Fayette County Public Schools
Kentucky Department of Education
2012 - 2013
Attendance Review
Overview
Each year the Kentucky Department
of Education (KDE) conducts a
district attendance review (a.k.a.
“audit”). As part of the process
each year they select approximately
one-fourth of the district’s schools
to receive an individual,
comprehensive review of their
attendance processes.
The FCPS review for the 2012-13
school year is scheduled for
December 14th – 21st, 2012.
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Scope of the Review
The KDE attendance review of school
districts helps them determine if
schools are implementing the
following requirements:
• Providing the required amount of
instructional time to students
• Properly using and recording data
from sign-in/sign-out log
• Assigning students proper
transportation codes
• Completing required Home/Hospital
guidelines
• Properly tracking attendance for all
students
When sampling a school’s attendance
records, the reviewer uses a ‘random
selection’ technique.
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FCPS Details
• Schools need to work now to
ensure accuracy! The review is
based on:
– Information entered by each school
in Infinite Campus
– Only records for the first two
attendance months
• Jill Mosow, Attendance Analyst,
will work closely with each school
to facilitate, gather and compile
the necessary requirements.
• When the auditors come to your
building – YOU WILL BE READY!
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School Level Review
• Attendance taken once each day in
Elementary and each period in High
School 1a
• Schedule Gaps 1b
• Entry/Exit Logs completed correctly
and entered accurately in Infinite
Campus 2/3
• Master or Bell Schedule/Calendar
Information 4/4a
• Virtual and/or Performance Based
Courses 5/6
• Register Reports & ADM/ADA
Reports 7
• Transportation Codes 8
• Withdrawal Code Documentation 9
• Suspensions 10
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School Level Review
• Absences where students are
counted as being present to
school: Educational
Enhancement Opportunity (EHO);
Armed Forces Day (AFD) and
Armed Forces Rest &
Recuperation Day (AFR) 11/12/13
• Partial Day Enrolled Students 14
• Underage and Overage Students
15
• Vocational Students 16
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Recording Pupil Attendance – 1a
• The auditor will run the “Teachers
not taking attendance” report for
several days. See page 49 of the
Attendance Manual.
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Schedule Gaps – 1b
Students without complete schedules
keeps attendance from calculating
correctly, thereby preventing school
districts from receiving entitled
funding. Schedule Gaps can be
found:
1. By running an Infinite Campus
“Schedule Gap Report”
2. Review of students’ Infinite
Campus schedules
3. Review of students’ Infinite
Campus “Attendance Tab” –
enrolled days vs. scheduled days
(unless the student is a partial day
student they should be equal)
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Schedule Gaps – 1b
Run the Schedule Gap Report and verify there are no students
displayed. See page 52 of the Attendance Manual.
Specified dates
having schedule
gaps
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Schedule Gaps – 1b
Start Dates for courses do not equal enrollment date of
student
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Schedule Gaps – 1B
“Enrolled Days” does not equal “Scheduled
Days”. Student is not a Partial Day student.
These numbers should match.
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Entry/Exit Logs – 2
Examine the entry/exit log and
determine if the following
information is included…
• Date
• Student Name
• Time of arrival or departure
• Student grade/homeroom
• Parent/guardian signature for
elementary student sign-outs.
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Entry/Exit Logs – 3
Determine if the entry/exit log is properly
used and maintained.
The auditor will check many things:
• Are parents filling out the log correctly?
• Are there scribbles, white out, marker,
etc on the logs?
• Are the logs kept for two full school
years?
The auditor will randomly pull four days of
logs from the first two months of school
and verify the data was entered correctly
in IC.
Ensure that times recorded on the
Entry/Exit logs are identical to the time
recorded in IC. The Entry/Exit log is the
source document!
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Master Schedule – 4 / 4a
• Schools must ensure they provide
the state’s minimal instructional
day (365 minutes for FCPS) as well
as the minimal number of
instructional days (177 for FCPS).
