part i automated attendance: state …€¦ · "the student attendance recordkeeping system...

PART I

AUTOMATED ATTENDANCE:

STATE REQUIREMENTS

OKALOOSA SCHOOL DISTRICT (10)

AUTOMATED STUDENT ATTENDANCE RECORDKEEPING PROCEDURES

ATTENDANCE PROCEDURES

----------------------------------------------------------------------------------------------------- THE FOLLOWING ARE EXCERPTS FROM THE STATE AUTOMATED ATTENDANCE PROCEDURES INTERMINGLED WITH PROCEDURES THAT OKALOOSA WILL BE FOLLOWING FOR THE 2009-2010 SCHOOL YEAR. EXCERPTS FROM THE STATE WILL BE ENCLOSED BY " ". -----------------------------------------------------------------------------------------------------

―As of July 1, 1987, school districts implemented and began maintaining automated student records for

all PK through grade 12 and adult students in classes which will generate funding under the Florida

Education Finance Program (FEFP). Part of this implementation required that districts implement the

Automated Student Attendance Recordkeeping System described below.‖

―Section 1003.23, Florida Statutes, requires districts to ‗keep all records‘ and ‗submit all reports that may

be required by law and by regulations of the state and district boards.‘ To be included in these reports are

‗a register of enrollment and attendance.‘ The Statute further requires that the enrollment register ‗show

the absence or attendance of each child enrolled for each school day of the year in the manner prescribed

by the state board.‘ The school year is defined as the regular 180 day school year plus its associated

summer session. That is, the period of time from the first day of the regular 180 day school year to

the day preceding the first day of the next regular 180 day school year constitutes the school year. ‗FTE audits are based on a fiscal year, not on a school year. For example, if an FTE audit is performed

on 2004-05 data, a district must provide automated attendance for the entire fiscal year running July 1,

2004 - June 30, 2005"

The automated attendance system described in this document is the approved Department of Education

automated attendance recordkeeping system. All automated systems must conform to the standards

below."

GENERAL INFORMATION/PURPOSE

The purpose of this document is to explain the attendance record-keeping requirements for students

enrolled in Okaloosa County public schools. It defines attendance elements as these relate to both entry

and reentry of students into schools and their withdrawal from schools. It further meets audit trail

requirements in the form of how students are entered, reentered, and withdrawn and defines output report

requirements that must be provided upon request for audit purposes.

"Each district shall maintain attendance, absence, and withdrawal information on students enrolled in the

district and be able to prepare upon request a record of each student's entry, reentry, and withdrawal dates

as well as that student's days present and absent."

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP1) PAGE 1-1

GENERAL INFORMATION/PURPOSE (continued) (10)

"The student attendance recordkeeping system has four basic purposes.

1. To meet the requirements of Section 1003.23, Florida Statutes, which requires the

attendance or absence of students be checked on a daily basis;

2. To provide documentary evidence of student eligibility for inclusion in the FTE membership

survey;

3. To comply with the Florida Department of Education Information Data Base

Requirements; and

4. To assist districts in meeting the requirements of Section 1003.436, Florida Statutes,

which requires student attendance be maintained for specific time periods in grades 9-12

for credit purposes."

RECORDKEEPING REQUIREMENTS FOR GRADES PK-12

"For all students in grades PK-12, daily attendance shall be kept on a school basis during the 180 day

school year and it's associated Summer School. That is, all information shall be kept at the central

office level on a grade or homeroom basis. In all cases where a student is absent or tardy, the

principal or the principal's designee shall ensure that teachers submit a signed and certified report

to include the date, period (where appropriate), name(s), and grade level of the students who are

absent or tardy."

AN OKALOOSA COUNTY "IN-HOUSE" ATTENDANCE CARD FORMAT IS PROVIDED FOR

ELEMENTARY AND SECONDARY SCHOOL CENTERS TO RECORD DAILY ATTENDANCE. THESE

DO NOT, AND CANNOT, REPLACE THE ON-SCREEN AUTOMATED DAILY ATTENDANCE. THE

CARDS ARE FTE SOURCE DOCUMENTS. THESE FORMS MUST BE KEPT FOR FTE AUDIT

PURPOSES FOR FIVE FISCAL YEARS.

RECORDKEEPING REQUIREMENTS FOR GRADES 9-12 (continued)

"For students in grades 9-12, attendance must also be maintained on a period by period basis for classes

in the 180 day school year and its associated summer school in which students received credit in order to

meet the requirements of Section 1003.436, F.S. As in the case of daily attendance recordkeeping,

documentary evidence must be maintained on each individual student showing days present and

days absent for each period."

PLEASE SEE THE DISCUSSION CONCERNING THIS; OKALOOSA PROCEDURES PART II AND PART III.

ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 1-2

RECORDKEEPING REQUIREMENTS FOR ADULT STUDENTS (10)

"Adult attendance must be kept on a class by class basis. For each class in which an adult student is

registered, the student's attendance must be maintained showing that the student was either present or

absent. Actual class hours will be required only where students may attend classes at their convenience

whether or not an overall schedule has been established for the class. The attendance record for adult

students must show all scheduled meeting dates and times for the adult student for all classes in which he

or she is enrolled. If a secondary student is taking the course for high school credit in order to earn a

high school diploma and he or she is in class less hours than he or she is scheduled to be in class, the

district must record the actual number of hours the student was in class."

PLEASE SEE DISCUSSION CONCERNING THESE IN; OKALOOSA PROCEDURES

PART II AND PART III.

STUDENT ORIGINAL ENTRY THIS SCHOOL YEAR: PK-12

"The original entry code for a student must correspond with the date of the student's original entry into a

Florida public school in the state this school year. Initial entry codes are E01, E02, E03, E04, E05, and

E09 should be assigned as follows:‖

* E01- Any PK-12 student who was enrolled in a public school in this school district the previous

school year.

* E02 - Any PK-12 student whose last school of enrollment was a public school outside of this

district, from another Florida school district, another state or U.S. territory

* E03 - Any PK-12 student whose last school of enrollment was a private school in any Florida

school district. another state, or U.S. Territory.

* E04 - Any PK-12 student who is enrolling in a public school in this district after having been in

home education in any Florida school district, another state, or U.S. Territory.

EO5 – Any student entering PK or KG for the first time.

* E09 - Any PK-12 student who enters a Florida school from out of the country.


STUDENT ORIGINAL ENTRY: PK-12 (continued) (10)

"For those students who are expected to enroll at the beginning of the school year and who

does not return to begin the year, the district should carry the student on the class rosters for up

to a period of ten (10) school days. If the student has not enrolled, the district must remove the student

from the roll as of the first day of school by entering the withdrawal code DNE, recording the withdrawal

date as of the first day of school, and by deleting any attendance records associated with the student. The

withdrawal record must be maintained for reporting to the Department of Education.

If at any time during the year a determination is made that the student has withdrawn for reasons other

than DNE, the appropriate change must be made on the student's record.

If a student enrolls in the district prior to day 11, the entry code on day 1 of the 180 day school

year and any attendance information must be deleted and the appropriate entry code must be

entered on the day the student enrolls. If a student enrolls in the district at a later time, the DNE

code must be deleted and the appropriate entry code would be indicated on the first day the

student enters the district.

If another school system, in or out-of-state, requests the student's record the DNE withdrawal code must

be replaced by the appropriate withdrawal code. The district must enter the withdrawal code the first day

of the current school year."

WITH THE EXCEPTION OF THOSE STUDENTS CODED AS "E02", "E03", “E04” E05, and “E09” BY

THE SCHOOLS, ALL OKALOOSA COUNTY STUDENTS WILL BE INITIATED BY DATA PROCESSING AS "E01", FOR ALL SCHOOL CENTERS AS OF THE

FIRST DAY OF THE SCHOOL YEAR.

WITHDRAWAL FROM SCHOOL: PK-12

"When a student withdraws from school prior to the end of the school year, the appropriate withdrawal

code must be shown on the day following the student's last day of membership. If the withdrawal is

made while the student is absent, the withdrawal must be entered on the day following the day it was

officially determined that the student withdrew." If the ‗day following‘ falls on a Saturday‖ or holiday ,

record the code on the date of the next school day .

