3.4 Adult Learner Daily Attendance Sheet form

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					               Technical College System of Georgia
                    Office of Adult Education
                         Fiscal Year 2010




      Adult Learner Daily
       Attendance Sheet
          Procedures
             Effective: August 8, 2003
            Titles updated: July 1, 2008
Document Title Changed to Adult Learner Daily Attendance
                   Sheet July 1, 2009

               Distance Education and Proxy Hours
                      Effective: July 1, 2009
                                       Technical System of Georgia
                                        Office of Adult Education
                                             Fiscal Year 2010

         ADULT LEARNER DAILY ATTENDANCE SHEET PROCEDURES
                        Effective: August 8, 2003

Objective: To consistently document adult learner contact hours at each adult
education site.
Definitions:
[Adult Learner] is an adult education student.
[Assessment] is the activity performed by the teacher/diagnostician to determine the
instructional level of the adult learner, identify adult learner goals and evaluate progress.
Contact Hours are the number of instructional hours the learner receives. All the adult
learner’s time spent in the program-sponsored activities designed to promote student
learning in the curriculum should be counted. Activities to count include:
        time in class receiving instruction
        time in a learning lab
        time spent with a program-sponsored tutor
        assessment (other than GED® Tests) and follow-up such as SEP, goal setting
        time on assessment activities, including initial tests and post-tests

General Educational Development (GED) Diploma is a high school equivalency
credential awarded in Georgia to test takers meeting the minimum passing standard on
the GED Test battery. The GED diploma is recognized by 98% of colleges and 96% of
employers. It opens doors to better jobs, higher pay and an improved quality of life.
[Intake Assessment Form] is the data form to be completed for all adult learners in all
programs during enrollment for pages 1 and 3. Page 2 – Goals are completed within the
first 15 hours and Page 4 – Adult Learner Conference Notes are ongoing. It is a source
document and should be maintained locally. This is the beginning of all data collection.
[Student Education Plan (SEP)] is the individual academic plan that has been
developed based upon learner’s goals, assessment scores and interests.
[Adult Learner Daily Attendance Sheet] The local SDA may add to the form but may
not delete any item from the state recommended form.



GED® and the GED Testing Service® are registered trademarks of the American Council on Education® and may not be used or
reproduced without the express written permission of the American Council on Education.



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      Adult Learner Daily Attendance Sheet Procedures

                       Orientation Procedures
   During adult learner orientation, each adult learner should be introduced to the
    Adult Learner Daily Attendance Sheet and procedures.

                      Daily Sign-In Procedures
   Teachers or other instructional staff should ensure that an Adult Learner Daily
    Attendance Sheet is available for each class at the beginning of the class. The
    Adult Learner Daily Attendance Sheet should be maintained in the classroom.
   Social Security numbers SHOULD NOT BE listed on the Adult Learner
    Daily Attendance Sheet. If needed, the last 4 digits may be utilized. The
    recommendation is for a student ID number to be generated.
   The adult learner should print his or her name on the Attendance Sheet if the
    SDA does not provide a pre-printed Adult Learner Daily Attendance Sheet.
    Pre-printed forms with adult learner names are allowable and encouraged.
   Each adult learner should sign-in upon arrival to class (first and last name)
    and note their arrival time on the Adult Learner Daily Attendance Sheet.
    Initials are not acceptable.
   Each adult learner should note the departure time on the Adult Learner Daily
    Attendance Sheet upon departure from class.

                           Daily Monitoring
   Every adult learner MUST sign-in and out of each class or lab attended.
    Adult learner signature, time in and time out are required. Teachers are to
    ensure that students are signing in and signing out for all classes and labs. No
    one may sign-in or sign-out for another person.
   The Adult Learner Daily Attendance Sheet should be maintained in a visible
    area in order for the teacher to monitor it. Adult learner’s attendance should
    be validated each day.
   The teachers/instructional staff should total attendance individually for each
    adult learner every time the class meets and for all adult education classes in
    which the adult learner is enrolled. Teachers and instructional staff should
    monitor the Adult Learner Daily Attendance Sheet during class times.
   New adult learners should be identified on the Adult Learner Daily
    Attendance Sheet for data entry.
    Note: The Intake Assessment Form must be completed for all adult learners in
    all programs.




