What are the reports collecting? Filling out the Reports

Regular Attendance Grades 1-12 Must check which grade grouping the report is for. Leave blank, only for schools that attend year round. Total number of students present that week. Enter days in session and any emergency closure or vacation days. They must total to 5. Page 17

Important Elements of Attendance Reporting One grade grouping per report. The number of Days in Session, Emergency Closures and Vacation Days must equal 5 each week for regular attendance reports for grades Aggregate Days of attendance All attendance number must end in a.0 or.5

Important Elements of Attendance Reporting continued You need to track half days of attendance for individual students. You may need to code tardiness differently for state reporting. Curriculum driven activities do count in attendance for state funding.

Kindergarten Attendance Fill in the K-Schedule number from table. Total of Sessions may equal more or less than 5 What days and times are this group of students attending. Total number of students present for each session that week Page 9

Sessions not Days Kindergarten Attendance There are two (2) sessions of kindergarten each day, for a possible total of ten (10) sessions a week. There is an A.M. and a P.M. session every day. Note: The number of classrooms running during the A.M. and P.M. sessions does not affect the number of sessions you report.

Kindergarten Schedule Use the Kindergarten Schedule code that reflects how the kindergarten students are attending. A separate report must be completed for each schedule within a building. Do not combine students who are attending different schedules on one form.

# 6 Kindergarten Schedule - Full Day - Everyday (2 sessions a day) The same students attend both the a.m. and p.m. sessions, everyday of the week Indicate all days, both a.m. and p.m.Indicate K-Schedule code 6 The combined, maximum number of sessions cannot exceed ten.

Common mistake Everyday, one set of students attends the A.M. session and another set of students attends the P.M. session, and then it is reported as a K-schedule code 6 (A.M. & P.M full day – everyday). If done this way, the ADA will only be calculated for half of the students. There are two different schedules and they should be reported on separate reports.

Example By combining the two schedules on one form an ADA of 20 is calculated for the 40 students

Teacher Staff Development Some teacher staff development may be reported as actual days in session. When reporting teacher staff development as a full day, always report the attendance as an average of that week’s attendance and never as perfect attendance. For example: There was a Teacher Staff Development day on Friday. Parent-teacher conference days are reported as vacation days with no aggregate attendance. Page 19

Emergency Closure and Vacation Days Due to adverse weather conditions and facility failures and when school is not open due to holidays and vacation. In kindergarten, report only those session(s) that would have had students attending, but due to emergency closure or vacation days the session(s) were missed. Note: Do not report attendance for emergency closure or vacation days. The Attendance and Enrollment system will calculate the attendance on emergency closure days for each building. Page 18

Examples The kindergarten program runs on a schedule # 5 where they attend classes all day every Tuesday, Thursday and every other Friday. On week 10, the week of September 2 nd, Monday was a vacation day for the Labor Day holiday and on Tuesday all classes where held as normal. No sessions of kindergarten where missed. No vacation sessions would be reported. The Kindergarten Attendance report would look like this: Enter in all sessions attended No sessions where missed

For example: The Friday, that the kindergarten would have normally been in session, is cancelled due to heavy snowfall. Since both the a.m. and the p.m. sessions are cancelled, two (2) sessions of kindergarten would be entered in as emergency closure sessions. Enter the emergency closure sessions as 2 Enter no attendance for Friday. The system will calculate the attendance.

Emergency Closure Number of hours missed due to Emergency Closure and date(s) of closure by grade Need to know by building and by grade groupings Page 32

Common Mistake Calculating aggregate attendance for emergency closure and vacation sessions –The system will correctly calculate the aggregate attendance for these days. The only time you need to calculate aggregate attendance is on Teacher Staff Development days, where students would have normally been in attendance.

Alternative Secondary Attendance (The Short Form) Aggregate Hours of Attendance and must match the course report. Days in session may equal either 4 or 5. Regular Alternative Secondary buildings are numbered 490 to 495 Page 20

Alternative Secondary Course Report (The Long Form) Teachers and the course being taught. A teacher can be listed multiple times if they teach more than one subject. Number of hours the course is taught for the reporting period. Total student instructional hours for that course that week. Total student instructional hours for that week. Must match what’s on the short form. Page 20

Alternative Secondary by Course Report Must be submitted on paper. Total aggregate hours for the week must match aggregate hours on the short form. Track instructional hours at the course by the tenths. Round total hours for the week to the nearest.0 or.5.

Enrollment First Reporting Period First day enrollment may not be the actual first day of school. New enrollment and withdrawals that happen after the official first day to the end of the reporting period. Page 25

Each building will submit separate enrollment and withdrawal information. Do not combine buildings on one form. Report only the grades instructed in the building. Every student should be classified by grade level. In the case of students in an un-graded program, assign each student to the grade closest to his/her age group. For the first reporting period only, enter in the first day of school enrollment by grade in the first column. All columns must total the detail

Ethnicity and Gender Report Only done for the first reporting period. Net enrollment must equal the net enrollment from the enrollment report and equal the total of the detail. Page 27

Dropouts Reporting List each student for that reporting period by entering in the students full name and any nick names, their date of birth, student id number, whether or not they where part of the subgroups, their grade level, their gender and ethnicity, and the dates of enrollment, dropout and if they reenrolled. Enrolled and Dropped date would be the same Give complete name. Must fill in the required fields. Are reported with the grade level they failed to report to. We are no longer going to collect Social Security Numbers. Page 28

Professional-Technical Dropouts FYI... A concentrator is a student who has completed three (3) or more semesters of a professional- technical program sequence; OR, who has completed all the courses (if less than three semesters) offered in an occupational area; OR, who is enrolled in a state approved professional- technical school.

Graduation Report Economically disadvantaged - identified through the free and reduced lunch program. Any certificate other than a regular diploma Page 33 NEW! Must report separate those graduates who take longer than 4 years of high school to complete

Juvenile Detention Center Aggregate attendance must equal weekly attendance from the daily attendance report. Page 22

Juvenile Detention Center Daily Attendance Report Days of instructional serves Student’s name, age and gender. If grade level is known, assign each student to the grade closest to his/her age group Page 22

What has to be filed on paper? Emergency Closure forms and Board Minutes. Alternative Secondary by Course Report (the long form). Juvenile Detention Center Daily Attendance report (the long form). Dropouts from a prior reporting period who have re-enrolled.

Help and Information All Attendance and Enrollment forms are available for download at: Telephone number Fax Mail: State Department of Education Public School Finance P.O. Box Boise, Id