1. Student Attendance Reporting Updates
Simple Solution. Brighter Futures.
Student Attendance Reporting Updates
October 2018
Presented by: Diana Perez

2. SAAH Section 2 Audit Requirements
Reminder
Attendance records must be readily available for audit for any year for which your district is required to retain records.
If errors during an audit, the TEA will either assess an adjustment to subsequent allocations of state funds or require your district to refund the total amount of the adjustment when the audit is finalized.
Regardless of where attendance records are filed or stored, they must be readily available for audit by the Financial Compliance Division of TEA. Auditors have the authority to examine attendance records for any year for which your district is required to retain records.
If auditors detect errors during an audit, the TEA will either assess an adjustment to subsequent allocations of state funds or require your district to refund the total amount of the adjustment when the audit is finalized. Incomplete or inaccurate data will result in attendance not being allowed.
Must have internal controls and audits
Scheduled and Non-schedules
Documentation
Folders
Filings
Logs
Notes
Access to the Data
Current Staff
Students
Storage of data
Onsite
Offsite
Electronically
Student Attendance Accounting Handbook
Section 2 – Audit Requirements
Revoke 100% of District Funding.

3. SAAH Section 2 Audit Requirements
Reminder
Reports for each 6-week Reporting Period
Student Detail Reports
Campus Summary Reports
District Summary Reports
Reconciliation of Teacher’s Roster Information and Attendance Accounting Records at the end of the 1st and 4th Six Weeks
Additional supporting documentation: period absence reports, field trip attendance, doctor’s excuse, copies of homebound logs
Reconciliation of Teacher’s Roster Information and Attendance Accounting Records performed at the end of the 1st and 4th Six Weeks

4. SAAH Section 2.2.5 Attendance System Procedures Manual
Your district or charter school must maintain a procedures manual that provides specific, detailed information on the district’s school attendance accounting system. This procedure manual must include the following information:
how and when teachers are to take official attendance
how attendance is entered into the attendance accounting system
how your district will maintain attendance accounting records
And more…
Reminder

5. HB 2442 School Year Calendar and Minutes Reporting
New
7 hour school day (420 minutes) requirement was repealed, therefore there are no such thing as Early Release Days Waivers.
Staff Development Minutes Waiver - maximum of 2,100 total waiver minutes
School districts, Districts of Innovation, and open‐enrollment charter schools MUST still provide at least 75,600 operational minutes along with any applicable waivers
Exceptions:
32,400 instructional minutes along with any applicable waivers: Half‐Day PK programs
43,200 instructional minutes along with any applicable waivers: Dropout Recovery Campus/Program, DAEP Program/Campus, Correctional Facility Program/Campus, Residential Treatment Facility Program/Campus, Day Treatment Facility Program/Campus, Psychiatric Hospital, Medical Hospital
 7 hour school day (420 minutes) requirement was repealed, therefore there are no such thing as Early Release
Days Waivers. You can still schedule Early Releases during the year but they will NOT be submitted as Waiver
Days with Waiver Minutes in the PEIMS Summer Submission InterchangeEducationOrgCalendar. You will only
report the ACTUAL number of minutes of operation on that early release day.
 TEA will offer a new Staff Development Minutes Waiver that provides for a maximum of 2,100 total waiver
minutes that can be used only between the first day and last day of school. You can do an all‐day Staff
Development, or have half day Instruction day then have half day Staff Development, ect. It’s up to your
District/Charter School. This 2018‐2019 waiver should be requested annually through the TEAL > Waivers
application. Note: The Waiver application will ask for “Date of LEA Board of Trustees Approval”. This date is the
date your board approved having Staff Development Minutes Waivers (not the date your board
approved/adopted your school calendar). Once TEA approves the Staff Development Minutes Waivers then you
can continue with adopting your School Calendar.

6. JJAEP Calendars - Background
HB 2442 repealed the seven-hour (420 minutes/day) school day requirement from TEC (a).
However, TEC (f) specifies that a Juvenile Justice Alternative Education Program (JJAEP) must operate on the basis of a seven-hour school day and any school day waivers that are available to a JJAEP are issued by the Texas Juvenile Justice Department (TJJD) and not TEA.
In previous years, LEAs used TEA issued waiver types to report JJAEPs that operate less than 180 days.
180-day school year.

7. JJAEP Calendars – Update C204 Code Table
In order for a JJAEP to indicate authorization to operate for less than 180 days, a new waiver type is necessary. TEA is not creating a new waiver type.
Code 05 added to the C204 CALENDAR-WAIVER- EVENT-TYPE-CODE table.
Any waivers authorized for a JJAEP will be issued by the Texas Juvenile Justice Department (TJJD).

8. CALENDAR-WAIVER-EVENT-TYPE-CODE
C204 CALENDAR-WAIVER-EVENT-TYPE-CODE (Revised)
Code
Table ID
Name
XML Name
Date
Issued
Updated
C204
CALENDAR-WAIVER-EVENT-TYPE-CODE
TX-CalendarWaiverEventType
3/1/2016
3/1/2018
Translation 01
Staff Development Waiver Day 02
Missed School Waiver Day 03
Shortened Waiver Day 04
Low Attendance Waiver Day 05
JJAEP School Day Waiver issued by Texas Juvenile Justice Department (TJJD) 99
Other Waiver Day

9. HB 441 Memorial Day - Background
TEC adds a prohibition that public schools may not operate (hold classes) on Memorial Day.
LEAs that are faced with operating on Memorial Day to compensate for minutes lost due to disaster, flood, extreme weather conditions, fuel curtailment, or another calamity may apply for a waiver. When approved, the LEA will use CALENDAR-WAIVER-EVENT-TYPE-CODE 99 – Other Waiver Day.
Alternatively, an LEA may meet their calendar minutes/days requirement in any other acceptable way (i.e. Add days to school calendar year).