Student Accounting

1. Student Accounting The Ins and Outs of Student Attendance for Elementary Campuses

2. Student Accounting Elementary CampusesAgendaAugust 17, 2011 Presenter: Oscar Lopez, Student Accounting Officer Joe Rodriguez, Administrative Assistant • 2011-2012 Student Attendance Accounting Handbook • General Attendance Requirements • Attendance Snapshot • Attendance Codes • Attendance Corrections • StudentPLUS Report • Question & Answers

3. 2011-2012 STUDENT ATTENDANCE ACCOUNTING HANDBOOK (SAAH)

4. 2011-2012 STUDENT ATTENDANCE ACCOUNTING HANDBOOK The Student Attendance Accounting Handbook contains all the official attendance accounting rules and regulations for all public school districts in Texas. The handbook can be downloaded in the following link: http://www.bisd.us/Student_Accounting/forms/stu_att_hdbk_doc_11-12.doc The 2011-2012 SAAH is available on the Student Accounting Website under Student Act. Handbook. http://www.bisd.us/Student_Accounting/

5. 1.6 About This Handbook The Student Attendance Accounting Handbook (handbook) contains the official attendance accounting rules and regulations for all public school districts in Texas, including open-enrollment charter schools, unless otherwise specified in this document. This handbook is the official standard of required information for all attendance accounting systems, whether manual or automated.

6. SECTION 3: GENERAL ATTENDANCE REQUIREMENTS

7. 3.1 Responsibility The principal of each campus is responsible for reviewing his or her respective Campus Summary Reports for completeness and accuracy. The teacher who initially records an absence is responsible for the accuracy of the report and attests to the validity of the data with his or her signature—or, in the case of a paperless attendance accounting system, with his or her entry of those data using the teacher's logon with a distinct secret password The attendance personnel generating absence summaries and/or transcribing the absences or coding information into the accounting system are responsible for adhering to all laws and regulations pertaining to student attendance accounting.

8. 3.1 Responsibility (continued) Important:In no case should attendance personnel be assigned the responsibility of determining a student's coding information. Special program staff, directors, and/or teachers should provide attendance personnel with names and coding information of students who are eligible, whose documentation is in order, and who are being served in accordance with an individualized education program (IEP).

9. 3.3.2 Entry and Reentry Dates The student's entry date is the first day the student is physically present during the official attendance accounting period on a particular campus. A student's re-entry date is the first day the student is physically present during the official attendance accounting period after having been withdrawn from the same campus. A student cannot be absent on either the entry or the re-entry date. Also, a student cannot be absent on the first day of school.

10. 3.4.2 Temporary Absences and Withdrawal Your district may not withdraw a student who is temporarily absent (e.g., as a result of illness or suspension) but still a member of your district.

11. 3.4.3 Students Whose Where abouts Are Unknown Your district should decide the withdrawal date for a student who never officially withdrew from school, but whose whereabouts can no longer be determined, according to applicable local policies.

12. When to withdraw a student under the age of 18 with excessive absences. FEA (LOCAL) The District may initiate withdrawal of a student under the age of 18 for nonattendance under the following conditions: • The student has been absent ten consecutive school days; and • Repeated efforts by the attendance officer and/or principal to locate the student have been unsuccessful. NOTE:DO NOT DELETE THE TEN ABSENCES

13. 3.6 General Attendance-Taking Rules (continued) • Students who are on campus and in their classrooms at the time attendance is taken must have their official attendance conducted and completed by the classroom teacher. • Attendance may not be taken by students, classroom aides, or clerks. • Using a "sign-in" sheet to record attendance is not acceptable.

14. Attendance Snapshot

15. 3.6.2 Time of Day for Attendance Taking • Each campus must determine attendance for all grades by the absences recorded at the one particular point in time the campus has chosen for roll to be taken (a snapshot, e.g., 9:45 a.m.) during the second or fifth instructional hour of the day or its equivalent. • The selected time may vary from campus to campus within your district. However, once a time has been selected, a campus may not change it during the school year.

16. Attendance CodesHow and When to Use them

17. 3.6.3 Requirements for a Student's Being Considered Present or Absent for FSP (Funding) Purposes A student not actually on campus at the time attendance is taken may be considered in attendance for FSP purposes if the student —

18. . • is enrolled in and attending an off-campus dual credit program course. (DCP) • is participating in an activity that is approved by your local school board and is under the direction of a professional staff (UIL) • is participating in a mentorship approved by district personnel to serve as one or more of the advanced measures needed to complete the Distinguished Achievement Program (DAP)

19. is a Medicaid-eligible child participating in the Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) programs implemented by the Texas Health and Human Services Commission. Such students may be excused for up to 1 day at a time without loss of ADA. (MED) • misses school for the purpose of observing religious holy days, including traveling for that purpose (REL)

20. misses school for the purpose of attending a required courtappearance, including traveling for that purpose. (CRT) • misses school for the purpose of appearing at a governmental office to complete paperwork required in connection with the student's application for United States citizenship, including traveling for that purpose (GOV)

21. Is temporarily absent because of a documented appointment with a health care. To be considered temporarily absent, the student must begin classes or return to school on the same day of the appointment. The appointment should be supported by a document, such as a note from the health care professional.65 The appointment must be a face-to-face consultation with a health care professional. (MED) A consultation over the phone or via video (telemedicine) is not considered an appointment with a health care professional.

