What’s New???

FY 2015-2016 :

New Electronic Attendance in Complete School

This means….. No more weekly PAR42’s required from teachers.

• New Forms/Reports: 1. Teacher Attendance Correction form-

Stock#30-0-8092. SUB100- Substitute Teacher Intro. Sheet3. Attendance Documents Verification Form

• Updated Document: 1. Tardy Slip- Added SID section

• New Period Codes (Middle/Junior High Only): 1 - Unverified2 - Unexcused3 - Excused

• New Daily Code: 1. B- Partial Day Suspension

• Forms removed in the new procedure: 1. PAR43- Period Attendance Report for Sub2. PAR42- Weekly Attendance Reports Teachers3. MyCLS01- Weekly Student Class Roster4. ATT21- Student Add/Drop List

Who to call for specific problems??

Call Fiscal Service for these specific problems

• Errors on Total Student Count or can’t balance Total Student Count.• Incorrect enter or leave dates.• Student not on SCR for new month.• Student on wrong SCR or on an SCR by themselves.• Attendance picture incorrect or missing.• Questions on teacher changes, dates to use or teacher lists. • Inactivated or enrolled wrong student.• Special Education students missing or in wrong class.• Class size questions.• School Wide Attendance Reports.• Attendance for ISP students.• Mass Teacher Changes.

Contact Information Technology at Ext. 14848

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

• Printer or computer problems.• Questions regarding SAG.• Duplicate SID #s.• Demographics of homeless children. • Dropping or Deleting student data in complete school.

Contact Student Services at Ext. 14822

• Whether an absence is excused or unexcused.• ISP contract dates.• Expulsion and suspension dates

Contact Lorraine Thompson Academic Improvement &

Accountability (AIA) at Ext. 14626

• Bell Schedule Updates/Changes

SECTION 1

ELECTRONIC ATTENDANCE PROCEDURE

What’s the difference between

ELECTRONIC ATTENDANCE

andON-LINE ATTENDANCE?

ON-LINE ATTENDANCE:

Teacher takes attendance Web-based

Teacher Portal

Teacher Portal

automatically updates

PROCEDURE COMPARISON:

Attendance Personnel- verify

every morning that teachers

submitted attendance

Attendance Personnel- gathers all attendance documents (tardy slips, doctors notes, parent notes, etc.) and update Complete School daily.

Attendance documents submitted to Fiscal Services Monthly

Teacher- prints and sign the Weekly Period Attendance Report (PAR42) and submits to main office.

ELECTRONIC ATTENDANCE:

Teacher takes attendance Web-based

Teacher Portal

Teacher Portal

automatically updates

Attendance Personnel- verify

every morning that teachers

submitted attendance

Attendance Personnel- gathers all attendance documents (tardy slips, doctors notes, parent notes, etc.) and update Complete School daily.

Attendance documents submitted to Fiscal Services Monthly

ELECTRONIC ATTENDANCE PROCEDURE

Teacher daily attendance procedure: 1. Teacher takes attendance via “Teacher Portal”

a) Elementary- during 0 periodb) Middle/Junior High- during 0 – 6 period

2. In the event that Teacher Portal is down, PAR41 is used to take attendance.

3. SUB100 are printed for substitutes in order to access the teacher portal.

4. Teacher are given access to the Teacher – Section Attendance Transactions Audit log- PAR51T – this log shows the section, attendance date, student’s name, student ID, attendance codes for each period and the user name associated with each change made to attendance in the teacher portal and/or Complete School.

ELECTRONIC ATTENDANCE PROCEDURE CONT.Office Staff daily attendance procedure:1. Enter all PAR41’s from teachers.

– To take enter attendance, go to Complete School/Main Menu/Students/Attendance/Set Attendance for each student in a class.

– Change the date– When everything is entered, make sure you click the “Mark

Submitted”. This will clear the teacher’s name from PAR11 and will show your name in PAR20 as person who entered attendance.

ELECTRONIC ATTENDANCE PROCEDURE CONT.Office staff daily attendance procedure cont.: 2. Run the PAR11 report every period. Remind

teacher’s who are on the list to take attendance via teacher portal or PAR41.

