Annual Register Verification Training 0 Presented by the Office of Auditor General

Introduction 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. This process directly affects school budget allocations. 1

Topics to be Covered ATS reports that flag students whose attendance records need to be confirmed. Steps necessary to substantiate attendance records. Forms and documentation schools need to complete and maintain on file. Deadlines for schools to update the ATS reports. 2

ATS Reports ALOA — Low October Attendance This report lists students who only have one or two days of attendance in October. ANDI — November Discharges This report lists students who were discharged in November. These reports are necessary for schools to identify students whose records require self-audit. 3

ALOA Self-Audit 4

ALOA How can schools conduct this self-audit successfully? 1.Confirm the attendance of all the students listed on the ALOA ATS report. 2.Collect and maintain all supporting documentation pertaining to ALOA student attendance. 3.Enter the necessary action codes in ATS no later than November 9,

ALOA in ATS The ALOA report will be activated and available for review on November 1. School staff members responsible for attendance must research and substantiate the attendance information of each student on the ALOA screen for the date(s) in question. 6 Sample Screen PROFILE 71-M-475 New York City Public Schools :09:34 ALOA0130 Low October Attendance JMEGLIN ==> PAGE 1 OF 1 ID NAME CLS ADM DATE DISC DATE DAY 1 #PDS DAY 2 #PDS ACTN DOE, JOHN 5NN 07/02/00 10/ / CAMBERS, SUE 7MM 07/02/99 11/01/12 10/ EBERTS, QUINN 7ZD 09/09/98 10/ / SAMPLE, FRED A33 07/02/00 10/ MARKS, DANIEL A44 07/02/99 10/04 3 F1/Help F2/ F3/Quit-return F4/ F5/Print F6/ F7/ F8/ F9/Refresh F10/ F11/ F12/Exit

ALOA Documentation 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 listed on the 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. 7

Register Verification Form 8

ALOA Documentation 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 listed on the 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. 9 PLEASE NOTE If verification by more than one staff member is necessary, a separate form must be completed for each individual.

ALOA Verification 10

ALOA Verification Teacher Verification: Daily scan sheet: Signed by the teacher of record, 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 of record, to the indicated class for the date(s) in question. This should be the supporting document for schools that use period attendance scanning. 11

Sample Daily Attendance Sheet 12

ALOA Verification 13 Teacher Verification: Daily scan sheet: Signed by the teacher of record, 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 of record, to the indicated class for the date(s) in question. This should be the supporting document for schools that use period attendance scanning.

14 Sample Period Attendance Sheet

ALOA Verification Guidance Counselor Verification: Guidance Counselor’s Log: Includes the names of the guidance counselor and student, the date of the guidance session, and 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): Completed, signed and dated by the counselor, student and parent/guardian. 15

Sample ILOG 16

ALOA Verification Guidance Counselor Verification: Guidance Counselor’s Log: Includes the names of the guidance counselor and student, the date of the guidance session, and 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): Completed, signed and dated by the counselor, student and parent/guardian. 17

Sample Planning Interview Form (pg. 1) 18

19 Sample Planning Interview Form (pg. 2)

20 Sample Planning Interview Form (pg. 3)

ALOA Verification Attendance Teacher Verification: Annotated 407 Form: Signed by the attendance teacher with the date and purpose of the meeting. A completed ATS Intervention Log (ILOG) is also acceptable. 21

Sample Annotated

ALOA Verification Attendance Teacher Verification: Annotated 407 Form: Signed by the attendance teacher with the date and purpose of the meeting. A completed ATS Intervention Log (ILOG) is also acceptable. 23

ALOA Action Codes 24

ALOA Action Codes Schools must enter the corresponding action code in the last column of the ALOA screen (column labeled “ACTN”). Sample Screen 25 PLEASE NOTE The attendance staff person must enter the appropriate action code into ATS no later than November 9, ACTN

ALOA Action Codes Documentation must be maintained for all three action codes entered into ATS. 26 ALOA Action Code Description Include on the Official October 31 Register 1 October presence is incorrect; Student is a Long Term Absentee (LTA).  LTA-A – Student was absent all of September and October.  LTA-B – Student was absent all of October but was present at least one day in September. No 2 Admit date is incorrect. Student did not attend the school prior to November 1, 2012, therefore, the admit date is wrong and should be corrected to a date after October 31, No 3 October presence is correct. The school has verified the days of attendance and has gathered the necessary evidence to prove attendance in October. Yes

ALOA Action Codes When entering action codes one (1) and 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 report. 27 PLEASE NOTE If schools are not able to update ATS, they must maintain documentation supporting their ATS Help Desk request for assistance to correct the attendance data.

