Abs and Attendance - APSCC Absences and Attendance to SAIS ETC Just in Time SAIS Training Presented...
Transcript of Abs and Attendance - APSCC Absences and Attendance to SAIS ETC Just in Time SAIS Training Presented...
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Reporting Absences and Attendance to SAIS
ETC Just in Time SAIS Training
Presented by Bob DohmEducation Technology Consortium
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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
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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
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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
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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
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Minimum Daily Instructional Hour Requirement
GE-20
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
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Q. What is instructional time?
A. Time scheduled for a course of study.
GE-18
“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.
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GE-19 Passing Time
GE-19
“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.”
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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
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Determining Student Full Time Equivalency (FTE)
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
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Determining Student Full Time Equivalency (FTE)
SFPM p.24
3 subjects @ 123 hours or any num. of subjects totaling at least 15 hours/weekANDMinimum of
540 Hours3/4 Time
4 subjects @ 123 hours or any num. of subjects totaling at least 20 hours/weekANDMinimum of
720 HoursFull
Time
2 subjects @ 123 hours or any num. of subjects totaling at least 10 hours/weekANDMinimum of
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)
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Determining Student Full Time Equivalency (FTE)
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
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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)
60
Countable Instructional time
5560
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
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Sample high school schedule (might be OK)
240 and 60 or 300Requirement?310275 and 55 or 330Daily total
55 (w/pass before)55
55 (w/pass before)55 (w/pass before)55 (w/pass before)
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Countable Instructional time
5055
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
Schedule based on 5 day school week – 180 day school year
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Sample high school schedule (questionable)
Schedule based on 5 day school week – 180 day school year
260220 and 55 or 275Daily total240 and 60 or 300Requirement?
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55 (w/pass before)55 (w/pass before)55 (w/pass before)
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Countable Instructional time
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50505055
Actual Inst. TimeBell SchedulePeriod
12:20 - 1:15511:40 - 12:20Lunch10:50 - 11:4049:55 - 10:4539:00 - 9:5028:00 - 8:551
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Sample high school schedule (no way if there’s a JTED)
Schedule based on 5 day school week – 180 day school year
505012:35 - 1:255
280250 and 50 or 300Daily total240 and 60 or 300Requirement?
50 (w/pass before)
50 (w/pass before)50 (w/pass before)50 (w/pass before)
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Countable Instructional time
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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
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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
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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
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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…
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Reporting absences for Kindergarten students
• 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
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Reporting absences for Kindergarten students
• 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
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Reporting absences for Kindergarten students
• Sally is enrolled in a full day KG program. (Standard is 1/2 of the instructional time scheduled)
• 4 hours of instruction are scheduled for the day.
• 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)
• Make adjustments depending upon the amount of instructional time scheduled for a particular day.
Example 2
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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
• Grades 4 – 6 ≥890 instructional hours
• Grades 7 – 8 ≥1068 instructional hours
The facts about Grade 1 – 8
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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
0.50≥50% but <75% 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
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• Maria’s FTE is 1.00.
• 6 hours of instruction are scheduled for the day.
• 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
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on quarter days
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• 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)
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on quarter days
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• 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.
• Make adjustments depending upon the amount of instructional time scheduled for a particular day.
Example (continued)
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on quarter days
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1.00<50% of the instructional time scheduled for the day
0.50≥50% but <75% 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
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• Roberto’s FTE is 1.00.
• 6 hours of instruction are scheduled for the day.
• 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
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on half days
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• 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.
• Make adjustments depending upon the amount of instructional time scheduled for a particular day.
Example (continued)
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on half days
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• 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.
• Make adjustments depending upon the amount of instructional time scheduled for a particular day.
Example (continued)
Reporting absences for students in grades 1 – 8if attendance for all pupils in the school is based on half days
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Reporting participation in school for students who are enrolled in grades 9 – 12
Absence vs. Attendance
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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)
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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…
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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
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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
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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.
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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
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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.
Procedures for Reporting Student Absence p.13
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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
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Reporting absences for students in grades 9–12
0.500.000.000.000.00Absence amount
26666Number of hours attended
26666Number of hours scheduled
FridayThursdayWednesdayTuesdayMonday
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Reporting absences for students in grades 9–12
0.000.000.000.000.00Absence amount
44444Number of hours attended
44444Number of hours scheduled
FridayThursdayWednesdayTuesdayMonday
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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
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0.000.25
0.250.50
0.500.75
0.751.00
0.25≥1:00 – <2:00
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 (continued)
SFPM p.32
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0.000.25
0.000.50
0.250.75
0.501.00
0.50≥2:00 – <3:00
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 (continued)
SFPM p.32
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0.000.25
0.000.50
0.000.75
0.251.00
0.75≥3:00 – <4:00
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 (continued)
SFPM p.32
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0.000.25
0.000.50
0.000.75
0.001.00
1.00≥4:00
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 (continued)
SFPM p.32
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0.250.25
0.500.50
0.750.75
1.001.00
0.00<1:15
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 4 days per week
SFPM p.33
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0.000.25
0.250.50
0.500.75
0.751.00
0.25≥1:15 – <2:30
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 4 days per week (continued)
SFPM p.33
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0.000.25
0.000.50
0.250.75
0.501.00
0.50≥2:30 – <3:45
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 4 days per week (continued)
SFPM p.33
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0.000.25
0.000.50
0.000.75
0.251.00
0.75≥3:45 – <5:00
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 4 days per week (continued)
SFPM p.33
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0.000.25
0.000.50
0.000.75
0.001.00
1.00≥5:00
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 4 days per week (continued)
SFPM p.33
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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!
Procedures for Reporting Student Absence p.8
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Procedures for Reporting Student Absence p.8
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!
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Procedures for Reporting Student Absence p.8
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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.
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Here I come to save the day…
ADE STaR Team Absence Calculator
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ADE Home Page http://www.ade.az.gov
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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%.
Arizona Revised Statutes
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“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
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• 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
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Average Daily Membership (ADM)
Days in the Reporting Period
Membership Days
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Average Daily Attendance (ADA)
Days in the Reporting Period
Membership Days – Absence Days
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Determining how much ADM exceeds ADA
ADA
ADM – ADA
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ETC ADM/ADA Calculator
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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
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http://www.ade.az.gov
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Point to Procurement and Financial Svcsand click on “School Finance”
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Scroll to view “Forms” box
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Click on “Absence Approval Requests”
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Absence Approval Requests – Memo and Forms
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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
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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.
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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.
Arizona Revised Statutes
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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.
Arizona Revised Statutes
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Submitting absences or attendance in SIRS
Submit Absences Yes
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Track Setup for Period Attendance Include all countable instruction time
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Period Attendance in SIRS – select period(s)
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Period Attendance in SIRS (absent one period)
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Period Attendance in SIRS (absent all periods)
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Period Attendance in SIRS (Minutes Late/Missed)
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Period Attendance in SIRS (Minutes Late/Missed)
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KG / PS Track Setup – 1 Daily Attendance Period
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Daily Attendance in SIRS (KG / PS)
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SIRS will send 1.0 or 0.5 absence for KG according to FTE
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Daily Attendance Track Setup – 4 equal periods (2 equal periods for 1/2 day absences)
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Daily Attendance in SIRS (quarter day absences)
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Don’t use Minutes Late with Daily Attendance
X
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Questions…
Whew!!!