ATTENDANCE SYSTEM
ATTENDANCE PROCEDURES
________________________ ISD
2013-2014
Attendance System Procedures Manual
PURPOSE
The purpose of this policies and procedures manual is to provide
guidance and direction to District personnel charged with the
maintenance and accuracy of student records for the purposes of
attendance accounting according to the Texas state law (Texas
Education Code (TEC), §42.006(b)) which states that every Texas school
district is required to adopt an attendance accounting system, whether
manual or automated, that includes procedures that ensure the
accurate taking, recording, and reporting of attendance accounting
data. District staff must report attendance information through the
Public Education Information Management System (PEIMS) to the
Texas Education Agency (TEA). The TEA then uses this attendance data
to determine the allocation of Foundation School Program (FSP) funds
to the district.
The Student Attendance Accounting Handbook provides districts and
charter schools with the Foundation School Program (FSP) eligibility
requirements of all students and the minimum requirements of all
student attendance accounting systems.
1
First Day Procedures
Attendance Clerk
1) 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) Date of Birth
b) Grade Level (age over or under the normal range for a particular grade level)
c) Eligibility Code and Entry Code (code 1 = full day student; code 2 = half-day)
d) Special Program Codes
e) Sex
2) Print the Class Rolls (SGR0900) for each period of the day and distribute to each teacher. Also
provide the teachers with their instructions included at the end of this document.
3) As soon as possible after 2nd period attendance is submitted by every teacher, the clerk shall
withdraw all students as “no shows” who were marked absent by the teacher.
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”.
c) When prompted to withdraw student from special programs, click “yes”.
NOTE: The 44 codes can be changed later to the appropriate code, but the student will still be a No
Show.
4) Print reports for verification:
a) Registration Report SRG2200 Student No Show Report
b) Attendance Report SAT1000 Campus Recap Report
c) Attendance Report SAT1400 Schedule of Age/Grade Distribution.
(Select option to print the First Day Principal’s Report)
d) Daily Attendance Summary SAT0400.
(Select to print the from and to dates for the first day of school)
e) Membership Summary SAT2200.
5) Make necessary corrections to student demographic information and/or withdrawal records to
reconcile membership totals. Reprint reports as necessary.
6) Call Administration Office with a total student count.
7) File first day reports for auditors.
2
Daily Attendance Procedures
Teachers
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_______ a.m. is the official “Attendance” time for _______ISD for ____________ Elementary
School Campus
_______ a.m. is the official “Attendance” time for _______ISD for ____________ Middle School
Campus
_______ a.m. is the official “Attendance” time for _______ISD for ____________ High School
Campus
All teachers will submit attendance promptly on txGradebook for the ADA period and for all other
class periods during the day (usually secondary campuses).
Substitute teachers will be provided class rosters and they shall mark absent students at the
appointed time and sign/date the form. The roster will be retrieved by the attendance office and
posted for the teacher by the attendance clerk. This document will be filed for audit purposes.
Daily Attendance Procedures
Attendance Clerk
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Pre-Post attendance (ISS, DAEP, a parent called in, UIL absences, Field trip absences (non-UIL), etc…)
Withdraw and Enroll students as necessary in Registration module (withdraw student on next school
day if he/she was in attendance at official attendance time)
Monitor attendance submitted by all teachers; input attendance for substitutes
Elementary
o When attendance is complete in txGradebook, print SAT0500 Attendance Summary, make
corrections in TXEIS (it may take a few days to get the proper documentation-reprint and
replace the SAT0500)
o Print & verify SAT0400 Daily Attendance Summary
o Print & verify SAT2200 Membership Summary
Secondary
o Monitor student attendance throughout the day
o Verify questionable absences submitted by teachers
o Make necessary corrections
o Change Unexcused absences to Excused as phone calls/notes from parents are received
o Print SAT0500 Attendance Summary make corrections in TXEIS (it may take a few days to get the
proper documentation-reprint and replace the SAT0500)
Print & verify SAT0400 Daily Attendance Summary
Print & verify SAT2200 Membership Summary
Correct errors in TXEIS and re-print reports as necessary
File all reports and absence notes and documentation in an orderly manner and in a secure location.
Other reports may be run according to your needs. Examples include:
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Print & verify SAT1000 Campus Recap
Print & verify SAT0700 Student Attendance Summary
Print & verify SAT1500 Daily Attendance Report
Print & verify SAT1600 Daily Attendance Report II
Print & verify SAT0300 Attendance File Proof List
3
Daily Backups
PEIMS Coordinator or Tech person
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Nightly backups are performed by Region 14 Education Service Center and uploaded to FileBanc (a
data backup company). These backups are available for 7 days and are stored on multiple servers
around the country. In the case of an emergency, databases can be downloaded from anywhere
with an Internet connection and loaded on a Sybase SQL server.