ANDI Self-Audit 28

ANDI How can schools conduct this self-audit successfully? 1.Confirm all November discharge dates and codes listed for students on the ANDI report. 2.Collect and maintain all supporting documentation pertaining to a student’s discharge. 3.Enter the necessary action codes in ATS no later than November 30,

ANDI in ATS The November Discharges (ANDI) screen in ATS indicates students who were discharged in November. School staff members responsible for attendance must research and substantiate each ANDI student’s discharge date. The ANDI report will become available for schools to review November 1. School staff should monitor the report throughout the month as November student discharges are processed. 30 Sample Screen

ANDI Verification 31

ANDI Verification Schools must research their discharge records in order to provide confirmation that the November discharge dates are correct for each student on the ANDI report. Supporting documentation that clearly substantiates the discharge date and code entered for each student must be maintained. Common types of documentation provided to support discharges are covered in this presentation. A more comprehensive list can be found in the Transfer, Discharge, and Graduation Code Guidelines Please review the guidelines carefully since they are updated yearly to reflect current standards and align with the New York State’s reporting requirements. 32

ANDI Verification Common Types of Documentation: For students that HAVE ENROLLED in a school outside the DOE: A dated letter on new school’s letterhead OR, from a school official using the new school’s official address OR, A fax with a formal cover sheet from the receiving school OR, A screen shot or printout from the new school/district’s Student Information System. For students that the school HAS NOT received documented confirmation of enrollment: Written confirmation of the date the student left New York City (NYC) and moved within the United States (US). 33

ANDI Verification For students that have left NYC and moved OUTSIDE the US: A statement from a parent or guardian indicating the new city and country of residence. Additional Supporting Documents: Planning Interview Form (PIF). Confirmation of Graduation. 34

ANDI Verification The student’s start/enrollment date at the new school MUST be on the following documents. If not, further research must be conducted by the school to verify this date. Dated letter on new school’s letterhead indicating the student’s start/enrollment date. OR from a school official using the school’s official address that contains the student’s start/enrollment date. OR A fax with a formal cover sheet from the receiving school that contains the student’s start/enrollment date. OR A screen shot or printout from the school/district’s Student Information System that indicates that the student is currently enrolled attached to an using the school’s official address or a fax with a formal cover sheet. Secondary documentation (i.e., telephone calls from the new school) is NOT accepted as verification.. 35

ANDI Verification Written confirmation of when student left NYC: If moving within the US the confirmation should include: The date the student left NYC, A full new address, including street, city and state of residence, The name and contact information of the parent/guardian providing the information, The names and titles of school personnel who obtained the information. 36

ANDI Verification Written confirmation of when student left NYC : If moving outside the US: Must include the new city and country of residence, and The name of the parent/guardian providing the information and their contact information. Note: The parent statement may be written or verbal with the statement witnessed by an attendance teacher or other school staff member. This witness verification should be documented, signed and included in the student’s file or recorded in ILOG. 37

ANDI Verification Planning Interview Form (PIF): Completed, signed and dated by the guidance counselor/school official, student and a parent/guardian. Confirmation of Graduation: Diploma or proof that a student received a diploma. 38 PLEASE NOTE Only diplomas earned on or after November 1, 2012 will be accepted.

ANDI Action Codes 39

ANDI Action Codes Schools must enter the corresponding action code in the last column of the ANDI screen (column labeled “ACTN”). 40 PLEASE NOTE The attendance staff person must enter the appropriate action code into ATS no later than November 30, Sample Screen ACTN

ANDI Action Codes 41 PLEASE NOTE If schools are not able to update ATS, they must maintain documentation supporting their ATS Help desk request for assistance to correct the attendance data. Sufficient documentation must be obtained for all action codes. ANDI Action Code Description Include on the Official October 31 Register 4 Discharge date is incorrect. Student should have been discharged prior to November 1, No 5 November discharge date is correct. Documentation is necessary to prove that a discharge after October 31, 2012 is valid. Yes

Please Note 42 For both the ALOA and ANDI self-audits, all documentation should be maintained in the event your school is selected for audit.

Preparation for an Office of Auditor General Audit Review all collected documents for completeness. Have copies of all supporting documentation available as auditors will retain these for their records. Ensure all photocopies are legible. Place documentation in alphabetical order based on students’ last names. Do not staple documents. 43

Resources (Login Required) OAG Student Population Unit Resources (Found under the “Audits” section) s/GeneralCounsel/default.htm Transfer, Discharge, and Graduation Guidelines D7E-A7F9-D975148FF007/0/TDG pdf 44

Contact the Office of Auditor General’s Student Population Unit by: Phone: (718) Questions?