3. When PAR11 is clear, run the PAR20, print and file. 4. Middle/Junior High only- run the PAR22 (after 0

period) to show students who are present in one or more periods who also have unverified absences.

5. Enter all Teacher Attendance Correction forms or Emails

6. Run PAR44 and ATT09.

ELECTRONIC ATTENDANCE PROCEDURE CONT.7. Verify all A’s from PAR44 and ATT09 using the following

attendance documents: Tardy slips, sign-out&sign-in sheets, verification logs, dr’s. notes, parent/guardian notes and documentation to support religious absence.

8. Document Codes: A- Absence/Call-In/Verification LogD- Doctor’s NoteP- Parent/Guardian NoteR- Religious WaiverS- Sign Out & Sign-In SheetT-Tardy Slip I- ISPU- PAR22

• Daily Codes (Entered by Attendance Personnel):E- Excused U- UnexcusedL- 30 minutes and less (Unexcused) C- Full Day DentalM- 31 minutes and more (Unexcused) D- Partial Day DentalO- 30 minutes and less (Excused) F- Full Day FluV- 31 minutes and more (Excused) I- Partial Day FluR- Head Lice (Excused) T- Full Day AsthmaQ- Head Lice (Unexcused excess of one day)X- Partial Day Asthma

• Daily Codes (Entered by other Complete School Users)G- Pending J, K and Y – ISP Daily Codes enteredS- Suspension by Student Services onlyB- Partial Day SuspensionA- Unverified Absence H- HolidayN- Not Enrolled

ELEMENTARY- DATA ENTRYElementary schools will update daily attendance codes and zero period attendance (advisory)Tip: Daily and Period codes are the same

Daily CodeDaily Code Period Code

MIDDLE/JR HIGH – DATA ENTRYMiddle/Junior high schools will update daily attendance codes and all period attendance (0-6 period). Daily Codes: L, M, E, U, O, V, etc. Period Codes: 1- Unverified, 2- Unexcused and 3- Excused

Daily Code Period Code

Clerk: 1. Verify that all PAR41’s are submitted, signed and

dated by the teachers, then file by month. 2. Run ATT09 and PAR44 to show unverified

absences and clear them in Complete School. 3. Run ALL My Edit reports: 101, 103, 105 & 1064. Run MyCLS01 (weekly) and tie it with PAR42. If

there are any discrepancies, research and make changes in Complete School if necessary.

Weekly Attendance:

1. Print MyATT20- verify and tie with your beginning of the months MyATT20.

2. Run ALL My Edit Reports: 101, 103, 105 and 106. This reports MUST be cleared prior to submitting attendance to Fiscal Services.

3. Run ATT09 and PAR44 to show unverified absences and clear them in Complete School.

4. Print School Wide Attendance Report- ATT05. Verify and correct if necessary. Once finalized, clerk and Principal must sign the front page of ATT05 for certification.

5. ALL reports must be balances by Friday of the week after the attendance month.

Monthly Attendance:

6. By Friday of the week after the attendance month, submit the following attendance documents to Fiscal Services at 4:00 pm on the same day:

1. Absence/Call-In/Verification log2. Sign-Out&Sign-In sheets3. Tardy Slips4. Parents/Guardian/Doctors Notes5. Religious Waivers6. Teacher Attendance Correction Forms/Emails7. Daily PAR118. Daily PAR209. Attendance Documents Verification Form10. ATT09 and PAR44- no Errors11. MyATT2012. ATT0513. My Edit Reports: 101, 103, 105 & 106 (without errors)

Cont. Monthly Attendance:

Student Attendance 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)

• FIRST DAY OF SCHOOL: 1. Run the PAR41 -Blank Weekly Attendance Report2. Start the MIS List- • Run ATT09 to get the list of students who are not

present on the first day of school. • Enter the students from the ATT09 list to the MIS list.

• FIRST DAY OF SCHOOL CONT.:

3. Quick No Show a student – this option is only available on the first day of school.

Note: If you no showed in error, contact Attendance office to clean-up student history.

