Secondary Attendance Workshop 2019-2020: Why Attendance Matters

1. WELCOME BACK!

2. Secondary attendance workshop 2019-2020 Presented by: tricia & James

3. Attendance accounting • James Soto- james.soto@sbcusd.com 909-381-1147 • Tricia Duran- tricia.duran@sbcusd.com 909-388-6175 • Maira Aguilar- maira.aguilar@sbcusd.com 909-384-1437 • Debbie Nunez- debbie.nunez@sbcusd.com 909-381-1146

4. Why we do what we do • ADA- Average Daily Attendance • 80% of the districts revenue comes from attendance funds • We get approx. $79 per student per day • If the student is there any part of the day, we claim ADA Ex. Any student that steps foot in a certificated personnel classroom, we claim ADA. • For more information- CASBO handout

5. Bulletins • READ ALL Bulletins carefully! • If you do not receive a bulletin please email james.soto@sbcusd.com to be added to the email list. Most Important

6. Confidentiality of student information/ Record Retention • All student information is confidential. Call student records for • any questions 909-880-6615 • All student information needs to be shredded!

7. Attendance calendars • Sent out in may • Attendance month/ dates • Shows when each months reports are due • Shows collaboration days

8. Opening Day Enrollment count(Teachers) • This is the form teachers will turn into the attendance office on each count day. • Our office “Highly Suggests” that you use different color paper for each count date. • Use these numbers from the teacher form and transfer them to your form.

9. Opening day enrollment count • On your attendance calendar- marked with an “O” • Must submit the counts by 1:30 pm by emailing to James Soto & Delia Franco • After the first day, include students that entered but are absent on the count day. • If you have any questions please call Attendance Accounting, these counts must be accurate. • Make sure to enroll and drop students as quickly as possible so counts can be accurate. • Please identify and notify registrar of all no shows ASAP!

10. Bell schedules • Bell schedules need to be submitted to the attendance accounting office prior to the start of school, June 28th. • Approved bell schedules will be sent to you for audit purposes. Please file. • Testing and bell schedule changes must be submitted two weeks in advance. If you receive a bell schedule from your admin, and have not received an approved copy from attendance accounting, please notify us ASAP.

11. Audits • Attendance accounting will notify your site if they are chosen for this years audits. We will come out first and prepare your school for the outside auditors. • Once we complete our internal audit, we will meet with your principal and go over the findings. • Corrections will need to be made prior to the outside auditor arriving. • When the outside auditor comes make sure to ask for identification. • When they complete the audit, they may leave a summary page, please scan and email to james.soto@sbcusd.com so I can review and file.

12. Withdrawing students • Print out aeries withdrawal Form. • Indicate, on form, reason for leaving, last day attended and source of info. • Give to registrar • Post in attendance notes (requested student be dropped)

13. Attendance Reminders • Attendance lockout time of 3:00 p.m. same as previous years, no changes made by teachers after this time. Student Present/Absent Verification Form (BU- 40) must be filled out if changes need to be made by teacher after the current day. • Every Friday (or last day of the week) after all/most of attendance has been inputted in Aeries, run the “Weekly Attendance Report by Class” and put in each teachers box or place at designated pick up point. They must sign no later than the following day, if holiday on Monday, then Tuesday. Before a major holiday, like Thanksgiving or winter break, then they must sign before they leave. • Sub teachers must sign/date the weekly attendance report IN PEN and turn it in to the office no later than the end of the school day.

15. Daily office Procedures • First thing in the morning, acquire copy of sub list • Print out “Weekly Attendance Report by Class (Roster)” for the subs use • Post all sub attendance in Aeries • Check email from auto dialer and print out/save to electronic folder. • Post completed auto dialer calls as non-verified.

16. Daily Office procedure cont. • Perform “Mass Change all day code” function • Make sure to post all attendance notes in a timely manner • Reminder *Only 5 school days to clear an absence* • The 5 day rule does not apply to the BU-40 (Present/Absent Verification Form) • Attendance accounting strongly encourages a received date/time stamp • Must remain an “A” in the system if unable to verify.

