Attendance, Class Record Book and Enrollment Counts

Class Record Books  Each teacher is required by law to maintain a class record book.  This requirement pertains to ALL teachers; brick and mortar and/or distance teachers.  Teachers who do not maintain a class record book may be subject to disciplinary action. 2

Class Record Book For WCSD, there are two components to the class record book required by law. These are: 1.Attendance Summary Reports (ASRs) documenting attendance in Infinite Campus for enrollment, attendance, and withdrawal; and 2.Teacher grade book for assignments and grades (Infinite Campus only).  If a school is audited by the Nevada Department of Education, attendance and assignments are used to provide proof that a student was actually present for the date being audited. 3

Infinite Campus for Enrollment, Attendance, and Withdrawal  The teacher must mark the student’s attendance daily in Infinite Campus in the first 15 minutes of each period. If a student arrives late or leaves early, this attendance event must be added to Infinite Campus.  The teacher signature and date on the Attendance Summary Reports (ASRs) are required by the Nevada Department of Education Auditors. The reports must never be backdated.  If there is more than one page for the ASR, both pages must be signed and dated.  The teacher is verifying the absence NOT the reason for the absence.  The teacher must check to ensure the E for Enrollment, the W for Withdrawal, or the R for Re-Enrollment are present on the ASR on the date of occurrence. If they are not present they must be manually written. 4

Infinite Campus (continued)  The ASRs are collected weekly and retained in the office. Each teacher’s ASRs must be kept in a separate binder/folder with the most recent date on top. It is mandatory for secondary schools to sort them by period and date with the most recent date on top.  ASR’s are printed weekly starting the 2 nd week of school. The first report is printed the Monday during the second week of school for the first week of school. Each Monday the reports must be ran for the prior week and continue this process for the first 10 weeks of school.  School districts are required by statute to have their attendance symbols approved each year by the Superintendent of Public Instruction. Use only the symbols for attendance found in Infinite Campus when writing corrections on teacher ASRs. 5

Taking Attendance:  In Infinite Campus you will note that you can have three choices when marking attendance; present, absent, and tardy.  If you mark ‘tardy’ and the student is excused, write EMI in the comments.  A process will run nightly to convert T to EMI.  Do not write more than EMI or the process will not pick up the correction and will remain marked with T.  This process also changes A to AUK if the office doesn’t excuse the student for another reason.  Students without the EMI comment will be unexcused missed instruction or T. 6

Teacher Grade Book  Infinite Campus is the official grade book. Manual grade books may be kept in addition to Infinite Campus, but Infinite Campus must be used as the official grade book. In cases of online courses, the online electronic system may be used for the grading portion of the grade book but attendance must be in IC.  Do not delete a student’s name or grades when a student withdraws. If the option to “hide dropped students” is indicated in IC, the student will be hidden from the grade book after the office withdraws the student.  Enter the name and date of each assignment. (The teacher must remove the “hide dropped students” option if he/she needs to enter any grades on the withdrawn student.) 7

SUB ATTENDANCE REPORT (SAR) The school MUST run and distribute a SAR to each teacher for each date listed: 8 ENROLLMENT COUNT DATES Balanced CalendarIncline Schools and Revitalization Calendar Schools Enrollment Count 1 Friday, August 12, 2016 Enrollment Count 1 Schools not in session – no count Enrollment Count 2 Friday, August 19, 2016 Enrollment Count 2 Schools not in session – no count Enrollment Count 3 Thursday, August 25, 2016 Enrollment Count 3 Thursday, August 25, 2016 Enrollment Count 4 Friday, September 2, 2016 Enrollment Count 4 Friday, September 2, 2016

SUB ATTENDANCE REPORT (continued) 9  The first two weeks, the SAR (class roster) is used to verify that the information in Infinite Campus is correct AND to verify the enrollment counts are correct.  The last two weeks (enrollment counts 3 & 4) the SAR is used to verify the presence of the student in the class for apportionment.  All SARs for each count are retained in the office until the end of the school year.

