show: This option is to be used only if a student is enrolling in another school on the first day. Please complete no show in Complete School as soon as possible. In addition to helping maintain accurate attendance records, timely processing of no shows allows the District to plan for and provide the correct number of textbooks and instructional materials. The No Show option will not be available after the first day. If a student needs to be no showed after the first day, please Melissa Hutchens hutchensm@bcsd.com or Jill McAbee mcabeej@bcsd.com. You can also fax the No-Show Listing (see page 34) to (661) If you have no showed a student in error, do not try to correct it yourself by reactivating the student. Instead, call the attendance office to clean-up student s history & demographics. 3

7 AFTER FIRST DAY OF SCHOOL 1. Run the MySTU106 to track the students who were on the MIS list but have other codes aside from A or students who have an A but are not on the MIS list. Update the MIS list continuously within the day by entering the Date of First Attendance for students who finally arrived. 2. If a student on the MIS list attends school on the second day or thereafter, you must update the Date of First Attendance on the MIS list Example 1 8/25/11 Example 2 8/27/11 To update one student at a time, either type the Student ID or name and then click the Find Now button. Click Save after updating. The student s information should display in the bottom portion of your screen. Use the pull down menu and select the first date the student attended. Click Save after updating. Once a first date of attendance is entered, the system will no longer update the teacher portal screen with an Absent code. You will need to verify the attendance for all days between the first day of school and the day of first attendance. These will be either excused or unexcused. 4

8 NOTES: 1. Please do not change the student s enter date on the demographics screen (date should remain the first day of school). The enter date is the first day of school. 2. If a student on your MIS list enrolls at another school on the second day or thereafter, please inactivate using the day before he/she enrolled at the other school. You will not update the MIS list in this situation. 3. If Complete School is putting A s in because student is in the MIS list, do not change A s to U s. A s in the computer generate a phone call. Example: John Little enrolled at Panama Buena Vista District on 8/20/2015, BCSD s inactive date should be 8/19/2015. Information Technology- Mass No Show Information Technology will complete a mass No Show at the end of month 1 for all students on the MIS list that haven t been inactivated, no showed, or haven t had a first day of attendance entered. Please make sure your records are up to date to avoid a student no showed in error. Each month the reports and supporting documentation you submit are checked and balanced. There are several ways to ensure that the reports you submit to Fiscal Services are correct. DAILY- WARM BODY COUNTS Each day during the first week of school, all school clerks or secretaries will fill out the Warm Body Count forms and will send it to Fiscal Services by fax or before 2:00 p.m. If you do not submit the count by 2:00 p.m., we will be calling you. address is mcabeej@bcsd.com or hutchensm@bcsd.com and fax number is START OF SCHOOL WEEK 1. Run the Blank Weekly Attendance Report- PAR41 (see page 29) every first working day of the week and verify that all students in that class are on the report. If a student is not listed on the report, you have to update Complete School and run a new PAR41. Save the PAR41 electronically on your local computer for safekeeping. The PAR41 report will be used for the following reasons: a. In case of computer failure. b. Attendance for teachers with class attending an early field trip. The roster will be entered by the attendance clerk prior to departure. c. Attendance for teachers with class outside a regular classroom (ex. Physical Education classes) d. Substitute taking attendance (as explained below). 5

9 1) Select ALL sections at your site. 2) Select the attendance week you are current in. 3) Check the Print Blank box 4) Check the Include Blank Lines TEACHER DAILY ATTENDANCE PROCEDURE Teacher Taking Attendance: Teachers will log onto the Teacher Portal each morning to take attendance within the first 10 minutes of the advisory period and within the first 10 minutes of each following period (for Middle/Junior High Schools). If the teacher enters an absence by mistake, they have the ability to correct the error and choose the Present button. After completing this process, the teacher submits the attendance which is immediately accessible in Complete School. All absences initially convert to the daily attendance code A in Complete School. If a teacher makes a mistake and the attendance has already been submitted or if a teacher forgot to enter an absence, a signed Teacher Attendance Correction Form (see page 18) or to the office is requested so the attendance clerk can make the correction in Complete School. Substitute Taking Attendance: Substitutes may be provided with temporary access to the Teacher Portal in order for them to record attendance electronically. You will run the Substitute Teacher Introduction Sheet- SUB100 (see page 35) that will generate the substitute User ID and password. The user ID and password is only good during the time a substitute is working and the password will be different for each account and for each time it is used. The substitute will log onto the Teacher Portal and take attendance within the first 10 minutes of the day/period. In the event that the substitute cannot perform the electronic procedure, you will provide a PAR41 report for each period or class the substitute is covering. The substitute will record the daily/period attendance on the report, sign the report and send it the office. You will enter the attendance manually in Complete School for that day/period. The signed PAR41 reports are filed for audit purposes. 6