"If a student withdraws from summer school prior to completion of summer school, the appropriate

withdrawal code must be shown on the day following the student's last day of membership. If the student

is expected to return to a school in the district, use the appropriate code of W01, W02, or W26. Use the

appropriate withdrawal code W3A, W3B, W27, W6A, W6B, W8A, and WPO if the student is not

expected to return to the district."


WITHDRAWAL FROM SCHOOL: PK-12 (continued) (10)

"At the end of the school year, appropriate withdrawal codes must be recorded on the day after the last

day of school for all students who are in membership on the last day of the regular 180 day year. On the

day after the last day of summer school, the appropriate withdrawal code must also be assigned to all

students who are in membership on the last day of summer school. It is expected that those withdrawal

codes will likely be W01, W02, or W06 - W09, W6A, W6B, WPO, WFW, WFT. For those

students for whom requests for records are received over the summer or during the break prior to the

beginning of the next regular school year, changes should be made in the withdrawal codes which will be

part of the normal process for withdrawing students. Those withdrawals should be entered on the day

following the last day of the school year or summer school, whichever is appropriate."

See the section on Student Original Entry (page 1-4) for information on the use of the DNE withdrawal

code.

A withdrawal is official when one or more of the following occurs:

1. A parent or legal guardian notifies the school that the child is permanently leaving the school to

enroll in another school;

2. A request for the student's school record is received from a public or private school in which the

student is enrolled or plans to enroll;

3. The student has been transferred within the school or district by school officials;

4. The student has been promoted, graduated, has a certificate of completion, special certificate

of completion, or holds a valid certificate of exemption from the superintendent as provided

under Section 1003.21, F.S.,

5. A school official determines that the child either has moved and permanently left school, has

died, or has become eligible for withdrawal from school under the provisions of Section

1003.21, Florida Statutes.

OKALOOSA COUNTY SCHOOL STUDENTS WHO COMPLETE THE TERM(S) FOR THE FULL SCHOOL YEAR WILL BE AUTOMATICALLY WITHDRAWN BY DATA PROCESSING WITH THE APPROPRIATE CODE – “W01” OR “W02” WHICHEVER IS APPROPRIATE.


RE-ENTRY INTO SCHOOL (10)

"Student who reenters school after having been withdrawn must be reentered on the date they return.

This requirement also covers the student returning to summer school. Three types of reentry codes (R01-

R03) are provided and are dependent upon the type of reentry. Students who are assigned a reentry code

of R01 must have previously been enrolled in another attendance reporting unit (class/grade) in the same

school in the same school year. Similarly, students assigned R02 must have previously been enrolled in

another school in the same district in the same year. A student assigned R03 must be an unexpected

reentry into the same district after withdrawing or being discharged."

"Summer school entries, withdrawals, and reentries shall be accounted for in the same manner as those

for the regular school year. That is, all students entering summer school shall be assigned an entry code

or reentry code depending upon previous enrollment during the regular school year. Additionally, the

students must be withdrawn at the end of the summer school with the appropriate withdrawal code."

INSTRUCTIONS FOR MAINTAINING STUDENT DAILY ATTENDANCE,

GRADES PK-12

"It is the responsibility of the school district to define a particular time of the school day that daily

attendance will be taken for PK-12 students. Daily attendance must be taken at that time for all students

in the school. It is the responsibility of the teacher (or other individual as designated by the school

principal) taking daily attendance to determine which students who are on the school's official rolls

are absent. Upon this determination, it is the responsibility of that individual to sign and date the

absentee slip, Optical Mark Reader (OMR) card(s), or a similar recordkeeping device which will be used

to provide an audit trail for student absentees. The original attendance recording keeping device should

not be changed. As students come and go during the school day the school must maintain a record of

when students arrive late or leave early. A sign-in/sign-out sheet or other means may be used to show

changes to the original absentee records. The absentee slip, OMR card, or similar recordkeeping

device, along with an automated record, must be maintained for a period of four years or until all

applicable audits for FTE have been released."

Okaloosa County Schools Can Make The Determination For This Time Of

Attendance Taking. It Should Be Noted As Part Of Your FTE Audit Trail Information.

The Okaloosa County “IN-HOUSE” School Attendance Card Has Been Designed

To Include The Data and A Space To The Right To Show The Teacher Initials.


INSTRUCTIONS FOR MAINTAINING STUDENT DAILY ATTENDANCE, (10)

GRADES PK-12 (continued)

Hospital/Homebound Programs

Since FTE auditors require additional information for students in Hospital/Homebound programs, the

manual work document must be signed and dated by the Hospital/Homebound teacher and must be

maintained for four years or until all appropriate FTE audits have been completed. It is the district‘s

option how the attendance is collected on the attendance manual work document that is maintained by

the teacher. Also how the attendance is collected and how often they are entered in their automated

system so long as the complete information is accurate and entered prior to each of the four FTE survey

periods.

The attendance codes for hospital/homebound are:

Blank = indicates the teacher visited the student, teacher was not scheduled to visit, or the

teacher was scheduled but unable to visit; and

A = indicates absent- the teacher visited the student, but the student was unavailable for

instruction and the visit was not rescheduled for the current week.

The manual work document must contain the following information:

a) Student's Name

b) Florida Student Number Identifier

c) Grade Level

d) Home School and/or Cost Center

e) Student's Schedule - Course Number, Course Title, Section Number, Period Number

f) Teacher's(s') - Name, Times and Days of Scheduled Visits

Resource Classes (Pullout Classes)

"Attendance is applicable to resource classes for students in grades PK-12 for FTE audit purposes.

The classroom teacher, from whose class the student is pulled out will record the presence or

absence of the student's daily attendance that will be entered in the district's automated attendance

system."

Partial Day Students (homebound, private school, PreK students attending for partial day)

Students that are attending school centers, taking partial day classes (band, chorus, PE, drivers

ed, etc.) or ―walk-in‖ partial day ESE services (PreK, St.Mary‘s etc.) should have an attendance

card for the first teacher they attend. This attendance card must remain at the school of

instruction.

Dual Enrollment and Early Admission

"For early admissions and dual enrollment students, who are enrolled in classes at a postsecondary

institution, the postsecondary institution's certification of attendance for all students may be accepted as

the requirement for the student meeting the attendance eligibility requirement for FTE eligibility. It is

the obligation of the institution providing the instruction to verify that the student is attending school

during the time the student is at the post-secondary institution."


INSTRUCTIONS FOR MAINTAINING STUDENT CLASS/ (10)

PERIOD BY PERIOD ATTENDANCE, GRADES 9-12

“The automated record of attendance does not have to maintain a day by day indication of the presence

of the PK-12 students. The assumption for PK-12 students is that the student is present when no

designation has been made for a specific date or class and the student has not withdrawn officially from

the school's rolls. Tardies must be recorded for students.”

“Attendance must be maintained for all students in Grades 9-12 who are enrolled in courses for credit

purposes. It is not required that districts maintain a daily indication of presence or absence in an

automated fashion. If the district should choose to use an automated system on a period by period basis,

the system must maintain the same codes for entry, reentry, and withdrawal as the daily attendance

system for Grades PK-12. That is, the district is expected to enter the student into the course on a date

specific, indicate absences with a specific date (except that absences must be designated either as

excused or unexcused), and withdraw students with a specific date.”

The following cases should be noted:

1. Hospital/Homebound Programs

Period By Period attendance for Students in Grades 9-12

Period by period attendance is not required for students in grades 9-12 who are in

Hospital/Homebound programs.

2. Resource Classes (Pullout Classes)

“Attendance is applicable to resource classes for students in grades PK-12 for FTE audit

purposes. The classroom teacher from whose class the student is "pulled out" will

record the presence or absence of the student's period attendance that will be entered in the

district's automated attendance system.”

Please See Discussion Concerning This Information Okaloosa Procedures Part II and Part III.

