ATTENDANCE PROCEDURES FOR ATTENDANCE CLERKS

 

 

FIRST DAY PROCEDURES:

 

1.  ATTENDANCE WILL BE TAKEN AT 9:00 AM WHICH IS THE 2ND PERIOD.  ALL STUDENTS MUST BE IN THE CLASS.  STUDENTS WITH NO SCHEDULE WILL BE IN THE LIBRARY.  STUDENTS ENROLLING WILL BE IN THE OFFICE.  NO CLASSES WILL BE CHANGED AND NO STUDENTS OUT OF CLASS UNTIL THE OFFICAL COUNT IS FINAL.

 

2.  RUN SGR0900 CLASS ROLLS FOR EVERY TEACHER – TEACHERS WILL TAKE ROLL ON THE SHEETS.  TELL TEACHER IF STUDENT IS NOT ON ROLL TO ADD THE STUDENT AND CHANGE THE COUNT NUMBER AND SIGN.  IF STUDENT IS ON ROLL BUT NOT IN CLASS – WRITE AN NS BESIDE THE NAME.  NS MEANS STUDENT IS A NO SHOW.  CHANGE THE COUNT OF STUDENTS AND SIGN. (BLUE OR BLACK INK) STUDENT COUNT MUST BE CIRCLED.

 

3.  NO ABSENCES ARE COUNTED ON THE FIRST DAY OF SCHOOL.  THE STUDENT IS COUNTED A NO SHOW.  AFTER THE OFFICAL COUNT AND YOU HAVE THE 2ND PERIOD ROLLS IN HAND.  GO INTO RSCCC AND CODE THE STUDENTS ABSENT A NO SHOW.

 

4.  CHECK EACH CLASS ROLL AND MAKE SURE A STUDENT COUNTED A NO SHOW DOES NOT SHOW UP ON ANOTHER TEACHERS ROLL.

 

5.   PRINT CORRECTED CLASS LISTS FOR THE NEXT SCHOOL DAY.

 

ATTENDANCE

 

1.  TEACHERS WILL TAKE ROLL IN GRADESPEED.

 

2.  YOU MUST CHECK TO SEE IF EVERY TEACHER SUBMITS THEIR ATTENDANCE BY GOING TO: A) GRADESPEED ATTENDANCE CLERK;          B) DAILY TEACHER PROGRESS; C) EMAIL OR CALL TEACHER IF THEY HAVE NOT SUBMITTED THEIR ATTENDANCE.

 

3.  IF A TEACHER IS ABSENT – PRINT OUT TEACHER ROSTER FROM GRADESPEED OR RSCCC FOR SUB TO TAKE ATTENDANCE ON.  THIS MUST BE TURNED INTO YOU BY THE END OF THE DAY WITH THE SUBS SIGNATURE. 

            A.  YOU WILL ENTER THE ABSENCES FROM THE SUB ROSTER IN GRADESPEED UNDER THE TEACHER NAME.

           

4.  THE NEXT DAY YOU WILL PRINT OUT A DAILY SUMMARY REPORT FROM GRADESPEED.

A.  YOU WILL MAKE NEEDED CHANGES (BLACK OR BLUE INK) –     TEACHER CHANGED THE ABSENCE, PARENT NOTES, DOCTOR NOTES, ETC. MAKE SURE YOU HAVE DOCUMENTATION ON WHY THE ATTENDANCE WAS CHANGED.

B.  MAKE CHANGES IN GRADESPEED

            C.  EXPORT THE ATTENDANCE TO RSCCC

 

5.  IF ANY CHANGES NEED TO BE MADE AFTER YOU HAVE EXPORTED THE ATTENDANCE TO RSCCC:

            A.  MANUALY MAKE CHANGES IN GRADESPEED AND RSCCC

            B.  REPRINT YOUR DAILY SUMMARY REPORT, SAT0500, AND SAT0400.

 

6.  ANY PARENT NOTES, SUB ROSTER, SIGN OUT SHEETS, ETC – FILE WITH THE DAILY ATTENDANCE SUMMARY IN FILE MARKED WITH THE DATE.

