Annual Register Verification Training

1. Annual Register Verification Training Presented By: OFFICE OF AUDITOR GENERAL New York City Department of Education

2. Annual Register Verification Process: • The purpose of this training is to outline the necessary steps to be taken by school officials in performing an annual self-audit of their official October 31 Register. • ATS provides reports that flag which students attendance needs to be confirmed. • All documentation to support a student’s attendance should be maintained by school personnel.

3. Annual Register Verification: • The following is what needs to be confirmed: • Verification of attendance for those students with only one or two days of attendance in October (ALOA) • Students discharged in November (ANDI). • The Register Verification audit directly affects school budget allocations. • Schools receive funding based on the number of active students on a school’s register as of October 31.

4. ALOASelf Audit

5. ALOA How can schools conduct this self audit successfully? • Confirm the attendance of all the students listed on the ALOA ATS report. • All supporting documentation pertaining to a student’s attendance must be maintained by school staff and the necessary action codes must be entered in ATS, no later than November 10, 2009.

6. ALOA • The Low October Attendance (ALOA) screen is an ATS tool that lists students who have only one or two days of attendance in October. • ALOA screen will be activated and available for review on November 1. Sample Screen

7. ALOA • School staff members responsible for attendance must research all students listed on the ALOA report. • School officials must gather documentation confirming all the days of October attendance for students named on the ALOA report. • Attendance must be confirmed by one of the following staff members: • Classroom teacher • Guidance Counselor • Attendance teacher • For each student located on ALOA report, attendance staff must obtain a completed and signed Register Verification Form for the date(s) of attendance in October from one of the three individuals mentioned above. • Additional documentation must be maintained with the Register Verification Form to support the attendance. PLEASE NOTE If verification by more than one staff member is necessary, a separate form must be completed for each individual.

8. ALOA Verification

9. ALOAVerification Teacher Verification: • Daily scan sheet: Signed by the teacher, validating the teacher of record and that the student was assigned to the indicated class for the date(s) in question. This should be the supporting document for all schools that do not use period attendance scan sheets. • Period attendance scan sheet:Signed by the teacher, the validating teacher of record and that the student was assigned to the indicated class for date(s) the in question. This should be the supporting document for schools that use period attendance scanning.

10. ALOA Verification Guidance Counselor Verification: • Guidance Counselor’s Log : Which includes the name of the guidance counselor and student, the date of the guidance session, as well as the purpose of the meeting. The log needs to be a chronological listing of the guidance activities. A completed ATS Intervention Log (ILOG) is also acceptable. • Planning Interview Form (PIF) : When applicable, completed, signed and dated by the counselor, student and parent/guardian.

11. ALOA Verification Attendance Teacher Verification: • TheAnnotated 407 Form, with the attendance teacher’s signature, as well as the date and purpose of the meeting. • A completed ATS Intervention Log (ILOG) is also acceptable.

12. ALOA Action Codes

13. ALOA Action Codes • Schools must enter the corresponding action code in the last column of the ALOA screen (column labeled “ACTN”). Sample Screen PLEASE NOTE The attendance staff person must enter the appropriate action code into ATS no later than November 10, 2009.

14. ALOA Action Codes • Documentation must be maintained for all three action codes entered into ATS.

15. ALOA Action Codes For action code one (1) or two (2): • The school’s attendance staff must also correct the attendance data in ATS by changing the date of presence to an absence.* • Once the ATS records are modified, these students will drop off the ALOA screen. PLEASE NOTE *If schools are not able to update ATS, they must maintain documentation supporting their request for assistance to correct the attendance data.

16. ANDISelf Audit

17. ANDI How can schools conduct this self audit successfully? • Confirm all November discharge dates and codes listed for students on the ANDI report. • All supporting documentation pertaining to a student’s discharge must be maintained by school staff and the necessary action codes must be entered in ATS no later than November 30, 2009.

18. ANDI • The November Discharges (ANDI) screen in ATS is a screen that indicates students who were discharged after October 31 who possibly should have been discharged prior to that date. • The ANDI screen will be available for schools to review on November 1. Sample Screen

19. ANDI Verification

20. ANDI Verification Schools must research their attendance records to confirm that the November discharge dates are correct for each student on the ANDI list. Supporting documentation that CLEARLY substantiates the discharge date and code entered for each student must be maintained to validate the discharge date. • Discharge Forms • Letter from Student’s New School Requesting Student Records. This letter should indicate student’s start date at new school. • Written Confirmation of the Date Student left New York City • Planning Interview Form (PIF) • Confirmation of Graduation Most Common Documentation Provided:* *Please refer to the Transfer, Discharge, and Graduation Code Guidelines 2009-2010 for a complete list of documentation accepted.

21. ANDI Verification • Discharge Forms:signed and dated by the parent/guardian, school official, and student, if applicable. All forms should include the date the student was discharged and updated contact information for the student and family.

22. ANDI Verification • Letter from the student’s new school requesting the student’s records:The letter must contain the student’s start/enrollment date at the new school.

23. ANDI Verification • Written confirmation of date student left New York City:This should include the date the family left NYC, name of the individual providing the information, their relationship to the student, their contact information, and name and title of school personnel who obtained the information. Airline, train or bus tickets, as well as travel itinerary are also acceptable.

24. ANDI Verification • Planning Interview Form (PIF):When applicable, this form should be completed, signed and dated by the guidance counselor/school official, student and a parent/guardian. • Confirmation of Graduation:A diploma or proof that a student received a diploma should be submitted to validate the November discharge date. PLEASE NOTE Only diplomas earned after November 1, 2009 will be accepted.

25. ANDI Action Codes

26. ANDI Action Codes • Schools must enter the corresponding action code in the last column of the ANDI screen (column labeled “ACTN”). Sample Screen PLEASE NOTE The attendance staff person must enter the appropriate action code into ATS no later than November 30, 2009.

27. ANDI Action Codes • Sufficient documentation must be obtained for all action codes. PLEASE NOTE If schools are not able to update ATS, they must maintain documentation supporting their request for assistance to correct the attendance data.

28. PLEASE NOTE For both the ALOA and ANDI self-audit, all documentation should be maintained in the event your school is selected by the Office of Auditor General (OAG) for review.

29. Preparation for an OAG Register Verification Review • Review all collected documents for completeness. • Have copies of all supporting documentationavailable as auditors will retain these for their records. • Ensure all photocopies are legible. • Place documentation in alphabetical order based on students’ last name. • Do not staple documents. PLEASE NOTE Due to limited work space, OAG asks that per school no more than two representatives be sent to the audit meeting.

30. Resources OAG Student Population Unit Website http://schools.nyc.gov/Offices/GeneralCounsel/OAG/StudentPopulationUnit/default.htm Transfer, Discharge, and Graduation Guidelines 2009-2010 (Login Required. Guidelines can be found under Key Links.) http://intranet.nycboe.net/DOEPortal/Principals/FamSvcs/Attendance/default.htm

31. For assistance, please contact the Office of Auditor General’sStudent Population Unitat 718 935-3104 or PopHelp@schools.nyc.gov