Attendance Reporting
Presenter: Dr. Ruth Jones
June 2008
Agenda
Local Recordkeeping Requirements
Attendance Terms and Definitions
Tardy
Attendance Elements, Codes & Edits
Truancy
Attendance Reports
Entry and Withdrawal Codes
Student Locator and Dropout/Match
Importance and Uses of the Data
Resources
Local Recordkeeping Requirements
SBER 6A-1.044 Pupil Attendance Records
All absent and tardy pupils must be recorded daily in the Automated Student Attendance
Recordkeeping System as described in the Automated System Attendance Recordkeeping
Handbook. http://www.fldoe.org/eias/dataweb/atdm2007.pdf
Pupil attendance records must be maintained for:
any student enrolled in public schools who is earning high school credit as provided in Section
1003.436, Florida Statutes;
who is funded as provided in Chapter 1011, Florida Statutes, and the Appropriations Act; or
who is required to be in attendance by the compulsory attendance requirements as provided in
Chapters 1002 and 1003, Florida Statutes.
The presence, absence, or tardiness of each student must be checked once each day at a time
prescribed by the school board.
Districts may choose the time of day for taking daily attendance.
Data shall not be recorded in temporary records, and then transferred at a later date to attendance
records, except for the first ten days of each school year.
The attendance records must also show the dates of a student's enrollment, withdrawal or re-
entry in the school for the applicable year.
Sign-on indicator to assure that attendance is being taken daily
Some kind of positive action must be taken
May not be passive
Must generate and maintain a daily log that will allow for determination that attendance is being
taken and by whom
Principals are responsible for the administration of attendance policies and procedures and for
the accurate reporting of attendance in the schools under their direction.
The principal shall assure that all teachers and clerks are instructed in the proper recording of
attendance, and it shall be his or her duty to see that such instructions are followed.
Principal or designee must inspect and determine the completeness and accuracy of the records
contained in the Automated Student Attendance Recordkeeping System for each of the required
full-time equivalent student membership periods.
At the end of each school year the principal or designee must certify the completeness and
accuracy of the automated attendance records indicating that all attendance records have been
kept as prescribed by law and rules of the State Board.
The automated student attendance records must be readily accessible for state auditing and
monitoring purposes.
ABSENCE: Absence is the nonattendance of a student on days school is in session. Any student
must be counted absent who is not physically present at school or at a school activity as defined
under the compulsory attendance law.
ATTENDANCE: Attendance is the presence of a student on days school is in session. The
student must be actually at the school to which he or she has been assigned or present at an
educational activity which constitutes part of the approved school program for that student.
Attendance Terms and Definitions
Absence Classification
EXCUSED: Allowable absence in accordance with school district policy. Students, in
accordance with district policy, may be allowed to make up missed work.
UNEXCUSED: Absence which is not in accordance with school district policy. Students can be
prevented from making up missed work.
Average Daily Attendance (ADA)
Average number of students present each day school was in session.
Aggregated days attendance divided by the total days school was in session.
Typically, aggregated days attendance divided by 180 days.
Average Daily Membership (ADM)
Average number of students on the current roll of the school each day school was in session.
Aggregate days membership divided by the total number of days school was in session.
Typically, aggregate days membership divided by 180 days.
Tardy
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.
District school boards are authorized to establish policies that allow accumulated unexcused
tardies…to be recorded as unexcused absences.
Section 1003.02(1)(b), F.S.
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
Attendance Codes
Code Meaning
Blank Present
E Excused absence as defined by district policy
U Unexcused absence as defined by district policy
T Tardy (optional for period attendance)
Attendance Codes
Codes D & N may be used instead of U (Unexcused absence as defined by district policy). If not used, the distric
this information from other sources.
Code Meaning
D Unexcused absence related to discipline as defined by district policy
N Unexcused absence not related to discipline as defined by district policy
Attendance Codes
Code H
H/H student temporarily scheduled to be in a hospital in another district.
Optional – in lieu of withdrawing & re-enrolling the student.
For local use only – Attendance, Daily or Period.
See rule 6A-603020(6), FAC – alternately assigned students.
Day of non-enrollment.
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.
Truancy
Uniform Management Information and Reporting System (UMIRS) – USDOE/NCLB.
Collect and report data on truancy rates at the school level.
Truant – student who has at least five unexcused absences during a school year.
Unexcused absences do not include those due to disciplinary actions (suspension/expulsion).
Days Absent, Annual - Unexcused Not Related to Discipline.
Pertains to 180 day school year only.
Attendance Report
On the CICS Reports for Request Menu at NWRDC.
F70488
By school.
End of year report.