17. Missing attendance report • At approx. 2 pm, run the “missing attendance report” and notify teachers that are on the report. • At the end of the work day, run missing attendance report again and send email to teacher, cc administration. • Run report again, the following morning… teachers/period listed need to submit signed/dated manual attendance. • Post manual attendance and “mark attendance as complete for this teacher-period” • Must rerun report until the list comes out clean. then attach sub list and manual attendance behind report. • File with weekly attendance reports.

18. attendance code 3 • Code 3- class did not meet “DS nt meet” • To be used for periods 0 & 8 when a sub covers a class. • Post code 3 to all students in classroom attendance • Mark attendance as complete

19. Determine 240 minute school day based on your school sites bell schedule (do not include lunch). • Passing periods can be included: 4 minutes middle schools & 6 minutes for high schools. • If 240 minute time is met before suspension occurs, only the periods effected will be coded as “S” and an “L” will be posted to the all day code. • If the 240 minute time is not met before suspension occurs, only the periods effect will be coded as “S” and an “S” will be posted in the all day code.

20. Absence forms/notes • There is NO NEED TO FILE tardies, Absence Call-in forms (BU-41), Home Visit slips, non-verified absences, truant, excused/unexcused absences, immunization, independent study, juvenile hall, and Child & Family Services. • The only notes you need to file: emails or teacher/parent signed documents, Absence Verification forms sent home with students, Student Present/Absent Verification (BU-40), Early Dismissal form (S-23), etc. Please see attendance accounting absence reason codes for more information. • An attendance notes code needs to be selected from the drop down for all others. Ex: parent calls in saying student is sick, go to date of absence, add new record, and select from the drop down menu, sick per mother, sick per father, sick per other. Attendance Code 4: “CFS” Child and Family services/incarceration- when a child is taken by CFS, does not effect ADA.

21. Attendance note drop down box Click add new record Click on comment bubble Must select reason in code-description Many sites are not doing this!

22. No Attendance Notes Recorded

23. Features

24. Attendance Management Page This page should be used to clear attendance in a more efficient manner. Pages>Attendance Accounting>Attendance Management Please select desired date range

25. Attendance Dashboard Select desired date range Formula for Attendance Percentage Present Total Enrollment=Percentage You can select which date range you can see daily attendance Pages>Attendance Accounting>Attendance Dashboard>Filters and Options>Select Date Range

26. Multiple Student search You can also use this search to locate your “Chronic Absence Students”. On any page just click the red search bar and it will take you to the below screen. Then click multiple student search Search by name or ID #

27. Multiple Student search cont. Now any report you run, only these 5 students will appear. Click “Reset” once done Once students are selected, click “Keep Selected”

28. Email List function Pages>Filters Pages> Type in “Email”>Click “Email List” This shows emails for teachers, students, and parents. Click on the email and it will automatically take you to outlook.

29. Continuation ed schools*Reminder* • Students will no longer be identified as am/pm in attprg 1 • They will be identified in the session field “sessn”

30. Attendance reports *Review all reports below for accuracy and make any necessary corrections* • Suspension Attendance Listing by Student – Make sure you have copies of all suspensions for the month. Every suspension in attendance should be coded with an “S’ or “L” • SDC Queries – All Schools will produce, print, and reconcile the “Non SDC Students” and “SDC StudentsProgram Placement Code” queries. • Gain and Loss Report – Remove checkmark “Group report by program and grade?”. Make sure all the reason codes are correct. • Course Attendance Audit – When producing, remember to place a check mark in the box that says Include Inactive students. Fix errors and Run report (Multiple times if necessary) to get a “no information” screen. • Missing Attendance – Produce report for the entire attendance month and make sure no teachers are listed. • Mass Change All Day Code – Run function for entire month using number of periods minus one and zero in the last field. File print screen page indicating function was performed. • Attendance Audit Listing – Correct all errors listed on report. Re-run until clean. *Print and file all above reports with your “Monthly Report” files* • Monthly Attendance Report – Produce and review for accuracy. Reconcile as needed (do not need to print). • Monthly Attendance Summary – Produce and review for accuracy. Reconcile as needed. Produce again if reconciliation/corrections were needed (do not need to print).

