Attendance Reporting

1. Attendance Reporting Presenter: Dr. Ruth Jones June 2008

2. Agenda • Local Recordkeeping Requirements • Attendance Terms and Definitions • Tardy • 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 • All absent and tardy pupils must be recorded daily in the Automated Student Attendance Recordkeeping System as described in the Automated System Attendance Recordkeeping Handbook. http://www.fldoe.org/eias/dataweb/atdm2007.pdf.

4. Local Recordkeeping Requirements • Pupil attendance records must be maintained for: • any student enrolled in public schools who is earning high school credit as provided in Section 1003.436, Florida Statutes; • who is funded as provided in Chapter 1011, Florida Statutes, and the Appropriations Act; or • who is required to be in attendance by the compulsory attendance requirements as provided in Chapters 1002 and 1003, Florida Statutes.

5. Local Recordkeeping Requirements • The presence, absence, or tardiness of each student must be checked once each day at a time prescribed by the school board. • Districts may choose the time of day for taking daily attendance.

6. Local Recordkeeping Requirements • Data shall not be recorded in temporary records, and then transferred at a later date to attendance records, except for the first ten days of each school year. • The attendance records must also show the dates of a student's enrollment, withdrawal or re-entry in the school for the applicable year.

7. Local Recordkeeping Requirements • Sign-on indicator to assure that attendance is being taken daily • Some kind of positive action must be taken • May not be passive • Must generate and maintain a daily log that will allow for determination that attendance is being taken and by whom

8. Local Recordkeeping Requirements • Principals are responsible for the administration of attendance policies and procedures and for the accurate reporting of attendance in the schools under their direction. • The principal shall assure that all teachers and clerks are instructed in the proper recording of attendance, and it shall be his or her duty to see that such instructions are followed.

9. Local Recordkeeping Requirements • Principal or designee must inspect and determine the completeness and accuracy of the records contained in the Automated Student Attendance Recordkeeping System for each of the required full-time equivalent student membership periods.

10. Local Recordkeeping Requirements • At the end of each school year the principal or designee must certify the completeness and accuracy of the automated attendance records indicating that all attendance records have been kept as prescribed by law and rules of the State Board. • The automated student attendance records must be readily accessible for state auditing and monitoring purposes.

11. Attendance Terms and Definitions • ABSENCE: Absence is the nonattendance of a student on days school is in session. Any student must be counted absent who is not physically present at school or at a school activity as defined under the compulsory attendance law. • ATTENDANCE: Attendance is the presence of a student on days school is in session. The student must be actually at the school to which he or she has been assigned or present at an educational activity which constitutes part of the approved school program for that student.

12. Attendance Terms and Definitions • Absence Classification • EXCUSED: Allowable absence in accordance with school district policy. Students, in accordance with district policy, may be allowed to make up missed work. • UNEXCUSED: Absence which is not in accordance with school district policy. Students can be prevented from making up missed work.

13. Attendance Terms and Definitions • Average Daily Attendance (ADA) • Average number of students present each day school was in session. • Aggregated days attendance divided by the total days school was in session. • Typically, aggregated days attendance divided by 180 days.

14. Attendance Terms and Definitions • Average Daily Membership (ADM) • Average number of students on the current roll of the school each day school was in session. • Aggregate days membership divided by the total number of days school was in session. • Typically, aggregate days membership divided by 180 days.

15. Tardy • 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. • District school boards are authorized to establish policies that allow accumulated unexcused tardies…to be recorded as unexcused absences. Section 1003.02(1)(b), F.S.

16. 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

17. Attendance Codes

18. Attendance Codes

19. Attendance Codes • Code H • H/H student temporarily scheduled to be in a hospital in another district. • Optional – in lieu of withdrawing & re-enrolling the student. • For local use only – Attendance, Daily or Period. • See rule 6A-603020(6), FAC – alternately assigned students. • Day of non-enrollment.

20. 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.

21. Truancy • Uniform Management Information and Reporting System (UMIRS) – USDOE/NCLB. • Collect and report data on truancy rates at the school level. • Truant – student who has at least five unexcused absences during a school year. • Unexcused absences do not include those due to disciplinary actions (suspension/expulsion).

22. Truancy • Days Absent, Annual - Unexcused Not Related to Discipline. • Pertains to 180 day school year only.

23. Attendance Report • On the CICS Reports for Request Menu at NWRDC. • F70488 • By school. • End of year report. • Student Average Daily Attendance and Average Daily Membership

24. Attendance Report – F70488

25. Attendance Report • On the CICS Reports for Request Menu at NWRDC. • F70889 • By school. • End of year report. • Student Annual Average End of Year Truancy by School

26. Attendance Report – F70889

27. Entry Codes

28. Entry Codes

29. Withdrawal Codes – Graduation/Completion

30. Withdrawal Codes – To Education

31. Withdrawal Codes – To Education

32. Withdrawal Codes - W26 • Any student who withdraws from school to enter the adult education program prior to completion of graduation requirements. • If a student who is assigned code W26 does not enroll in the adult program during the school year, the student should be recorded in the appropriate dropout category. • If student is assigned code W26 and enrolled in the adult program but is no longer enrolled at the end of the school year, the student must be recoded in the appropriate dropout category.

33. Withdrawal Codes – Dropouts

34. Withdrawal Codes - Dropouts

35. Withdrawal Codes - DNE • Did Not Enter as Expected - DNE • Enter this code at start of school year. • Have a process for removing these students from attendance rolls after the first ten days of school. • Do not send Student Course records for these students in October (Survey 2). • New editing will null FTE for these students. • Use Term = Y for these students. • Send Demographic, Prior School Status and End of Year formats.

36. Withdrawal Codes - Other

37. 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.

40. Dropout/Match • The DOE automatically generates reports from data submitted on Prior School Status/Student Attendance format after surveys 2 (October), 3 (February), and 5 (End of 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

41. 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

42. 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

43. Sharing Attendance-Related Data with Other 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.

44. Sharing Attendance-Related Data with Other 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.

45. Sharing Attendance-Related Data with Other 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.

46. Drivers License • 2006-07 Yearly Report • 12,110 Notices of Intent to Suspend • 33,681 Notices to unlicensed minors – not eligible to apply • 10,823 Suspension Orders • Fewer than 5% who had their licenses suspended for excessive absences received a second suspension.

47. Resources • Data Base Manuals: http://www.fldoe.org/eias/dataweb/default.asp • Attendance Recordkeeping Handbook: http://www.fldoe.org/eias/dataweb/atdm2007.pdf. • Technical Assistance Paper – Identifying and Reporting Dropouts for Grades PK-12: http://www.fldoe.org/eias/dataweb/tech/dropout.pdf.

48. The End