Student Average Daily Attendance and Average Daily Membership
Attendance Report – F70488
School # School Total Days Total Days Total Days Total Days % Days
Present Absent Membership Unexcused, Absent
Not Related to
Discipline
0021 SCHOOL A 80378 6246 86624 5239 7.21
0031 SCHOOL B 74468 4304 78772 2592 5.46
0041 SCHOOL C 75185 3812 78997 2517 4.83
0051 SCHOOL D 13331 2202 15533 2005 14.18
DISTRICT 243362 16564 259926 12353 6.37
TOTAL
Attendance Report
On the CICS Reports for Request Menu at NWRDC.
F70889
By school.
End of year report.
Student Annual Average End of Year Truancy by School
Attendance Report – F70889
School # School Total Days Total Days Total Days Total Days % Days
Present Absent Membership Unexcused, Absent
Not Related to
Discipline
0021 SCHOOL A 80378 6246 86624 5239 7.21
0031 SCHOOL B 74468 4304 78772 2592 5.46
0041 SCHOOL C 75185 3812 78997 2517 4.83
0051 SCHOOL D 13331 2202 15533 2005 14.18
DISTRICT 243362 16564 259926 12353 6.37
TOTAL
Entry Codes
Code Meaning
E01 Student was enrolled in a public school in this school district the previous school year.
E02 Student whose last school of enrollment was a public school outside of this district, or in anoth
territory.
E03 Student whose last school of enrollment was a private school in any Florida school district, or
or territory.
Entry Codes
Code Meaning
E04 Student who is enrolling in a public school in this district after having been in home education
Florida school district, or another state or territory.
E05 Student entering PK or KG for the first time.
E09 Student who enters a Florida school district from a country other than the United States or a U
Commonwealth/Territory.
Withdrawal Codes – Graduation/Completion
Codes Meaning
W06, W6A, W6B, W10, WFA, WFB, WFT, WFW, Standard Diplomas
WGA
W08, W8A, W09 Certificates of Completion
W07, W27 Special Diplomas
WGD State of Florida Diploma
Withdrawal Codes – To Education
Code Meaning
W01 Student promoted, retained or transferred to another attendance reporting unit in the same school.
W02 Student promoted, retained or transferred to another school in the same district.
W3A Student withdraws to attend a public school in another district in Florida.
W3B Student withdraws to attend another public school out-of-state.
W04 Student withdraws to attend a nonpublic school in- or out-of-state.
W24 Student withdraws to attend a Home Education program.
W26 Student withdraws to enter the adult education program prior to completion of graduation requirem
Withdrawal Codes - W26
Any student who withdraws from school to enter the adult education program prior to
completion of graduation requirements.
If a student who is assigned code W26 does not enroll in the adult program during the school
year, the student should be recorded in the appropriate dropout category.
If student is assigned code W26 and enrolled in the adult program but is no longer enrolled at the
end of the school year, the student must be recoded in the appropriate dropout category.
Withdrawal Codes – Dropouts
Code Meaning
DNE Student was expected to attend but did not enter as expected for unknown reasons.
W05 Student age 16 or older who leaves school voluntarily with no intention of returning. (Student sho
Intent to Terminate Enrollment form and Dropout Reasons and Influences survey.)
W13 Student withdrawn from school due to court action.
W15 Student withdrawn from school due to nonattendance
W18 Student withdraws due to medical reasons.
W21 Student withdrawn due to being expelled.
W22 Student whose whereabouts is unknown.
W23 Student withdraws for any reason other than W01-W22 or W24-W27.
Withdrawal Codes - DNE
Did Not Enter as Expected - DNE
Enter this code at start of school year.
Have a process for removing these students from attendance rolls after the first ten days of
school.
Do not send Student Course records for these students in October (Survey 2).
New editing will null FTE for these students.
Use Term = Y for these students.
Send Demographic, Prior School Status and End of Year formats.
Withdrawal Codes – Other
Code Meaning
W12 Student withdrawn due to death.
W25 Student under the age of 6 who withdraws from school.
WPO Student is withdrawn from school subsequent to receiving a W07, W08, W8A, W09, or W27 d
student’s year of high school completion.
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.
Dropout/Match
The DOE automatically generates reports from data submitted on Prior School Status/Student
Attendance format after surveys 2 (October), 3 (February), and 5 (End of 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
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
Other programs making indirect use of data:
Educational Technology State Grants
Education for Homeless Children and Youth
Rural Education Initiative
Teacher Quality State Grants
Safe and Drug-Free Schools and Communities
Sharing Attendance-Related Data with Other 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.
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.
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.
Drivers License
2006-07 Yearly Report
12,110 Notices of Intent to Suspend
33,681 Notices to unlicensed minors – not eligible to apply
10,823 Suspension Orders
Fewer than 5% who had their licenses suspended for excessive absences received a second
suspension.
Resources
Data Base Manuals: http://www.fldoe.org/eias/dataweb/default.asp
Attendance Recordkeeping Handbook: http://www.fldoe.org/eias/dataweb/atdm2007.pdf
Technical Assistance Paper – Identifying and Reporting Dropouts for Grades PK-12:
http://www.fldoe.org/eias/dataweb/tech/dropout.pdf
The End