 

7.  ALL MEDICAL NOTES WILL BE FILED IN A STUDENT FILE NAMED MEDICAL

 

8.  DAILY ATTENDANCE SUMMARY AND REPORT SAT0400, SAT0500 WILL BE FILED EACH DAY IN AN ATTENDACE BOOK.

 

9.  RUN REPORT SAT1200 FOR EXCESSIVE ABSENCES

            A.  STUDENTS 5 DAYS UNEXCUSED ABSENCES – SEND OUT A FIVE         

            DAY WARNING LETTER

            B. STUDENT S WITH 10 DAYS UNEXCUSED ABSENCES – SEND OUT A

            FINAL WARNING LETTER – CERTIFIED

 

10.  FILE TRUANCY ON THE STUDENT AND PARENT FOR 10 OR MORE    

        UNEXCUSED ABSENCES.

 

11.  RUN REPORT SAT0000 FOR TARDIES

 

12.  PRINT OUT A TEACHER VERIFICATION REPORT FOR EACH TEACHER TO          SIGN.  SAT1370

 

 

 

 

 

 

 

ATTENDANCE EACH DAY:

 

1.  GRADESPEED DAILY ATTENDANCE SUMMARY

2.  PRINT SAT 0400

3.  PRINT SAT 0500

4.  PRINT SAT 0000 – TARDIES

5.  PRINT SAT 1370 – TEACHER VERIFICAITON REPORT

 

 

 

SIX WEEKS REPORTS;

 

1.  SAT0600 – DAILY REGISTER/WEEKLY SUMMARY

2.  SAT0900 – PUPILS ATTENDANCE AND CONTACT HOURS

3.  SAT1700 – ENTRY/WITHDRAWAL

4.  SAT2100 – SIX WEEKS FTE REPORT

5.  SAT2300 – AVERAGE DAILY ATTENDANCE

6.  SAT 0700 – STUDENT ATTENDANCE SUMMARY

7.  SAT1600 – DAILY ATTENDANCE REPORT II

8.  SEM000 – SPECIAL EDUCATION REPORT

 

SEMESTER REPORTS:

 

1.  SAT0900 – PUPIL ATTENDANCE AND CONTACT HOURS-        SUPERINTENDENT REPORT – PEIMS COORDINATOR

2.  SAT0900 – PUPIL ATTENDANCE AND CONTACT HOURS- PRINCIPAL REPORT

3. SAT 0671 – PRINT OUT AT END OF FIRST SIX WEEKS AND 4TH SIX WEEKS – PEIMS COORDINATOR

4.  HIGH SCHOOL PRINT OUT SAT1200 FOR UIL - EXTRACURRICULAR

 

OTHER USEFUL REPORTS:

 

1.  SAT0700 – STUDENT ATTENDANCE SUMMARY

2.  SAT1700 – ENTRY/WITHDRAWAL SUMMARY

3.  SAT1900 – PERFECT ATTENDANCE REORT

4.  SGR1600 – VOCATIONAL CODE VERIFICATION REPORT

 

REPORTS TO KEEP FOR AUDIT PURPOSES FOR 5 YEARS:

 

1.  SAT0500

2.  SAT0400

3.  SAT0600

4.  SAT0700

5.  SAT0900

6.  SAT1600

7.  SAT1700

8.  SAT1900

9.  SGR1600

 

 

FILING TRUNACY

                  

1.  SEND OUT FIVE DAY WARNING LETTER

2.  SEND OUT FINAL NOTICE AFTER THE STUDENT MISSES 10 DAYS –

     CERTIFIED

 

INFORMATION NEEDED FOR JUDGE:

 

1.  COPY OF STUDENT/PARENT CONTACT INFORMATION

2.  COPY OF THE ATTENDANCE REPORT – RSCCC, ATTENDANCE, STUDENT,

      STUDENT INQUIRY, STUDENTS ID, DATE

3.  AFFIDAVIT ON THE STUDENT AND PARENT

 

FOR ATTENDANCE CLERK FILES FOR COURT:

 

1.  5 DAY WARNING LETTER

2.  FINAL WARNING LETTER

3.  COPY OF PARENT, MEDICAL NOTES, ETC

4.  DISCIPLINE

5.  GRADES

6.  NOTE FROM PRINCIPAL STATING STUDENTS BEHAVIOR ON CAMPUS

 

 

ATTENDANCE CODES:

 

GRADE SPEED                                        RSCCC                 DISCRIPTION

    

            A                                                         1                      EXCUSED ABSENCES

            X                                                         2                      EXTRACURRICULAR

            M                                                         3                      MEDICAL                  C                                                         4                      COURT

            R                                                          5                      RELIGIOUS

            U                                                         6                      UNEXCUSED

            D                                                         7                      SUSPENDED

            F                                                          8                      FUNERAL

            N                                                         9                      PARENT NOTE

            S                                                                                  SAC