Abs and Attendance - APSCC Absences and Attendance to SAIS ETC Just in Time SAIS Training Presented...

Reporting Absences and Attendance to SAIS

ETC Just in Time SAIS Training

Presented by Bob DohmEducation Technology Consortium

In this presentation• Annual, weekly and daily instructional time requirements

• Defining what can and cannot be counted as instructional time

• Determining student full time equivalency (FTE)

• Analyzing high school schedules

• Absence reporting requirements

• Update on GE-20 and attendance reporting

• Defining excused absences

• Adjustments to ADM for excessive absences

Minimum Annual School Days Requirement

1444 days1805 days

Total DaysNormal Week

• 180 days may mean any number of days as long as annual instructional hour requirements are met for each grade level. So, a district/charter may not have to add instructional days ifa school faces an unexpected closure.

• This exception does not specifically apply to 144 and 200 day schools in the law.

Notes:

SFPM p.6

Minimum Annual School Days Requirement

1083 daysTotal DaysPS / Alt. KG

• State law does not specify a minimum number of days per week for PS with disabilities (the law only specifies 360 minutes per week).

• There is no School Finance related written requirement to specify the actual days PS is in session.

Notes:

SFPM p.6

Minimum Annual Instructional Hour Requirement

SFPM pp.7-8

720*12009 – 12 (non-AOI)

1068*N/A7 – 8

890*N/A4 – 6

712*N/AFull Day KG – 3

356N/AKG (Half Day)

N/A360Preschool

Instructional HoursMinutes/WeekGrade Range

* For full time (1.00 FTE) students

Minimum Daily Instructional Hour Requirement

5 X 5 and 6.25 X 4**4 X 5 and 5 X 4*

None*None*None*NoneNone

Daily Instructional Hours

300/375240/300None*None*None*NoneNoneMins.

9 – 12 (non-AOI)9 – 12 (non-AOI)

7 – 8 4 – 6Full Day KG – 3KG (Half Day)PreschoolGrade Range

* For full time (1.00 FTE) students

**For JTED students enrolled for 1.25 total FTE Keep these

figures in mind

Q. What is instructional time?

A. Time scheduled for a course of study.

“According to A.R.S. § 15-101(8), a “course” is defined as organized subject matter in which instruction is offered within a given period of time and for which credit toward promotion, graduation or certification is usually given.”

Q. What isn’t instructional time?

A. Everything else. (i.e., lunch, recess, homeroom, study hall, early release, late start)

“Instructional hours do not include periods of the day in which an instructional program or course of study is not being offered.”

Exception – Passing time up to 7 minutes under certain circumstances.

GE-19 Passing Time

“Passing time is the time it takes for a student to physically travel from one Board approved course of study to another Board approved course of study. Passing time may be counted at the beginning of the period or at the end of the period.

Passing time not allowed:

a) Passing time in excess of seven (7) minutes shall not be included in calculating the annual instructional hours required in A.R.S. §15-901(A)(2)(a)(b) or (c).

b) Passing time to or from one instructional program to a non-instructional program such as lunch, homeroom, study hall and recess shall not be included in the calculation of annual instructional hours.”

Determining Student Full Time Equivalency (FTE)

SFPM p.24

PS With Disabilities

• 360 minutes per week

• No fractional (part time enrollment)

• Additional requirements for Head Start programs

SFPM p.24

≥1068≥801 and <1068

≥534 and <801

≥267 and <534<2677 – 8

≥890≥668 and <890

≥445 and <668

≥223 and <445<2234 – 6

≥712≥534 and <712

≥356 and <534

≥178 and <356<1781 – 3

≥712N/A≥356 and <712N/A<356KG

1.00 FTE0.75 FTE0.50 FTE0.25 FTE0 FTEGrade Range

Hours enrolled as applied to a full year scheduleFractional Enrollment for KG through 8th Grade

< less than / ≥ equal to or greater than

SFPM p.24

3 subjects @ 123 hours or any num. of subjects totaling at least 15 hours/weekANDMinimum of

540 Hours3/4 Time

720 HoursFull

360 Hours1/2 Time

1 subjects @ 123 hours or any num. of subjects totaling at least 5 hours/week

Minimum of 180 Hours

Requirement BRequirement A

AND1/4 Time

Fractional Enrollment for 9th through 12th Grade

Note: 4 X 123 = 492 (228 hours short of annual requirement for full time HS)

SFPM p.22 and 28

“Fifty-five minutes or more of scheduled instructional time for a high school course may be considered one hour for FTE and attendance purposes (only).”

