1. WELCOME BACK!

2. Elementary attendance workshop 2018-2019
Presented by: James, Debbie, & Maira

3. Attendance accounting
James Soto
Tricia duran
Maira aguilar
Debbie nuÑez

4. Why we do what we do Ada- average daily attendance
80% of the districts revenue comes from attendance funds
We get approx. $79 per student per day
If the student is there any part of the day, we claim ada
Ex. Any student that steps foot in a certificated personnel classroom, we claim ada.
Casbo workshops

5. Bulletins READ ALL Bulletins carefully!
If you do not receive a bulletin please to be added to the list
Most Important

6. Confidentiality of student information/ Record Retention
All student information is confidential. Call student records for any questions
All student information needs to be shredded!

7. Attendance calendars Sent out in may Attendance month/ dates
Shows when each months reports are due
Shows collaboration days

8. Change in teachers
Debbie Nunez immediately with any changes of teachers during the school year.
Do not attempt to do it yourself!
Send immediately to Debbie, not months later……

9. Bell schedules
Bell schedules need to be submitted to the attendance accounting office prior to the start of school, June 30th.
Do not modify the template!
Please double check them for accuracy.
If you have any changes during the school year, submit changes two weeks in advance to attendance accounting.

10. Elementary enrollment procedures
Never turn away a parent, enrollments can be done at the school site “or” Enrollment and Placement Department .
If you have any questions about enrollments call Enrollment and Placement Department (909) or Traci Butts in student records (909)

11. Opening day enrollment count
On your attendance calendar- marked with an “o”
Must submit the counts by 1:30 pm by ing to James Soto & delia franco
On the first day you need to go to each class and physically count students present.
After the first day, include students that entered but are absent on the count day.
If you have any questions please call attendance accounting, these counts must be accurate.
Make sure to enroll and drop students as quickly as possible so counts can be accurate.

12. Capping Information Delia Franco & Ciria Sonnenburg
Human Resources
E-60 Capping Notification
E-59 Student Enrollment Request

13. Kindergarten/tk birth range

14. Class Sizes
TK= 20:1
K-3= 24:1
4-6= 33:1

15. Audits
Attendance accounting will notify your site if they are chosen for this years audits. We will come out first and prepare your school for the outside auditors.
Once we complete our internal audit, we will meet with your principal and go over the findings.
Corrections will need to be made prior to the outside auditor arriving.
When the outside auditor comes make sure to ask for identification.
When they complete the audit, they will leave a summary page, please scan and to so I can review and file.

16. Parental Agreement Cont. Kindergarten (Form e-171)
Must be filled out if:
Student age eligible for kinder, but enrolled in TK
Student repeating kinder for a second year
Students in kinder, then placed in tk, then start kinder the following year again

17. Withdrawal codes (Most common)
No more 450 withdrawal reason code for Tk-6 grades. 160 for Tk-12 (all students)
No show and wrong school- 470
Moved out of state- 200
Moved out of country- 240
for more information, please see the “student withdrawal guidelines” provided by youth services or “aeries exit reason codes” provided student records.

18. Withdrawing students
Print out aeries withdrawal Form. If parent is there, have them sign.
Drop student in a two step procedure- 1. put leave status/leave date update attendance
Please always use the right withdrawal code.
Please make sure dates in demographics, Crs attendance and Attendance enrollment match.
File withdrawal form in a notebook in alpha order.
Always fill out record access log .
Refer to youth services for more info on notice of withdrawal forms.

19. Attendance Reminders
Attendance lockout time of 3:00 p.m. same as previous years, no changes made by teachers after this time. Student present/absent verification form (Bu- 40) must be filled out if changes need to be made by teacher after the current day.
Every Friday (or last day of the week) after 3:00 p.m. run the “weekly attendance report by class” and put in each teachers box. They must sign no later than the following day, if holiday on Monday, then Tuesday. Before a major holiday, like thanksgiving or winter break, then they must sign before they leave.
Sub teachers must sign/date the weekly attendance report and turn it in to the office no later than 9:30 am.

20. office Procedures
First thing in the morning, look in smartfind express, print out sub list and print out “weekly attendance by class (Roster)” for the subs to take manual attendance.
Check from auto dialer and print out/save to electronic folder.
If you have a long-term sub (Minimum of 10 days) Have the principal Rita munoz & Debbie nunez to request access so they can take electronic attendance via aeries.
Attendance must be taken in the first 30 minutes of the day. After 30 minutes run the “missing attendance report” and notify teachers that are on the report.
Must post manual attendance turned in by subs in aeries, “mark attendance as complete for this teacher”
Must rerun report until the list comes out clean. then attach sub roster and attendance behind report.
Students need to report to class the first 30 minutes and teachers mark the tardy. After 30 minutes, the student must get a tardy pass from the office to get into class.

