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Student Accounting The Ins and Outs of Student Attendance for Secondary Campuses

Student Accounting Secondary CampusesAgendaAugust 17, 2011Presenter: Oscar Lopez, Student Accounting Officer Joe Rodriguez, Administrative Assistant

2011-2012 Student Attendance Accounting Handbook General Attendance Requirements Attendance Snapshot Attendance Codes Attendance Corrections StudentPLUS Report Question & Answers 2011-2012 STUDENT ATTENDANCE ACCOUNTING HANDBOOK(SAAH)2011-2012 STUDENT ATTENDANCE ACCOUNTING HANDBOOKThe Student Attendance Accounting Handbook contains all the official attendance accounting rules and regulations for all public school districts in Texas.

The handbook can be downloaded in the following link:http://www.bisd.us/Student_Accounting/forms/stu_att_hdbk_doc_11-12.doc

The 2011-2012 SAAH is available on the Student Accounting Websiteunder Student Act. Handbook.http://www.bisd.us/Student_Accounting/

1.6 About This Handbook

The Student Attendance Accounting Handbook (handbook) contains the official attendance accounting rules and regulations for all public school districts in Texas, including open-enrollment charter schools, unless otherwise specified in this document. This handbook is the official standard of required information for all attendance accounting systems, whether manual or automated. SECTION 3:

GENERAL ATTENDANCEREQUIREMENTS 3.1 ResponsibilityThe principal of each campus is responsible for reviewing his or her respective Campus Summary Reports for completeness and accuracy.The teacher who initially records an absence is responsible for the accuracy of the report and attests to the validity of the data with his or her signatureor, in the case of a paperless attendance accounting system, with his or her entry of those data using the teacher's logon with a distinct secret password

The attendance personnel generating absence summaries and/or transcribing the absences or coding information into the accounting system are responsible for adhering to all laws and regulations pertaining to student attendance accounting. 3.1 Responsibility (continued)Important: In no case should attendance personnel be assigned the responsibility of determining a student's coding information. Special program staff, directors, and/or teachers should provide attendance personnel with names and coding information of students who are eligible, whose documentation is in order, and who are being served in accordance with an individualized education program (IEP). 3.3.2 Entry and Reentry Dates The student's entry date is the first day the student is physically present during the official attendance accounting period on a particular campus. A student's re-entry date is the first day the student is physically present during the official attendance accounting period after having been withdrawn from the same campus. A student cannot be absent on either the entry or the re-entry date. Also, a student cannot be absent on the first day of school. 3.4.2 Temporary Absences and Withdrawal Your district may not withdraw a student who is temporarily absent (e.g., as a result of illness or suspension) but still a member of your district. 3.4.3 Students Whose Where abouts Are Unknown Your district should decide the withdrawal date for a student who never officially withdrew from school, but whose whereabouts can no longer be determined, according to applicable local policies. When to withdraw a student under the age of 18 with excessive absences.FEA (LOCAL)The District may initiate withdrawal of a student under the age of 18 for nonattendance under the following conditions:The student has been absent ten consecutive school days; andRepeated efforts by the attendance officer and/or principal to locate the student have been unsuccessful.NOTE: DO NOT DELETE THE TEN ABSENCES3.6 General Attendance-Taking Rules (continued)Students who are on campus and in their classrooms at the time attendance is taken must have their official attendance conducted and completed by the classroom teacher. Attendance may not be taken by students, classroom aides, or clerks. Using a "sign-in" sheet to record attendance is not acceptable. Attendance Snapshot3.6.2 Time of Day for Attendance Taking Each campus must determine attendance for all grades by the absences recorded at the one particular point in time the campus has chosen for roll to be taken (a snapshot, e.g., 9:45 a.m.) during the second or fifth instructional hour of the day or its equivalent. The selected time may vary from campus to campus within your district. However, once a time has been selected, a campus may not change it during the school year. Attendance CodesHow and When to Use them3.6.3 Requirements for a Student's Being Considered Present or Absent for FSP (Funding) Purposes A student not actually on campus at the time attendance is taken may be considered in attendance for FSP purposes if the student .is enrolled in and attending an off-campus dual credit program course. (DCP)