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      Adult Learner Daily Attendance Sheet Procedures

            Allowable Adult Learner Contact Hours

   All the adult learner’s time spent in the program-sponsored activities designed
    to promote adult learning in the curriculum should be counted.
   Activities to count include:
        o time in class receiving instruction
        o time in a learning lab
        o time spent with a program-sponsored tutor
        o assessment (other than GED Tests) and follow-up such as SEP and
            goal setting
        o time on assessment activities, including initial tests and post-tests
   Adult learner time spent on assessment should be included in the count if the
    assessment is designed to inform placement decisions, assess progress or
    instruction.
   Adult learner time spent taking the GED Tests are not allowable as Contact
    Hours.
                  Attendance Sheet Maintenance
   Adult Learner Daily Attendance Sheets MUST remain current. It is important
    that data is accurate. Part of the teacher’s classroom maintenance assignments
    are record keeping and daily paperwork.
   Failure of a teacher to properly maintain the Adult Learner Daily Attendance
    Sheets in accordance with these instructions can place the teacher’s
    employment at risk.

                      Sign–in Sheet Tabulation
   The Contact Hours for each adult learner should be tabulated daily.
   At the conclusion of the day the Contact Hour should be tabulated and the
    teacher should sign off on the Adult Learner Daily Attendance Sheet.
   Contact Hours may be rounded to the nearest quarter hour for entry into
    GALIS.

                        Sign–In Sheet Storage
   The Adult Learner Daily Attendance Sheets should be maintained according
    to the SDA procedures for original and copy of Attendance Sheet.
   The SDA determines attachments to be placed with the Adult Learner Daily
    Attendance Sheet such as Intake Assessment Form or Certificate of
    Completion Graduation Report.
   Record retention is to adhere to the Record Retention Schedule as published in
    the RFA. (OMB circ. A 102 and A 10.)



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                     Technical College System of Georgia
                         Office of Adult Education

              ADULT LEARNER DAILY ATTENDANCE SHEET

SDA Name:________________________SDA#:____County:_____________________

Date: _____________ Teacher: _________________ Site:_________________
Class Name:________________________ Class Meeting Time : _________________
Student Name          Student Signature      Time       Time      Total
                                               In          Out        Time




                                                           Total:   ___________

Teacher’s Signature: __________________________________




                                                                              5
Distance Education

A. Definition
Georgia’s distance education program is designed to provide educational services to
reach and better serve learners who have limited accessibility to adult education
classes. Learners will be supported by teachers who will facilitate instruction through a
variety of delivery media to include: web-based programs, videotape; software, print-
based materials, telephones, postal services, and email. Learners who enroll in
classroom programs and distance classes will be classified as distance learners at the
end of the fiscal year if 51% or more of the learner’s instructional hours, counted as
proxy contact hours (PCH), are earned through distance learning classes.

B. Curriculum
The curricula for use at a distance may be selected from the following: GED Integrated
Online, GED Illinois, SkillsTutor, KeyTrain, WIN, GED Connection, PLATO, AZTEC, and Pre-
GED Connection for Adult Basic Education (ABE) and GED students, and Crossroads Café
or English for All for English-as-a-Second-Language (ESL) students. Pilot sites will develop
evaluation criteria for curricula and will examine and select curricula based upon
established criteria. Recommended curricula will be presented to the OAE Distance
Education Coordinator for final disposition prior to implementation.

C. Measurement of Contact Hours
Distance learners must have at least twelve hours of contact with the program before
they can be counted for federal reporting purposes. The following activities may be
included: all face-to-face sessions for intake, assessment and orientation; telephone
calls designated to counsel students into the appropriate programs; completion of local
program online registration, registration and intake forms; completion of self-
assessment on distance education readiness; technology training on content and use of
distance education curriculum; training on study and time management skills (whether
delivered in person or at a distance).

D. Definition of Proxy Contact Hours
Proxy contact hours are defined as the number of instructional hours determined
necessary under the Mastery Model for completion of an instructional unit or by Clock
Time Model for the amount of actual time spent on an instructional unit, as recorded by
the software and described below.

