What are the reports collecting?

1
Filling out the Reports

• What are the reports collecting?

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Regular Attendance Grades 1-12
Leave blank, only for schools that attend year
round.
Must check which grade grouping the report is for.
Total number of students present that week.
Enter days in session and any emergency closure
or vacation days. They must total to 5.
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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 1-12.
• Aggregate Days of attendance
• All attendance number must end in a .0 or .5

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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.

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Kindergarten Attendance
Fill in the K-Schedule number from table.
What days and times are this group of students
attending.
Total number of students present for each session
that week
Total of Sessions may equal more or less than 5
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Sessions not DaysKindergarten 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.

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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.

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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

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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.

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Example

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

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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 weeks
  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.
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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.
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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 2nd, 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

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• 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.

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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
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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.

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Alternative Secondary Attendance (The Short Form)
Regular Alternative Secondary buildings are
numbered 490 to 495
Aggregate Hours of Attendance and must match the
course report.
Days in session may equal either 4 or 5.
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Alternative Secondary Course Report (The Long
Form)
Number of hours the course is taught for the
reporting period.
Teachers and the course being taught. A teacher
can be listed multiple times if they teach more
than one subject.
Total student instructional hours for that course
that week.
Total student instructional hours for that week.
Must match whats on the short form.
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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.

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

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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.
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Dropouts Reporting
Are reported with the grade level they failed to
report to.
Enrolled and Dropped date would be the same
Must fill in the required fields.
Give complete name.
We are no longer going to collect Social Security
Numbers.

• 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.

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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.

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Graduation Report
Economically disadvantaged - identified through
the free and reduced lunch program.
NEW! Must report separate those graduates who
take longer than 4 years of high school to
complete
Any certificate other than a regular diploma
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Juvenile Detention Center
Aggregate attendance must equal weekly attendance
from the daily attendance report.
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Juvenile Detention CenterDaily Attendance Report
Students name, age and gender.
Days of instructional serves
If grade level is known, assign each student to
the grade closest to his/her age group
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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.

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Help and Information

• All Attendance and Enrollment forms are available
  for download at http//www.sde.idaho.gov/finance/
  Attn_Enroll/default.htm
• Telephone number 332-6842 Fax [phone]
• Email gdberg_at_sde.idaho.gov
• Mail State Department of Education
• Public School Finance
• P.O. Box 83720
• Boise, Id 83720-0027