Attendance Files and Student Attendance Documentation

For the purpose of data integrity and validation every school is to maintain two types of files for attendance data. Attendance documentation and filing MUST be maintained in the order outlined below.

It is required that all attendance documentation be stored at the school for 1 year according to the Records Retention Schedule. At the end of each school year, you should store all attendance documentation in an approved box clearly labeled and appropriately stored in your building.

Daily Attendance Files

There should be physical attendance files in the office to hold documentation for each school day separately. Labels for these files have been created for all schools to use on the Infinite Campus Dashboard, under the heading Attendance Files and Student Attendance Documentation. The labels display the dates for each school day in the school year that requires its own file. The following documents can be filed in the Daily Attendance File:

Student Late Arrival Log for the day
Student Release Log for the day
Route Lists of Late Buses for the day
Field trip Attendance (if applicable) for the day
Paper Rosters that are entered for the day
All Attendance Reports for the day (Daily Caller Report and Summary Report)

At the end of each school year all attendance documentation must be filed in the approved box, clearly labeled, and stored in your building for the applicable retention period. Please refer to the Records Retention Schedule Records Retention Schedule or contact the Division of Registrar for questions regarding the retention of student records.

The labels for the attendance files can be found here. The labels are for each school day of the school year.

Labels for Daily Attendance Files 2024-2025 School Year:

Individual Student Attendance Documentation

This set of files will contain attendance information for individual students. Documentation for individual students must be uploaded to the student's Attendance Repository on the student's Attendance Tab. Once you have uploaded a note and verified it has been saved in the student’s attendance repository, the excuse/note can be shredded.

The Attendance Repository is a button marked ‘Documents’ found on the student’s Attendance page in Infinite Campus. Documentation for Individual Students must be uploaded to the student's Attendance Repository on the student's Attendance Tab.

This documentation includes the following types of attendance documentation:

Excuse Notes (any documentation used to change an absence from unexcused whether from a parent, medical professional or agency)
Completed Student Absence Notification Forms
Completed Request For Principal Approval of an Excused Absence Forms
Completed Class Excused Forms
Completed Health Services Nurse Excuse Forms
Any documentation used to explain change or correction to attendance for the individual student
Printed copies of emails that document attendance corrections

Sibling Absence Notes

If you receive an absence note with multiple students on the note (siblings), make sure to upload the note to each student's respective attendance repository.

All completed student attendance forms MUST be uploaded to the Student's Attendance Repository.

Directions for uploading Student Attendance documents to the Student's Attendance Repository can be found here.