For the purpose of data integrity and validation every school is to maintain their attendance data. Attendance documentation and filing must be maintained according to the type of attendance documentation. There are two types of attendance documentation. Daily Attendance Documentation and Individual Student Attendance Documentation.
Daily Attendance Files
For the purpose of data integrity and validation every school is to maintain attendance documentation and filing MUST be maintained in the order outlined below.
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. The Daily Attendance files will contain the following documents:
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)
Labels for Daily Attendance Files 2024-2025 School Year:
Individual Student Attendance Documentation
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.