31. Suspension attendance listing by student report Should Not Have “E” Code Missing “S” or “L” Reports>Filter Report>type in suspension>Click on Suspension Attendance Listing> Check Include Inactive Students and Hide Discipline Comments>Choose Month Start & End Date> Run Report

32. SDC Queries Please print, reconcile, and file with monthly reports. If you find corrections, please fix, then rerun the report, and file the clean report. Query>load>”Query name filter” type in “SDC”>Select report>Run *If placement code is incorrect or missing, Please contact Selenia Romero for Middle School or Raul Marmolejo for High School in Special Education* *Site is responsible for Program codes!!!!*

33. Gain and Loss Pages>view all reports> gain and loss> select date range for month>uncheck group reports by program>check sort by teacher>run report Check over report for valid enter and exit codes.

34. Course Attendance Audit

35. Missing attendance SHOULD BE BLANK! Please make sure these are blank. Do not file the report with teachers on it. if you run it the first time and find teachers, please correct, rerun, and file clean copy. Pages>view all reports>missing attendance>select date range for month>run report.

36. Mass change all day code Pages > Attendance Accounting > Mass Change All Day Code Update attendance on students who appear in this screen Select Desired School Month Number of periods minus one

37. Attendance Audit Listing Please run this report. Any errors please fix. If there is a new student enrolled and not yet started they will pop up, but please just notate Enrolled/Not entered. Pages>view all reports>attendance audit listing>run report.

38. Monthly attendance report Out of all the reports, I see the most errors on this!!!! Pages>View All Reports>Monthly Attendance Report>select which month>Run Report Please review this report (Do Not Print). Scroll through each program/grade and make sure there are no students with a program or grade not offered at your site.

39. Monthly attendance summary Important Note Pages>view all reports>monthly attendance summary>Select month>check mark recompute YTD & Re-Run ALL months>run report. Please allow report some time to run. It will send you an email when completed. This should be the final report you run. Once all other reports are run and fixed, run this report. This report breaks down by program/grade. Here you can get the attendance percentages for your site.

40. Special reports • Perfect Attendance Report • Students with Good Attendance Report • Student info labels - Query > Load > Query Name Filter (att) > ATT -Enrolled After Labels >Change Date > Run > Labels > Run Report

41. Minimum of 5, Maximum of 20 days for short term. • Must be “before” the absences occur • The master agreement must be filled out completely. • Change attendance program to 7 or 9. When student returns, change program back to original. • Post absences during contract time as “H” independent study unfunded. • Change “H” to “F” based on days approved by ALC. • If the student decides to come back early on a 5 day contract, then no ADA can be collected. • Please call or email Robyn Eberhardt (909-388-6221) to schedule a training for independent study.

42. If your site chooses to do Saturday school: • You will have an AARC folder at your site • Attendance and sign-in sheets are filed in folder • All files are kept at site level only • The “ADA Make Up Code” (In Green) in Aeries will be input by Information Technology.

43. Before start of school duties Reports> Student Programs> select 800 SARB Compare and reconcile against red flag query

44. Before start of school duties Cont. Click on Query, Load, & filter (red flag) Select/Run Title report- Red Flag Notes Delete invalid comments

45. School Site Emergencies • It is the teachers responsibility to print out rosters for their class at the beginning of each week for emergencies such as no power or internet. • If teachers fail to follow the above procedure: • Please contact nearest school to access Aeries and print rosters. • If you cannot contact nearest school, then call Attendance Accounting so we can run the rosters and someone from your site can come pick them up.

46. Attendance Accounting Website • https://sbcusd.com/district_offices/business_services_division/attendance_accounting Sbcusd.com > District Offices > Business Services Division > Attendance Accounting All important forms, information (numbers & emails), training PowerPoints, and summaries will be available for you to download or print.

47. Questions?

48. Thank you! For one-on-one trainings email or call Tricia Duran (909) 388-6175