Be very careful when considering the following statement!

495 hours/year540 hours/year660 hours/year720 hours/year

330 hours/year360 hours/year165 hours/year180 hours/yearWhen 55 = 60When 60 = 60

Sample high school schedule (beyond question)

240 and 60 or 300Requirement?340300 and 60 or 360Daily total

60 (w/pass before)60

60 (w/pass before)60 (w/pass before)60 (w/pass before)

Countable Instructional time

55555560

Actual Inst. Time

1:50 - 2:456

Bell SchedulePeriod

12:45 - 1:45512:00 - 12:45Lunch11:05 - 12:00410:05 - 11:0039:05 - 10:0028:00 - 9:001

Schedule based on 5 day school week – 180 day school year

Sample high school schedule (might be OK)

240 and 60 or 300Requirement?310275 and 55 or 330Daily total

55 (w/pass before)55

50505055

Actual Inst. Time

1:20 - 2:106

Bell SchedulePeriod

12:20 - 1:15511:40 - 12:20Lunch10:50 - 11:4049:55 - 10:4539:00 - 9:5028:00 - 8:551

Sample high school schedule (questionable)

260220 and 55 or 275Daily total240 and 60 or 300Requirement?

50505055

Actual Inst. TimeBell SchedulePeriod

12:20 - 1:15511:40 - 12:20Lunch10:50 - 11:4049:55 - 10:4539:00 - 9:5028:00 - 8:551

Sample high school schedule (no way if there’s a JTED)

505012:35 - 1:255

280250 and 50 or 300Daily total240 and 60 or 300Requirement?

50 (w/pass before)

45454550

Actual Inst. TimeBell SchedulePeriod

1:30 - 2:156

11:20 - 12:35Lunch10:35 - 11:2049:45 - 10:3038:55 - 9:4028:00 - 8:501

Wording change in SFPM – should to shall

“For students in elementary grades (KG-8) Attendance shall be taken at least twice a day and sufficient documentation shall be maintained to support the fractional student absence reported.”

“For students in high school grades (9-12) Attendance shall be taken for each period.”

SFPM p.28

Change in the law

A.R.S. § 15-521. Duties of teachers

Every teacher shall:

1. Hold pupils to strict account for disorderly conduct.

2. Keep a school register, which the governing board shall carefully preserve as one of the records of the school.

2. TAKE AND MAINTAIN DAILY CLASSROOM ATTENDANCE.

SB 1196

Reporting absences for Kindergarten students

• KG students must be 5 years old by September 1 (January 1 for early KG – only 1 year of funding)

• Half day programs ≥356 instructional hours

• Full day programs ≥712 instructional hours

• Membership funding is the same for KG students enrolled in full and half day programs

• KG students are considered either to be present or absent for their day. (No partial day absences.)

The facts about KG…

• A KG student in a half day program (actually between 356 and 692 hours), is absent if he/she attends less than 3/4 of the instructional time scheduled for the day.

• A KG student in a full day program actually 692 hours or more) is absent if he/she attends less than 1/2 the instructional time scheduled for the day.

Two standards…

SFPM p.29

• Bobby is enrolled in a half day KG program. (Standard is 3/4 of the instructional time scheduled)

• 2 hours of instruction are scheduled for the day.

• If Bobby attends for at least 1:30, no absence is reported.

• If Bobby attends for less than 1:30, then he is considered absent for his full day. An absence in the amount of 0.5 must be reported. (0.5 is Bobby’s FTE)

• Make adjustments depending upon the amount of instructional time scheduled for a particular day.

