Attendance Processing Timeline

2017/2018

Official Attendance Time / Elementary and HCAL: 10:00 AM
HJH and HPA: Beg of 2nd Period HHS: Beg of 3rd Period
August 21 / Obtain accurate first day (manual) counts. Code “No Shows” in Skyward and print list. Teachers do not take attendance in Skyward.
August 22 / Teachers take attendance in Skyward
Every Day /
  1. Run the Day Summary Report (WS\OF\AT\RE\DS) use this to reinstate students the next day. (Keep this report in binder for school year)
  2. Monitor Sign-In/Sign-Out and Call-In sheets – these are the equivalent to parent notes and serve as documentation.
  3. Collect all student/parent notes. They must be signed and dated by the parent or legal guardian unless the student is 18 years or older or is an emancipated minor. All notes are to be kept on file for the year.
  4. Verify the absence entered by the teacher and assign the correct Absence Type Code and Reason Code. If a teacher forgot to enter an absence you must have documentation signed by the teacher (absence correction slip, email, etc). Same if a teacher marked a student absent by mistake.
  5. Notify Administrators when a student has excessive absences. (3 Unexcused in a 4 wk period and 10 within a 6 month period)
  6. Daily Tally Sheet and Cycle Balancing Worksheet
  7. Setup Daily Register and ADA Report as scheduled tasks. **Please do not mark “Build PEIMS records” on your Daily Register template. PEIMS Coordinator will do this.

Every Week /
  1. Monday Enrollment Report – must report campus enrollment numbers by grade each Monday to PEIMS Coordinator (Daily Tally)
  2. Clear all “W” absences – Attendance clerk will run report at least once a week to determine which students still have “W” codes. These must be cleared with correct Absence Type and Reason Codes.
  3. Homebound student attendance – upon receiving correct information from Director of applicable Homebound Program (SpEd, GEH, PRS). The attendance clerk may enter one week of HB attendance in advance (Absence Type O, Absence Reason – HB or HI). The attendance clerk and Homebound program must work closely together to enter correct absences. Homebound Program will keep all documentation on file.

September 1 / No Show” Report. Principal confirms that the first day counts are accurate and that all “No Show” students are listed on the report. Send report to PEIMS Coordinator.
Every 6 week attendance period /
  1. Delete Orphaned Attendance Records – this utility removes any absence that falls outside a student’s enrollment date range. This utility must be run a minimum of once per six week cycle (WS\OF\AT\PS\UT\DO
  2. Verification and generation of all attendance reports (refer to Checklist of Attendance and Enrollment Reports)
  3. Copies of Daily Tallies and Withdrawal Checklists to PEIMS Coordinator for internal audit
  4. Copy of Contact Hours Report (Campus Summary Report), signed by principal, submitted to PEIMS Coordinator within one week of period ending.
NOTE: NO CHANGES SHOULD BE MADE IN ATTENDANCE CYCLE ONCE REPORT IS SIGNED AND SUBMITTED.
5. PEIMS Coordinator will run and verify District Summary Report and obtain signatures from Superintendent and Special Program Directors.
September 26 / **Print and distribute Class Roster Report (WS\DF\CS\RE\CR\CR) for review and signature. Forward the signed, reconciled report for the campus to the PEIMS Coordinator within one week of cycle ending.
September 29 / End of 1st Six Weeks Attendance Cycle
October 6 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists.
November 10 / End of 2nd Six Weeks Attendance Cycle
November 13 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists.
December 22 / End of 3rd Six Weeks Attendance Cycle
January 8 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists.
February 13 / **Print and distribute Class Roster Report (WS\DF\CS\RE\CR\CR) for review and signature. Forward the signed, reconciled report for the campus to the PEIMS Coordinator within one week of cycle ending.
February 15 / End of 4th Six Weeks Attendance Cycle
February 23 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists
April 6 / End of 5th Six Weeks Attendance Cycle
April 13 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists
May 24 / End of 6th Six Weeks Attendance Cycle
June 1 / Campus Summary Report and due to PEIMS Coordinator – reconciled and signed by principal. Also Daily Tallies and WD Checklists
June 9 / Prepare all end of year reports for archiving, including all auditable documents (refer to Audit Documentation Checklist) All Attendance records should be boxed and prepared for transfer to Records Retention.