1. Bakersfield City School District
2018/2019
Student Attendance
Training

2. First Week of Attendance Reminder
Warm Body Count forms- due to Fiscal Services by fax or before 2:00 p.m.
address are: or
Fax number:

3. AERIES System Changes No more MIS. Updated Absence Codes
New Document Codes
New Form- Parent Verification Form (Parent Note)

4. AERIES System- New Forms and Codes
Run Weekly Attendance Report (PAR41) every first Monday morning.
Track teacher attendance submission by running the Attendance Submission Log (PAR11 and PAR20).
Run Students with Unverified Period Absences (for Middle schools) and Students with Unverified Absences (ALL schools) (ATT09 and ATT44).

5. AERIES System- New Forms and Codes
Run the Monthly Attendance Report and Monthly Attendance Summary Report (ATT05) at the end of every attendance month.
Enrollment by Track and Teacher (MyATT20) to get the active enrollment count.

6. New Absence Codes A Unverified Absence Unverified C Complete ISP
Verified (ADA) E
Excused
Verified H
Holiday I
Incomplete ISP J
Partial Day – Valid- 30 minutes and less K
Partial Day – Valid- 31 minutes or more L
Partial Day - 30 minutes and less (unexcused)
Verified (ADA M
Partial Day - 31 minutes or more (unexcused) N
Not Enrolled Day O
Wellness Center (WC)/Office P
Partial Day Suspension Q
Head Lice- Unexcused (in excess of one day to eradicate head lice) R
Head Lice- Excused (excused) S
Full Day Suspension U
Unexcused Z
Pending

7. New Document Codes A01 Absence Log- Illness/Injury A02
Absence Log- Out of Town
A03
Absence Log- Dentist
A04
Absence Log- Funeral
A05
Absence Log- Excused Head Lice
A06
Absence Log-Unexcused Head Lice
A07
Absence Log
S01
Sign-Out & Sign-In Sheets- Medical Appointment
S02
Sign-Out & Sign-In Sheets- Sent Home (Discipline)
S03
Sign-Out & Sign-In Sheets- Sent Home (Illness/Injury)
S04
Sign-Out & Sign-In Sheets- Transportation Issues
S05
Sign-Out & Sign-In Sheets- Funeral
S06
Sign-Out & Sign-In Sheets- Non-Medical Appointment
S07
Sign-Out & Sign-In Sheets- Head Lice
S08
Sign-Out & Sign-In Sheets- Wellness Center
T01
Tardy Slip- Late
T02
Tardy Slip- Medical Appointment
T03
Tardy Slip- Illness
T04
Tardy Slip- Non- Medical Appointment
T05
Tardy Slip- District Transportation
T06
Tardy Slip- Personal Reasons
T07
Tardy Slip- Wellness Center
D01
Doctors Note
P01
Parent Note
P02
Parent Verification Form- Ill
P03
Parent Verification Form- Doctor/Dentist
P04
Parent Verification Form- Out of Town
P05
Parent Verification Form- Funeral (In state immediate family)
P06
Parent Verification Form- Funeral (Out of state immediate family)
P07
Parent Verification Form- Other Reasons
R01
Religious Waivers
TAC
Teacher Attendance Correction Form/
RTC
Request to Change Attendance Form
WCM
Wellness Center Medical Note

8. THE ROLE OF ATTENDANCE ACCOUNTING

9. Student Attendance Why does it matter?
It’s the law.
Every child between the ages of six and eighteen is required to attend public school full-time, with very limited exceptions. (Education Code 48200)
It’s a necessary part of the learning process.
Students are more successful in academics when they attend school.
K-12 funding is based on Average Daily Attendance (ADA).
Student attendance generates over 75% of the district’s general fund operating revenues. (2018/19 estimate = $297.6 million)

10. Attendance vs Enrollment
We are funded based on the number of students we serve, not the number we plan on serving.
The costs of setting up the instructional program will be a loss unless the students actually attend.