Okaloosa County Board Policies Require The Class Attendance Be Kept For Grades 9-12.


INSTRUCTIONS FOR MAINTAINING STUDENT ATTENDANCE, ADULT (10) GENERAL AND ADULT VOCATIONAL POST SECONDARY

―The following procedures and the specific codes must be used in maintaining student attendance in

grades 30 and 31. No other set of codes or procedures may be used in the maintenance of attendance for

adult postsecondary students.‖

Initial Enrollment: Enter the appropriate original entry code and date for the student upon original entry

into a Florida public school this year. This entry code must correspond with the exact date of original

entry into the state this school year. Acceptable code for initial enrollment is EA1 for adult students.

"Withdrawal: Enter the withdrawal code for the student upon that student's official withdrawal from the

class. If a student withdraws prior to the end of the class, the withdrawal code must be assigned and

indicated for the day following the day on which it was officially determined that the student has

withdrawn. This will be the student's last day of attendance."

A withdrawal is official when one or more of the following occurs:

1. The individual notifies the school that he or she is permanently leaving the class;

2. School official determines that the individual has moved and permanently left school, or has

died.

"Acceptable codes to define the types of withdrawal from school are 'W28 to W52' for adult students."

"At the end of the school year, appropriate withdrawal codes must be recorded for all students who are in

membership on the last day of the school year. It is expected that those withdrawal codes will likely be

W28, W43 - W45, W47, W48, W51 or W52. Those withdrawals should be entered on the day

following the last day of the school year."

Reentry: Reentry is defined as the return of a student to a class after having been enrolled previously in

the class and having been withdrawn from the class. The acceptable code for reentry is RA1 for adult

students.

School Year: The school year is defined as the regular 180 day school year plus its associated summer

session. That is, the period of time from the first date of the regular 180 day school year to the day

proceeding the first day of the next regular 180 day school year constitutes the school year.

Withdrawal: Withdrawal is the removal of a student from an attendance recordkeeping unit (class,

grade, or school). There are twenty-four withdrawal codes (W28-W52) provided for adult students.


RECORDKEEPING REQUIREMENTS FOR SPECIFIC GRADE GROUPS (10)

Given below is a chart that describes the recordkeeping requirements in summary.

Type Level of Method of

of Recordkeeping Report

Student Required Retrieval

------------------------------------------------------------------

PK-12 Daily Student by Grade

9-12 Period Student by Period

Adult Class Student by Class

------------------------------------------------------------------


PART II

PROCEDURES FOR DATA ENTRY:

DAILY AND CLASS ATTENDANCE

DATA ENTRY PROCEDURES (10)

ELEMENTARY SCHOOLS

The following is the Data Entry Attendance Procedures for Bar Coding we feel that will enable you to

utilize the Attendance Panel, S235, Bar Code Attendance. Your suggestions, improvements, and

comments are welcome.

***************************************************************************** THE SCREEN FORMAT FOR ATTENDANCE HISTORY, Panels S232, S233, S235, S244,

HAVE NOT REPLACED THE OFFICE ATTENDANCE CARD. THE ONLY LEGAL MEANS OF KEEPING ATTENDANCE IS THE OFFICE ATTENDANCE CARD. THE ATTENDANCE BACK-UP FOR AN FTE AUDIT IS THE TEACHER’S ATTENDANCE BOOK. HOWEVER THE ONLY DATA

AVAILABLE FOR PRINCIPAL'S REPORTS, STATE REPORTING, AND FTE CERTIFICATION WILL COME FROM INFORMATION ADDED TO THE PANELS.

*****************************************************************************

METHODS OF TRANSMITTING AND ENTERING ABSENTEE DATA TO THE

CENTRAL ATTENDANCE OFFICE

The only means of transmitting absence data to the Central Office by the use of the Bar Code scanning

device is the Attendance Card Format.

1. The use of Attendance Card Formats to send absence information to the central office.

USING AN ATTENDANCE CARD TO SEND ABSENCES TO THE OFFICE

1. The only legal method to transmit absences information to the Central Office and serve as a certification instrument is the Attendance Card.

2. Using an Attendance Card As Information Entry for Panel S235, Absence Bar Code reporting using a scanning device.

A. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE,

ENSURE THAT THEY ARE SORTED INTO absence category (Either Unexcused or Excused or Tardy) and bear the teacher's initials on any absence or tardy noted. This will allow you to scan without changing the absence code between each card.

B. SIGN ON TO PANEL S235, ABSENCE BAR CODE, which is one of the DATA ENTRY

SCREENS FOR DAILY ATTENDANCE REPORTING that can be used by the schools for attendance entry.

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP2A) PAGE 2-1


ELEMENTARY SCHOOLS ATTENDANCE CARD (continued)

The computer will present Panel S235 BAR CODE, having automatically inserted the School Number

and Current Date in the appropriate spaces.

C. This Screen is used since it has the ability to scan a bar code that identifies the

student and indicate their absence or tardiness.

1.) Enter the Selection Criteria you wish to Scan on, grade, enter the absence code

("E" for excused or "U" for unexcused or "T" for Tardy) UNDER the ―DLY:‖

PRESS ENTER to confirm the date and absence code. As you scan the bar code

label, the student‘s number will be presented and the code that was selected next to

the DLY: will be indicated on this screen and the other student‘s absence screens S233

and S242 and S244.

2.) When completed the operator can run the program TB210 from panel S236. This

will allow the attendance office to print an attendance roster for the day selected

on the control card of S236, Program TB210. This attendance roster should be

copied and sent to the teachers for verification and a copy should be kept for audit

purposes.

D. TO UPDATE/CORRECT EXISTING INFORMATION

1.) Sign on to Panel S233. Enter date that update is needed. PRESS ENTER.

All the students previously reported absent on date indicated will be presented

alphabetically to you. Simply type over the information in error. As an example,

a student was reported as absent and later arrived. His/her record should be

changed to reflect "T" (Tardy) rather than the absence.

2.) AFTER ALL CHANGES HAVE BEEN MADE ON THAT PAGE--PRESS

ENTER.

3.) Using an Attendance Card As Information Entry for Homeroom Groups. Class

Attendance PK – 12:

***************************************************************************** FOR THIS METHOD TO WORK EACH ATTENDANCE CARD MUST HAVE THE

FOUR CHARACTER ALPHA-NUMERIC HOMEROOM NUMBER FOR THE HOME-ROOM DATA CLASS INSCRIBED ON EACH CARD FOR USE IN IDENTIFICATION TO PANEL S233.

*****************************************************************************



ELEMENTARY SCHOOLS ATTENDANCE CARDS (cont)

A. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE,

ENSURE THAT THEY ARE SORTED INTO HOMEROOM GROUPS and have

the teacher's initials on any absence or tardy noted.

B. SIGN ON TO PANEL S233, ABSENCE - ENTRY which is one of the DATA ENTRY

SCREENS FOR DAILY ATTENDANCE REPORTING THAT CAN BE USED BY

ELEMENTARY SCHOOLS FOR ATTENDANCE ENTRY.

The computer will present Panel S233, having automatically inserted today‘s date.

C. Enter the four character alpha-numeric Homeroom Number of the Homeroom Data Class.

PRESS ENTER. All of the students who fall into this Homeroom Number will be presented to

you alphabetically for your use. Presented will be their Name, Student Number, Grade, Sex, and

Race. Beside each Student Name you would enter under 'DLY', the Daily Absence Code that best

represents their absence; 'U' 'E' 'T'. When you have finished with that screen of names and the

message at the bottom of the screen indicates there are more to see. PRESS ENTER, then PRESS

"F8" if all the students are not shown. This will present the remainder of the names for you to

review. Continue this until you are through with the Homeroom Data Class. When you have

entered the information each individual's Panel S244 Absence Detail will have been updated.

D. TO UPDATE/CORRECT EXISTING INFORMATION

1) Sign on to Panel S233, enter date that update is needed. PRESS ENTER. All

students previously reported absent on date indicated will be presented

alphabetically to you. Simply type over the information in error. As an example, a

student was reported as absent and later arrived. His/her record should be changed

to reflect "T" (Tardy) rather than the absence.