• By law, copies of schools’ current
Master Schedules:
– Must be on file with Pupil Personnel
– Must show both instructional and
non-instructional time.
• Times shown on a school’s Master
Schedule must mirror times
entered in Infinite Campus.
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Master Schedule – 4 / 4a
• The auditor will look for your
Master Schedule. Best Practice –
Place it by the checkin/out log. If
not by the checkin/out log it must
be visible where all visitors can
see it.
• The auditor will compare the
posted Master Schedule with the
Board approved schedule. Make
sure the Master Schedule
submitted to the DPP office is
what is posted for visitors to
review.
• For more info, see the Attendance
Manual, Page 9, #4
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Master Schedule – 4 / 4a
Examples of non-instructional activities:
• Graduation practices
• Honors ceremonies for activities not
related to core content
• Daily announcements not related to core
content
• Recess, where students are allowed to
have free play. PE or Structured Physical
Activity (SPA) is counted as part of the
instructional day.
• Nap time
• Resting
• Preparing to dismiss
• Dismissing buses before the end of the
school day
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Virtual High School - 5
If your school has Virtual High
School students, the auditor will
review the Infinite Campus to be
sure they are set up correctly.
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Performance-Based Courses
Performance Based Courses are
funded based on when the student
passes the course, not how much
time the student spends in the
course. This does not include Band,
Drama, Art, PE, etc.
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Teacher’s Record of Daily Attendance - 7
• The auditor will ask to see your
monthly attendance reports for
months 1 and 2. Please have
these organized and ready.
• Make sure each report has a
Principal or Principal’s Designee
signature on it. Even if the report
does not have a signature line,
the end of each grade level must
be signed.
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Transportation Codes – 8a
• Students coded with a T5
transportation code in Infinite
Campus must have “special
transportation” designated on the
Related Services page of their IEP.
• IEP Related Services page to cover
the first two Pupil Months must
be provided for the audit.
• The Related Services page must
state the student needs special
transportation, and the student
must also use the transportation
provided!
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Transportation Codes – 8a
Run a list of T5s for months 1 and 2:
1. Follow the steps in the
Attendance Manual to print the
report. Page 53, Elem; Page 56
Sec.
a) For “School Month”, select
months 1 and 2.
2. Have your Special Ed Facilitator
verify every student on the list
before the audit. The student
must be eligible per the Related
Services page in the IEP.
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Transportation Codes – 8b
• The fall Transportation Verification will
be used for the review as
documentation that Tcodes were
assigned correctly based on:
– The student’s address
– The distance from the bus stop to school
• The auditor will take a sample
(maximum of 20 students) from the
month 1 and 2 ADM/ADA Detail reports.
Each student chosen must have
sufficient documentation on file to
support the code entered in IC.
• Run a list of all students enrolled for
months 1 and 2, verify you have
documentation on file for the
transportation code in IC.
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Withdrawal Codes - 9
• Run a list of all withdrawals and have available for
the auditor.
– Go to Index > Student Information > Reports >
Enrollment Status
– Select the following:
• Grade – All Students
• Start Status – All
• End Status – All codes except for W01
• The auditor will look specifically at the following
codes to verify you have a request for records to
match and vice versa:
– W07 – Communicable medical condition
– W08 – Death
– W12 – Under jurisdiction of the courts with a
petition
– W17 – Kindergarten student in the primary
program withdrawn within the first two pupil
months due to immaturity or school/parent
mutual agreement
– W20 – Withdrawn to home-school
– W21 – Transferred to a non-public school
– W22 – Transferred to another public school district
or moved outside of the US
– W23 and W25 – Sixteen or older and has dropped
out of school
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Withdrawal Codes - 9
Documentation for withdrawal
codes can include:
– Requests for records
– Written and signed statement from
the parent/guardian that student is
moving out of the US
– Infinite Campus “Records Transfer”
tab screen shots showing other KY
school district enrollment. See the
Attendance Manual, Page 20,
“Printing a Records Transfer
Request”
– Completed and signed dropout
questionnaire
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Suspensions - 10
• Suspension data in behavior must
match suspension data in
attendance. The Suspension
Attendance Linkage report must
be free of errors!