is participating in an activity that is approved by your local school board and is under the direction of a professional staff (UIL)

is participating in a mentorship approved by district personnel to serve as one or more of the advanced measures needed to complete the Distinguished Achievement Program (DAP)is a Medicaid-eligible child participating in the Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) programs implemented by the Texas Health and Human Services Commission. Such students may be excused for up to 1 day at a time without loss of ADA. (MED)

misses school for the purpose of observing religious holy days, including traveling for that purpose. (REL)

is in Grades 6 through 12 and misses school for the purpose of sounding Taps at a military honors funeral held in Texas for a deceased veteran. (TAP)

misses school for the purpose of attending a required court appearance, including traveling for that purpose. (CRT)

misses school for the purpose of serving as an election clerk, including traveling for that purpose (ELC)

misses school for the purpose of appearing at a governmental office to complete paperwork required in connection with the student's application for United States citizenship, including traveling for that (GOV)

misses school for the purpose of taking part in a United States naturalization oath ceremony, including traveling for that purpose. (USN) is temporarily absent because of a documented appointment with a health care professional.61 To be considered temporarily absent, the student must begin classes or return to school on the same day of the appointment. The appointment should be supported by a document, such as a note from the health care professional.65 The appointment must be a face-to-face consultation with a health care professional. A consultation over the phone or via video (telemedicine) is not considered an appointment with a health care professional. (MED)Examples of health care professionalsThe Texas Health and Safety Code, 105.003, requires the statewide health coordinating council to collect information on the following professionals, any of which would be considered examples of health care professionals.audiologistschiropractorslicensed professional counselorslicensed chemical dependency counselorsdentistsdental hygienistsemergency medical services personnelmarriage and family therapistsmedical radiologic technologistslicensed vocational nursesregistered nurses certified nurse aides occupational therapists optometrists pharmacists physical therapists physicians physician assistants psychologists social workers speech-language pathologists

is in his or her junior or senior year of high school and misses school for the purpose of visiting an institution of higher education accredited by a generally recognized accrediting organization to determine the student's interest in attending the institution. (UNI)Attendance Attendance need to be recorded daily.

All campuses are required to enter the proper attendance codes based on the documentation provided by the students or teachers.

Attendance clerks are responsible of entering the proper attendance codes to StudentPLUS.Attendance CodesThere is a total of 25 attendance codes available.21 attendance codes are equivalent to present3 attendance codes are equivalent to an absence1 attendance code used only during the first week of school

The attendance code specify what kind of attendance was recorded for each day the student was not physically in the instructional classroom.Attendance Codes Equivalent to a Present 1 = 1st Day In SchoolADM = with administratorCOU = with counselorEXT = extra curricular activityFTR = approved field tripMED = health care appointmentNUR = in nurses officePRE = presentREL = religious holy dayAttendance Codes Equivalent to a Present (continued)ISS = in school suspensionTDY = tardyTES = testingUIL = UIL activityCRT = req. court appearance

Attendance Codes Equivalent to a Present (continued)DAP = distinguish achievement programDCP = dual credit programELC = election clerkGOV = governmental office for U.S. citizenshipTAP = military veteran funeralUNI = visiting an institution of higher educationUSN = United States naturalization oath ceremonyAttendance Codes Equivalent to an AbsenceABS = absent (unexcused)OSS = out of school suspension (excused absence)EXA = excused absence

Other Attendance CodesNS = NO SHOW Used only the first week of school until campus has indentified the no show and withdrawn the students from StudentPLUS

Excused Absence The 2011-2012 Student Code of Conduct state the following on page 27.If a student is absent, the parent or guardian must call the school office that day to report the reason. Within five days of returning to school, the parent must submit a written note stating the reason for the students absence. When a student is absent, regardless of the reason, the District will take specific steps. Unacceptable Excuses for AbsencesThe 2011-2012 Student Code of Conduct states the following on pg 25.