2) AFTER ALL CHANGES HAVE BEEN MADE ON THAT PAGE—

PRESS ENTER.

3) When changing from one Attendance Panel to another Press "F5" to refresh any

new data changes.

E. TO UPDATE/CORRECT EXISTING INFORMATION ONE STUDENT AT A

TIME ON PANEL A244

This Panel is designed to correct or update an individual student's absence history.



ELEMENTARY SCHOOLS ATTENDANCE CARD (continued)

1) Sign on to S244. Enter the 10 digit student number and the date that is needed to be

corrected. If you do not enter a date the computer will default to the starting

date of the school year. Place the appropriate action code under "A". The codes

may be "A" for add, "C" for change or "D" for delete.

2) Simply type over or space out the incorrect information. PRESS ENTER to update

changes.

3) Remember: When changing from one Attendance Panel to another PRESS "F5" to

refresh that panels information.

NOTE:

THESE CARDS MUST BE KEPT BY THE SCHOOLS THAT USE THEM. THE CERTIFICATION INFORMATION IS NECESSARY FOR FTE TEACHER SIGNATURE CERTIFICATION. FTE AUDITS ARE BASED ON A FISCAL YEAR, NOT ON A SCHOOL YEAR. FOR EXAMPLE, IF AN FTE AUDIT IS PERFORMED ON 2005-06 DATA, A DISTRICT MUST PROVIDE AUTOMATED ATTENDANCE FOR THE ENTIRE FISCAL YEAR RUNNING JULY 1, 2005 -JUNE 30, 2006. THESE CARDS MUST BE KEPT BY SCHOOLS UNTIL THEY MEET THE RETENTION/DESTRUCTION SCHEDULE.

ANY SCHOOL USING THE ATTENDANCE CARD AS ABOVE MUST ALSO USE THE TEACHER INITIAL TO SIGNATURE SHEET (MIS 4119) FOR ALL ATTENDANCE TAKERS USING THE CARD. THIS INCLUDES ALL SUBSTITUTES.


DATA ENTRY PROCEDURES – ELEMENTARY /SECONDARY SCHOOLS (10)

ATTENDANCE CARD



SECONDARY SCHOOLS

The following is the Data Entry Attendance Procedures we feel that will enable you

to utilize the Attendance Panels, Panels S232, S233, 235 and S244.

Your suggestions, improvements, and comments are welcome.

********************************************************************************* THE SCREEN FORMAT FOR ATTENDANCE HISTORY, Panels S232, S233, 235, AND S244, HAVE NOT REPLACED THE

OFFICE ATTENDANCE CARD. THE ONLY LEGAL MEANS OF KEEPING ATTENDANCE IS THE ATTENDANCE CARD. THE ATTENDANCE BACK-UP FOR FTE AUDIT IS THE TEACHER ATTENDANCE BOOK. HOWEVER THE

ONLY DATA AVAILABLE FOR PRINCIPAL'S REPORTS, STATE REPORTING, AND FTE CERTIFICATION WILL COME FROM INFORMATION ADDED TO THE PANELS.

*********************************************************************************

I. METHODS OF TRANSMITTING AND ENTERING ABSENTEE DATA TO THE

CENTRAL ATTENDANCE OFFICE

The main means of transmitting absence data to the Central Office usually fall into one of the

following methods. We will cover each briefly as to their transmittal and entry use:

1. The use of Attendance Card Formats (either of the County provided variety or local

creation) to send absence information to the central office.

II. USING AN ATTENDANCE CARD TO SEND ABSENCES TO THE OFFICE

1. The Screen Format for Attendance History, Panels S232, S233 and S235 have replaced the

original use of the Attendance Card. The legal purposes of the card are now to transmit absence

information to the Central Office and serve as a FTE audit certification instrument.

2. Using an Attendance Card As Information Entry for Panel S235, Absence Bar Code reporting

using a scanning device.

A. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE, ENSURE

THAT ARE SORTED into Absence category (Either Unexcused or Excused or Tardy)

and bear the teacher's initials on any absence or tardy noted. This will allow you to scan without

changing the absence code between each card.

B. SIGN ON TO PANEL S235, ABSENCE BAR CODE, which is one of the DATA ENTRY SCREENS FOR DAILY ATTENDANCE REPORTING THAT CAN BE USED BY THE SCHOOLS FOR ATTENDANCE ENTRY.

The computer will present Panel S235 BAR CODE, having automatically inserted the

School Number and Current Date in the appropriate spaces.

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP2A) PAGE 2-6


SECONDARY SCHOOLS ATTENDANCE CARD (continued)

C. This Screen is used to have the ability to scan a bar code that identifies the student and

indicates their absence or tardiness.

1) Enter the Selection Criteria you wish to Scan on, grade, enter the absence code

("E" for excused or "U" for unexcused or "T" for Tardy) UNDER the DLY: PRESS

ENTER to confirm the date and absence code. As you scan the bar code label the

student‘s number will be presented and the code that was selected next to the DLY: will

be indicated on the student‘s absence screens S233 and S242 and S244.

2) When completed the operator can run the program TB210 from panel 236. This

will allow the attendance office to print an attendance roster for the day selected on

the control card of S236, Program TB210. This attendance roster should be copied

and sent to the teachers for verification and a copy should be kept for audit

purposes.

3. Using an Attendance Card As Information Entry for Panel C232 AND

Absence Reporting by grade groups.

A. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE, ENSURE THAT THEY ARE SORTED INTO GRADE GROUPS ALPHABETICALLY (Either through boxes labeled with the grade, special places on the desk, etc.) and bear the teacher's initials on any absence or tardy noted. B. SIGN ON TO PANEL S232 ABSENCE REPORTING which is one of the DATA ENTRY SCREENS FOR DAILY ATTENDANCE REPORTING THAT CAN BE USED BY SECONDARY SCHOOLS FOR ATTENDANCE ENTRY.

The computer will present Panel S232 having automatically inserted the School Number and

Current Date in the appropriate spaces.

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP2A1) PAGE 2-7



C. This panel is used to have the computer present a list of all students regardless of

whether they are/were absent.

1) Enter the Selection Criteria you wish to Scan on, Grade, enter the grade under

GR. PRESS ENTER. All of the students who meet your selection criteria will be

presented Alphabetically for your use. Presented will be their Name, Student Number,

Grade, Sex, and Race. Beside each student name you would enter under "DLY" the Daily

Absence Code that best represents their absence; "U", "E". WHEN YOU HAVE

ENTERED THIS, THE CODE YOU ENTERED WILL BE PROPAGATED ACROSS

THE PERIODS FOR THE STUDENT AND BE REFLECTED FOR EACH COURSE

NUMBER THE STUDENT IS TAKING THESE PERIODS. WHEN YOU HAVE

FINISHED WITH THAT SCREEN, PRESS ENTER. EACH INDIVIDUAL'S PANEL

S244, ABSENCE DETAIL WILL HAVE BEEN UPDATED.

DLY 1 2 3 4 5 6 7

the operator types E

the computer responds E E E E E E E E

2) As you finish a page and press "ENTER", the entered students will be updated. To

receive a new page, press "F8", a new page will be presented for you to begin working on.

D. TO UPDATE/CORRECT EXISTING INFORMATION ON PANEL S232

1) Sign on to Panel S232, enter date that update is needed. PRESS ENTER, this will query

for students on date indicated. Simply type over the information in error. As an example,

a student was reported as absent and later arrived. His/her record should be changed to

reflect "T" (Tardy) rather than the absence.

2) TO CORRECT A PERIOD ENTRY i.e. the DLY "E" code produced 7 Period absences

as below:

DLY 1 2 3 4 5 6 7

E E E E E E E E




BUT, the student came into the school after Fifth Period. You would space out the absence code

"U", or "E" under "DLY" and SPACE OUT the Sixth and Seventh Periods to show that they are

not to be charged an Absence for Courses in those periods. The record would now show:

DLY 1 2 3 4 5 6 7

_ E E E E E _ _

OR

The student was present at the beginning of the day, but left school Third Period.

