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

Click on Attendance Office.
Select the student’s name or student number.
Click Open Student Search Box.
Type the student’s name.
Click on the Search icon.
Select the Student.

The attendance screen will then populate.

Printing a Students Period Detail Report

Go to the student’s Attendance tab.
Click on Period Detail
Select the information you want to include in the report.
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.

Click the New icon at the top of the Attendance tab.
Click on the calendar to select the date or type the date of the attendance occurrence in the Date field.
Click the Refresh button.
In the code drop-down menu, select the attendance code.
Enter Comments according to documentation.
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.
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.

Do not add Attendance connected to behavior events; this will create an exception on the Behavior Attendance Audit Report. This attendance must be changed in the Behavior Resolution.

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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.

To change a student’s attendance code on their Attendance Tab:

Click the student’s Attendance tab.
Click on the attendance code on the date of the absence.
In the Code field, click the down arrow to select the appropriate attendance reason.
Enter Comments according to documentation. Comments entered here are displayed on the Parent Portal.
Click Fill Down to copy the attendance code and comments to the remaining fields, if this is for a full day absence. If it is for a tardy or early leave, just change the affected periods. Be mindful that you don’t overwrite existing recorded attendance.
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.

Click on Attendance Office
Select Daily Attendance Processing from the Attendance Management category.
Click on the calendar to select the date or type the date of the attendance occurrence in the Date field.
Click on the attendance code next to the student whose attendance you want to update.
In the Code field, click the down arrow to select the appropriate attendance reason.
Enter Comments according to documentation. Comments entered here displayed on the Portal.
Click Fill Down to copy the attendance code and comments to the remaining fields, if this is for a full day absence. If it is for a tardy or early leave, just change the affected periods. Be mindful that you don’t overwrite existing recorded attendance.
Click Save.

NEVER CHANGE EXCUSED & UNEXCUSED MARKS TO TARDY MARKS ON THIS SCREEN. THE MINUTES PRESENT WILL NOT CALCULATE FOR THE STUDENT.

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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

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

From the Student’s Attendance tab.

Click on the date of the absence.
Click the drop-down arrow on the period(s) to be modified.
Click the Clear button if deleting the entire day’s attendance.
Click Save.

To Delete Attendance from Specific Periods

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

From the Student’s Attendance tab.

Click on the date of the absence.
Click the drop-down arrow on the period(s) to be modified.
Click the empty space at the top of the attendance codes in the drop-down list. The attendance code will disappear and appear blank.
Click Save.

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.

Classic Look

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