AFTER FIRST DAY OF SCHOOL

1. Run the MySTU106 - this will list 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.

2. If a student on the MIS list attends school on the 2nd day or thereafter, you must update the “Date of First Attendance” on the MIS list

• Date of First Attendance table:

8/20/15

8/27/15

WARM BODY COUNTS

• Fax/Email your Warm Body Count Forms to Attendance on these days:

1. Wednesday- 8/19/152. Thursday- 8/20/153. Friday- 8/21/154. Monday- 8/24/15

START OF SCHOOL WEEK: • RUN the PAR41 Report and SAVE in your local drive.

TEACHER DAILY ATTENDANCE PROCEDURE

• Teacher will log onto the Teacher Portal to take attendance within the first 10 minutes of the each period. – If a teacher makes a mistake and the attendance

has already been submitted, a signed Teacher Attendance Correction Form or email to the office is required before the attendance.

SUBSTITUTE TAKING ATTENDANCE

• Run the Substitute teacher Introduction Sheet- SUB100 report- This report will generate the substitute User ID and Password.

Go to Complete School/MainMenu/Reports/Teachers/SUB100

STAFF DAILY ATTENDANCE PROCEDURE

1. Run PAR11 until it’s cleared2. Run PAR20 to show the list of teachers that

took attendance for the day then file. 3. (Middle/Junior High Only) Print the Daily Cuts

Report (PAR22)4. Enter all Teacher Attendance Correction forms

or emails in Complete School.5. Run PAR44 and ATT09- clear all unverified

absences.

VERIFICATION OF ABSENCES

Verification can only be performed by certain District employees:

1. School or Public Health Nurse2. Attendance Supervisor3. A Physician4. A Principal5. A Teacher 6. Any other qualified district employees assigned

to make such verifications.

Excused Absences (Ed Code 48205): • Due to his/her illness• Quarantine under the direction of a county or city health officer• For the purposes of having medical, dental, optometric or chiropractic services rendered• 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).

• For the purpose of jury duty in the manner provided for by law• Due to the illness or medical appointment during school hours of a child of whom the pupil is the custodial

parent• Exclusion for failure to present evidence of immunization (Educational Code 48216). • Exclusion from school because student is either the carrier of a contagious disease or not immunized for a

contagious disease (Educational Code 48213). • 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.

• Time for a student to spend time with a family member who is being deployed or returning from deployment.

• 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.

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

Unexcused Absences (Ed Code 48260-48273): – Truancies and all absences for causes not specifically noted

in E.C. 48205 are considered unexcused absences.

Head Lice: – Students who are absent because of head lice are counted

‘Excused’ only for one day, daily code ‘R’ in CS. Any days after one day are counter ‘Unexcused’, daily code ‘Q’ in CS.

Student ”Accident”: – Per Student Services, if a student had an “accident” and

parents took them home to change, the first time it happens is considered ‘Excused’. If it becomes a recurring issue, contact Student Services and they can verify the absences.

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’.

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.

Fog Delay: – 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.

– 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 student who comes in after the fog delay period are considered late.

SECTION 2

ATTENDANCE FORMS

• Any student who is signed in or out of your school must be entered in the Sign-out / Sign-in binder. If a student goes home because of illness please indicate “Sick” not “home” on the log.

• There are several reasons why the completeness of the Sign-In& Out binder is important:a. We are responsible for students who leave the campus and ensuring

that the adult removing them is authorized to do so.b. In matters of custody, interested parties want to know who and why a

child was taken from school.

The Sign-In & Out sheet is a CDE approved form. The form cannot be modified without an approval from CDE.

Store Stock #30-0-806

Sign-Out & Sign-In Sheet

• All students who do not arrive to school on time must be recorded on the Tardy Slip.

The Tardy Slip is a CDE approved form. The form cannot be modified without an approval from CDE.

Store Stock #30-0-805

Tardy Slip

This is used by teachers to request a change of student attendance after they submit the attendance in Teacher Portal.

This is a CDE approved form. Stock # 30-0-809

Teacher Attendance Correction Form

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.

This is a CDE Approved Form Stock #30-0-807

Absence/Call-In/Verification Log

Corrections may be made to prior month attendance and enrollment records by submitting a Request To Change Attendance Records form to Fiscal Services.

Request to Change Attendance Records

Attendance Documents Verification FormThis 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.

Attendance Documents Verification Form

Questions?