The record would be adjusted for that student by entering Panel S232 and entering

their Student Number and pressing ENTER. When his record appears it would be

as below:

DLY 1 2 3 4 5 6 7

_ _ _ _ _ _ _ _

You would change it to that below to reflect his PERIOD ABSENCES OF

FOURTH THROUGH SEVENTH PERIODS (assuming the code was "E" for

excused Absence).

DLY 1 2 3 4 5 6 7

_ _ _ _ E E E E

3) AFTER ALL CHANGES HAVE BEEN MADE--PRESS ENTER.

4) When changing from one Attendance Panel to another PRESS "F5" to refresh

any new data changes.

E. TO UPDATE OR CORRECT EXISTING INFORMATION ONE STUDENT AT A TIME ON PANEL S244


1) Sign on to S244. Enter the student number and the date that is needed to be

corrected. If you do not enter a date the computer will default to the start date

of school.

2) Simply type over or space out the incorrect information.

3) REMEMBER: When changing from one Attendance Panel to another PRESS

"F5" to refresh that Panels information.

4. Using an Attendance Card As Information Entry for Panel S232. Absence Reporting by

Homeroom Groups.




******************************************************************************** FOR THIS METHOD TO WORK EACH ATTENDANCE CARD MUST HAVE THE HOMEROOM NUMBER FOR THE HOMEROOM DATA CLASS INSCRIBED ON

EACH CARD FOR USE IN IDENTIFICATION TO PANEL S232

*********************************************************************************

A. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE, ENSURE

THAT THEY ARE SORTED INTO HOMEROOM GROUPS and bear the teacher's initials on

any absence or tardy noted.

B. SIGN ON TO PANEL S232, ABSENCE REPORTING which is one of the DATA ENTRY

SCREENS FOR DAILY ATTENDANCE REPORTING THAT CAN BE USED BY

SECONDARY SCHOOLS FOR ATTENDANCE ENTRY.

The computer will present Panel S232, having automatically inserted TODAY‘S

ATTENDANCE DATE.

C. Enter the Homeroom Number, of the Homeroom Data Class and Attendance Date that you wish

to enter data. PRESS ENTER. All of the students who fall into this Homeroom Number, and

will be presented to you alphabetically for your use. Presented will be their Name, Student

Number, Grade, Sex, and Race. Beside each Student Name you would enter under "DLY", the

Daily Absence Code that best represents their absence; "U" "E". When you have finished with

that screen of names and the message at the bottom of the screen indicates there are more to

see. PRESS "F8". This will present the remainder of the names for you to review. Continue this

until you are through with the Homeroom Data Class.

When the terminal operator enters the correct code under the "DLY" column THE COMPUTER WILL AUTOMATICALLY PROPAGATE IT ACROSS ALL CLASS PERIODS AND "TAG" THE COURSES THE STUDENT IS TAKING THESE PERIODS WITH AN ABSENCE ("T" IS ONLY TO BE USED FOR PERIOD ABSENCES).

AS AN EXAMPLE:

DLY 1 2 3 4 5 6 7

the operator types E

the computer responds E E E E E E E E




D. TO UPDATE/CORRECT EXISTING INFORMATION ON PANEL S232

1) Sign on to Panel S232, enter date that update is needed. PRESS ENTER. All

students absent on date entered will be presented alphabetically to you.

Simply type over the information in error. As an example, a student was reported as

absent and later arrived. His/her record should be changed to reflect "T" (Tardy)

rather than the absence. "T" should be used only for period tardiness.

2) TO CORRECT A PERIOD ENTRY i.e. the "E" code produced 7 Period absences

as be:

DLY 1 2 3 4 5 6 7

E E E E E E E E

BUT, the student came into the school after Fifth Period. You would space out the

absence code entered, "U", or "E", under the "DLY" Code and SPACE OUT the

Sixth and Seventh Periods to show that they are not to be charged an Absence for Courses in

those periods. The record would now show:

DLY 1 2 3 4 5 6 7

_ E E E E E _ _

OR

The student was present at the beginning of the day, but left school Third Period. The record

would be adjusted on Panel S232 for that student by entering their student number and

pressing ENTER. When his record appears it would be as below:

DLY 1 2 3 4 5 6 7

_ _ _ _ _ _ _ _

You would change it to that below to reflect his PERIOD ABSENCES OF FOURTH

THROUGH SEVENTH PERIODS (assuming the code was "E" for excused Absence).

DLY 1 2 3 4 5 6 7

_ _ _ _ E E E E





E. TO UPDATE OR CORRECT EXISTING INFORMATION ONE STUDENT AT A

TIME


1) Sign on to S244. Enter the student number and the date that is needed to be

corrected. If you do not enter a date the computer will default to the start date of

school.

2) Simply type over or space out the incorrect information.

3) REMEMBER: When changing from one Attendance Panel to another PRESS "F5

to refresh that Panels information.

4.) SAMPLE ATTENDANCE CARD FOR DAILY ATTENDANCE (Please note the

changes from years past on it's use):

NOTE:

THESE CARDS MUST BE KEPT BY THE SCHOOLS THAT USE THEM. THE RETENTION PERIOD IS 5 FISCAL YEARS.

THE CERTIFICATION INFORMATION IS NECESSARY FOR FTE TEACHER SIGNATURE CERTIFICATION. ANY SCHOOL USING THE ATTENDANCE CARD AS ABOVE MUST ALSO USE THE TEACHER INITIAL TO

SIGNATURE SHEET (MIS 4119) FOR ALL ATTENDANCE TAKEN USING THE CARD.



ADULT SCHOOLS

The following is the Data Entry Procedures we feel that will enable you to utilize the New Attendance

Panels (Panel S234, S245). Your suggestions, improvements, and comments are welcome.

********************************************************************************* THE SCREEN FORMAT FOR ATTENDANCE HISTORY, Panel S234 and S232, HAVE NOT REPLACED THE

ADULT ATTENDANCE CARD. THE ONLY LEGAL MEANS OF KEEPING ATTENDANCE IS THE STUDENT

ATTENDANCE CARD. THE ATTENDANCE BACK-UP FOR FTE AUDIT IS THE TEACHER ATTENDANCE

BOOK. HOWEVER THE ONLY DATA AVAILABLE FOR PRINCIPAL'S REPORTS, STATE REPORTING, AND

FTE CERTIFICATION WILL COME FROM INFORMATION ADDED TO THE PANELS.

*********************************************************************************

I. ENTERING ADULT CLASS ATTENDANCE THROUGH THE MEANS OF THE

SCHOOL ATTENDANCE OFFICE:

1. ADULT CENTERS DO NOT ENTER DAILY ATTENDANCE--ONLY CLASS

ATTENDANCE.

2. USING AN ATTENDANCE CARD TO SEND CLASS ABSENCES TO THE

OFFICE

A. USE THE OKALOOSA COUNTY ADULT ATTENDANCE CARD PER EACH

STUDENT PER EACH CLASS.

B. Ensure that the Attendance Card for each adult in each class bears the following

information on the card (see Sample Card PAGE 2-22 for suggested placement):

1) THE COURSE NUMBER, COMPANION FIELD, AND SECTION NUMBER

OF THE CLASS. 2) THE CORRECT NUMBER OF HOURS FOR ONE INSTANCE OF THE CLASS IN THE MANNER OF "CLASS HOURS PER CLASS = XX.XX".

C. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE, ENSURE THEY ARE KEPT IN CLASS ORDER--DO NOT ALPHABETIZE THEM AS THEY WILL BE ENTERED IN CLASS ORDER, NOT ADULT STUDENT ORDER.

D. THE ATTENDANCE CARDS SHOULD UNDERGO AN ATTENDANCE CHECK EACH TIME THEY COME TO THE OFFICE AS TO:

1) Do all adult students have a card? (Example: Is the teacher sending up a piece

of paper saying John Doe is Absent? Why?)

2) Has the teacher placed their initials beside each absence or tardy?