SUB ATTENDANCE REPORT (continued)  Teachers MUST make sure that Infinite Campus, the SAR and the number of students attending a class all balance.  Students whose names appear in RED or GREEN in Infinite Campus and are currently attending must be reported to the office so that the situation can be corrected.  RED means that the student has withdrawn.  GREEN means the student has a future date of enrollment. 10

SUB ATTENDANCE REPORT (continued)  The teacher should review the SAR for accuracy.  Draw a line through the names of those students who have not physically attended and note “has not attended” next to the name.  Write in the full name of any student whose name does not appear on the report but the student has physically attended (with proper documentation).  Total the number of students who have physically attended on the SAR.  Sign and date the SAR before turning it into the office on the day received for the first four weeks of the statistical month.  Require students to sign the SAR for enrollment counts 3 & 4. This procedure is mandatory. It is a good idea to have the students sign each week to prove the student attended.  SAR will be collected by the school administrator or his/her designee. 11

SUB ATTENDANCE REPORT (continued) An Administrator or his designee will review the collected SAR reports:  Each student who has not attended during the first week must be contacted to see if they will be returning. All contact must be documented in IC. If the student is not returning he/she must be no-showed immediately. Do not wait 10 days.  If a student has not attended and phone numbers are disconnected and parents can’t be reached the student must be immediately no-showed.  If a student is attending and had to be written on the SAR, the student’s schedule must be checked to ensure he/she is in the correct section with the correct start date. The ASR must be corrected to show the correct date of enrollment (E) for that class. 12

Enrollment Count 4 Enrollment count 4 is the LAST day of the first statistical month—9/2/16. WCSD receives approximately $5,000 per student from the State’s Distributive School Accounts. Counting all students accurately has the potential for a positive impact on the District’s General Fund. Teacher allocations are based on enrollment counts so accuracy is imperative. Enrollment count 3 is the previous week -- 8/25/16 -- Thursday -- for all schools. All procedures to be used on enrollment count 4 must be followed for enrollment count 3. Student signatures on the SAR are mandatory for enrollment counts 3 & 4. 13

Physical Head Count  The classroom head count must match the count submitted in the required state school reports.  The worksheet ed to Student Accounting is: The Student Enrollment Count Worksheet.  It is very important to correctly designate concurrent, private, charter, part-time, and pre-K non-special education students (typicals) in IC. These students are not and should not be included in the schools counts. 14

Required State Reports Schools must run all reports for each count. The reports must be in balance with each other by grade levels, gender, and totals.  Master Register  Gain/Loss Report  Ethnic Report (NV02)  Enrollment Summary Report  Sub Attendance Rosters 15

Physical Head Count  Physical Head Counts are conducted on enrollment counts 3 & 4.  The physical head count must match the counts submitted for the required state school reports.  An announcement is made that all students and student aides must remain in class. No passes should be given.  Teacher must immediately take attendance in IC.  An Administrator or designee will go to each class and count each student. The number of students plus the number of absent students must match the total number of students listed in IC. The administrator must balance with each class using the Master Schedule Report for the period being counted.  Subs must have a SAR to take attendance.  Students arriving late must be sent to a designated area.  Student aides must be accounted for in a consistent manner. How this is handled is a site decision. 16

Summary Teachers play a critical role throughout the school year because they directly impact student achievement. Two very important additional responsibilities are related to what happens on enrollment count 4. Teachers must ensure that: The Attendance Summary Report and the grade- books in Infinite Campus are accurate. (They are essential for verifying a student’s enrollment for enrollment count 4.) The Sub Attendance Report, the Attendance Summary Report, and the number of students physically assigned to the class must balance. 17

Thank You for Your Support! This is a TEAM effort. Student Accounting staff is a part of each school’s TEAM. We appreciate our school partners! Contact Student Accounting at if you have questions or concerns about various reports or counts.  What you do makes a difference! Thank you! 18