10 OFFICE STAFF DAILY ATTENDANCE PROCEDURE 1. Within the first hour of the day, run the Unsubmitted Period Attendance Report- PAR11 (see page 26) to determine which teachers have not submitted attendance. If a teacher has not submitted attendance, contact the teacher to request submission of attendance. Run the PAR11 report as needed until all teachers have submitted attendance. When running the PAR11, Go to Main Menu/Reports/Attendance/PAR11. Enter the date you want to run, then select one section or all sections, then click the Run button. 2. Attendance from PAR41 Reports used by substitutes or teachers need to be entered in Complete School before the system calls for absences. 3. Once the PAR11 is cleared, run the Period Attendance Verification Report- PAR20 (see page 28). This report will list the name of the teacher that submitted the attendance. If a substitute submitted the attendance electronically, the teacher s name will appear on the report with substitute s name beside it. If the substitute or a teacher recorded attendance using the PAR41 report, and you entered the attendance into Complete School, your name will appear beside the teacher s name. This report must be printed and retained for audit purposes. 4. FOR MIDDLE/JUNIOR HIGH SCHOOLS ONLY: Print the Daily Cuts Report- PAR22 (see page 34) anytime after zero period to identify students present in one or more periods who also have unverified absences in one or more periods during the same day. If the period attendance code is Unexcused U, and you don t have any supporting documentation for the change of attendance code, the document code U-PAR22 can be used. File the PAR22 report and submit it to Fiscal services with the rest of the attendance documents at the end of attendance month. 5. Enter all Teacher Attendance Correction forms or s in Complete School. 6. Run the Unverified Period Attendance Report -PAR44 (see page 27) for unverified period attendance codes and the Unresolved Absence List- ATT09 (see page 30) for unverified daily absence codes. All unverified absences must be resolved within 5 days from the student absence. 7. In order to verify absences, you MUST use tardy slips, sign-out/sign-in sheets, absence/callin/verification log, doctor s notes, parent/guardian notes, and documentation to support a religious absence. These documents are used to update the unverified absence code of A to the appropriate daily attendance code in Complete School. See page 36 for Electronic Attendance- Data Entry Guide. 8. For all daily attendance codes other than Unexcused U, you must enter a document code that indicates how the absence was verified. The minutes supporting that document and a comment to explain the reason for the absence. The following Document Codes are used to support the change of unverified absence to daily attendance codes: 7

11 A- Absence/Call-In/Verification Log D- Doctor s Note P- Parent/Guardian Note R- Religious Waiver S- Sign Out & Sign-In Sheet T-Tardy Slip I- ISP U- PAR22 ABSENCE VERIFICATION AND DOCUMENTATION Positive attendance accounting began July 1, 1998 and excused absences no longer count towards generating revenue. Attendance documents are still required by the Compulsory Attendance Laws to verify each absence. Even though we no longer generate revenue for excused absences you will still need documentation for absence verification due to SARB and truant referrals. Since the school site is responsible for absence reporting, there should be documentation to support what is being reported. VERIFICATION OF ABSENCES Only District employees may verify absences. Under no circumstances may non-district employees, such as volunteers or student, verify absences. Verifications can only be performed by certain district employees as specified in Title 5, which are: 1. A school or public health nurse 2. An attendance supervisor 3. A physician 4. A principal 5. A teacher 6. Any other qualified district employee assigned to make such verifications Verification may be made in accordance with any reasonable method that establishes the fact of absence. This means that an employee should not accept documentation or information that is known to be false. Methods to verify absences include: 1. Notes received from parent, guardian or their representative. 2. Telephone calls made to or received from parents, guardian, or their representative or an authorize caregiver. 3. Absence verification forms returned by parent, guardian, or their representative. 4. Visit to the students home by the verifying district employee. 5. Any other reasonable method that establishes the fact of the student s absence. This may include information gained from others judged to be reliable. 8