E. Policy on Proxy Hours
Determining Proxy Contact Hours
The Mastery and Clock Time Models will be the manner in which proxy contact hours
will be determined based upon the curricula selected. The Mastery Model requires
students to take pass a mastery test at the completion of each instructional unit with a
score of 70% or better. The number of proxy contact hours awarded for mastery of each


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   unit will be determined by a consensus of a panel of teachers following careful
   examination of curriculum content and review of data from Project Ideal. The Teacher
   Verification Model may be used to document work completed by students; however,
   Master Model will be used to document proxy contact hours.

   Under the Clock Time Model proxy contact hours, the curriculum tracks the amount of
   time the learner works on the assignments. The program will “time out” or shut down if
   there is a specified period of inactivity. Hours of clock time are counted as proxy contact
   hours.

   The following curricula and proxy contact hour models can be used in the distance
   education program. Where alternate models are indicated, local programs will
   determine which method to use and will document the method in student records.


                                 CRITERIA FOR PROXY            PROXY CONTACT HOURS             VALIDATION
CURRICULUM        MODEL
                                CONTACT HOURS (PCH)                (PCH) CREDIT                  SOURCE
ABE/ASE
GED              Teacher        Video: student self-report;                                    Project IDEAL
Connection**     Verification   teacher validates whether      Video: .5 hrs
                                student viewed.

                                Workbook: teacher              Workbook: ≥ 75% of
                                determines % of work           activities completed = 4 hrs;
                                completed.                     50-74% = 2 hrs

                                Internet Activities: teacher   Internet Activities: 1 hr.
                                determines work                per activity; total possible
                                completed.                     PCH = 43

                                Internet Module: teacher       Modules: 3 hrs per module;
                                validates w/questioning        total possible PCH = 15
                                whether student has
                                engaged
                                                               Tests: 1 hr per; total
                                Practice Tests: online and     possible PCH = 22
                                print based.

                                                               50 minutes per unit             Software
GED Illinois     Mastery        Passed unit test ≥ 70%
                                                               completed                       developer
MHC GED                         System must track time
                                                               Time recorded in the            Software
Integrated       Clock Time     and log out students after
                                                               system.                         developer
Online                          preset period of inactivity.




                                                                                                    7
                                 System must track time
                                 and log out students after     Time recorded in the       Software
PLATO             Clock Time
                                 preset period of inactivity.   system.                    developer

                                 Video: student self-report;                               No validation
Pre-GED           Teacher
                                 teacher validates whether      Video: .5 hrs              studies
Connection        Verification
                                 student viewed.                                           yet completed

                                 System must track time
                                                                Time recorded in the       Software
SkillsTutor       Clock Time     and log out students after
                                                                system.                    developer
                                 preset period of inactivity
                                 System tracks time and log
                                                                Time recorded in the       Software
AZTEC             Clock Time     out students after preset
                                                                system                     developer
                                 period of inactivity.
                                 System tracks time and log
                                                                Time recorded in the       Software
KeyTrain          Clock Time     out students after preset
                                                                system                     developer
                                 period of inactivity.
                                 System tracks time and log
                                                                Time recorded in the       Software
WIN               Clock time     out students after preset
                                                                system                     developer
                                 period of inactivity.
ESL
Crossroads                                                      10 hours per unit; total
                  Mastery        Passed unit test @ ≥ 70%                                  North Carolina
Café*                                                           possible PCH =260
                                                                                           NC, based on
                                                                6 hours per unit; total
English for All   Mastery        Passed unit test @ ≥ 70%                                  research done
                                                                possible PCH = 120
                                                                                           in CA
   *Proxy contact hours (PCH) could also be determined by the teacher verification
   ** Proxy contact hours could also be determined by mastery model.

   Recording Proxy Contact Hours
   Local programs will record classroom and proxy contact hours in separate fields in
   GALIS. The number of proxy contact hours will be determined by the curriculum and
   policy as indicated above. Teachers will maintain records of proxy contact hours for both
   state and NRS reporting requirements following the formulas in Appendix C. Training
   will be provided on how to record contact hours from classroom instruction and proxy
   contact hours for distance learning during the annual GALIS training update and through
   ongoing technical assistance from the Regional Education Coordinators.




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