End-of-Cycle Procedures
Attendance Clerk, Teachers, Counselors, Principals, Special Program Directors
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Special Program Verification:
o For Bil/ESL, GT, and PRS print the SRG1200 Student Status Changes by Program.
o Make an At-Risk list using the Create Demo Report, and filter the list to include only at-risk
students.
o Career & Technology should also be reviewed using the SGR1650 Vocational Audit Report from
Grade Reporting.
o Special Ed lists will be generated and distributed to diagnosticians and speech therapists.
o The responsible person needs to sign and verify the report.
o Update TXEIS data as necessary prior to the last day of the cycle.
Enrollment Verification:
o Follow the Attendance Reconciliation Balancing Instructions provided by Region 14 each year.
o During the last week of the 1st grading cycle and 4th grading cycle, High School and Middle
School campuses, print SAT0671 – Teacher Membership Roster By Period. Elementary
campuses print SAT0670 – Teacher Membership Roster by Control Number. Distribute to
teachers with instructions for them to verify enrollment of students in their 2nd period or
homeroom class. (note: AEP/ISS students may still be enrolled in their classes; absent students
are still enrolled)
o The teachers must sign and date the class list and return to the attendance clerk.
o Attendance Clerk will verify that all class lists have been returned and verified (signed) by the
teacher.
o Reconcile the numbers per grade level with the SAT1000 Campus Recap Report for the As of
Date that you will run for SAT0671 report. Use the Attendance total (for Record Status 1, 2 ,3)
for Active Code 1 for the total of students that you will use to balance.
o Adjust your total on this page to the total you received after processing your errors and have the
appropriate staff sign.
o File Membership Summary with end-of-cycle reports
End-of-Cycle Reports
o Student Attendance Summary (SAT0700 Cumulative Attendance Info by student with some Sp.
Pop. Info) (Specify semester/cycle, sort alpha)
o Student Detail Report (SAT0600 by student, report documents status changes and list absences)
(Specify date range by 6 weeks or cumulative for the year, sort alpha) Correct any errors
generated by this report immediately and reprint the report. Clerk & Principal must sign
report.
o Camus/District Summary Report (SAT0900 by cycle – Write in clerk’s name as contact person
and obtain principal’s signature).
o Entry/Withdrawal Summary (SAT1700 – by cycle or date range)
o Attendance Proof List (SAT0300)
4
o
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Excessive Absence Letters (SAT1200)
Perfect Attendance Report (SAT1900)
Six Weeks FTE Report (SAT2100)
All reports should be filed together (make additional copies as needed).
End-of-Year Procedures
Attendance Clerk, Principal
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Sp Ed must have all changes, etc. keyed in before you run attendance reports
Print the following reports for the entire year (in addition to the cycle reports you’ve previously
printed)
o SAT0600 Student Detail Report
o SAT0900 Campus/District Summary Report ran by semester for each campus (fill in contact
information and obtain principal’s signature)
o SAT0900 Campus/District Summary Report processed by district for each semester (fill in
contact information and obtain superintendent’s signature.)
o SAT1700 Entry/Withdrawal Summary
All reports for the entire year should be filed together with an official calendar and a signed grade
sheet for each class by all teachers. All forms and reports will be verified by each campus principal
and stored in the records room.
All boxes will be labeled with person responsible and number of boxes for each campus
A document will be files in the Business Office or with the PEIMS coordinator stating where the
attendance reports are located for each campus and campus secretary and principle responsible
for the year.
5
__________________ ISD
PEIMS Coding Responsibilities
Program
Reference
Position(s) Responsible
Person Responsible
General Attendance
Maintenance and
Security
SAAH
Section III
Campus Principals
HS – John Doe
JH – John Doe
EL – Mary New
TYC – John Doe
Special Education
SAAH
Section IV
_____________ Coop
John Doe
Career and Technology
Ed
SAAH
Section V
CATE Coordinator
John Doe
Bilingual/ESL
SAAH
Section VI
Bilingual/ESL Coordinator
Tammi Tuna
Prekindergarten
SAAH
Section VII
Elementary Principal
Blake Smith
Gifted and Talented
SAAH
Section VIII
G/T Coordinator
Blake Smith
Candy Cane
Pregnancy Related
Services
SAAH
Section IX
Counselor
Jane Doe
Non-Traditional
Schools
SAAH
Section X
Campus Principals
HS – Benny Horace
JH – Robby Mace
EL – Blake Smith
TYC – Candy Cane
At-Risk
DS E0919
At-Risk Coordinator
Secondary – John Doe
Elementary – Mary New
6
First Day Procedures using TxEIS Applications
Attendance Clerk (Mary Beth Bestest)
1. 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) Date of Birth
b) Grade Level (age over or under the normal range for a particular grade level)
c) Eligibility Code and Entry Code (code 1 = full day student; code 2 = half-day)
d) Special Program Codes
e) Sex
2. Print the Class Rolls (SGR0900) for each period of the day and distribute to each teacher. Also
provide the teachers with their instructions included at the end of this document.
3. Secondary Campuses: As soon as possible after 2nd period attendance is submitted by every
teacher, the clerk shall withdraw all students as “no shows”. These are the students that the
teachers marked as not here and also have been verified that they were for sure not anywhere
else on campus. For elementary campuses, as soon as possible after their Official ADA
Attendance is submitted by every teacher, then the clerk shall withdraw all students as “no
shows”. These are the students that the teachers marked as not here and also have been
verified that they were for sure not anywhere else on campus.
