Attendance, Class Record Book and Enrollment Counts 2017

Class Record Books Each teacher is required by law to maintain a class record book. This requirement pertains to ALL teachers; brick and mortar and/or distance teachers. Teachers who do not maintain a class record book may be subject to disciplinary action.

Class Record Book For WCSD, there are two components to the class record book required by law.  These are: Attendance Summary Reports (ASRs) documenting attendance in Infinite Campus for enrollment, daily attendance, and withdrawal; and  Teacher grade book for assignments and grades (Infinite Campus only). If a school is audited by the Nevada Department of Education, attendance and assignments are used to provide proof that a student was actually present for the dates being audited.

Infinite Campus for Enrollment, Attendance, and Withdrawal The teacher must mark the student’s attendance daily in Infinite Campus within the first 15 minutes of each period.  If a student arrives late or leaves early, this attendance event must be updated in Infinite Campus. Each week (starting with the third week of school) the teacher must go to the SharePoint drive to view the previous week(s) ASRs and contact the attendance office if any corrections are needed. Each week (starting the third week of school) the teacher must go to the office and sign the verification log acknowledging that he/she has reviewed the ASRs and turned in any necessary corrections. The teacher is verifying the absence NOT the reason for the absence.  The teacher must check to ensure the E for Enrollment, the W for Withdrawal, or the R for Re-Enrollment are present on the ASR on the date of occurrence. If they are not present the teacher must contact the office for correction. The ASRs are retained in the schools SharePoint drive and retained for two years.

Taking Attendance: In Infinite Campus you have three choices when marking attendance; present, absent, and tardy. If you mark ‘tardy’ and the student is excused, write EMI in the comments. A process will run nightly to convert T to EMI. Do not write more than EMI or the process will not pick up the correction and will remain marked with T. This process also changes A to AUK if the office doesn’t excuse the student for another reason. Students without the EMI comment will be unexcused missed instruction or T.

Teacher Grade Book Infinite Campus is the official grade book.  Manual grade books may be kept in addition to Infinite Campus. In cases of online courses, the online electronic system may be used for the grading portion of the grade book but progress reports and attendance must be in IC. Do not delete a student’s name or grades when a student withdraws.   If the option to “hide dropped students” is indicated in IC, the student will be hidden from the grade book after the office withdraws the student.  Enter the name and date of each assignment. (The teacher must remove the “hide dropped students” option if he/she needs to enter any grades on the withdrawn student.)

SUB ATTENDANCE REPORT (SAR) The school MUST run and distribute a SAR to each teacher for each count: Enrollment Count Dates Balanced Calendar, TMCC HS, and Multi-Track Calendars- Yellow, Blue and Purple Tracks Incline Schools and Revitalization Calendar Schools Multi-Track Calendar- Green Track Enrollment Count 1 Friday, August 11, 2017 Friday, August 25, 2017 Friday, September 8, 2017 Enrollment Count 2 Thursday, August 17, 2017 Friday, September 1, 2017 Friday, September 15, 2017 Enrollment Count 3               Friday , August 25, 2017 If not balanced by Enrollment Count 2. Enrollment Count 3 Tuesday, September 5, 2017 Friday, September 22, 2017 Student Accounting Enrollment Count   If a student is in your class and doesn’t appear in Infinite Campus or on the SAR, he/she should be sent to his/her counselor.

SUB ATTENDANCE REPORT (continued) The first two weeks, the SAR (sub attendance report) is used to verify both the information in Infinite Campus AND the enrollment counts are correct.  The third week the SAR is used to verify the presence of the student in the class for allocations and average daily membership (apportionment) and are retained in the office until the end of the school year.

SUB ATTENDANCE REPORT (continued) Teachers MUST make sure that Infinite Campus, the SAR and the number of students attending a class all balance. Students whose names appear in RED or GREEN in Infinite Campus and are currently attending must be reported to the office so that the situation can be corrected. RED means that the student has withdrawn. GREEN means the student has a future date of enrollment.

SUB ATTENDANCE REPORT (continued) The teacher should review the SAR for accuracy. Draw a line through the names of those students who have not physically attended and note “has not attended” next to the name. Write in the full name of any student whose name does not appear on the report but has physically attended (with proper documentation). Total the number of students who have physically attended on the SAR. Sign and date the SAR before turning it into the office on the day received for the first three weeks school. Students are required to sign the SAR for enrollment count 3. This procedure is mandatory.  It is a good idea to have the students sign each week to prove the student attended. SAR will be collected by the school administrator or his/her designee.

SUB ATTENDANCE REPORT (continued) An Administrator or his/her designee will review the collected SAR reports: Each student who has not attended during the first week must be contacted to see if they will be returning. All contact must be documented in IC. If the student is not returning he/she must be no-showed immediately. There is no need to wait 10 days if the school finds that the student is not returning. If a student has not attended and phone numbers are disconnected and parents can’t be reached the student must be immediately no-showed. Do not wait the 10 days. If a student is attending and had to be written on the SAR, the student’s schedule must be checked to ensure he/she is in the correct section with the correct start date. The Attendance Summary Reports must be corrected to show the correct date of enrollment (E) for that class.

Enrollment Counts WCSD receives approximately $5000+ per student per year from the State’s Distributive School Accounts. Each day the student is enrolled counts for funding. Counting all students accurately from the beginning of the year to the end of the year is imperative and has the potential for a positive impact on the District’s General Fund. Teacher allocations are based on enrollment counts so accuracy is important. Enrollment count 2 is on Thursday -- 8/17/17 -- for all balanced calendar schools. Student signatures on the SAR are mandatory for enrollment count 3.

Physical Head Count The classroom head count must match the totals on the required state school reports. The worksheet emailed to Student Accounting is called, The Student Enrollment Count Worksheet. It is very important to correctly designate concurrent, private, charter, part-time, and pre-K non-special education students (Typicals) in IC. These students are not and should not be included in the school’s counts. They must have the appropriate entry code.

Required State Reports Schools must run all reports for each count. The reports must be in balance with each other by grade levels, gender, and totals. Master Register Gain/Loss Report Ethnic Report (NV02) Enrollment Summary Report Sub Attendance Rosters

Physical Head Count A Physical Head Count is conducted on enrollment count 3. The physical head count must match the counts submitted for the required state school reports. An announcement is made that all students and student aides must remain in class. No passes should be given. Teacher must immediately take attendance in IC. An Administrator or designee will go to each class and count each student. The number of students plus the number of absent students must match the total number of students listed in IC. The administrator must balance with each class using the Master Schedule Report for the period being counted. Subs must have a SAR to take attendance. Students arriving late must be sent to a designated area. Student aides must be accounted for in a consistent manner. How this is handled is a site decision.

Summary Teachers play a critical role throughout the school year because they directly impact student achievement. Enrollment, attendance, and withdrawal are also very important factors related to what happens for apportionment. Teachers must ensure that: The Attendance Summary Report and the grade- books in Infinite Campus are accurate. (They are essential for verifying a student’s enrollment.) The Sub Attendance Report, the Attendance Summary Report, and the number of students physically assigned to the class must balance. It is critical that the teacher information is accurate and discrepancies are addressed so that the school reports required by the State will be accurate and vise versa.

Thank You for Your Support! This is a TEAM effort. Student Accounting staff is a part of each school’s TEAM. We appreciate our school partners! Contact Student Accounting at 348-0201 if you have questions or concerns about various reports or counts. What you do makes a difference! Thank you!