Guidelines for Verifying Proper Attendance Coding and Correcting Attendance Data

Guidelines for Verifying Proper Attendance Coding and Correcting Attendance Data

5200a - Guidance on Correcting Attendance Data Errors rev 9 16 16 EDITED 10 10 16.pdf

Beginning December 1, 2014, and thereafter, in an effort to minimize the number of attendance
data errors, schools shall do all of the following:


1. Generate the Attendance Change Tracking Report (ACTR) at least monthly by modification date.

                   a. If an attendance error found on the ACTR results in the absence being re-entered into the student information system, the error shall be corrected using the notation

                      “Corrected per ACTR” in the student information system in the “Comments” field.

                   b. Once the ACTR has been generated and any corrections that are needed have been completed, the principal shall notify his/her Executive Director

                in writing via email of this fact, including resolution of the errors. A copy of this communication shall be saved in a digital format and maintained

                on the building drive for a period of two years.

 2. Generate the Absence marked as ‘Unknown’ report (Unknown Absence Report) at least weekly. Any attendance errors found on the Unknown Absence Report shall be processed
        pursuant to the procedures outlined below.


3. Generate the Daily Attendance Summary Report daily and review the report for accuracy, take appropriate actions and store the documentation as directed by the

    Department of  Accountability and Other Support Services.


 All other attendance errors shall be processed pursuant to the procedures outlined in the following pages.


Correcting Attendance for all Errors Identified within 30 Days from the Date of Absence - Daily Attendance

Correcting Attendance for all Errors Identified 30 Days or More from the Date of Absence - Daily Attendance

Correcting Attendance for all Errors Identified within 30 Days from the Date of Absence - Period Attendance

Correcting Attendance for all Errors Identified 30 Days or More from the Date of Absence – Period Attendance



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