TxEISFirst Day, Daily,

andCycle Procedures

A couple of reminders:

1. Do NOT run a PET Export until the 3rd week of school. Then, run one every week that student’s attend at least one day of the week.

2. Pay attention to new service IDs. Find the Data Standards change document on TEA’s website to see what has been changed. You can see the current service IDs on code table C022. There were a lot of changes this year.

3. Email me at rking@esc18.net to let me know you were in attendance so you can get credit.

All staff on a campus must realize that the first day count is an important process for the school district. The first day provides administrators with the tools they need to make budgeting and staffing decisions. A clean first day count makes the registrar’s job easier for the remainder of the year. It is important that the campus administrator in charge of the first day make all the necessary staff assignments to achieve a quick first day count.

Administrative Considerations

Assign staff to direct st

udents

where to go. Some students will

have lost their schedules and will

not know where to go, and

others will show up without pre

registering.

Set the time for taking the official attendance. At that time, all students must

remain where they are until the count is complete. Students should be in one of two

places at that point, either in the classroom

or the holding room. No movement should

take place until first day count is complete.

Print SGR0400-Class

List (Student

Demo Info), or

SGR0900-Class

Rolls, for the

first day record taking.

SAT 1365 Class

Attendance

Roster can

also be used.

Assign staff to a “holding location”. Develop a form for the holding room to collect first day attendance. This form should be used for any non-teaching location where there are students, such as the nurse’s office or counselor’s office. No student should be allowed to leave these locations until the first day numbers have been collected.

Counselors must review the

master schedule to verify that

career and technology courses are

coded with the appropriate

number of hours. Print SGR0110-

Master Schedule PEIMS CY from

Grade Reporting.

Limit the number of schedule

changes during the first two

days of school to emergency

situations.

Assign staff to collect the attendance documents for the count. This person will go to each class and collect the class roll and/or the teachers roster. The counts on these documents should match the number of students in the room. If not, the teacher must reconcile the difference. These documents will be returned to the attendance clerk.

The district should establish a cut off time for new enrollments. If they were not present during the official count, they cannot be added until the next day under normal processing.

Issue clear instructions to the teachers. They need to know how to mark the first day documents and what is expected of them.

Steps Prior to the

First Day of School

____1. Enter demographic data for any new students who register.

____2. Secondary campuses must enter a schedule for each student.

____3. Elementary campuses should enter a control number for each student. Secondary campuses have the option to do so.

____4. Print Attendance Proof List (Attendance Report SAT0300) to verify students. Verify students with any letter(s) under the flag column. The flags indicate questionable entries. For example:A. AgeB. DOBC. Control NumberG. Grade LevelP. Instructional Setting Code

____5. First Day Attendance Document:A. Secondary campuses print Grade Reporting reports Class List SGR0400 or Class Rolls SGR0900 to use as an attendance sheet on the first day of school. SAT1365 can also be used.B. Elementary campuses may use the SAT1365 Class Attendance Roster run by

Control Number.

First Day Steps

____6. Distribute reports created in step #5 to individual teachers.

On the first day of school, each teacher should:

A. Mark "NS" next to student’s name to indicate they were a "no show" in that class.

B. Write the names of any additional students in the classroom at the bottom of the list.

C. Write the total number of students in the classroom at the bottom of the list.

D. Sign the list in ink.

NOTE: IT IS IMPORTANT THAT THE FIRST DAY'S ENROLLMENT BE VERIFIED AS CORRECT BY GRADE LEVEL TOTALS AND

INDIVIDUAL NAMES.

____7. After all attendance documents (class lists, etc.) have been collected, compare lists to verify “no show” students are not listed as present on another list (i.e. Students on Transit Form). If a “no show” student is found on another list, correct the “no

show” status. Check the students’ schedules, making any necessary corrections.

____8. After corrections have been made, note adjusted totals on the teacher’s class attendance lists. Sum a grand total of students for day one using the corrected totals marked on the teacher’s class attendance lists.

____9. As soon as possible after verifying class lists, withdraw students as “no shows” as indicated by the teachers on attendance documents:

A. Withdrawal date must be the same day as the first day of school.B. Withdrawal reason will be a code of 44, which means “no show”.

___10. Print the following reports for verification:

A. Registration Report SGR1950, Student No Show Report.

B. Attendance Report SAT1400, Schedule of Age/Grade Distribution. (Select option to print the First Day Principal's Report) The total in the TOTAL column on line A2 should agree with the total number of bodies in the corrected counts found in step 8 above. Numbers in line B should receive extreme scrutiny.

C. Daily Attendance Summary, SAT0400 ( Select to print the from and to dates for the first day of school) Add the numbers on line 10 of each

grade level page and the grand total should equal the corrected counts found in step 8 above. Be sure to scrutinize any student count in lines 14

through 18.