22. Examples of health care professionals • The Texas Health and Safety Code, §105.003, requires the statewide health coordinating council to collect information on the following professionals, any of which would be considered examples of health care professionals. • audiologists • chiropractors • licensed professional counselors • licensed chemical dependency • counselors • dentists • dental hygienists • emergency medical services personnel • marriage and family therapists • medical radiologic technologists • licensed vocational nurses • registered nurses • certified nurse aides • occupational therapists • optometrists • pharmacists • physical therapists • physicians • physician assistants • psychologists • social workers • speech-language pathologists

23. Attendance • Attendance need to be recorded daily. • All campuses are required to enter the proper attendance codes based on the documentation provided by the students or teachers. • Attendance clerks are responsible of entering the proper attendance codes to StudentPLUS.

24. Attendance Codes • There is a total of 25 attendance codes available. • 21 attendance codes are equivalent to present • 3 attendance codes are equivalent to an absence • 1 attendance code used only during the first week of school • The attendance code specify what kind of attendance was recorded for each day the student was not physically in the instructional classroom.

25. Attendance Codes Equivalent to a “Present” • 1 = 1st Day In School • ADM = with administrator • COU = with counselor • EXT = extra curricular activity • FTR = approved field trip • MED = health care appointment • NUR = in nurse’s office • PRE = present • REL = religious holy day

26. Attendance Codes Equivalent to a “Present” (continued) • ISS = in school suspension • TDY = tardy • TES = testing • UIL = UIL activity • CRT = req. court appearance

27. Attendance Codes Equivalent to a “Present” (continued) • DAP = distinguish achievement program • DCP = dual credit program • ELC = election clerk • GOV = governmental office for U.S. citizenship • TAP = military veteran funeral • UNI = visiting an institution of higher education • USN = United States naturalization oath ceremony

28. Attendance Codes Equivalent to an “Absence” • ABS = absent (unexcused) • OSS = out of school suspension (excused absence) • EXA = excused absence

29. Other Attendance Codes • NS = NO SHOW • Used only the first week of school until campus has indentified the “no show” and withdrawn the students from StudentPLUS

30. Excused Absence The 2011-2012 Student Code of Conduct state the following on page 27. • If a student is absent, the parent or guardian must call the school office that day to report the reason. Within five days of returning to school, the parent must submit a written note stating the reason for the student’s absence. When a student is absent, regardless of the reason, the District will take specific steps.

31. Unacceptable Excuses for Absences The 2011-2012 Student Code of Conduct states the following on pg 25. • The following are examples of unacceptable excuses for absences: • truancy, • missing the school bus, • jobs, • car trouble, • trips not approved in advance, • hunting, • fishing, • vacation, • pleasure trips, • birthday or other celebrations, • baby-sitting

32. NO CREDIT POLICY According to Policy FDD (LOCAL), any student with less than 90% (percent) attendance for the days the class is offered shall be subject to loss of credit in the course(s) where excessive absences have been recorded. In order to maintain credit, a student may not exceed the number of unexcused absences listed: Elementary Schools……………18 days per year Middle Schools…………………9 days first semester, 9 days second semester or 18 days per year High Schools……………………9 days first semester, 9 days second semester or 18 days per year

33. Attendance Corrections

34. ATTENDANCE CORRECTIONS • Attendance Correction Form needs to be used for all attendance corrections done. • Post all attendance correction in Office Entry only • DO NOT DELETE ANY ABSENCE CODE IN TEACHER ENTRY • The only time an attendance record in Teacher Entry is deleted, is if the attendance code is on or after the withdraw date

36. StudentPLUS Reports Available

37. Elementary Campuses • All attendance is recorded in StudentPLUS under “Daily Attendance” • You can use the Problem Report to indentify which students have a “specific number” or “more than” a specific number of absences within a date range. • This report can be very helpful for truancy purposes.

38. Path: Reports—Daily Attendance—Problem Report Enter specific number of absences in format “x:180”

39. 08/12/2010 Attendance Problem Report Page : 1 From 08/24/2009 Through 10/02/2009 Selection made on Code(s) ABS; 3:99 Occurrences Day(s) to select on: MTWRF Building: 992 BROWNSVILE ELEMENTARY Student Id Name Sex Gd Counselor Hrm Building H/T 9999999 LOPEZ, OSCAR F KG STAFF N/A 992 NA First Guardian Home Phone Business Phone RODRIGUEZ, JOE (956)698-0263 (956)698-3964 Monday Tuesday Wednesday Thursday Friday -------------------------------------------------------------------------------- 09/08/2009 09/09/2009 ABSENT ABSENT ABSENT ABSENT ====================================================== 09/23/2009 ABSENT ABSENT -------------------------------------------------------------------------------- 09/30/2009 ABSENT ABSENT -------------------------------------------------------------------------------- Reason MP1 MP2 MP3 MP4 MP5 MP6 Total -------------------------------------------------------------------------------- ABSENT 4.00 0.00 0.00 0.00 0.00 0.00 4.00 -------------------------------------------------------------------------------- MP TOTALS 4.00 0.00 0.00 0.00 0.00 0.00 4.00 MEMBERSHIP 29.00 0.00 0.00 0.00 0.00 0.00 29.00 *******************************************************************************

40. Student Accounting DepartmentContact Information Student Accounting Administrator: Mr. Oscar Lopez, Email o.lopez@bisd.us Phone: 698-3964 Fax: 544-3963 Administrative Assistant: Joe Rodriguez Email: jnr@bisd.us Phone: 698-0263 Fax: 544-3963