Example 1

• Sally is enrolled in a full day KG program. (Standard is 1/2 of the instructional time scheduled)

• If Sally attends for at least 2:00, no absence is reported.

• If Sally attends for less than 2:00, then she is considered absent for her full day. An absence in the amount of 1.0 must be reported. (1.0 is Sally’s FTE)

Example 2

Reporting absences for students in grades 1 – 8

• 1st grade students must be 6 years old by September 1. (January 1 for early 1st grade)

• Absences may be reported in quarter or half day increments.

• Grades 1 – 3 ≥712 instructional hours

The facts about Grade 1 – 8

Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on quarter days

1.00<25% of the instructional time scheduled for the day

0.75≥25% but <50% of the instructional time scheduled for the day

0.2575% of the instructional time scheduled for the day

0.00>75% of the instructional time scheduled for the day

Absence AmountAttendance

SFPM p.30

• Maria’s FTE is 1.00.

• If Maria attends for more than 4:30, no absence is reported.

• If Maria attends exactly 4:30, she is present for 3/4 of the instructional time scheduled for the day. A 1/4 day absence (0.25) must be reported.

Example

• If Maria attends for at least 3:00, but less than 4:30, she is considered to be in attendance for 1/2 of the instructional time scheduled for the day. A 1/2 day absence (0.50) must be reported.

• If Maria attends for at least 1:30, but less than 3:00, she is considered to be in attendance for 1/4 of the instructional time scheduled for the day. A 3/4 day absence (0.75) must be reported.

Example (continued)

• If Maria attends for less than 1:30, she is considered to be absent for the entire day. A full day absence (1.00) must be reported.

Example (continued)

1.00<50% of the instructional time scheduled for the day

0.00≥ 75% of the instructional time scheduled for the day

Absence AmountAttendance

Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on half days

SFPM pp.30 - 31

• Roberto’s FTE is 1.00.

• If Roberto attends for 4:30 or more, no absence is reported.

• If Roberto attends for at least 3:00, but less than 4:30, he is considered to be in attendance for 1/2 of the instructional time scheduled for the day. A 1/2 day absence (0.50) must be reported.

Example

• If Roberto attends for less than 3:00, he is considered to be absent for the entire day. A full day absence (1.00) must be reported.

Example (continued)

• If Roberto attends for less than 3:00, he is considered to be absent for the entire day. A full day absence (1.00) must be reported.

Example (continued)

Reporting participation in school for students who are enrolled in grades 9 – 12

Absence vs. Attendance

GE-20: Where are we now?

• Sets daily instructional time requirements for students in grades 9 – 12.

• Mandates submission of absences and disallows submission of attendance under all, but a few specific circumstances.

Ramifications of GE-20

• Attorney General Opinion No. I08-007 (R08-027) 9/2/2008

• Horne Memo dated 9/2/2008 states GE-20 will be revised

• SF Procedures Manual first published 12/18/2008 fully incorporates effects of GE-20

Significant Developments (Not really)

Attendance

The number of minutes of instruction received by a student during a designated period.

Attendance periods may be one day up to one week.

Attendance defined…

Attendance

• Homebound• enrolled in preschool programs for students with

disabilities • enrolled in AOI Schools (formerly TAPBI)

Attendance must be submitted for students who are:

Attendance may be submitted for high school students who are enrolled in:

• approved alternative schools operated by districts • charter schools operating on an approved

alternative calendar• Schools that applied for and were granted

“Hardship” exceptions

Attendance

When attendance is submitted, ADE calculates absences based on a standard number of minutes for a week (prorated for weeks with fewer days in session than normal).

• Homebound – 240 minutes

• PS – 360 minutes

• High School – 1200 minutes

Attendance

• If a student receives at least the number of minutes of instruction required during a week, SAIS calculates no absences.

• If a student receives less than the amount of instruction required for a week, SAIS calculates absences and adds the absences to the aggregate total of absences incurred by the student during the reporting period.