12 Student absences must be classified as excused or unexcused, accurately recorded and reported. Note: Questions regarding whether an absence is Excused or Unexcused should be directed to Leticia Gonzalez in Student Services at ext Excused Absences (Education Code 48205) Pupils absent for any of the following reasons are considered excused in compliance with the Compulsory Attendance Law: 1. Due to his/her illness 2. Quarantine under the direction of a county or city health officer 3. For the purposes of having medical, dental, optometric or chiropractic services rendered 4. For the purposes of attending the funeral services of a member of his/her immediate family; not more than one day if service is in California and not more than 3 days if service is conducted outside of California. (Immediate family members include: mother, father, brother, sister, grandparent, grandchild, son-in-law, daughter-in-law, or any relative living in the house). 5. For the purpose of jury duty in the manner provided for by law 6. Due to the illness or medical appointment during school hours of a child of whom the pupil is the custodial parent 7. Exclusion for failure to present evidence of immunization (Educational Code 48216). 8. Exclusion from school because student is either the carrier of a contagious disease or not immunized for a contagious disease (Educational Code 48213). 9. Pupils in grades 7-12 who leave school (with prior approval of the Principal or his/her designee) to obtain confidential; medical services. The pupil should return a copy of the medical professional s appointment verification form. 10. Time for a student to spend time with a family member who is being deployed or returning from deployment. 11. Justifiable personal reasons including but not limited to appearance in court, attendance at a funeral service, observance of a holiday or ceremony of his/her religion, attendance at religious retreats not to exceed four hours per school month, or attendance at an employment conference when the pupil s absence has been requested in writing by the parent or guardian and approved by the principal or designated representative pursuant to uniform standards established by the governing board. 12. For the purpose of serving as a member of a precinct board for an election pursuant to Section of the Elections Code. Unexcused Absences (E.C :) Truancies and all absences for causes not specifically noted in E.C are considered unexcused absences. The Education Code (section 48260) states that a student is truant if they have three or more unexcused absences, or three or more unexcused partial day attendance of more than 30 minutes, or any combination thereof. Please note, this will change the way we have marked partial day attendance in the past, we will now follow these guidelines provided by the State Department. 9

13 Head Lice: Students who are absent because of head lice are counted as excused only for one day. This excused absence is marked as R in Complete School. A child is only allowed one excused absence for lice per occurrence (60 calendar days). Any days after one day are marked as unexcused and count toward the student becoming truant. These unexcused absences are marked as Q in Complete School. Any questions regarding excessive absences due to head lice should be directed to Debbie Wood, Health Services Coordinator at ext Take your child to work day: If a student is absent for the entire day in order to go to work with their parent, the absence is unexcused. Suspension Absence (Education Code: ): An absence due to suspension shall be deemed to be an absence in computing ADA and shall not generate state apportionment payments. The attendance codes B for partial day of suspension and S for full day of suspension are used when school authorities suspend a student in order to improve his/her behavior or for the protection of other students and/or school property. Combination of excused and unexcused absence: If a student has a combination of an excused and unexcused absence in the same day, the higher minutes of absence shall take precedence. Example: If a student was 10 minutes tardy and it s (unexcused), then picked up by the parent 45 minutes before the end of school day for a doctor s appointment (excused), you should use the daily code (V). Fog Delays: During fog delays, all schools begin classes on regular schedule. The two-hour fog delay refers to the school bus pick-up time. All students who do not ride the bus are expected to arrive at school on schedule unless their parents or guardians feel conditions are unsafe (from page 23 of Student Services Guide for Parents and Students ) For students whose parents feel it is too unsafe to drive their children, or have them walk due to the fog, they are excused for the first 2 hours just like the students who takes the bus. Elementary and Middle Schools: Do not take attendance until the fog delay ends. When a fog delay is called, walk-in students report to their regular classrooms at regular time if they are on campus, others report as they arrive. Any students who come in after the fog delay period are considered late. Early Removal: When a student is picked up early from school, subtract the number of minutes of school the student attended from the instructional minutes required for that student s grade level. Kinder (regular) 212 minutes per day Kinder (extended day) 232 to 240 per day 10

