Guidelines for Verifying Proper Attendance Coding and Correcting Attendance Data

ag5200A-Verifying Proper Attendance Coding & Correcting Attendance Data Errors

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

Attendance Errors identified within thirty (30) days from the date in question for absences in the same School Year– Attendance Change Tracking Report, Tardy & Early Leave Report, Daily Attendance Summary Report, and all other attendance errors identified.

Attendance errors are to be corrected at the school-building level. Should an error be identified, the following steps should be taken:

A. A copy of the student’s Period Detail Report reflecting the current information shall be printed before any changes are made.

B. Errors made on multiple students in one day can be documented on the Daily Attendance Summary Report instead of printing the Period Detail Report for each student. This documentation should be filed in the daily attendance file for the date specified on the Daily Attendance Summary Report.

C. The secretary shall make the necessary change(s) to update the record(s) for accuracy. Information regarding the change(s) shall be made in the “Comments” field. A copy of supporting documentation shall be kept in the appropriate attendance file, as determined by the Department of Student Services. Include all pertinent information regarding the error and reference the documentation used to justify a change to the attendance data. Such information may include, but is not limited to the following:

1. Documentation, in the form of a written statement or verbal statement recorded on the Student Absence Notification Form, as defined in Board Policy 5200.01 excusing the absence that was received within the timeframes established pursuant to the same but that was not properly coded.

2. Any logs for late arrival or early leave.

3. Discovery that written documentation as defined in Board Policy 5200.01 excusing the absence was not received and was also not properly coded.

4. Identification of an error or omission in the Unknown Absence Report, the Tardy and Early Leave report, the Daily Attendance Summary Report, or any other attendance report that identifies an error.

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Accessing the Students Attendance Tab

The Attendance tab can be used to edit or delete an attendance event. 

Path: Attendance Office > Attendance

1. Click on Attendance Office.

2. Select the student’s name or student number.

3. Click Open Student Search Box.

4. Type the student’s name.

5. Click on the Search icon.

6. Select the Student.

The attendance screen will then populate.

Printing a Students Period Detail Report

1. Go to the student’s Attendance tab.

2. Click on Period Detail

3. Select the information you want to include in the report.

4. Click on Generate Report and Print or Save the Report before making any corrections to be uploaded to the student’s attendance repository. You will also upload the documentation received that supports why you are adding the absence.

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Adding a New Event Using the Student's Attendance Tab

When the attendance office is notified in writing of an omission of an attendance event, i.e., a student believed to be present, was absent.  The attendance event will need to be added.  Do not accept verbal notifications of errors. 

1. Click the New icon at the top of the Attendance tab.

2. Click on the calendar to select the date or type the date of the attendance occurrence in the Date field.

3. Click the Refresh button.

4. In the code drop-down menu, select the attendance code.

5. Enter Comments according to documentation.

6. Click on Fill Down if the absence goes through the entire day. If the absence was only for specific periods, just select the affected periods to correct.

7. Click Save when finished. You will need to upload the documentation received that supports why you are adding the absence and the student’s Period Attendance Detail Report before making the correction.

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Correcting an Existing Attendance Code

If you find that you coded a student’s attendance incorrectly and need to update the coding, you can change a student’s attendance code from their Attendance Tab or while you are on the Daily Attendance Processing Screen.

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Deleting an Attendance Event

If an attendance event is recorded in error the office must be notified in writing of the error.  The notification must include the students name, date of absence, and signature of staff member reporting the error (email preferred).  Verbal notifications are not permitted.

To Delete an Entire Day’s Attendance

To Delete Attendance from Specific Periods

Upload the student’s period attendance detail report and the documentation received to initiate this correction to the student’s attendance repository. If you are using the Daily Attendance Summary Report to correct multiple students on the same day, you would document corrections on the report and file that in the Daily Attendance File.

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Accessing the Students Attendance Tab

The Attendance tab can be used to edit or delete an attendance event. 

PATH:  Student Information>General>Search for the student>Attendance tab

1. Click the Index tab.

2. Click Student Information.

3. Click General.

4. Click the Search tab

5. Type in the student’s name to search for them.

6. Click Go

7. Click Attendance Tab

Printing Students Period Detail Report

1. Go to the student’s Attendance tab.

2. Click on Period Detail.

3. Open the report and print it.

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Adding a New Event Using the Student's Attendance Tab

When the attendance office is notified in writing of an omission of an attendance event, i.e., a student believed to be present, was absent.  The attendance event will need to be added.  Please do not accept verbal notifications of errors. 

1. Click the New icon at the top of the Attendance tab.

2. Enter the date of the attendance occurrence.

3. Click the Refresh button.

4. In the Code drop-down menu, select the Attendance code.

5. Enter Comments according to documentation.

6. Click Save when finished.

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Editing an Attendance Code on the Attendance Tab

Attendance codes can be edited when a Board approved reason for the absence(s) is provided by the parent/guardian and/or professional provider within one week of the date of absence.  Before excusing an absence verify that Principal approval is not required.

A Request for Principal Approval of an Excused Absence Form must be completed when absence documentation is:

• Received after one week from the date of absence

• The student has reached 9 Parent Authorized Absences

• The reason for absence is not a board approved reason

• The student(s) is traveling Out of the Country

• Vacations (must be pre-approved via Principal Approval Form).

To change a student’s attendance code on their attendance tab:

1. Click the student’s Attendance tab.

2. Click on the date of the absence.  

3. In the Code field, click the down arrow to select the applicable attendance reason.

4. Enter Comments according to documentation.  The comments entered here are displayed on the Portal.

5. Click Fill Down to copy the attendance code and comments to the remaining fields.  Be mindful that you don’t overwrite existing recorded attendance.

6. Click Save.

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To change a student's attendance code from the Daily Attendance Screen.

The Daily Attendance screen allows users to see at a glance all students who have an attendance event (absence/ tardy/early leave etc.) for a selected day.  Attendance can be edited from here by clicking on the attendance event. 
Board policy expectations are for parents/guardians to notify their child’s school of the student’s absence by 9:30 a.m.  The phone call is to be recorded on the Student Absence Notification form.  The form, note from parent/guardian, or document from a professional provider, is used to edit the student’s absence, tardy, or early leave.

1. Select the Attendance Code from the drop-down list. Reference the Attendance Codes document for a complete list of Attendance, definitions, and documentation needed

2. Enter Comments.  Comments entered here display on the portal.

3. Click Fill Down.

4. Click Save. Note: the above edits can also be made by using the student’s Attendance tab.

**Unexcused absences from previous days should be edited to the appropriate attendance code when a note is received from the parent or if supporting documentation is provided from an authorized source, i.e. medical professional, college visitation, court-provided documentation, etc.

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Deleting an Attendance Event

If an attendance event is recorded in error the office must be notified in writing of the error.  The notification must include the student's name, date of absence, and signature of the staff member reporting the error (email preferred).  Verbal notifications are not permitted.

Before making any deletion, print the Period Detail report.  Leave all report options default.

Click the student's Attendance tab.

1. Click on the date of the absence.

2. Click on the period(s) to be modified.

3. Click the Clear button.

4. Click Save.