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP2B) PAGE 2-13


ADULT SCHOOLS (cont)

E. TO ENTER THE ADULT CLASS ATTENDANCE ABSENCES INTO THE COMPUTER:

1) Sign on to Panel S234, ABSENCES - CLASS which is the Data Entry Screen

for Class Attendance Reporting that should be used by adult schools.

2) The computer will present Panel S234, having automatically inserted the School

Number and Current Date in the appropriate spaces.

3) Enter the following:

a. Beside "COURSE CF SEC" enter the Course Number, Companion Field, and

Section Number of the class you wish to enter Attendance Data .

b. PRESS ENTER.

c. When the screen clears you will be presented the Class Information (Instructor,

term, period, etc.) at the top of the Screen and the Student Information (Name,

Student Number, Race, Sex, and DAILY.

e. Beside each student name you would enter under "ABS"

the Attendance Code "A".

SHOULD YOU NEED TO SHOW THE HOURS AS ACTUAL THIS INFORMATION WOULD BE INPUT ON PANEL S245,

TAB over to the HOURS and ENTER THE TOTAL AMOUNT OF HOURS ABSENT NOTE THAT YOU CAN ENTER HOURS TO THREE DECIMAL POINTS,

IF ABSENT TWO HOURS TYPE IN 2.000.)

PLEASE NOTE THE ADULT HOURS CHOICE AS PER THE DISCUSSION ON

PAGE 1-2 CONCERNING THIS.

As you finish the page and PRESS ENTER the entered students will be updated. To receive a new page, Press "F8" and a new page will be presented for you to begin working on.




F. TO UPDATE/CORRECT EXISTING INFORMATION

1) Sign on to Panel S244, enter in the Student Number, the Course/Companion

Field/Section Number of the class, and the Date of the Attendance Information you

wish to update. When you have completed the entry of the information—PRESS

ENTER.

2) TO CORRECT AN EXISTING RECORD--type over the information in error.

3) TO UPDATE OR ADD A CLASS ATTENDANCE CODE--either add the code or

over-type the code shown.


5) When changing from one Attendance Panel to another Attendance Panel PRESS

"F5" to refresh any new data entered.

G. TO MAINTAIN THE DATA ON THE ATTENDANCE CARD

1) Place the ENTRY CODE (EA1) PHYSICALLY ON THE FIRST DATE OF

ATTENDANCE.

METHOD

1) Let the Actual Number of Hours WRITTEN ON EACH ATTENDANCE CARD

take the place of physically placing these on each card per day. If the student is

present then he/she is assumed present the total hours indicated for that class.

THESE MUST BE WRITTEN ON EACH CARD AS "HOURS PER

CLASS=XX.XX"

2) ON CLASSES WHERE THE STUDENT IS FULLY ABSENT--place the code "X"

for Total Absence PHYSICALLY ON THE DATE OF ABSENCE and enter the

Hours ACTUALLY ABSENT BY SHOWING THE HOURS AS 0.0, and have the

teacher initial above the hours.




3) To show actual hours present:

a. Place the proper code; "X" for Total Absence or "T" for Tardy,

PHYSICALLY ON THE DATE OF THE ABSENCE OR TARDY.

b. Write the ACTUAL Number of Hours ABSENT BY USING THE

FOLLOWING TO INDICATE "L" FOR LESS HOURS THAN FULL

HOURS SHOWN ON THE CARD; L XX.XX. (EXAMPLE: L 3.50).

c. Have the teacher initial The Less than Full Attendance Hours above the Hours

shown (see Example on Card).



ADULT SCHOOLS

The following is the Data Entry Procedures we feel that will enable you to utilize the New Attendance

Panels (Panel S234, S244). Your suggestions, improvements, and comments are welcome.

*********************************************************************************

THE SCREEN FORMAT FOR ATTENDANCE HISTORY, PANEL S233, IS TO REPRESENT

THE CLASS ADULT ATTENDANCE CARD. THE ONLY LEGAL MEANS OF KEEPING

ATTENDANCE IS THE ATTENDANCE CARD. THE ATTENDANCE BACK-UP FOR FTE

AUDIT IS THE TEACHER'S ATTENDANCE BOOK. HOWEVER, THE ONLY DATA

AVAILABLE FOR PRINCIPAL'S REPORTS, STATE REPORTING, AND FTE REPORTING

WILL COME FROM INFORMATION ADDED TO THIS SCREEN.

*********************************************************************************

I. ENTERING ADULT CLASS ATTENDANCE THROUGH THE MEANS OF THE

SCHOOL ATTENDANCE OFFICE:

1. ADULT CENTERS DO NOT ENTER DAILY ATTENDANCE--ONLY CLASS

ATTENDANCE.

2. USING AN ATTENDANCE CARD TO SEND CLASS ABSENCES TO THE OFFICE

A. USE THE OKALOOSA COUNTY ADULT ATTENDANCE CARD PER EACH

STUDENT PER EACH CLASS.

B. Ensure that the Attendance Card for each adult in each class bears the following

information on the card (see Sample Card PAGE 2-22 for suggested placement):

1) THE COURSE NUMBER, COMPANION FIELD, AND SECTION NUMBER

OF THE CLASS.

2) THE CORRECT NUMBER OF HOURS FOR ONE INSTANCE OF THE

CLASS IN THE MANNER OF "CLASS HOURS PER CLASS = XX.XX".

C. AS THE ATTENDANCE CARDS COME TO THE ATTENDANCE OFFICE,

ENSURE THEY ARE KEPT IN CLASS ORDER--DO NOT ALPHABETIZE

THEM AS THEY WILL BE ENTERED IN CLASS ORDER, NOT ADULT

STUDENT ORDER.

ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP2B) PAGE 2-18



D. THE ATTENDANCE CARDS SHOULD UNDERGO AN ATTENDANCE

CHECK EACH TIME THEY COME TO THE OFFICE AS TO:

1) Do all adult students have a card? (Example: Is the teacher sending up a piece

of paper saying John Doe is Absent? Why?)

2) Has the teacher placed their initials beside each absence or tardy?

E. TO ENTER THE ADULT CLASS ATTENDANCE ABSENCES INTO THE COMPUTER:

1) Sign on to Panel S234, ABSENCES - CLASS which is the Data Entry Screen for

Class Attendance Reporting that should be used by adult Schools.

2) The computer will present Panel S234, having automatically inserted the School

Number and Current Date in the appropriate spaces.

3) Enter the following:

a. Under "COURSE SEC" enter the Course Number, Companion Field, and

Section Number of the class you wish to enter Attendance Data to.

b. PRESS ENTER.

c. When the screen clears you will be presented the Class Information (Instructor,

term, period, etc.) at the top of the Screen and the Student Information (Name,

Student Number, Race, Sex, School, Grade.

d. Beside each student name you would enter under ―CD‖ the Attendance Code

"A". SHOULD THE NEED TO SHOW THE HOURS, PANEL S244 should

be used. ENTER THE TOTAL AMOUNT OF HOURS ABSENT. (NOTE

THAT YOU CAN ENTER HOURS TO THREE DECIMAL POINTS, IF

ABSENT TWO HOURS TYPE IN 2.000.

PLEASE NOTE THE ADULT HOURS CHOICE AS PER THE DISCUSSION ON

PAGE 1-2 CONCERNING THIS.

e. As you finish the page and PRESS ENTER the entered students will be updated.

To receive a new page, Press "F8" and a new page will be presented for you to

begin working on.




F. TO UPDATE/CORRECT EXISTING INFORMATION

1) Sign on to Panel S244, enter in the Student Number, the Course/Companion

Field/Section Number of the class, and the Date of the Attendance Information you

wish to update. When you have completed the entry of the information—PRESS

ENTER.

2) TO CORRECT AN EXISTING RECORD--type over the information in error.

3) TO UPDATE OR ADD A CLASS ATTENDANCE CODE--either add the code or

over-type the code shown.


5) When changing from one Attendance Panel to another Attendance Panel PRESS

"F5" to refresh any new data entered.

G. TO MAINTAIN THE DATA ON THE ATTENDANCE CARD

1) Place the ENTRY CODE (EA1) PHYSICALLY ON THE FIRST DATE OF

ATTENDANCE.