14 1 st 3 rd 293 minutes per day 4 th 6 th 313 minutes per day 7 th 8 th 313 minutes per day Middle School 6 th 8 th 313 minutes per day Example: If a 1 st grade student is only present for 30 minutes, deduct the 30 minutes from 293 to get your total minutes left early. In this case, you enter 263 for the total minutes missed in Complete School. If a 4 th grade student leaves 20 minutes before the end of school because mom is in the area, enter 20 minutes missed in Complete School. Time Calculator: Each school will have a site specific Excel spreadsheet called Time Calculator which will automatically calculate the number of missed instructional minutes. The clerk will input the arrival and/or departure time and the calculator will tabulate the number of missed instructional minutes. The clerk will enter the number of minutes on the appropriate attendance document (Ex. Tardy slip) and update Complete School with the correct computer code. Remember: Your school s bell schedules should always tie with your Time Calculator to have an accurate calculation of minutes. If your bell schedule changes please contact Lorraine Thompson in x14626 or her at Thompsonl@bcsd.com. Truancy and Absence Letters The attendance codes related to truancy are totaled electronically and a letter is generated when the combined total exceeds the truancy limits established in Education Code. Enter the Reports/Truancy folder (i.e. MyTRD100 & MyTRD110 reports) in Complete School to view and print the truancy letters Partial Day Absence Including Tardy & Early Removal: Compulsory Attendance law and policy require the use of the attendance codes below: 30 Minutes or Less: Partial Day Absence Including Tardy and Early Removal L Unexcused Partial Day Absence including Tardy and Early Removal O Excused Partial Day Absence including Tardy and Early Removal 31 Minutes and More: Partial Day Absence including Tardy and Early Removal M Unexcused Partial Day Absence including Tardy and Early Removal V Excused Partial Day Absence including Tardy and Early Removal, suspension if a student is sent home due to discipline code V. New Enrollee: 11

15 When a new student enrolls, write the student s name and enrollment date on your MySTU110 (a.k.a.: class list book), then enter the new students information in Complete School. It is important to assign a section number as soon as possible so the student s information will show up in the Teacher Portal. Homeless Children: The Education Center address should be used for enrollment purposes of children who are homeless and have no address. Contact Information Technology (IT) if you have any further questions regarding the demographics of homeless children. Inactivate or Withdrawal: When a student leaves your site during the school year you must update your MySTU110 (a.k.a class list book), then inactivate the student in Complete School before the next school can enroll him/her. You may NOT inactivate a student unless you have received a CUME request or received a call from another school stating the student is enrolling there. You may also inactivate if you verify the family has moved (i.e.: vacant house). There will be instances when a student leaves your school site and returns within the same school month. If this occurs, reactivate the student as long as he/she returned in the same month. Example: Jane Smith transferred to Rosedale District and her first day was effective 8/30/2015, the inactive date should be 8/29/2015. Note: a. The date of withdrawal is counted as a day of attendance. The student can be present, excused, suspended, pending expulsion or unexcused on that day. b. A student withdraws on one date and enters on the following date when a transfer occurs. The enter date is always the effective date on the computer. To inactivate, Ctrl F, (to find the menu Bar/Update/Enrollment Fields/Type of Transaction, choose Inactivate and enter effective date. To reactivate, Ctrl F (to find the Menu Bar/Update/Enrollment Fields/Type of Transaction/ Choose Reactivate. Mass Teacher Changes: If you have an entire class that needs to be moved from one teacher to another, please Fiscal Services with the original section, original teacher name, new section, and new teacher name and they may be able to perform a mass change for you and avoid changing each student individually. Teacher Changes: Any time you have a teacher change, you must make the change in Complete School as soon as possible. Ctrl F, (to find the student), on the demographics screen, you use the drop down boxes to choose the correct section and teacher name. The enter date will be the first day that the student is in the new teacher. The leave date will automatically default to the last day of school. 12

16 WEEKLY ATTENDANCE PROCEDURE Attendance Clerk: 1. Verify that all Unsubmitted Period Attendance Report- PAR41 are submitted, signed and dated by the teachers, then file by month. 2. Run the weekly unverified reports ATT09 and PAR44 to show unverified absences that haven t been cleared. All absences must be cleared within five days from the student s return to school. If no verification has been submitted to excuse the student, the unverified code A will become an unexcused code U. 3. Run all My Edit Reports: Running MyEdit reports are crucial to having accurate student records. The following reports must be run weekly (for attendance accuracy) a. MyEdit101 Severity one b. MyEdit103 Severity one (Please pay close attention to errors 35 and 36, these errors show if a child is not old enough to be enrolled in school). c. MyEdit105 Severity one d. MyEdit106 Severity one and two MONTHLY ATTENDANCE PROCEDURE 1. Print the MyATT20 report and verify for accuracy. Please call Fiscal Services if you have students who are Not Assigned or special education students who are in non-special education classroom. Once the report has been verified, you and your principal must sign the MyATT20 for certification. The report is faxed to Fiscal Services on or before 2:00 pm on the last day of the attendance month. 2. Once the Total Student Count has been submitted to Fiscal Services, please do not change any enter or leave dates without notifying Fiscal Services. If you find discrepancies while checking your reports, please contact Fiscal Services so that we may update your Total Student Count. 3. Run all My Edit Reports: Running MyEdit reports are crucial to having accurate student records. Note: The following reports must be run weekly (for attendance accuracy) e. MyEdit101 Severity one f. MyEdit103 Severity one (Please pay close attention to errors 35 and 36, these errors show if a child is not old enough to be enrolled in school). g. MyEdit105 Severity one h. MyEdit106 Severity one and two 4. Run the unverified reports ATT09 and PAR44 to show unverified absences that haven t been cleared. All absences must be cleared within five days from the student s return to school. If no 13

