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Attendance Reporting. Presenter: Dr. Ruth Jones Florida Department of Education June 2011. Agenda. Local Recordkeeping Requirements Attendance Codes, Elements & Edits Attendance Reports Student Locator and Dropout/Match Importance and Uses of the Data Resources.

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Attendance Reporting

Presenter: Dr. Ruth Jones

Florida Department of Education

June 2011


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Agenda

  • Local Recordkeeping Requirements

  • Attendance Codes, Elements & Edits

  • Attendance Reports

  • Student Locator and Dropout/Match

  • Importance and Uses of the Data

  • Resources


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Local Recordkeeping Requirements

  • SBER 6A-1.044 Pupil Attendance Records

  • Daily attendance

  • Required students

  • District chooses time of day

  • No temporary records

  • Include dates of enrollment, withdrawal, re-entry


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Local Recordkeeping Requirements

  • Sign-on indicator required

  • Maintain a daily log

  • Principal is responsible - must inspect and determine the completeness and accuracy of the records

  • Accessible for state auditing


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Attendance Codes

  • ABSENCE: nonattendance, not physically present at school or at a school activity.

  • ATTENDANCE: presence at the school or at an educational activity which constitutes part of the approved school program for that student.


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Attendance Codes

  • Absence Classification

    • EXCUSED: Allowable absence in accordance with school district policy.

    • UNEXCUSED: Absence which is not in accordance with school district policy.

  • Tardy is the absence of a student at the time attendance is taken provided the student meets the definition for being present before the close of the day/period.




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Coding a DNE Student

  • Student did not enter as expected at beginning of year.

  • Mark absent for up to ten school days.

  • On day 11, remove the student from the roll as of day 1 of school year.

  • Withdrawal date = first day of school year.

  • Delete attendance records and course schedule.


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Coding a DNE Student - Continued

  • If student enrolls late, record the Entry Date as the day the student enrolls.

  • Delete attendance data prior to enrollment.


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Attendance Elements

Local

  • Attendance, Daily

  • Attendance, Period – for students in grades 9-12.

    State Reporting

  • Days Absent, Annual

  • Days Absent, Annual Unexcused Not Related to Discipline

  • Days Absent, Summer Terms

  • Days Present, Annual

  • Days Present, Summer Terms


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Attendance Elements

  • Sent to DOE on Prior School Status/Student Attendance format.

  • Survey 5

  • Aggregated for each student.

  • Send separate records for each school the student attended.

  • Send separate records for regular school year (Term = 3) and summer (Term = S).


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Attendance Edits

  • At least one record must exist for each active school on the MSID file.

  • The percent of days present must be less than 100 for a school.

  • The percent of days present must be greater than or equal to 90 for a school.

  • The percent of days present in the summer term must be greater than or equal to 95.


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Attendance Reports

  • CICS Reports for Request Menu at NWRDC.

  • By school.

  • End of year report.

  • F70488: Student Average Daily Attendance (ADA) and Average Daily Membership (ADM)

  • F70889: Student Annual Average End of Year Truancy by School


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Attendance Reports

  • Average Daily Attendance (ADA)

    • Average number of students present each day school was in session.

    • Days Present/180.

  • Average Daily Membership (ADM)

    • Average number of students on the current roll of the school each day school was in session.

    • (Days Present + Days Absent)/180.



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Attendance Reports - Truancy

  • Uniform Management Information and Reporting System (UMIRS) – USDOE/NCLB.

  • 180 day school year only.

  • Do not include those due to disciplinary actions (suspension/expulsion).

  • Use Days Absent, Annual - Unexcused Not Related to Discipline.



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Student Locator

  • Uses

    • Find students who have dropout codes

    • Find student numbers for new students

  • CICS system at NWRDC – limited access.

  • Option 25 on Student Component menu.

  • Enter Last Name, Birth Date and Gender.

  • Possible student matches for the last two years are listed, including student ID number, name, year, school, district and grade level.


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Dropout/Match

  • The DOE automatically generates reports from data submitted on Prior School Status/Student Attendance format after surveys 2 (October), 3 (February), 5 (end of year) and 6 (beginning of school year).

  • These files show the location of some students who have dropout codes.

  • One report shows the location of students with code W26 – exited to adult education.

  • School districts must update local files and submit changes to DOE.

  • Improves accuracy of student data and improves graduation and dropout rates


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Importance of the Data

  • National Public Education Financial Survey (NPEFS)

    • Average Daily Attendance

    • Average Daily Membership

  • State Per Pupil Expenditure (SPPE) calculation

    • Title I

    • Impact Aid

    • Indian Education


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Importance of the Data

  • Other programs making indirect use of data:

    • Education for Homeless Children and Youth

    • Rural Education Initiative

    • Teacher Quality State Grants

    • Safe and Drug-Free Schools and Communities


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Attendance Data Uses - State Agencies

  • Driver’s License – DHSMV

    • School districts must report to the Department of Highway Safety and Motor Vehicles (DHSMV) information about students ages 14 and above who accumulate 15 unexcused absences in a period of 90 calendar days.

    • Students who fail to satisfy attendance requirements are ineligible to maintain or obtain driving privileges.


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Attendance Data Uses - State Agencies

  • Learnfare – DCF

    • Section 414.1251(1), F.S. requires the Department of Children and Families (DCF) to reduce the temporary cash assistance for an eligible parent’s dependent child who is a habitual truant or dropout.

    • Section 1003.01(8), F.S. defines habitual truant as a student who has accumulated 15 unexcused absences within 90 calendar days.

    • Section 1003.01(9) defines a dropout.


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Attendance Data Uses - State Agencies

  • Rilya Wilson Act – DCF

    • Section 39.604, F.S. requires school districts to report each unexcused absence or seven consecutive excused absences of children covered by the statute and enrolled in a district-operated early education or child care program to local Department of Children and Families (DCF) staff.


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Attendance Uses - Accountability

  • Bill and Melinda Gates Foundation grant to promote effective teaching.

  • Looking at using student attendance in determining students to attribute to a teacher for accountability purposes.


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Resources

  • Data Base Manuals: http://www.fldoe.org/eias/dataweb/default.asp

  • Attendance Recordkeeping Handbook: http://www.fldoe.org/eias/dataweb/atdm.pdf.

  • Technical Assistance Paper – Identifying and Reporting Dropouts for Grades PK-12: http://www.fldoe.org/eias/dataweb/tech/dropout.pdf.



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