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Attendance, Class Record Book, and Count Day Fast Facts

Attendance, Class Record Book, and Count Day Fast Facts. 2011. Class Record Book. For WCSD, there are two components to the class record book. These are: Infinite Campus for enrollment, attendance, and withdrawal; and Teacher grade book for assignments and grades (Infinite Campus only).

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Attendance, Class Record Book, and Count Day Fast Facts

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  1. Attendance, Class Record Book, and Count Day Fast Facts 2011

  2. Class Record Book For WCSD, there are two components to the class record book. These are: • Infinite Campus for enrollment, attendance, and withdrawal; and • Teacher grade book for assignments and grades (Infinite Campus only). • If a school is audited by the Nevada Department of Education, attendance and assignments are used to prove a student actually was present as reported on or before Count Day.

  3. Infinite Campus for Enrollment, Attendance, and Withdrawal • The teacher must mark the student’s attendance in Infinite Campus for each period of attendance. • The teacher signature and date on the Attendance Summary Report are required by the Nevada Department of Education Auditors. • If there is more than one page for the Attendance Summary Report (ASR), both pages must be signed and dated. • The teacher is verifying the absence NOT the reason for the absence. • The teacher must check to be sure the E for Enrollment, the W for Withdrawal, the R for Re-Enrollment, or the NS for No Show are present on the ASR on the date of occurrence.

  4. Infinite Campus (continued) • The ASR MUST be kept in order by date with the most current week on top. These reports must be retained at the school site for 2 years. • Secondary may file reports by period with most recent date on top. • Each teacher’s ASR must be kept in a separate binder/folder. • The 2011-2012 legend of attendance symbols must be affixed to the front of a binder/folder containing the ASR. • School districts are required by statute to have their attendance symbols approved each year by the Superintendent of Public Instruction. Do not use any other symbols for attendance.

  5. Taking Attendance: • In Infinite Campus you will note that you can have three choices when marking attendance; present, absent, and tardy. • If you mark ‘tardy’ and the student is excused, write EMI in the comments. • A process will run nightly to convert T to EMI. • This process also changes A to AUK if the office doesn’t excuse the student for another reason. • Students without the EMI comment will be unexcused missed instruction or T.

  6. Teacher Grade Book • Infinite Campus is the official grade book. Manual grade books may be kept, but Infinite Campus must be used as the official grade book. • Do not delete a student’s name or grades, when a student withdraws. The student will be hidden when the office withdraws them. • Enter the name and date of each assignment.

  7. SUB ATTENDANCE REPORT (SAR) • The school MUST run a SAR for each class for every teacher EACH THURSDAY OR FRIDAY of the first statistical month. • The first three weeks, the SAR is used to verify that the information in Infinite Campus is correct. • The last week (Count Day—9/23/11) the SAR is used to verify the presence of the student in the class for apportionment. • The last SAR with student signatures is stored at the school site until the end of the school year.

  8. SUB ATTENDANCE REPORT (continued) • Teachers MUST make sure that Infinite Campus, the SAR and the number of students attending a class all balance. • The teacher should review the SAR for accuracy. • Cross off names of those students who have not physically attended. • Write in the full name of students who have physically appeared with proper documentation. • Sign and date the SAR before turning it into the office on the day received for the first four weeks of the statistical month. • Require students to sign the SAR for Count Day. This procedure is mandatory. It is a good idea to have the students sign each week to prove the student attended. • SAR will be collected by the school administrator or his/her designee.

  9. Count Day • Count Day is the LAST day of the first statistical month—9/23/11. • WCSD receives around $5,000 per student from the State’s Distributive School Accounts. Counting all students accurately has the potential for a positive impact on the District’s General Fund. • Teacher allocations are based on Count Day. • Dry Run is the previous week -- 9/15/11 -- Thursday -- for all schools. • All procedures to be used on Count Day must be followed for the Dry Run. • There is one exception—Students are not required to sign the SAR. However, student signatures on the SAR are mandatory for Count Day or the last day in session for Red Track.

  10. Classroom Head Count— Elementary • The classroom head count must match the count submitted in the required State reports. • The classroom head count will take place twice, once on the day of the Dry Run and again on Count Day. • The reports emailed to PPA&A are: Form 1 (filtered student) and Form 2 (head count verification, NV02, Enrollment Summary Report). • It is very important to correctly filter out home school, concurrent enrollment, private, charter, part-time, and pre-K non-Special Education students (typicals).

  11. Physical Head Count - Secondary • The physical head count has to match the count submitted in the required State reports. • The physical head count will take place once on the day of the Dry Run and again on Count Day, and, possibly, on the day the school is audited by the Nevada Department of Education. • An announcement is made that all students must remain in class. No passes should be given. • Students arriving late must be sent to a designated area. • Student aides must be accounted for in a consistent manner. How this is handled is a site decision.

  12. Summary Teachers play a critical role throughout the school year because they directly impact student achievement. Two very important additional responsibilities are related to what happens on Count Day. Teachers must ensure that: • The Attendance Summary Report and the grade books must be accurate. (They are essential for verifying a student’s enrollment on Count Day.) • The Sub Attendance Report, the Attendance Summary Report, and the number of students physically assigned to the class must balance.

  13. Thank You for Your Support! • This is a TEAM effort, and the PPA&A staff is a part of each school’s TEAM. • Contact PPA&A at 348-0201—if you have questions or concerns about various reports or Dry Run or Count Day. • What you do makes a difference!

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