21. Office procedure cont.
Make sure to post all attendance notes in a timely manner
Reminder *Only 5 school days to clear an absence*
Attendance accounting strongly encourages a received date/time stamp
Clear all unverified absences by calling/sending notes home with students. (student with unverified absence report or absence verification letter)
Must remain an “a” in the system if unable to verify.
new School year= file notes by student, not by class like last year.

22. Absence forms/notes (New)
school year new= no need to file tardies, absence call in forms (bu-41), home visit slips, Non verified absences, truant, excused/unexcused absences, immunization, independent study, juvenile hall, and child & family services.
The only notes you need to file: s or teacher/parent signed documents, absence verification forms sent home with students, student present/absent verification (bu-40), s-23 early dismissal form, etc. please see attendance accounting absence reason codes for more information.
An attendance notes code needs to be selected from the drop down for all others.
Ex: parent calls in saying student is sick, go to date of absence, add new record, and select from the drop down menu, sick per mother, sick per father, sick per other.
Attendance Code 4: “Cfs” Child and Family services/incarceration- when a child is taken by cfs, does not effect ada.

23. Attendance note drop down box
Click add new record
Click on comment bubble
Must select reason in code-description

24. Attendance reports
You no longer need to reconcile the “gain and loss report”, just print and file. (New)
Course Attendance Audit – Produce, print and reconcile. When producing, remember to place a check mark in the box that says Skip sections tagged not to print and Include Inactive students. Fix errors and Run report (Multiple times if necessary) to get a “no information” screen. Then print, print screen. File reconciled report with “Monthly Report”. This is a new report that makes sure the dates match regarding enrollment, withdrawal, and overlapping of classes.
SDC Queries – Schools with SDC students will produce, print, and reconcile the “Non SDC Students” and “SDC Students Program Placement Code” queries. Schools without SDC students will only produce, print, and reconcile the “SDC Students Program Placement Code” query. File with “Monthly Report”.
Missing Attendance – Produce report for the entire attendance month and make sure no teachers are listed. Print and file with “Monthly Report”.
Attendance Audit Listing – Produce, print, reconcile. File reconciled report with “Monthly Report”.
Monthly Attendance Report – Produce and review for accuracy. Reconcile as needed (do not need to print).
Monthly Attendance Summary – Produce and review for accuracy. Reconcile as needed. Produce again if reconciliation/corrections were needed (do not need to print).

25. Course Attendance Audit

26. Special reports Perfect attendance report
Students with good attendance report
Report cards- daily attendance summary (sort students by teacher, then under filter by click on teacher). *this report should be run by teachers, not office staff*
Student info labels- query-- load-- query name filter (att)-- enrolled after label -- change date -- run-- labels

27. Minimum of 5 days
Must be “before” the absences occur
The master agreement must be filled out completely.
Change attendance program to 7.
Post absences during contract time as “h” independent study unfunded.
Change “h” to “F” based on days approved by ALC.
If the student decides to come back early on a 5 day contract, then no ada can be collected.
For more information please contact robyn eberhardt

28. If your site chooses to do Saturday school:
You will have an AARC folder at your site
Attendance and sign-in sheets are filed in folder
All files are kept at site level only
The (m) code in aeries will be input by Information technology

29. Before start of school duties
Reports, student programs, select 800 SARB
Compare and reconcile against red flag query

30. Before start of school duties Cont.
Click on Query, Load, & filter (red flag)
Select/Run
Title report- Red Flag Notes
Delete invalid comments

31. Before start of school duties Cont..
Correct teacher names
Check Course titles
(Grades)
Make sure they match grades
In reports run Master Schedule
Make sure no duplicate room numbers

32. Before start of school duties Cont…
Run report
Make sure ALL SDC students are properly classified
Also if you have SDC Preschool (17) Make sure students are showing (A) NO ADA

33. Before start of school duties Cont….
Run this report to see which students may be scheduled in two classes.
Shows errors, please fix.
Once fixed, rerun report and you will get this message.

34. Before start of school duties Cont…..
Run report
This report shows students who have NOT been assigned to a class.
Change to period 1
Make sure you always assign students under “Class New”, NOT Demographics!

35. Aeries Training Manuals/Docs
or shortened versions:  sbcusd.com/applicationtraining

36. Questions?

37. For one-on-one trainings email or call
Thank you!
For one-on-one trainings or call
Debbie nuÑez (909) Or
Maira Aguilar (909)