Attendance Reporting

1. Attendance Reporting Presenter: Dr. Ruth Jones Florida Department of Education June 2010

2. Agenda • Local Recordkeeping Requirements • Attendance Terms and Definitions • Attendance Elements, Codes & Edits • Truancy • Attendance Reports • Entry and Withdrawal Codes • Student Locator and Dropout/Match • Importance and Uses of the Data • Resources

3. Local Recordkeeping Requirements • SBER 6A-1.044 Pupil Attendance Records • Daily attendance • Required students • District chooses time of day • No temporary records • Include dates of enrollment, withdrawal, re-entry

4. Local Recordkeeping Requirements • Sign-on indicator required • Maintain a daily log • Principal is responsible - must inspect and determine the completeness and accuracy of the records • Accessible for state auditing

5. Attendance Terms and Definitions • ABSENCE: nonattendance, not physically present at school or at a school activity. • ATTENDANCE: presence at the school or at an educational activity which constitutes part of the approved school program for that student.

6. Attendance Terms and Definitions • Absence Classification • EXCUSED: Allowable absence in accordance with school district policy. • UNEXCUSED: Absence which is not in accordance with school district policy. • Tardy is the absence of a student at the time attendance is taken provided the student meets the definition for being present before the close of the day/period.

7. Attendance Terms and Definitions • Average Daily Attendance (ADA) • Average number of students present each day school was in session. • Average Daily Membership (ADM) • Average number of students on the current roll of the school each day school was in session.

8. Attendance Elements Local • Attendance, Daily • Attendance, Period – for students in grades 9-12. State Reporting • Days Absent, Annual • Days Absent, Annual Unexcused Not Related to Discipline • Days Absent, Summer Terms • Days Present, Annual • Days Present, Summer Terms

9. Attendance Codes

10. Attendance Codes

11. Attendance Edits • At least one record must exist for each active school on the MSID file. • The percent of days present must be less than 100 for a school. • The percent of days present must be greater than or equal to 90 for a school. • The percent of days present in the summer term must be greater than or equal to 95.

12. Truancy • Uniform Management Information and Reporting System (UMIRS) – USDOE/NCLB. • Truant – at least five unexcused absences. • 180 day school year only. • Do not include those due to disciplinary actions (suspension/expulsion). • Use Days Absent, Annual - Unexcused Not Related to Discipline.

13. Attendance Reports • CICS Reports for Request Menu at NWRDC. • By school. • End of year report. • F70488: Student Average Daily Attendance (ADA) and Average Daily Membership (ADM) • F70889: Student Annual Average End of Year Truancy by School

14. Attendance Report – F70488 ADA/ADM

15. Attendance Report – F70889 Truancy

16. Entry Codes

17. Entry Codes

18. Withdrawal Codes – Graduation/Completion

19. Withdrawal Codes – To Education

20. Withdrawal Codes – To Education

21. Withdrawal Codes – Dropouts

22. Withdrawal Codes - Dropouts

23. Withdrawal Codes - Other

24. Student Locator • Uses • Find students who have dropout codes • Find student numbers for new students • CICS system at NWRDC – limited access. • Option 25 on Student Component menu. • Enter Last Name, Birth Date and Gender. • Possible student matches for the last two years are listed, including student ID number, name, year, school, district and grade level.

27. Dropout/Match • The DOE automatically generates reports from data submitted on Prior School Status/Student Attendance format after surveys 2 (October), 3 (February), 5 (end of year) and 6 (beginning of school year). • These files show the location of some students who have dropout codes. • One report shows the location of students with code W26 – exited to adult education. • School districts must update local files and submit changes to DOE. • Improves accuracy of student data and improves graduation and dropout rates

28. Importance of the Data • National Public Education Financial Survey (NPEFS) • Average Daily Attendance • Average Daily Membership • State Per Pupil Expenditure (SPPE) calculation • Title I • Impact Aid • Indian Education

29. Importance of the Data • Other programs making indirect use of data: • Educational Technology State Grants • Education for Homeless Children and Youth • Rural Education Initiative • Teacher Quality State Grants • Safe and Drug-Free Schools and Communities

30. Attendance Data Uses - State Agencies • Driver’s License – DHSMV • School districts must report to the Department of Highway Safety and Motor Vehicles (DHSMV) information about students ages 14 and above who accumulate 15 unexcused absences in a period of 90 calendar days. • Students who fail to satisfy attendance requirements are ineligible to maintain or obtain driving privileges.

31. Attendance Data Uses - State Agencies • Learnfare – DCF • Section 414.1251(1), F.S. requires the Department of Children and Families (DCF) to reduce the temporary cash assistance for an eligible parent’s dependent child who is a habitual truant or dropout. • Section 1003.01(8), F.S. defines habitual truant as a student who has accumulated 15 unexcused absences within 90 calendar days. • Section 1003.01(9) defines a dropout.

32. Attendance Data Uses - State Agencies • Rilya Wilson Act – DCF • Section 39.604, F.S. requires school districts to report each unexcused absence or seven consecutive excused absences of children covered by the statute and enrolled in a district-operated early education or child care program to local Department of Children and Families (DCF) staff.

33. Resources • Data Base Manuals: http://www.fldoe.org/eias/dataweb/default.asp • Attendance Recordkeeping Handbook: http://www.fldoe.org/eias/dataweb/atdm.pdf. • Technical Assistance Paper – Identifying and Reporting Dropouts for Grades PK-12: http://www.fldoe.org/eias/dataweb/tech/dropout.pdf.

34. The End