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Attendance Recordkeeping Requirements

Attendance Recordkeeping Requirements. Presenter: Dr. Ruth Jones Florida Department of Education June 2012. Agenda. Local Recordkeeping Requirements Attendance Codes, Elements & Edits Attendance Reports Student Locator and Dropout/Match Importance and Uses of the Data Resources.

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Attendance Recordkeeping Requirements

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  1. Attendance Recordkeeping Requirements Presenter: Dr. Ruth Jones Florida Department of Education June 2012

  2. Agenda Local Recordkeeping Requirements Attendance Codes, Elements & Edits Attendance Reports 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 Codes 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 Codes 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 Codes

  8. Attendance Codes

  9. Coding a DNE Student Student did not enter as expected at beginning of year. Mark absent for up to ten school days. On day 11, remove the student from the roll as of day 1 of school year. Withdrawal date = first day of school year.

  10. Coding a DNE Student - Continued Delete attendance records and course schedule. If student enrolls late, record the Entry Date as the day the student enrolls. Delete attendance data prior to enrollment.

  11. 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

  12. Attendance Elements Send to DOE on Prior School Status/Student Attendance format. Survey 3 and Survey 5 Aggregated for each student. Send separate records for each school the student attended. Send home & private school students who attended a course in the district. Send separate records for regular school year (Term = 3) and summer (Term = S).

  13. 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.

  14. 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

  15. Attendance Reports Average Daily Attendance (ADA) • Average number of students present each day school was in session. • Days Present/180. Average Daily Membership (ADM) • Average number of students on the current roll of the school each day school was in session. • (Days Present + Days Absent)/180.

  16. Attendance Report – F70488 ADA/ADM

  17. Attendance Reports - Truancy Uniform Management Information and Reporting System (UMIRS) – USDOE/NCLB. 180 day school year only. Do not include those due to disciplinary actions (suspension/expulsion). Use Days Absent, Annual - Unexcused Not Related to Discipline.

  18. Attendance Report – F70889 Truancy

  19. 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. Lists possible matches for the last two years • student ID, name, year, survey, school, district & grade level.

  20. 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.

  21. 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

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

  23. 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.

  24. 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.

  25. 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.

  26. Attendance Uses - Accountability Teacher and school administrator evaluation process. Required by the Student Success Act (Senate Bill 736, 2011 Legislative Session). Include student attendance as a factor in the value-added formula measuring student learning growth. Survey 3 data. Prior School Status/Student Attendance format.

  27. 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

  28. The End

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