Attendance March 21, 2018

HCISD Attendance Objectives Understand TEA Laws and regulations Learn Responsibilities Improve Funding Increase data integrity

Responsibilities (SAAH 3.1) page 33 In order to receive the maximum amount of funding for all our students, the following personnel must be aware of their individual responsibilities and must work together to assemble required documentation as early as possible: Superintendent – accuracy and safekeeping of all attendance records and reports. Principal - responsible for reviewing his or her respective Campus Summary Reports for completeness and accuracy. Teacher - responsible for the accuracy of the report and attests to the validity of the data with his or her signature or, in the case of a paperless attendance accounting system, with his or her entry of those data using the teacher’s logon with a distinct secret password Attendance personnel - responsible for adhering to all laws and regulations pertaining to student attendance accounting. (SAAH)

Law and Regulations Under current law, it is a third‐degree felony to falsify or otherwise impair the verity of a public school record, report, or assessment instrument.

Laws and Regulations TEDS – Texas Education Data Standards SAAH – Student Attendance Accounting Handbook FASRG - Financial Accountability System Resource Guide TEC - Texas Education Code PBM - Performance Based Monitoring Analysis Data Validation Monitoring

General Attendance Taking Rules Students who are on campus and in their classrooms at the time attendance is taken must have their official attendance conducted and completed by the classroom teacher. Attendance must not be taken by students or classroom aides and clerks that do not meet the requirements of a highly‐qualified paraprofessional. Using a student “sign‐in” sheet to record attendance is not an acceptable method of taking roll and will result in the attendance being disallowed. Students who are on campus at the time attendance is taken but who are not in their assigned classroom are considered in attendance for FSP purposes provided they were with a campus official (nurse, counselor, principal, etc.). Class admit slips or other documentation supporting that a student was with a campus official must be retained for audit purposes. Ask for them to consider their process for students who are with a campus official during the OAT.

5 HCISD Attendance Codes used for State funding To view all available HCISD attendance codes visit http://www.hcisd.org/Page/6560

Official Attendance Time (OAT) for HCISD Campuses Specific Point in Time Locked for the year

Average Daily Attendance (ADA) vs. Scheduling Code 0: Enrolled, Not in Membership - scheduled for and provided fewer than 2 hours of instruction each school day Code 1: Eligible for Full‐Day Attendance - scheduled for and provided instruction for at least 4 hours each school day (Code 3 if transfer student full day) Code 2: Eligible for Half‐Day Attendance - scheduled for and provided instruction for at least 2 hours but fewer than 4 hours each school day (Code 6 if Eligible Transfer Student Half‐Day) NOTE: Ensure that every student on campus has an active schedule. Student enrolled with campus, but never attended classes and had an active schedule.

Attendance for Homebound Services

Funding when not Present 17-18 SAAH 3.6.3 (pages 55-60) is enrolled in and attending off‐campus dual credit program courses and is not scheduled to be on campus during any part of the school day. is participating in an activity that is approved by your local school board and is under the direction of a professional staff member, an adjunct staff member, or a paraprofessional staff member of your school district. The adjunct staff member must have a minimum of a bachelor’s degree and be eligible for participation in the Teacher Retirement System of Texas. is participating in an off‐campus work‐based learning opportunity and is not scheduled to be on campus during any part of the school day. is participating, with local school board approval, in a short‐term (for example, 5‐day) class that is provided by the Texas School for the Blind and Visually Impaired (TSBVI) or the Texas School for the Deaf (TSD) at a location other than the student’s campus. These definitions are abbreviated for the purpose of this presentation. Further explanations are found in the SAAH These definitions are abbreviated for the purpose of this presentation. Further explanations are found in the SAAH

Funding when not Present cont. 17-18 SAAH 3.6.3 (pages 55-60) is enrolled full‐time in TxVSN courses. is participating in a mentorship approved by district personnel to serve as one or more of the advanced measures needed to complete the Distinguished Achievement Program outlined in 19 TAC Chapter 74. misses school for the purpose of observing religious holy days, including traveling for that purpose. Travel days for which the student is considered in attendance are limited to not more than 1 day for travel to and 1 day for travel from the site where the student will observe the holy days. is in grades 6 through 12 and misses school for the purpose of sounding “Taps” at a military honors funeral held in Texas for a deceased veteran. These definitions are abbreviated for the purpose of this presentation. Further explanations are found in the SAAH

Funding when not Present cont. 17-18 SAAH 3.6.3 (pages 55-60) misses school for the purpose of attending a required court appearance, including traveling for that purpose. is in the conservatorship of the DFPS and misses school misses school for the purpose of serving as a student early voting clerk, if your school district has a policy allowing for this type of excused absence misses school for the purpose of taking part in the student’s own US naturalization oath ceremony, including traveling for that purpose is temporarily absent because of a documented appointment for the student or the student’s child with a health care professional licensed, certified, or registered by an appropriate agency of the State of Texas 6 to practice in the United States is in his or her junior or senior year of high school and misses school for the purpose of visiting an institution of higher education accredited by a generally recognized accrediting organization (2 days per year) These definitions are abbreviated for the purpose of this presentation. Further explanations are found in the SAAH

Funding when not Present cont. 17-18 SAAH 3.6.3 (pages 55-60) is 17 years of age or older and pursuing enlistment in a branch of the United States Armed Services or the National Guard (limited to 4 days during high school career) is absent to visit with a parent, stepparent, or legal guardian who is an active duty member of the uniformed services and has been called to duty for, is on leave from, or is immediately returned from continuous deployment of at least four months outside the locality where the parent, stepparent, or guardian regularly resides. (5 days during a school year) misses school for the purpose of appearing at a governmental office to complete paperwork required in connection with the student’s application for US citizenship These definitions are abbreviated for the purpose of this presentation. Further explanations are found in the SAAH

ADA Calculations ADA is the average attendance of students for the school year. Number of days attended in a six‐week period / number of days taught in the six‐week period. Refined ADA example Total Days Membership 21793 Total Absent 884 Total Days Present 20909 Total Days Taught for Six Weeks 27 RADA 774.41

Family Plus

Best Practices Ensure that all students have an ADA code assigned Make sure all students have a complete schedule Make sure students are identified with their special programs information Ensure teachers are posting attendance daily (within a reasonable amount of time) Make sure all office corrections are entered into eSchoolPlus Collect sign in rosters from nurses daily Field Trips rosters are submitted to attendance personnel daily Enter the attendance information onto the Online Attendance spreadsheet daily System of communication between ISS classroom and attendance office Make sure to collect all medical excuses Systems of generating documentation for all students who are entering or leaving school

Best Practices cont. System of communication between registrars and attendance office Have a back up attendance person properly trained and actively involved in daily operations Extended leave for attendance office personnel - contact Data Systems immediately Administration should be actively monitoring attendance percentage thresholds Administration should update their eSchoolPlus Dashboard with the Attendance widget Online Attendance email notifications coming soon.

Questions and Discussions Data Systems (956) 427-3488 Website: http://www.hcisd.org//site/Default.aspx?PageID=11415 helpdesk@hcisd.org Thank you!