Secretary Responsibilities

Handling COVID documentation

When a school receives information from a health care provider regarding COVID information on a student (positive test, exposure, etc.), please take the following steps per Health, Family & Community Services Director Kate King (updated Oct 14, 2020 ):

1. Secretary will upload the documentation received from the health care provider to the attendance document repository.  

2. If a paper document is received, the secretary will provide a copy to the nurse via school mailbox.  If a digital copy is received the secretary will forward a copy to the school nurse.  

Daily Attendance Processes

Attendance Rolling

During full remote learning, there is no requirement/need to roll attendance. Attendance is processed automatically at 11:30 pm based upon student and/or parent check in. Any modifications to the participation record made by the teacher are also processed at this time. When the district transitions to a blended learning model (this is currently anticipated to occur on Jan 20, 2021 but is subject to change), Elementary Secretaries will need to resume rolling attendance to account for students marked absent in the physical setting.

Excuse Processing

Attendance Notes - A report of an absence must be received from the Guardian listed in Infinite Campus and follow the board approved reasons for an excused absence.   It is recommended that you use the school email account for parents to notify the school of an absence. If a report of an absence is collected via a phone call, this shall be documented on a “Student Absence Notification Form.”  Absence notifications made from an email other than what is listed for the guardian in Infinite Campus, must be verified with the guardian.  The Student Absence Notification Form, and the Request for Principal Approval of an Excused Absence form have been saved in a fillable format.  Absence excuse notes and related absence documentation must be uploaded to the Attendance Documents Tab (see below).

Open

Request for Principal Approval of an Excused Absence	Student Absence Notification Form

Request for Principal Approval of an Excused Absence	Student Absence Notification Form
Open	Open

At this time, all students in their respective households have been assigned the same cohort in order to minimize contact during transportation as well as provide consistency for families. Cohorts can be located as a flag at the top of the screen. You can also see the group on the Attendance tab at the path shown below.

Student Information > General > Attendance Tab (see below):

Open

Correcting attendance in response to parent notification:

If the parent or student is disputing whether or not they participated, this communication needs to occur directly with the teacher, and he/she should update participation directly if appropriate.

For issues regarding lack of internet connectivity, doctor appointment, etc. these will still be handled though the attendance secretary using established procedures.

Once documentation has been uploaded you can proceed with modifying the student's attendance by following the directions below labeled Attendance Correction Procedure

Open

Attendance Correction Procedure

A new Attendance Code has been created that will be used when you have received notification of a student’s participation from either the Parent or Building Administrator.  This code will replace the Unexcused Absence and is titled “Participated in Virtual Day – VPRT.  It is imperative to follow the below directions, as the unexcused absence must be cleared prior to updating the absence with the new attendance code.

From the student’s Attendance tab, select the date of absence that requires modification. 

Modifying Attendance for a Specific Period - If you are modifying attendance for a specific period, select the period to modify from the Attendance Modification screen. 

From the code drop down list, click in the blank area to clear the absence.  After the absence is cleared the new attendance code “Participated in Virtual Day – VPRT can be entered.  Record “virtual participation verified” in the comment section for all periods that you modify.  Save attendance

Modifying Attendance for a Full Day Absence – After you have selected the date that requires modification, click on the clear button at the bottom of the Attendance Information screen to clear the Unexcused coding for all periods.  After the absence is cleared the new attendance code “Participated in Virtual Day – VPRT can be entered (enter the new attendance code in period 1 and click the fill down button to fill the coding in for the entire day).  Record “virtual participation verified” in the comment section for all periods that you modify.  Save attendance

CCS Digital Academy

Secretaries and instructional assistants monitor the student’s attendance by looking into the learning system of Apex or Edgenuity to see if students did participate but did not indicate their attendance.  If a student/parent did not check-in but completed work that day, their attendance is verified through a process by which the parent/guardian confirms their participation.  Once the participation is confirmed, the email from the parent is uploaded and attendance is adjusted appropriately to show participation.