____11. Make necessary corrections to student demographic information and/or withdrawal records to justify membership

totals. Reprint reports as necessary. The number of students on the reports in step #10 above must be identical to the grand total figure in step #8 above.

 ____12. File day one reports in step #10 for auditors.

____13. Print corrected class lists (the same reports as printed in step 5) for the next school day.

Daily Attendance Posting

Procedures using TxEIS

____1. Populate the electronic grade book or print and distribute attendance documents. The following are the different types of attendance collection documents:

SAT1365 Class Attendance Roster SAT0202 Attendance Tear Strips

____2. Post attendance once daily or period-by-period. The TEA Attendance reporting period (ADA Posting Period) is designated in Attendance > Maintenance > Campus > Campus Options. The ADA Posting Period is for students in attendance at the district’s designated time. Once selected, the time may not be changed during the school year. ____3. Print and verify the following TxEIS reports daily after posting/importing the attendance.

Attendance Report SAT0400 - Daily Attendance Summary. Print for specific date.Attendance Report SAT0500 – Campus Attendance Summary. Print for specific date.

____4. Withdraw and re-enter students as necessary. Remember to withdraw students next day if the student is in attendance during the official attendance accounting period. ____5. Re-enter "no show” students as necessary.

____6. The appropriate cafeteria staff can utilize a copy of the Attendance Report SAT0400 – Daily Attendance Summary for daily counts.

Make notes, in ink, of the students who were:

Marked absent at the official attendance hour, but came in before lunch, or

Present at the official attendance hour, but left school before lunch.  Make sure this is accurate because it is auditable.

End of Cycle ReportsUsing TxEIS

The following is a list of additional reports that should be printed at the end of each attendance cycle (each six weeks). Three of the following reports are auditable and must be saved for a period of five years. The campus administrators and district personnel may request other reports. Label each report by six weeks carefully and make available for future use. Remember to rerun reports if corrections have been made to attendance records for any particular cycle.

 1. Daily Register/Weekly Summary – SAT0600 (auditable). 2. Entry/Withdraw Summary – SAT1700. 3. Attendance Proof List – SAT0300. 4. Principal’s Contact Hour Report -- SAT0900 (auditable) run with a campus

number. 5. Superintendent’s Contact Hour Report -- SAT0900 -- (auditable) run without

a campus number. 6. Daily Attendance Report II -- SAT1600. 7. Registration Report -- Student Status Changes By Program -- SRG1200.

Reconciliation Form

______1. Access Attendance Reports and print SAT1000 (Campus Recap Report). Use the same As Of Date for the SAT1000 report and the SAT0671 (step 2 below). On report SAT1000, the number to use in balancing is the Active Code 1 total under the heading Attendance Total for Record Status 1, 2, 3.  _____ 2. Print report SAT0671 (Teacher Membership Roster By Period) using the same As Of Date as used in SAT1000. Compare each teacher’s count of students in their classroom on the class rolls to the number of students reported for each teacher on the Teacher Membership Roster. An error report may be viewed by clicking the button. Often the error report will indicate why the teacher class roll counts may not match the Teacher Membership Roster.    _____3. In order to balance the SAT0671 report, the Error Listing report must be printed and analyzed. The first page prints a total number of student errors, and the second page with subsequent pages prints the errors by student.  

The above page of the error listing report provides the total number of errors on subsequent pages. An example follows.

The above error report shows that 20 students do not have course schedules. Grade EE does not use grade reporting, and these students should appear on the report; therefore, the operator will need to investigate why the other students do not have schedules or are not scheduled for second period. It may be that some of these students need to be posted as No Shows.

_____4. Each type of error message will be handled differently. Some error messages require adding and others require subtracting. Using the sample reports given above, an example of balancing will be demonstrated below: Campus Recap Report Attendance Total = 71Teacher Membership Roster Total = 62Add the number of students with no course schedules (20 students in the example) as printed on the Error Listing with the total on the Teacher Membership Roster Report.

62 – Total on Teacher Membership Roster+20 – Total number of students with no course schedules 82

Next, subtract the total number of students not active or in membership (1 student in the example).

\

This student is not counted in membership.

82 – Total from calculations above - 1– Total number of students not active or in membership

81

Next, subtract the total number of students with two courses for period 02 (10 students in the example).

81 – Total from calculations above- 10 total number of students with two courses for period

2

71 – Reconciled number that matches Campus Recap Report Total

Both the Campus Recap and Teacher Membership Report totals are now balanced.

Note: Early Education (EE) students are half day students; however, they count as one person on the Error Listing Report.

_____5. After balancing SAT1000 with SAT0671, adjust the total on the following Teacher Membership Roster page to the total calculated after processing the errors, as described in our example above, and have the appropriate staff sign off on this page.

These totals should be marked through with a pen and changed to 71.

Thank you for attending our workshop!

Please email me at rking@esc18.net to let me know you attended so you can get credit.