The following are examples of unacceptable excuses for absences: truancy, missing the school bus, jobs, car trouble, trips not approved in advance, hunting, fishing, vacation, pleasure trips, birthday or other celebrations, baby-sittingNO CREDIT POLICYAccording to Policy FDD (LOCAL), any student with less than 90% (percent) attendance for the days the class is offered shall be subject to loss of credit in the course(s) where excessive absences have been recorded.In order to maintain credit, a student may not exceed the number of unexcused absences listed:

Elementary Schools18 days per year

Middle Schools9 days first semester, 9 days second semester or 18 days per year

High Schools9 days first semester, 9 days second semester or 18 days per yearAttendance CorrectionsATTENDANCE CORRECTIONSAttendance Correction Form needs to be used for all attendance corrections done.Post all attendance correction in Office Entry onlyDO NOT DELETE ANY ABSENCE CODE IN TEACHER ENTRYThe only time an attendance record in Teacher Entry is deleted, is if the attendance code is on or after the withdraw date

StudentPLUS Reports Available

Secondary CampusesAttendance is recorded in StudentPLUS under Class Attendance for all periods then 2nd period is transferred to Daily Attendance when the CLASS TO DAILY CONVERSION is generated.

You can use the Problem Report to indentify which student have a specific or more than a number of absences within a date range.

This report can be very helpful for truancy purposesPath: ReportsClass AttendanceProblem Reports

08/13/2010 Class Attendance Problem Report -- Detail PAGE: 1 992 BROWNSVILLE HIGH SCHOOL Attendance From 08/24/2009 To 10/02/2009 Selection made on codes: ABS

3:180 Occurrence Selection made on time slots: 2 Days selected: MTWRF

999999 LOPEZ, OSCAR : 09 Sex: M

Course: 052111 - 2 - 0 -- ALG IA Period: 2 ABS -- ABSENT 09/02/2009 ABS -- ABSENT 09/23/2009 ABS -- ABSENT 09/25/2009

Course: CJ1011 - 2 - 0 -- ICRIM JUSTICE A Period: 3 ABS -- ABSENT 08/25/2009 ABS -- ABSENT 08/31/2009 ABS -- ABSENT 09/01/2009 ABS -- ABSENT 09/03/2009 ABS -- ABSENT 09/04/2009

Course: 277951 - 3 - 0 -- ROTC IA Period: 3 ABS -- ABSENT 09/08/2009 ABS -- ABSENT 09/16/2009 ABS -- ABSENT 09/23/2009 ABS -- ABSENT 09/24/2009 ABS -- ABSENT 09/25/2009 ABS -- ABSENT 10/01/2009

Course: 173331 - 11 - 0 -- WRLDGEO A Period: 4 ABS -- ABSENT 09/09/2009 ABS -- ABSENT 09/11/2009 ABS -- ABSENT 09/24/2009 ABS -- ABSENT 09/25/2009 ABS -- ABSENT 09/29/2009

Course: 274501 - 12 - 0 -- ART IA Period: 7 ABS -- ABSENT 09/02/2009 ABS -- ABSENT 09/16/2009 ABS -- ABSENT 09/23/2009 ABS -- ABSENT 09/24/2009 ABS -- ABSENT 09/25/2009

Course: 010681 - 20 - 0 -- ENG IA Period: 8 ABS -- ABSENT 09/02/2009 ABS -- ABSENT 09/16/2009 ABS -- ABSENT 09/22/2009 ABS -- ABSENT 09/23/2009 ABS -- ABSENT 09/25/2009

Student Summary Report (Secondary Campuses Only)For each student, this report lists detail attendance information day by day, and period by period for a date range.The report also include a chart summarizing attendance for each period by accumulatorYou can generate the report to obtain the latest attendance for a student.

Path: ReportsClass AttendanceStudent Summary

999999 Oscar Lopez992 Brownsville High School

Student Accounting DepartmentContact InformationStudent Accounting Administrator:Mr. Oscar Lopez, Email o.lopez@bisd.usPhone: 698-3964Fax: 544-3963Administrative Assistant:Joe RodriguezEmail: jnr@bisd.usPhone: 698-0263Fax: 544-3963