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”.
c) When prompted to withdraw student from special programs, click “yes”.
4. NOTE: The 44 codes can be changed later to the appropriate code, but the student will still be a
No Show.
5. Print reports for verification:
a) Registration Report SRG1950 Student No Show Report
b) Attendance Report SAT1000 Campus Recap Report
c) Attendance Report SAT1400 Schedule of Age/Grade Distribution.
(Select option to print the First Day Principal’s Report)
d) Daily Attendance Summary SAT0400.
(Select to print the from and to dates for the first day of school)
6. e) Membership Summary SAT2200.
7. Make necessary corrections to student demographic information and/or withdrawal records to
reconcile membership totals. Reprint reports as necessary.
8. EMAIL Administration Office with a total student count.
9. File first day reports for auditors.
7
Somewhere Junior High
2013-2014
st
1 Day, period Procedure
DO NOT TAKE ATTENDANCE IN GRADEBOOK ON THE FIRST DAY OF SCHOOL.
USE THE ATTACHED CLASS ROLLS
1st period teachers:
FIRST PERIOD 7:50AM-8:35AM
On the first day of school, August 27, 2012, ALL SOMEWHEREJH students will report to
their 1st period class.
 The bell will ring at 7:45am and then hopefully by the time the tardy bell rings at 7:50am
the students will have found where they are supposed to be. Once the bell rings, DO NOT
LET ANY STUDENT LEAVE YOUR CLASS FOR ANY REASON. Give the students
UNTIL 8AM to get where they are supposed to be.
 Using the attached 1st period class roll mark a single line through the student’s name if a
student is on the attendance roster but not in class. Add the student’s name at the bottom
of the class roll if a student is in class, but not on the class roll. Sign and date the roster in
ink, and then tape that roster to the outside of your classroom door.
 While you have your students 1st period, please make sure they all have a schedule and
that they all know where their 2nd period class is located. Also during this time, please
take up any forms that the students might have to turn in. Remind them that all the
forms that were in their enrollment folders need to be signed and turned in by the end
of the week.
A bell will ring at 8:35am to release the students
to go to their 2nd period class.
Subsequent days attendance posting procedures!
(2nd day of school thru the end of the year)
Attendance will be taken each period using the txGradebook program.
I will need 100% of staff to do attendance
EACH AND EVERY PERIOD, EACH AND EVERY DAY.
This is very important!
8
Somewhere Junior High
2013-2014
OFFICIAL
1 Day (ADA) Attendance Procedure
st
DO NOT TAKE ATTENDANCE IN GRADEBOOK ON THE FIRST DAY OF SCHOOL.
USE THE ATTACHED CLASS ROLLS
2nd period teachers:
Official Attendance time is 08:50AM
SECOND PERIOD 8:40AM-9:25AM
DO NOT LET ANY STUDENT LEAVE YOUR CLASS FOR ANY REASON.
Using the attached 2nd period CLASS ROLL, each teacher should:
o Mark a single line through the student’s name (The name must remain legible) if a
student is on the attendance roster, but not in class.
o Add the student’s name at the bottom of the attendance roster if a student is in
class, but not on the attendance roster.
o Count the number of students in your class.
o Verify that the number shown on the attendance roster matches your head count
(after taking into consideration new students and no-shows).
o Write the total number of students in the classroom in the bottom left corner of
the attendance roster.
o Sign the roster in ink.
o Tape your class roll to the outside of the door of your classroom (or somewhere
close to that)
o At 8:50am, office staff will come by each classroom to collect the class roll.
o DO NOT LET ANY STUDENT LEAVE YOUR CLASS FOR ANY REASON.
This is an auditable document…and must be correct
for all teachers!
Subsequent days attendance posting procedures!
(2nd day of school thru the end of the year)
Attendance will be taken each period using the txGradebook program.
I will need 100% of staff to do attendance
EACH AND EVERY PERIOD, EACH AND EVERY DAY.
This is very important!
9
Somewhere Junior High
2013-2014
st
rd
1 Day, 3 - 8th periods Procedure
DO NOT TAKE ATTENDANCE IN GRADEBOOK ON THE FIRST DAY OF SCHOOL.
USE THE ATTACHED CLASS ROLLS
 Using the attached period class roll, mark a single line through the student’s name if a
student is on the attendance roster but not in class. Add the student’s name at the bottom
of the class roll if a student is in class, but not on the class roll. Sign the roster in ink.
 Remind students that all the forms that were in their enrollment folders need to be
signed and turned in by the end of the week.
Subsequent days attendance posting procedures!
(2nd day of school thru the end of the year)
Attendance will be taken each period using the txGradebook program.
I will need 100% of staff to do attendance
EACH AND EVERY PERIOD, EACH AND EVERY DAY.
Throughout the school year! If a student is incorrectly showing up on your class
roll anytime during the year, please make sure it is corrected in the front office.
Your class roll should reflect the change by the next school day!!
Students should not remain on your roll sheet if they have changed classes or
withdrawn from school!
This is very important!
10