Pupil Population Manageme

nt

Enroll New Students Promptly

Schedule Students for Classes

Take Attendance from DAY ONE

Enter Hours of Instruction on Daily Calendar

Report Attendance as Scheduled

Grade Students Appropriately

Search by name and birth date whether or not the parent says the students has been in our system before.

If the student has an ID#, transfer that ID# into your building. Request the record from the previous school.

If the student DOES NOT have an ID#, add the student through Basic Student Information. Request the record from the previous school.

Students receiving new ID#s MAY NOT be enrolled without an immunization record. Students may be enrolled without a birth certificate.

Set Up Files:

Courses, Teachers, Rooms – Add & delete items in these files as needed.

Copy or Enter Master Schedule:

PPM Field Support can copy the Master Schedule from year to year if it has not changed.

Enter or Scan Student Course Requests:

High Schools: Course Requests entered by Counseling Staff or scanned from worksheets.

Elementary/K-8/Middle Schools (Grades 3-8) – Key course is entered by section, then that section is linked to the same section of other classes through Mass Change Course Requests.

Students assigned in June to be in your fall membership should be scheduled by the first day of school.

New entries should be scheduled as soon as possible after they are enrolled into the building.

The office staff, not teachers, decides who will be assigned to each classroom.

Student schedules determine the names printed on automated attendance sheets. Schedules must be correct in order for attendance sheets to be correct.

Schools Using SM1s:Teachers mark SM1s and report absentees to the office each day; the absence gets entered on the student database.

Schools Using Automated Attendance:Teachers mark each student ABSENT, PRESENT or TARDY on the Positive Attendance Scan Sheets. Monitor teachers to ensure that they mark sheets properly and return attendance sheets when they are due. Monitor assigned staff to ensure that attendance sheets are returned and scanned on schedule. Teachers in Grades 6-12 MUST record hourly attendance EVERY DAY.

Schools Using SM1s:Write on the Daily Calendar provided to each school – The Enrollment; Attendance; & Percentage of Attendance for each day. Use any method to arrive at these figures.

Schools Using Automated Attendance:Each week after the attendance is scanned, run AT.031 “PRINT ATTENDANCE PERCENTAGE PERIODS 1-9”. Enter each date and the period you wish to use as your official attendance period. Enter the results on your Daily Calendar.

ALL Schools:

Report daily attendance via EN.100 “Enter Daily Attendance”.

Schools Using SM1 Attendance:

Report absences by homeroom via ATT.422 “Input Student Absences by Homeroom”.

Schools Using Automated Attendance:

Scan and post attendance promptly.

Students in Preschool, Kindergarten & Grades 1-2 are graded on developmental goals. These students must be in the correct grade and homeroom if the scan sheets are to be accurate.

Students in Grades 3-12 are graded on academic achievement. These students must be in the correct grade (and homeroom if Grades 3-8) and must have the correct schedule if the scan sheets are to be accurate.

Monitor teachers to ensure they mark the scan sheets properly and return them when they are due.

All Schools, all levels Positive Attendance: Teachers must mark students present

from the first day of school Selected Non-High Schools must keep a homeroom SM1 Printer and scanner given to each school Students must be enrolled in order to take attendance on them Teacher service is tied to the number of students on whom the

school is taking attendance PPM will print and scan attendance sheets for the first two

weeks of school if your school cannot do it

Use only #2 pencils Mark only 1 bubble per student per

day on each scan sheet If the student is in class, s/he must

be marked “Present or “Tardy” If the student is absent, s/he must

be marked “Absent” If the student is on a field trip, on a

pull-out assignment, etc., do not mark anything

Do not drag pencil down the sheet to mark all students the same way

Do not write on the sheets

Do not write names on the sheets and bubble in attendance for them-use the add/delete sheets

Do not cross names off the sheet-use the add/delete sheet

Do not bend, fold, spindle, tear, moisten, or otherwise deface the sheet

Do not affix notes, stapes, paper clips or any foreign matter to sheets

Return each week’s attendance sheets promptly on the schedule set by your administrator

Do not mix sheets for different weeks

(Add your own instructions to these to customize them for your school.)

Every homeroom must keep an SM1

Grades 6 & up – Every new teacher must keep an SM1

EXAMPLE: Johnny Johnson’s schedule

Hours 1-3 English/Reading/Math w/Ms. George (1 SM1)

Hour 4 Social Studies w/Ms. Taylor (1 SM1)

Hour 5 Phys Ed w/Mr. Sanders (1 SM1)

Hour 6 Science w/Mr. Kaplan (1 SM1)

Students MUST be Enrolled Students MUST be in a Homeroom Teachers MUST Take Attendance Every day Report Daily Attendance on the System Report Individual Attendance on the System Teacher Service is Tied to the Number of

Students on Whom the School is Taking Attendance

Teachers Must Completely Fill Out the Top of the Form

Students’ Names Must be Entered The Registration Date for Students on the Class List

is 09/02/08 Names of Students Added to the Class Must be

Entered After the Last Original Name The Registration Date for New Students is the Date

They Entered the Classroom Teachers MUST Mark an “E” for Entered on the

First Day the Student Attends Class

A student who enrolled in YOUR school AFTER 09/24 – but another school may be able to count the student based on attendance at your school;

A student who was enrolled but did not attend ANY Detroit Public School (09/24 – 10/18); and

EXCEPTION: Absent 09/24 – 10/18, but returned by 10/24 with an excuse to ANY Detroit Public School (and was not attending another public school while absent from DPS).

Enrolled as of WEDNESDAY, 09/24 in YOUR school; and Attended 09/24 in YOUR school or one of the ten following

school days (through 10/8) in ANY school in the Detroit Public Schools.

SCHOOL DAYS TO GET ALL STUDENTS ENROLLED

When tagging a large group of students you can use the option “Mass Assignment of Student Tags” on the User ‘A’ or ‘G’ Master Menu.

A form 4527 will be generated for the Attendance Department listing the students you have tagged as NON-RETURN.

Please monitor these students daily so that if they return to your school you can remove the non-return tag immediately.

As students return, it will be necessary to remove the tag individually in the “Basic Student Information” screen.

Upon the student’s return, it is VERY IMPORTANT that the tag be removed so that he/she WILL NOT be dropped from your school’s membership.

1. When you get to the Master Menu, select the option:

Student Transfers …. STU.301T and press <ENTER>.

2. Type “I” in the command space and press <ENTER>.

3. Find the student and place an “X” next to the correct name.

4. Press <ENTER>, enter “S” in the command space and press <ENTER> again.