1. WELCOME BACK!

2. Secondary attendance workshop 2018-2019
Presented by: tricia & James

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.
For more information- 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. 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, count only students physically in class (warm bodies)
Second and subsequent days, include new students and students previously counted but are absent on this count day.
If you have any questions please call attendance accounting, these counts must be accurate.
Please identify and notify registrar of all no shows asap!

9. Bell schedules
Bell schedules need to be submitted to the attendance accounting office prior to the start of school, June 30th.
Approved bell schedules will be sent to you for audit purposes. Please file
Testing and bell schedule changes must be submitted two weeks in advance. If you receive a bell schedule from your admin. And have not received an approved copy from attendance accounting, please notify us asap.

10. 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.

11. Withdrawing students Print out aeries withdrawal Form.
Indicate, on form, reason for leaving, last day attended and source of info.
Give to registrar
Post in attendance notes (requested student be dropped)

12. 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 attendance office no later than the end of the school day.

14. Daily office Procedures
First thing in the morning, acquire copy of sub list
print out “weekly attendance report by class (Roster)” for the subs use
Post all sub attendance in aeries
Check from auto dialer and print out/save to electronic folder.
Post completed auto dialer calls as non-verified.

15. Daily Office procedure cont.
Perform “Mass Change all day code” function
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
Must remain an “a” in the system if unable to verify.

16. Missing attendance report
At approx. 2 pm, run the “missing attendance report” and notify teachers that are on the report.
At the end of the work day, run missing attendance report again and send to teacher, cc administration.
Run report again, the following morning… teachers/period listed need to submit signed/dated manual attendance.
Post manual attendance and “mark attendance as complete for this teacher-period”
Must rerun report until the list comes out clean. then attach sub list and manual attendance behind report.
File with weekly attendance reports.

17. New attendance code 3 Code 3- class did not meet “DS nt meet”
To be used for periods 0 & 8 when a sub covers a class.
Post code 3 to all students in classroom attendance
Mark attendance as complete

18. Determine 240 minute school day based on your school sites bell schedule (do not include lunch).
Passing periods can be included: 4 minutes middle schools & 6 minutes for high schools.
If 240 minute time is met before suspension occurs, only the periods effected will be coded as “s” and an “L” will be posted to the all day code.
If the 240 minute time is not met before suspension occurs, only the periods effect will be coded as “S” and an “S” will be posted in the all day code.

19. 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), 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.

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

21. Continuation ed schools
Students will no longer be identified as am/pm in att prg 1
They will be identified in the session field “sessn”

22. 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 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 – all School sites will produce, print, and reconcile the “Non SDC Students” and “SDC Students Program Placement Code” queries. 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).

23. Course Attendance Audit

24. 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

25. 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

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

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

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

29. Questions?

30. For one-on-one trainings email or call
Thank you!
For one-on-one trainings or call
Tricia duran (909)