attendance

							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