METHOD

1) Let the Actual Number of Hours WRITTEN ON EACH ATTENDANCE CARD

take the place of physically placing these on each card per day. If the student is

present then he/she is assumed present the total hours indicated for that class.

THESE MUST BE WRITTEN ON EACH CARD AS "HOURS PER CLASS=XX.XX"

2) ON CLASSES WHERE THE STUDENT IS FULLY ABSENT--place the code "X" for Total Absence PHYSICALLY ON THE DATE OF ABSENCE and enter the Hours ACTUALLY ABSENT BY SHOWING THE HOURS AS 0.0, and have the teacher initial above the hours.

3) To show actual hours present:

a. Place the proper code; "X" for Total Absence or "T" for Tardy, PHYSICALLY

ON THE DATE OF THE ABSENCE OR TARDY.

b. Write the ACTUAL Number of Hours ABSENT BY USING THE FOLLOWING TO INDICATE "L" FOR LESS HOURS THAN FULL HOURS SHOWN ON THE CARD; L XX.XX. (EXAMPLE: L 3.50). c. Have the teacher initial The Less than Full Attendance Hours above the Hours shown (see Example on Card). C. WITHDRAWAL CODE PLACED PHYSICALLY ON THE LAST DAY OF ATTENDANCE. "W28" CODE PLACED ON TOP (AUDITOR'S REQUIREMENT) OF JAN. 13 (OR THE ADULT'S LAST DAY OF ATTENDANCE).


PART III

CERTIFICATION OF DAILY AND CLASS

ATTENDANCE: STATE REQUIREMENTS

AND OKALOOSA CERTIFICATION METHODS

CERTIFICATION PROCEDURES: OKALOOSA (10) I. ELEMENTARY AND SECONDARY DAILY ATTENDANCE CERTIFICATION

"For all students in grades PK-12, daily attendance shall be kept on a school basis during the 180 day school year and its associated summer school. That is, all information shall be kept at the central office level on a grade or homeroom basis. In all cases where a student is absent or tardy, the principal or the principal's designee shall ensure that teachers submit a signed and certified report to include the date, period (where appropriate), name(s), and grade level of the students who are absent or tardy."

AN OKALOOSA COUNTY "IN-HOUSE" SCHOOL ATTENDANCE CARD IS PROVIDED FOR THE ELEMENTARY AND SECONDARY SCHOOL CENTERS TO RECORD DAILY ATTENDANCE. II. TO SHOW CERTIFICATION: DAILY ATTENDANCE: ATTENDANCE CARD 1. Use an "U" or "E" on the Attendance Card to show Absence. This code must be PHYSICALLY PLACED ON THE DATE OF ABSENCE. 2. Have the TEACHER (ONLY THE TEACHER TAKING DAILY ATTENDANCE CAN CERTIFY--THIS RESPONSIBILITY CANNOT BE ASSUMED BY ANYONE ELSE) PLACE THEIR INITIALS IN THE SPACE BESIDE EACH AND EVERY DATE OF ABSENCE OR TARDY. 3. THE SCHOOL MUST MAINTAIN AN ATTENDANCE TAKER TO SIGNATURE LIST OF ANY PERSON WHO HAS OR WILL TAKE ATTENDANCE. We are including a sample of MIS 4119 (see Page 3-8) which is being provided for this purpose. This list should be began as soon as possible and always be maintained. It is suggested the schools create this list each FTE count and place the form with the FTE Audit Trail Data. 4. Use a "T" on the Attendance Card to show Tardy. Have the teacher place their initials in the space beside each and every date of Tardy. A filled out example of the DAILY ATTENDANCE CARD showing Entry Code, Certification, and Withdrawal Code is shown on Page 2-5. ATTENDANCE MANUAL--MANAGEMENT INFORMATION (ATTP3) PAGE 3-1

CERTIFICATION PROCEDURES: OKALOOSA (continued) (10) III. ADULT DAILY ATTENDANCE CERTIFICATION Adult Students DO NOT take Daily Attendance, so no daily certification is required.

ANSWERS TO QUESTIONS THAT MAY BE ASKED ABOUT DAILY ATTENDANCE CERTIFICATION. 1. YES - THE DAILY AND PERIOD ATTENDANCE MUST BE KEPT ON THE AUTOMATED FORMAT. THE ATTENDANCE CARD IS THE SOURCE DOCUMENT FOR FTE CERTIFICATION AND THE TEACHER REGISTER BEING BACK-UP. ATTENDANCE MUST BE KEPT ON THE AUTOMATED BASIS. 2. NO - The teacher cannot sign the Attendance Card only one time to indicate DAILY ATTENDANCE CERTIFICATION (see page 1-1). 3. YES - Schools could use the code "U", "E", in place of "X" to show absence. 4. YES - We can use the single card with a teacher's signature for Daily Attendance as we have proven our automated system is accurate to 1/2 of 1% when compared to the parallel system and HAVE BEEN RELEASED FROM THE PARALLEL REQUIREMENT FOR DAILY ATTENDANCE. 5. NO - The Daily Attendance Card Certification cannot take the place of the Class Attendance Certification required for secondary students. 6. NO - The Daily Attendance Certification taken 1st period does not replace the Class Certification for first period in the same class. Each must show their separate certification, one on the Attendance Card and the Class in the option manner the school chooses to show Class Attendance. 7. YES - THE CERTIFICATION FOR CLASS ATTENDANCE STILL REQUIRES THERE BE AN INDICATION OF THE PROPER ENTRY CODE IN THE TEACHER'S GRADE BOOK (or any other method you use) AND A PROPER WITHDRAWAL CODE WHEN THE STUDENT WITHDRAWS. The requirement for "135 Hour” certification FOR CREDIT HAS not changed. 8. YES - This is state law. See page 1-3 and Section 232.021, F.S. ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 3-2

CERTIFICATION PROCEDURES: OKALOOSA (continued) (10) IV. CLASS ATTENDANCE FOR THE "135 HOUR RULE" CERTIFICATION 1. ELEMENTARY CLASS BY CLASS CERTIFICATION Elementary students DO NOT take period by period attendance, so no period by period Certification is required. 2. SECONDARY CLASS BY CLASS CERTIFICATION RECORDKEEPING REQUIREMENTS FOR SECONDARY "For students in grades 9-12, attendance must also be maintained on a period by period basis for classes in the180 day school year and its associated summer school in which

the student received credit in order to meet the requirements of Section 232.2462, F.S.. As in the case with the Daily Attendance recordkeeping, documentary evidence must be maintained on each individual student showing days present and days absent for each period."

IN ALL OPTIONS FOR CLASS CERTIFICATION THE SAME CODES FOR ENTRY, REENTRY, AND WITHDRAWAL AS USED IN THE DAILY ATTENDANCE SYSTEM MUST BE MAINTAINED IN THE CLASS BY CLASS CERTIFICATION OPTION CHOSEN. THAT IS: STUDENTS WILL BE ENTERED WITH AN ATTENDANCE ENTRY CODE (E01, ETC.) TO EACH CLASS, RE- ENTERED WITH REENTRY CODES (R03, ETC.) AND WITHDRAWN FROM THE CLASS WITH WITHDRAWAL CODES (W01, ETC.). FOR STATE REQUIREMENTS FOR THIS SEE PAGES 1-4, 1-5 and 1-6.

RECORDING CLASS BY CLASS CERTIFICATION: SECONDARY Because the district has adopted the use of an electronic gradebook for all students, the need for a “paper” gradebook no longer exists. Teachers are required to keep class by class attendance using the electronic gradebook. At the end of the school year, MIS will request a downloaded file from the district gradebook manager. This file will document by school, grade, teacher, course and period the attendance of each individual student in the district. The attendance officer for the district will certify and maintain the file for a period of three years or until all audits are complete. ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 3-3

CERTIFICATION PROCEDURES: OKALOOSA (continued) (10) RECORDKEEPING REQUIREMENTS FOR ADULT STUDENTS

"Adult attendance must be kept on a class by class basis. For each class in which an adult student is registered, the student's attendance must be maintained showing that the student was either present or absent. Actual class hours will be required only where students may attend classes at their convenience whether or not an overall schedule has been established for the class. The attendance record for adult students must show all scheduled meeting dates and times for the adult student for all classes in which he or she is enrolled. If a secondary student is taking the course for high school credit in order to earn a high school diploma and he or she is in class less hours than he or she is scheduled to be in class, the district must record the actual number of hours the student was in class."