17 verification has been submitted to excuse the student, change the unverified code A to an unexcused code U. 5. Print the School Wide Attendance Report- ATT05 (see page 31). Verify that all attendance documents tie with ATT05. Once corrected and verified, print an updated ATT05. The Principal and the attendance clerk or person in charge of attendance must sign the first page of the ATT05 report (see page 31) for certification that the Report has been verified- There are no Corrections or Corrections have been noted. 6. Sign the Attendance Documents Verification Form (see page 25). Verify and sign that all attendance documents/reports are in the monthly attendance folder for Fiscal Services. 7. Monthly attendance reports must be balanced by Friday of the week after the attendance month ends. Submit the following attendance documents to Fiscal Services by 4:00 pm on the same day: a. Absence/Call-In/Verification Logs b. Sign-Out and Sign-In sheets c. Tardy Slips d. Doctor s/parents/guardian Notes e. Religious waivers f. Teacher Attendance Correction Forms and s g. Daily PAR11 h. Daily PAR20 i. Attendance Documents Verification Form j. Edit Reports 101, 103, 105 and 106 (without errors) k. ATT05- Signed by Principal and Clerk l. Signed MyATT20 Performing these self-check steps will improve the accuracy of your reports and decrease time spent on corrections. 14

18 MONTHLY ATTENDANCE RECORDS DUE TO FISCAL SERVICES 1) MyATT20 (signed for certification) 2) Corrected and signed School Wide Attendance Report-ATT05 (signed for certification) 3) Absence/Call-In/Verification Logs 4) Sign-out & Sign-In Sheets 5) Tardy Slips 6) Doctor/Parents/Guardian Notes 7) Religious Waivers 8) Teacher Attendance Correction Forms and s 9) Daily PAR11 Reports 10) Daily PAR20 Reports 11) Attendance Documents Verification Form 12) ATT09- no errors 13) My Edit Reports 101, 103, 105 and 106 (without errors) 15

19 DAILY ATTENDANCE CODES E U S B G A L O M V H N R Q K Y J C D F I T X Excused Unexcused Suspension Partial Day- Suspension Pending Unverified Absence Partial Day - 30 minutes and less (unexcused) Partial Day Valid- 30 minutes and less Partial Day - 31 minutes or more (unexcused) Partial Day Valid- 31 minutes or more Holiday Not Enrolled Day Head Lice (excused) Head Lice (in excess of one day to eradicate head lice) Independent Study (work credited) - only entered by Student Services Independent Study (academic credit only no ADA) only entered by Student Services Independent Study (place holder/no work credited) only entered by Student Services Full Day- Dental (excused) Partial Day- Dental (excused) Full Day- Flu/Influenza (excused) Partial Day- Flu/Influenza (excused) Full Day- Asthma (excused) Partial Day- Asthma (excused) PERIOD ATTENDANCE CODES- MIDDLE/JUNIOR HIGH SCHOOLS 1 Unverified 2 Unexcused 3 Excused 16

20 ATTENDANCE REPORTS AND FORMS REQUIRED FOR AUDIT PURPOSES: Tardy Slip If a student arrives to school late, he/she must go the office to have the arrival time recorded on a tardy slip. Use the tardy slip to update Complete School by entering the daily attendance code (below), the minutes late and document code T for Tardy. o L- unexcused, 30 minutes or less o M- unexcused, 31 minutes or more o O- excused, 30 minutes or less o V- excused, 31 minutes or less Tardy Slip MUST include the following information: 1. Date 2. Time 3. Student grade 4. Student name 5. Student ID 6. Teacher name 7. Reason for tardiness Staff to follow: 1. Check the appropriate box; excused or unexcused 2. Sign the slip for certification Note: The Tardy Slip is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock #

21 Teacher Attendance Correction Form This form is used by teachers to request a change of student attendance after they submit the attendance in teacher portal. Teacher to enter the following: 1. Student Name 2. Student ID 3. Date of Error 4. Period 5. Reason for the change: a. Arrived Late/Tardy (Under or over 30 Minutes) b. Marked Absent by Mistake. c. Failed to mark absent. 6. Teacher signature 7. Signature date 18

22 Absence/Call-In/Verification Log (see page 20) This log is used by the front office to record the absence verification information provided by the parent/guardian by phone call or voice message. If the absence is verified on a day other than the day of the absence, the clerk logs the date of verification. The clerk will use the absence log to update Complete School by entering the daily attendance code E for Excused or U for Unexcused absences, enter the document code A for Absence/Call-In/Verification Log, enter the reason for the absence and the person verifying the absence in the comment box (ex. S/M= Reason is Sick, person verifying is Mother or F/GM= reason is Funeral and person verifying is Grandmother). Staff to enter the following: 1. Date of verification 2. Student ID 3. Student name 4. Date of absence 5. The reason of absence 6. The person verifying the absence 7. Grade of student 8. Teacher name The following symbols will be used in the comment box: S= Sick F= Father F= Funeral M= Mother D= Doctor Appt. S= Sister U= Unexcused B= Brother Q= Head Lice (Unexcused) GM= Grandmother R= Head Lice (Excused) GF= Grandfather All others = will be specified Note: The Absence/Call-In/Verification Log is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock #

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24 Sign-Out & Sign-In Sheet (see page 22) This sheet is used to record any student that leaves the campus during school hours. If a student goes home because of illness please indicate sick not home on the log. In addition, if a student is sent home due to disciplinary reasons, or escorted off the school premises by the police or CPS, they should be signed out by the school. Make sure that you use the daily codes L or M for the students attendance for that day. There are several reasons why the completeness of the Sign-out & Sign-in binder is important. 1. We are responsible for students who leave the campus and ensuring that the adult removing them is authorized to do so. 2. In matters of custody, interested parties want to know who and why a child was taken from school. The completed pages are to be sent to Fiscal Services at the end of each school month. Retain a copy at the school site for future reference. Note: The Sign-In & Out sheet is a CDE approved form. The form cannot be modified without an approval from CDE. This form is available in store stock # School Staff to follow: 1. Enter school name on the form 2. Encircle the school month on the form 3. Enter the date on the form 4. Each site should have a binder OR book in which the sign-out & sign-in sheets will be kept. 5. The binder should be set up by school month and a new page should be started each day. 6. Make sure that parents fill out the forms properly. Each line will include: a. Student ID # (SID#) b. Student name c. Grade d. Teacher name e. Time out f. Time in g. Reason for leaving the campus h. Signature of person picking up the student. 7. A column For staff use only is included for you to use. 8. DO NOT strike out any line. The sign in and out sheet is a proof that the parents/guardians took their kids to or out of school outside the normal hours. Crossing it out basically says that the kids never left the school premises. 9. If a parent/guardian does not put a reason, the student will be marked unexcused. 21

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26 Request To Change Attendance Records (see page 24) Corrections may be made to prior month attendance and enrollment records by submitting a Request To Change Attendance Records form to Fiscal Services. The Attendance Clerk and Principal must sign each request for adjustment in Complete School. Please submit a separate form for each school month requiring an adjustment. Remember: When students who have been absent return to school, the parent/legal guardian shall present a satisfactory explanation verifying the reason for the absence within five school days. *Staff at the school site shall have a maximum of thirty (30) days from the date of the student s absence to amend their attendance records.* Instructions for Request to Change Attendance Records Form 1.) School Site: Fill in school name and number 2.) Date Submitted: Date the form is being completed 3.) Student Name: Student s full name last name first 4.) SID#: Student Identification Number 5.) Teacher: Name of teacher 6.) Date(s) that need to be changed 7.) School Month: Which school month is affected (Only one school month per page) 8.) Change From: What is currently in Complete School for example (change from unexcused) 9.) Change To: What is the new code for example (change to excused) 10.) Explanation: Why is the change being made 11.) Attendance Clerk s Signature 12.) Principal s Signature 13.) The original form is sent to Attendance/Fiscal Services 23