Attendance

• Absences are calculated by subtracting the number of minutes of instruction received for the week from the number of minutes of instruction required for the week, dividing the difference by the number of minutes of instruction required for the week and multiplying the result by the number of instructional days scheduled for the week multiplied by the student’s FTE.

Procedures for Reporting Student Absence p.13

Required Minutes (1200)

Attendance

• Josh is a full time high school student.

• 680 minutes of instruction are reported to SAIS for a one week period.

• School is in session for five days during the week.

Example

Required Minutes (1200) – Received Minutes (680)= .433

.433 X Days in Session (5) X FTE (1.0) = 2.17

• 2.17 absences are added to the aggregate total of absences for the reporting period.

Reporting absences for students in grades 9–12

A.R.S. § 15–901(6)(e)

“For high schools or ungraded schools in which the pupil is at least fourteen years of age by September 1, the attendance of a pupil may be counted as one–fourth of a day’s attendance for each sixty minutes of instructional time in a subject that counts toward graduation, except that attendance for a pupil shall not exceed the pupil’s full or fractional membership.”

Arizona Revised Statutes

0.500.000.000.000.00Absence amount

26666Number of hours attended

26666Number of hours scheduled

FridayThursdayWednesdayTuesdayMonday

0.000.000.000.000.00Absence amount

44444Number of hours attended

44444Number of hours scheduled

FridayThursdayWednesdayTuesdayMonday

0.250.25

0.500.50

0.750.75

1.001.00

0.00<1:00

Then report daily absence amount:

If the reported Student FTE is:AttendanceDaily Hours of

Instruction Received

Reporting absences for students in grades 9–12 in schools with 5 days per week

SFPM p.32

0.000.25

0.250.50

0.500.75

0.751.00

0.25≥1:00 – <2:00

Reporting absences for students in grades 9–12 in schools with 5 days per week (continued)

SFPM p.32

0.000.25

0.000.50

0.250.75

0.501.00

0.50≥2:00 – <3:00

SFPM p.32

0.000.25

0.000.50

0.000.75

0.251.00

0.75≥3:00 – <4:00

SFPM p.32

0.000.25

0.000.50

0.000.75

0.001.00

1.00≥4:00

SFPM p.32

0.250.25

0.500.50

0.750.75

1.001.00

0.00<1:15

Reporting absences for students in grades 9–12 in schools with 4 days per week

SFPM p.33

0.000.25

0.250.50

0.500.75

0.751.00

0.25≥1:15 – <2:30

SFPM p.33

0.000.25

0.000.50

0.250.75

0.501.00

0.50≥2:30 – <3:45

SFPM p.33

0.000.25

0.000.50

0.000.75

0.251.00

0.75≥3:45 – <5:00

SFPM p.33

0.000.25

0.000.50

0.000.75

0.001.00

1.00≥5:00

SFPM p.33

Reporting absences for students in grades 6–12 who are enrolled in alternative programs

• If a student who is enrolled in an alternative program would normally be attending in a high school that is submitting attendance, just submit attendance (minutes of instruction).

• If a student who is enrolled in an alternative program would normally be attending a high school that is submitting absences, then you’ll have to deal with this…

No screaming please!

Reporting absences for students in grades 6–12 who are enrolled in alternative programs

1. Determine the number of hours of instruction required for the week (based on FTE and the number of days school is in session)

2. If the student receives less than the number of hours required, subtract hours received from hours required, divide the difference by the number of hours required and multiply the result by the number of days scheduled for the week and then the student’s FTE.

3. Remember – No Screaming!

Defining excused and unexcused absences

• illness• doctor appointment• bereavement• family emergencies• out-of-school suspensions (up to 10% of

instructional days scheduled for the school year)

SFPM p.35 or EX-1

ADE defines an excused absences as absences due to:

Districts and charters may also excuse absences due to family vacations and/or religious instruction or exercises.

