Electronic Attendance Summary Reports How to archive them properly

ASRs will be stored electronically Starting with the 2017/2018 school year all ASRs will be stored electronically and no longer printed unless a school is directed to do so by Student Accounting. What’s changing: The ASRs will still be generated each Monday for the prior week and for the entire school year. Instead of giving the ASRs directly to the teacher, the ASRs will be saved into staff SharePoint as a PDF file where teachers can access the reports on their own computers. Teachers will no longer have to sign the individual ASRs, instead they will go to the office at the designated time and sign the Verification Log indicating that they have reviewed the ASRs on SharePoint. This process will save time, paper and money!!

The Process: Running the ASRs

What selections do I make to run the ASRs? The next 6 slides will show you what to select to run the ASRs correctly

Start Date Input the Start Date - The Start Date must be the Monday date of the previous week.

Mark the “Active Teacher Only” box.

Selection Criteria Elementary Schools will select “Course” and Secondary Schools will select “Teacher”

Select “Teacher Name” under Sort. All Schools will select teacher name to sort the report.

Select State Format (PDF)

Click Generate Report

Secondary schools select Teacher/Teacher Name You can select all of the teachers or a group of teachers by holding down the CTRL or shift key on the computer keyboard and highlighting the teacher names by clicking the name(s) with the mouse. Click Generate Report.

Elementary schools select Course(s)/Teacher Name Select AM Attendance 001E and PM Attendance 002E. You can select both courses by holding down the CTRL or shift key on the computer keyboard and highlighting the course names by clicking on the course(s) with the mouse. Click Generate Report.

Saving the ASRs Save the report to your desktop and name it with the date of the Monday the report represents.  Example: On 8/21/17 you will run and save to your desktop the first 2 weeks of school reports. Save them as: 8_7_17ASR and 8_14_17ASR In the Staff SharePoint site create a folder called “Attendance” and then create a subfolder called “17_18 ASR”. Upload the ASR file from your desktop to the “17_18 ASR” folder in the Staff SharePoint. All teachers should have access. If a teacher does not have access to SharePoint have them call the IT Helpdesk at 789-3456. The teacher must go to the attendance office to review the ASRs while the teacher is waiting for access to SharePoint. Once the file is in SharePoint then the file on the desktop can be deleted.

Additional Responsibilities (1) The attendance person in charge of ASRs will review the first week’s ASRs to verify there is a E for every student’s first day of enrollment. The attendance person will also review each report to ensure all ASRs are accounted for and look correct.  Teachers must be emailed after each file is uploaded to the SharePoint letting them know which ASR file to verify, the deadline to verify the file and to sign the Verification Log. Teachers can quickly search for their ASR by clicking on the magnifying glass when hovering over the bottom of the document and typing in their last name.

Additional Responsibilities (2) Each week attendance staff must print an ASR Report Verification Log. The verification log must have all teachers listed so they can sign next to their name for the appropriate date that they are verifying. It would be a great idea to create a master by downloading the log to your desktop and input all the teacher’s names in alphabetical order. Other than the date each week, the master log would only need to be changed if you had a teacher leave the school or a new teacher was added. The ASR Verification Log can be found on the WCSD Website:Departments> Student Accounting> Procedure Manual> Attendance > Attendance Reports>Attendance Summary Report(ASR)

ASR Verification Log

Additional Responsibilities (3) Retain all signed Verification Logs in a small binder with the most current week on top. If corrections are needed, teachers can email the corrections to the attendance person or print the ASR page(s) from SharePoint, make the corrections and give it to the attendance office so the correction(s) can be made in IC. Each week teachers must sign the ASR Verification Log (retained in the office) once they have reviewed their ASRs and turned in any corrections. Teachers must review and sign the Verification Log by Friday of each week.

Additional Responsibilities (4) The person who is responsible for the ASRs must check each week that each teacher has signed the ASR Verification Log and contact the teacher if he/she hasn’t signed. Once all of the corrections have been entered in IC and the ASR Verification Log has been signed by all teachers, rerun the NV Attendance Summary Report and save it to your desktop with the same name as the previous report but add (2). Example: First report saved as 8_7_17ASR Rerun report with all corrections and save as 8_7_17ASR(2) then move it to the schools SharePoint ASR 17/18 File in addition to the old report. ASRs must be retained for two years, do not delete any reports from the SharePoint site.

Thank you! Please contact your trouble shooter with questions: Elementary Schools: Cecilia Mansfield (775) 348-0306 or cmansfield@washoeschools.net Middle Schools: Shannon Yoelin (775) 348-0282 or syoelin@washoeschools.net High Schools: Jeannine Bell (775) 348-0305 or jbell@washoeschools.net Go to the link below to access the schools SharePoint site: https://washoeschools.sharepoint.com/SitePages/School-Data.aspx