V. ADULT CLASS BY CLASS CERTIFICATION 1. USE OF THE OKALOOSA COUNTY ADULT ATTENDANCE CARD A. Use one Okaloosa County Attendance Card per student per class. (see discussion concerning these on page 2-18).

B. Whenever the Absence or Tardy Code is used on the Okaloosa County Attendance Card, enter the teacher initials above the Absence (A) entered.

C. Insure that a complete MIS 4119, Attendance Verification Signature List is kept with

The FTE Audit Documents. SEE PAGE 3-09 ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 3-4

CERTIFICATION PROCEDURES: OKALOOSA (continued) (10) ANSWERS TO QUESTIONS THAT MAY BE ASKED ABOUT CLASS ATTENDANCE CERTIFICATION (135 HOUR RULE OR ADULT).

1. NO - The Daily Attendance Card Certification cannot take the place of the Class Attendance Certification required for secondary students.

2. NO - The Daily Attendance Certification taken 1st period does not replace the Class Certification for first period in the same class. Each must show their separate certification one on the Attendance Card and the Class in the option manner the school chooses to show Class Attendance. 3. YES - THE CERTIFICATION FOR CLASS ATTENDANCE STILL REQUIRES THERE BE AN INDICATION OF THE PROPER ENTRY CODE IN THE TEACHER'S GRADE BOOK (or any other method you use) AND A PROPER WITHDRAWAL CODE WHEN THE STUDENT WITHDRAWS. The requirement for "135 Hour" Rule Certification has not changed. 4. YES - The certification not being done at the class level makes null and void all the work done at the Central Attendance Office level for Class Attendance. 5. YES - This is state law. See page 1-2 and Section 232.2462,F.S. 6. No - WE DON'T LIKE THIS ANY MORE THAN YOU DO! ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 3-5

CERTIFICATION AND MAINTENANCE OF THE AUTOMATED STUDENT (10) VI. CERTIFICATION AND MAINTENANCE OF THE AUTOMATED STUDENT ATTENDANCE RECORDS:

"It is required that districts establish a procedure for certification of the Automated Student Attendance Recordkeeping System. This system must be established and the certification must be maintained for three years or until all applicable audits been released. This certification must include the name, signature, and title, of the individual who is certifying to the accuracy of the data. Additionally, it is expected that the district will maintain all backup paper records as mentioned above."

Districts have two choices, regarding certification and maintenance of the automated student attendance records: 1. Maintain school level records; or 2. Maintain district level records. "Automated individual attendance records are maintained at the school level. The principal is accountable for the accuracy of the records and administers the school level attendance procedures.

The principal (or the principal's designee) has the responsibility for certifying the completeness and accuracy of the automated attendance system in the school for each FTE survey period (at least 4 times per year). The formal mechanism by which this certification is made is determined by the school district. "FTE audits are based on a fiscal year, not on a school year. For example, if an FTE audit is performed on 1998-99 data, a district must provide automated attendance for the entire fiscal year running July 1, 2001-June 30, 2002."


MAINTAIN SCHOOL LEVEL RECORDS (10) The district has two options for certifying the accuracy and completeness of automated student attendance records: 1. The district may produce and maintain hard copy for all students. At least once at

the end of the school year or more frequently, a report may be produced for the automated system which the principal (or principal's designee) certifies as a complete and accurate record of attendance for all student who were enrolled in that school at any time during that school year. The certification would be a formal statement of certification similar to that currently contained in the manual attendance registers which would be signed by the principal (or the principal's designee). The certification could be on a separate page of paper or included on the first page of the printed report.

2. The district may maintain automated attendance records for all students and produce

hard copy on demand for state auditing and monitoring purposes. The principal (or the principal's designee) has the responsibility for certifying the completeness and accuracy of the automated attendance system at the end of the school year or more frequently. Certification may be completed during the FTE survey period. The district must have formal written internal control procedures describing how the certification is conducted and monitored.

The automated attendance records must be readily accessible so that reports can be

printed for a student or groups of students as needed for state auditing and monitoring purposes.

If a student has attended three different schools in the district during the current school year, each of the three schools would have an attendance report which contained that student's attendance record for the period of time that student was enrolled in that

school. None of the reports would be required to show attendance information for any period of time when the student was not in attendance at that school (even if the student was enrolled in the same district).

MAINTAIN DISTRICT LEVEL RECORDS Automated individual attendance records are considered a district wide responsibility with each school principal acting as the custodian of the records for the students currently in membership within the school. The custodian of each record has right of access to the student's attendance record and the responsibility for maintaining the record. The principal is accountable for the accuracy of the records for which he/she serves as the official custodian and administers the school level attendance procedures. ATTENDANCE MANUAL--MANAGEMENT INFORMATION PAGE 3-7

MAINTAIN SCHOOL LEVEL RECORDS (continued) (10) The principal (or the principal's designee) has the responsibility for certifying the completeness and accuracy of the automated attendance system for all records for which he/she is officially custodian (those records representing students in the principal's school) for each FTE survey period (at least 4 times per year). The formal mechanism by which this certification is made is determined by the local school district. The superintendent (or the superintendent's designee) has the responsibility for certifying the completeness and accuracy of the district's automated attendance system. This is based on obtaining certification of completeness and accuracy from the various custodians of attendance records. It remains the principal's (or the principal's designee's) responsibility to certify the completeness and accuracy of the automated attendance system for all records for which he/she is the official custodian (those records representing students in the principal's school) for the school year. The district has two options for certifying the accuracy and completeness of automated student attendance records: 1. The district may produce and maintain hard copy reports for all students. At least once at the end of the school year, or more frequently, a district report may be produced from the automated system which the superintendent (or the superintendent's designee) certifies as a complete and accurate record of attendance for all students who were enrolled in that school at any time during the school year. The certification would be a formal statement of certification similar to that currently contained in the manual attendance registers which would be signed by the superintendent (or the superintendent's designee). The certification could be on a separate page of paper in included on the first page of the printed report. 2. The district may maintain automated attendance records for all students and produce hard copy on demand for state auditing and monitoring purposes. The principal (or the superintendent's designee) has the responsibility for certifying the completeness and accuracy of the automated attendance system at the end of the school year or more frequently. Certification may be completed during each FTE survey period. The district must have formal written internal control procedures describing how the certification is conducted and monitored. The automated records must be readily accessible so that reports can be printed for a Student or groups of students as needed for state auditing and monitoring purposes.

If a student has attended three different schools in the district during the current school year, all of the student's attendance record for the year would be included on the district report. The superintendent (or the superintendent's designee) would be certifying the attendance for the entire school year."


MIS 4119

REV 08/02

SCHOOL DISTRICT OF OKALOOSA COUNTY MANAGEMENT INFORMATION SERVICES

ATTENDANCE VERIFICATION SIGNATURE LIST

School Number : _________________________ School Name: ____________________________________________________

School Term: _____________ School Year: ________________________ Date: ________/_________/_________

INITIALS OF

ATTENDANCE ATTENDANCE SIGNATURE

SIGNATURE

THIS LIST SHOULD INCLUDE THE INITIALS AND SIGNATURE OF ANY PERSON WHO MAY OR HAS TAKEN

ATTENDANCE IN YOUR SCHOOL—EITHER DAILY OR PERIOD ATTENDANCE. THIS SHOULD BE KEPT IN

YOUR ATTENDANCE OFFICE FOR ADDITION OF SIGNATURES AND A COPY FILED WITH YOUR

FTE/ATTENDANCE DOCUMENTATION EACH FTE SURVEY PERIOD.