Here I come to save the day…

ADE STaR Team Absence Calculator

ADE Home Page http://www.ade.az.gov

Adjusted ADM (Excessive Absences)

Pursuant to A.R.S. § 15-902 ADE adjusts for excessive absences if ADM for a school district or charter holder that serves students exclusively in grades 9 – 12 exceeds ADA by more than 8.5% and for all other districts and charter holders if ADM exceeds ADA by more than 6%.

“Since ADM may be adjusted due to an excessive absence rate at the district or charter holder level, the following reasons for absences need to be kept on file to apply to ADE for an exception of these absences from the calculation of the absence rate.”

Tracking absences

SFPM p.34

• Illness for any period of three consecutive days or more. • Adverse weather conditions for any period of three

consecutive days or more. • Concerted refusal by students to attend classes for three

consecutive days or more. • Threats of violence against school property, school personnel

or students. • Chronic health problems as defined in section 15-346 if the

school district is providing services to the pupils during theirabsence from school.

• School closure due to situations affecting the safety of persons or property resulting from fire, flooding or floodwater,an earthquake, a hazardous material event or other causes if approved by the Department of Education.

SFPM p.34

Average Daily Membership (ADM)

Days in the Reporting Period

Membership Days

Average Daily Attendance (ADA)

Days in the Reporting Period

Membership Days – Absence Days

Determining how much ADM exceeds ADA

ADM – ADA

ETC ADM/ADA Calculator

After the 100th day of instruction the absence rate may be decreased by applying to ADE for the approval of certain types of absences.

Approved absences are excluded from the count and result in a lower absence rate.

Only absences occurring during the first 100 days in session may be submitted for approval.

Absence Approval Request

http://www.ade.az.gov

Point to Procurement and Financial Svcsand click on “School Finance”

Scroll to view “Forms” box

Click on “Absence Approval Requests”

Absence Approval Requests – Memo and Forms

Attendance ReasonsConsider tracking the following:

• Up to three specific illnesses that may be widespread (i.e., flu or viral infections, measles, mumps)

• Adverse Weather• Concerted Refusal• Threats of violence• Chronic Illness• Certified Accident• School closure for safety reasons

Attendance Reasons

• Take measures to ensure that absence reasons are assigned in a consistent manner.

• Results will be skewed if a student is marked as being absent for viral infection for some periods and for flu for others.

• Results will be skewed if some students are marked as absent for viral infection and some for flu.

Chronic Illness / Certified Accident

A.R.S. § 15-346 B.1. and 2.

1. Pupils who are not homebound, but who are unable to attend regular classes for intermittent periods of one or more consecutive days because of illness, disease, pregnancy complications or accident as certified by a person who is licensed pursuant to title 32, chapter 7, 13 or 17 or a registered nurse practitioner who is licensed pursuant to chapter 15. If the child suffers from a condition requiring management on a long-term basis, the certification shall be made by a person licensed pursuant to title 32, chapter 13 or 17.

Chronic Illness / Certified Accident

A.R.S. § 15-346 B.1. and 2.

2. Pupils who have an infant with a severe health problem as certified by a person who is licensed pursuant to title 32, chapter 7, 13 or 17 or a registered nurse practitioner who is licensed pursuant to chapter 15.

Submitting absences or attendance in SIRS

Submit Absences Yes

Track Setup for Period Attendance Include all countable instruction time

Period Attendance in SIRS – select period(s)

Period Attendance in SIRS (absent one period)

Period Attendance in SIRS (absent all periods)

Period Attendance in SIRS (Minutes Late/Missed)

KG / PS Track Setup – 1 Daily Attendance Period

Daily Attendance in SIRS (KG / PS)

SIRS will send 1.0 or 0.5 absence for KG according to FTE

Daily Attendance Track Setup – 4 equal periods (2 equal periods for 1/2 day absences)

Daily Attendance in SIRS (quarter day absences)

Don’t use Minutes Late with Daily Attendance

Questions…

Whew!!!

Abs and Attendance - APSCC Absences and Attendance to SAIS ETC Just in Time SAIS Training Presented...

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