11. How Much Money Are We Talking About?
ADA is calculated using P-2 attendance (August 15, 2018 through March 22, 2019 = 136 days) 2018/19 estimated revenue per student = $9,919 (approx. $72.93 per day) 100% attendance = $9,919 95% attendance = $9,423 Loss = $496 $496 x 30,371 = $15 million

12. Why Does it Matter How We Take Attendance?
Because anytime money is involved, oversight can be expected!
Attendance accounting software, forms and procedures must be reviewed and approved by:
California Department of Education
District external auditors (Vavrinek, Trine, Day & Co., LLP)
This isn’t the honor system, VTD will verify forms & procedures during our annual audit!

13. SCHOOL CALENDAR

14. BCSD’s School calendar
BCSD has a single district-wide calendar
School Year:
180 days in a School Year
July 1 to June 30
School Month:
20 days or four (4) weeks of five days each week
School Days:
Monday-Friday (Excluding Weekends)

15. School Calendar cont.
ALL schools MUST meet the required annual instructional minutes required by CDE Kindergarten: 36,000 Grades 1-3: 50,400 Grades: 4-8: 54,000 Educational Services Department uses the schools Bell Schedules to calculate the required annual instructional minutes. Bell Schedules are used by attendance in preparing school sites Time Calculator. Time Calculator is used by school sites in verifying minutes missed for partial day absences (J, K, L, M, and P)

16. STUDENT INACTIVATION/ WITHDRAWAL AND TRANSFERS

17. When can you inactivate a student?
When Cume Requests are received from another school.
When a parent/guardian fill-out and sign the Student Withdrawal Form (see attached form).
Inactivating for Unknown Reason:
School site MUST exhaust all options in figuring our the students status:
Calling all contact numbers in the students emergency contact card
Home visit (includes neighbor inquiry) has been done.
Student Services department has been contacted to research student in CALPADS.
Once everything has been exhausted, clerk/secretary MUST communicate with their Principal and get an approval that they are inactivating the student.
Note: Inactivation date is the first day of consecutive absences.

18. ATTENDANCE ACCOUNTING ABSENCES

19. Verification of absences
Employees verify absences to determine compliance with compulsory attendance law.
Only district employees can verify, not volunteers or students.
(Compulsory attendance law: pupils ages 6-18 required to attend school full-time with regular and punctual attendance).
Any reasonable method which establishes the fact of the absence.
Employee should not accept documentation or information that is known to be false.

20. Method of Verification
Tardy Slips
Sign-Out & Sign-In Sheets
Absence/Call-In/Verification Logs
Doctors/Parents/Guardian Notes/Parent Verification Form
Religious Waivers
Teacher Change Forms/ s
Request to Change Attendance Records.
Note: All documents are CDE approved forms. These forms cannot be modified without an approval from CDE.

21. Complete School Codes:
What is ISP?
Independent Study (ISP) is a different way of learning. In independent study, a student is guided by a teacher but usually does not take classes with other students every day. The student works independently.
Complete School Codes:
C (work credited, we get ADA)
I (academic credit only, no ADA)
Note: School clerks/secretaries MUST send the completed ISP contracts to Johnetta Hampton of Student Services ASAP in order to update Complete School.

22. MONTHLY RECONCILIATION AND ATTENDANCE REPORTING

23. Monthly Reconciliations
Sites MUST ensure the detailed monthly reports are accurate, as this information is used by the district office staff to prepare the summary reporting to the State.
Attendance Reports
Post ALL applicable attendance information into AERIES (Tardy Slips, Absence logs, Sign-Out&Sign-In sheets, Doctors/Parents/Guardian notes/Parent Verification Forms, Religious waivers, Teacher Attendance Correction forms/ s)
Print-out clear Attendance Audit Log to verify that there are no errors.
Print-out monthly attendance report and summary.
Clear Submitted Submission Reports and completed Submission reports (include signed Weekly Attendance Reports from teachers)

24. Attendance Reports P-1 Report: Month 1 to Month 4 of attendance months
Due to the County office: January 4, 2019
P-2 Report: Month 1 to Month 8 of attendance months
Due to the County office: April 19, 2019
P-2 Revised: Month 1 to Month 8 of attendance months
Due to the County office: July 4, 2019
Annual: Month 1 to Month 11 of attendance months

25. Questions?