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28 Attendance Documents Verification Form- This form is signed by school clerk/secretary to verify that all attendance documents/reports are in the attendance folder submitted to Fiscal Services at the end of each attendance months. Retain a copy at the school site for future reference. 25

29 Unsubmitted Period Attendance Report (PAR11) - This report lists teachers that have not submitted online attendance for the selected date. Once verified print the report and retain for recordkeeping and audit purposes. If a teacher has a substitute, the teacher s name will appear on this report with substitute s name beside it. 26

30 Unverified Period Attendance Report (PAR44) - This report shows all unresolved period absences in a school day. 27

31 Period Attendance Verification Report (PAR20) - This listing will show all teachers who submitted attendance. If a teacher has a substitute, the teacher s name will appear on this report with substitute s name beside it. This shows the user who entered attendance for the teacher. 28

32 Blank Weekly Attendance Report (PAR41) - This is a blank version of the weekly attendance report that is kept as a back-up in case of computer failure. This report has a teacher signature and date section on the bottom of the report. 29

33 Unresolved Absence List (ATT09) - This report shows all unresolved daily absences for a school month. 30

34 School Wide Attendance Report (ATT05) - Run the class based report at the end of the school month. If the report contains errors, make the necessary corrections in Complete School and re-print the report. Once the report is correct, then submit it to Fiscal Services. The Principal and the attendance personnel must sign the first page of the ATT05 report for certification. First Page of ATT05 report Principal and Attendance Secretary or Clerk must sign this page. 31

35 Total Student Count Report (MyATT20) - This is a school based report that reflects enrollment as of a specific date (active enrollment). It lists each teacher at the school, the enrollment in each teacher s class and the number of students in each grade level. This report also shows if a student is on an independent study contract or designated as Special Education. In addition, it shows the grand total by grade level. To print Total Student Count (formerly Active Enrollment) select Reports/Attendance/MyATT20, enter desired date, and select period zero. Under section titled Certificated Staff not in teaching positions list certificated staff not currently in a teaching position. First School Month: Each Friday you will complete a Total Student Count Report (MyATT20) and send it in the school mail to Fiscal Services. It is always due on the following Monday (or Tuesday if Monday is a holiday), no exceptions. Please fax a copy on Friday to before 2:00 p.m. and send the original to Fiscal Services. Monthly: After the first school month the Total Student Count Report is due in Fiscal Services on the Monday following the last day of the school month. Please fax a copy on Friday to before 2:00 p.m. and send the original to Fiscal Services. The original must be signed by principal and clerk. Must be certified by school Principal and attendance personnel. 32

36 Class Roster Report by Teacher- MySTU110- This is the class list book that you can use to keep a record of student entries and withdrawals. Your class roster total should always agree with your MyATT20. 33

37 Daily Cuts Report (PAR22) - This report list students present for one or more periods who also have an unverified absence in one or more periods during the same day. This is also known as the ditching report. No- Show Listing - Use this form to list all students who need to be no-showed after the first day of school. Bakersfield City School District No-Show Listing School Site SID # Name Signature and Date 34

38 Substitute Teacher Introduction Sheet (SUB100) - This report is provided to substitute teachers for assigned classes to record attendance electronically via the teacher portal. The passwords for each substitute s account will only be good during the time a substitute is working and the password will be different for each account and for each time it is used. 35

39 ATTENDANCE - DATA ENTRY Complete School tracks attendance in two ways: 1. Daily Code- this shows the student s attendance for the day. This is used to generate ADA. 2. Period Code- this is the student s attendance for each period (including advisory or zero period). Daily Code Period Code The system will not save incomplete entries. Elementary Schools will update daily attendance codes and zero period attendance (advisory). The attendance tables for elementary school have two sets of entries; the Daily Code and the 1 column for zero period. Daily Code section Zero (Advisory) Period column only for Elementary schools. Middle/Junior High Schools will update daily attendance codes and all period attendance (advisory to last period). The attendance tables for middle/junior high school have two sets of entries; the Daily Code column and the Multiple columns for 0-9 th period (see example below). 36

40 Daily Code section Multiple Period columns Complete School Tables When updating attendance in Complete School, there are multiple tables that attendance clerks can use. To access these tables, go to main menu/students/attendance 1. Set Attendance for Each Student in the School- use when entering attendance per student. 2. Set Attendance for Random Students- use when updating attendance for multiple students on a specific day regardless of their section. 37