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Educational Enhancement Opportunity - 11
• EHO – Students may be granted
up to ten days to pursue an
educational enhancement
opportunity as approved by the
Director of Pupil Personnel.
• Documentation of DPP approval
will be reviewed by the auditors.
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Armed Forces Day - 12
• AFD – Students having a
parent/guardian who is an active
member of the military may be
granted one day for deployment
and an additional day for the
return from deployment.
• Documentation will be reviewed
by auditors.
• Documentation must include a
signed statement from a
parent/guardian regarding the
student’s absence from school
due to a deployment or return.
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Armed Forces Rest & Recuperation Day - 13
• AFR – Students having a
parent/guardian who is an active
member of the military stationed
out of the country and granted a
Rest and Recuperation Leave may
be granted up to ten days for
visitation.
• Documentation will be reviewed by
the auditors.
• Documentation must include a
signed statement from a
parent/guardian indicating the
student’s absence was due to
visitation for Rest and Recuperation
Leave for a parent/guardian.
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Partial Day - 14
Students enrolled and allowed to
attend only part of the day are:
• Half Day Kindergarteners
• Have board or superintendent
approval
• Have IEPs indicating due to
special needs they cannot attend
a full day of classes
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Overage/Underage Exceptions - 15
• Students not five years old for
kindergarten or six years old for
first grade by October 1st are
considered “underage” by
Kentucky law. If a school does
enroll a student not within the
age guidelines, the district gets no
Average Daily Attendance (ADA)
funding for him/her.
• Once a student reaches the age of
21 he/she is by Kentucky law
classified as being “overage” and
ADA funding terminates.
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Underage
Under certain conditions the district
can by law receive funding for
underage students if:
• The student transfers to the
district from a public school
within a state having later cut-off
dates for K/1.
• A kindergarten student found by a
committee to be best placed
academically with 1st grade age
students with the primary
program.
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Underage, con’t
• Students who meet these
conditions are granted a “waiver”
by the state
• Documentation is required to be
on-file at the school showing that
the guidelines have been fulfilled:
1) records from the previous outof-state public school showing
K/1 enrollment; or, 2) Committee
meeting minutes for a five-year
old’s placement in a 1st grade age
homeroom.
• See page 24 of the Attendance
Manual on marking a student for
an “Underage Waiver”
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Overage
• As per Kentucky law, students are
allowed to enroll in school as long
as they are not twenty-one on the
day of initial enrollment
• During the school year, once a
student reaches the age of
twenty-one, all ADA funding
stops.
• The auditors will check our
Growth Factor to ensure Infinite
Campus is not calculating
attendance for overage students.
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Attendance at State Vocational Facility - 16
• All attendance from vocational
schools (Eastside, Southside,
Locust Trace) must be sent back
to the “Home” school for official
tracking.
• Auditors will look for procedures
in place to get the data back to
the “Home” school.
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Past Audit Discrepancy Examples
• Schedule gaps on IC Schedule Gap Report
• Students arriving late on buses not
required to sign in on the Entry/Exit log
• Entry/Exit logs not properly kept with
students’ full name, time in/out and parent
signature for elementary students.
• Entry/Exit log information does not match
the school’s attendance data in IC
• Incorrect Tcodes in IC
• Invalid or incomplete documentation for
Tcodes
• Students coded as T5 do not have the need
for special transportation designated in
their IEP. The Related Services page of the
IEP does not designate a need for Special
Transportation.
• Students coded as T5 between lapses of
IEPs not changed to a regular bus code
during the period of the expired IEP.
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Past Audit Discrepancy Examples
• Documentation not on file that
parents/guardians have been notified in
writing of their child’s suspension or
dates of suspension.
• No IEPs documenting shortened day for
partial day students.
• No documentation for EHO, AFD or AFR
absences.
• Bell schedule does not list the noninstructional activities – lunch and travel
time to lunch.
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