41 3. Set Attendance for Each Student in a Class for the Month- use when updating daily attendance codes by class. This table shows monthly attendance with daily codes only. 4. Set Attendance for Each Student in a Class- use when updating daily attendance codes and period codes by class. 38

42 This table shows daily attendance codes with period attendance. CLASS SIZES The Education Code establishes specific individual class size limits and limits on District-wide average class sizes applicable to regular K-8 instructional programs. Class size herein is defined as the number of students enrolled in a specific teacher s class. If the established standards are not maintained, potentially costly penalties may be imposed. Glossary: Class Size: The number of students enrolled in a specific teacher s class. Class Size Average: Class Size Limits: The average of the total student count in a particular class on the last teaching day of each school month which ends prior to April 15 of each school year. The maximum number of students, on the average, who can be enrolled in a single class at a specific grade level. Classroom Loading: Combination Classes: Grade Level Assigning individuals to individual teachers. The assigning of more than one grade to a specific instructor. Example: A K-1 combination consists of students enrolled in Kindergarten and first grade. The average classroom enrollment for each grade level within the 39

43 Average: Enrollment: School Month: District. The total number of students actively assigned to a specified teacher. Education Code Section defines a school month as 20 days, or four weeks of five days each, including legal holidays, but excluding weekend make-up classes. Education Code Section 41378: Apportionment & Allowances Specific grade level class size requirements and the methods of computing the individual class sizes and District-wide averages are established as follows: The number of pupils enrolled in each class is computed as the average of the active month-end enrollments in that class on the last teaching day of each school month prior to April 15 of each school year. A combination class should contain students from more than one grade level. If a section started as a 2/3 combo class, but no longer contains 2 nd grade students, you must create a new section in complete school for 3 rd graders. If later in the year 2 nd graders are enrolled in that class, you can use the previous 2/3 combo section number. A combination class consisting of kindergarten and first grade students is considered a first grade class. A combination of classes consisting of the third and fourth grades is considered a third grade class for the purpose of this calculation. It is important that all school sites monitor their class sizes. It is also important to realize that your school site is part of a District-wide average. You will be contacted if any changes are required to your class sizes. GRADE SPAN ADJUSTMENT (CSR): GRADES K - 3 The average cannot exceed over the reporting period for grades K-3. Watch your classes closely and contact Charisse Adams, Accounting Supervisor, at ext if you have a problem class or a class that is approaching maximum capacity. Charisse Adams will assist you in adjusting your classes in order to meet the required average class size. INDEPENDENT STUDY 40

44 Children enrolled in short term Independent Study are carried active at your school site and will remain enrolled in their current classroom. Please send all ISP contracts ASAP to Student Services so they can begin the process. Once the Independent Study contract is received from the school site, it will be entered into the computer and an automatic message will be sent to the school site indicating the change. Teachers should continue marking a student Absent regardless of whether the student is on an ISP contract. This will help prevent any student from being marked incorrectly in Complete School or in some cases student is not being marked as absent or ISP all together. If there is any question, contact Johnetta Hampton at x14627 to check status of ISP contract. A student on long-term or full-time ISP will be assigned to a teacher number of 790. Johnetta Hampton from Student Services will notify you when a student enters long term ISP and a copy of the signed contract will be forwarded to you indicating the beginning and ending dates. If Student Services notifies you that the student is going to return to the classroom, you will treat this as a teacher change entering the classroom. It will be the responsibility of the school site to do a teacher change on the computer at this time. Notify Student Services (by ) immediately if a student returns early from ISP so that the contract and computer can be updated. Do not inactivate students that are on ISP. Call Johnetta Hampton with questions. All students on ISP will have an attendance code of J, which stands for no credit, K which stands for credit, or Y which stands for academic credit with no ADA credit. The Y code is used for participation and grading purposes only. Attendance codes are changed by Student Services only and it is their responsibility to update the attendance codes as work is submitted and reviewed. If you notice that a student on ISP does not have an appropriate attendance code or the dates do not match your PAR42, please contact Student Services as soon as possible. SUSPENSION RELATING TO ATTENDANCE Removing a child from school for disciplinary reasons for more than the remainder of the day is a suspension. Suspended students are excluded from all related curricular and extracurricular activities during the period of suspension or expulsion. To implement disciplinary procedures at a school site, the principal or designated administrator may suspend a student from school for not more than five consecutive school days unless the suspension is extended pending expulsion. Beginning the day of suspension, the attendance will be marked B for partial day of suspension. The following days of suspension will be marked as S for full day of suspension. Partial Day Suspension: 41