Slide 1
Student Accounting Attendance Training for Secondary
Campuses
Student Accounting Overview for Secondary CampusesAgendaAugust
24, 2012Presenter: Oscar Lopez, Student Accounting Officer Joe
Rodriguez, Administrative Assistant
2012-2013 Student Attendance Accounting HandbookNo Show Students
Enrollment Procedures/Forms Attendance Snapshot Attendance
Guidelines Attendance Corrections Average Daily Attendance (ADA)
1st Six Weeks Timeline Schedule End of the Year Box Procedures
Question & Answers 2012-2013 STUDENT ATTENDANCE ACCOUNTING
HANDBOOK(SAAH)2012-2013 STUDENT ATTENDANCE ACCOUNTING HANDBOOKThe
Student Attendance Accounting Handbook contains all the official
attendance accounting rules and regulations for all public school
districts in Texas.
The 2012-2013 SAAH is available on the Student Accounting
WebsiteThe handbook can be downloaded in the following
link:http://www.bisd.us/StudentAccounting/forms/stu_att_hdbk_doc_12-13.doc
2012-2013 STUDENT ATTENDANCE ACCOUNTING HANDBOOKThe handbook
contains thirteen sections which include as follows:
Section 1 OverviewSection 2 Audit RequirementsSection 3 General
Attendance RequirementsSection 4 Special EducationSection 5 Career
and Technical EducationSection 6 Bilingual/English as a Second
Language (ESL)Section 7 PrekindergartenSection 8 Gifted and
TalentedSection 9 Pregnancy Related ServicesSection 10
Non-Traditional SchoolsSection 11 Non-Traditional ProgramsSection
12 Appendix: Average Daily Attendance and FundingSection 13
Glossary1.5 Auditing of Attendance Information
Regardless of where attendance records are filed or stored, they
must be readily available for audit by the Financial Audits
Division of the TEA. Auditors have the authority to examine
attendance records for any year for which your district is required
to retain recordsSection 2 Audit Requirements
As stated in the overview section, the superintendent of schools
is responsible for the safekeeping of all attendance records and
reports. Your district may store these records or reports in a
central office or on the respective school campuses.
2.1 General Audit Requirements
Your district must make available and provide to the School
Financial Audits Division of the TEA copies of all required
attendance records within 20working days of written request by the
agency. Failure to provide all required attendance records
[specific program(s) and/or grant(s)] could result in the TEA's
retaining 100% of your district's Foundation School Program (FSP)
allotment for the school year(s) for which records have been
requested. 2.3 Required Documentation
The student attendance data asked for in an audit must be
organized into three distinct data sets:
Student Detail ReportCampus Summary Report(s)District Summary
ReportSECTION 3:
GENERAL ATTENDANCEREQUIREMENTS 3.2.1 ADA Eligibility Coding
Code 0 Enrolled, Not in MembershipCode 1 Eligible for Full-Day
Attendance Code 2Eligible for Half-Day Attendance Code 3Eligible
Transfer Student Full-DayCode 4Ineligible Full-Day Code 5Ineligible
Half-DayCode 6Eligible Transfer Student Half-Day3.6 General
Attendance Taking Rules
Each teacher or other school employee who records student
attendance must certify, in writing, that all such records are true
and correct to the best of his or her knowledge and that the
records have been prepared in accordance with laws and regulations
pertaining to student attendance accounting. Electronic signatures
are acceptable. Signature stamps and pencil are not acceptable.3.6
General Attendance-Taking Rules (continued)Students who are on
campus and in their classrooms at the time attendance is taken must
have their official attendance conducted and completed by the
classroom teacher. Attendance may not be taken by students,
classroom aides, or clerks. Using a "sign-in" sheet to record
attendance is not acceptable. 3.6.1 Manual Entries for or
Corrections to Student Attendance Data Always use ink to make
manual entries or corrections in the attendance records, on daily
absence slips, on 6-week absence reports, and/or on daily summary
sheets. Never record manual entries in pencil, use liquid
correction fluid, or use a signature stamp. If errors are made on
any official attendance document, strike through the error, enter
corrections nearby, and initial.
A OLNo Show StudentsNO SHOW STUDENTSIt is important that all
teachers mark NS (No Shows) for student who have not shown to class
on Teacher Access Center
All No Shows should be identified by not later than 5:00 p.m. on
Friday, August 31, 2012.
Enrollment Enrollment (First Fifteen Days)The Enrollment Report
should be faxed or emailed to your Area Assistant Superintendents
office and the Student Accounting office by no later than 11:00
a.m. on the first fifteen (15) days of school.
Do not generate any report from eSchoolPLUS to report enrollment
counts until the NO SHOWS have been identified and withdrawn.
After the first fifteen days the Enrollment Report is due in
Student Accounting office by 11:00 a.m. for the first and third
Thursday of each month unless otherwise noted in the Enrollment
Report Schedule.2012-2013 ENROLLMENT SCHEDULEAugust 27,
2012September 14, 2012January 24, 2013August 28, 2012September 20,
2012August 29, 2012February 07, 2013August 30, 2012October 04,
2012February 21, 2013August 31, 2012October 18, 2012September 03,
2012October 26, 2012 ***March 07, 2013September 04, 2012March 21,
2013September 05, 2012November 01, 2012September 06, 2012November
15, 2012April 04, 2013September 07, 2012April 18, 2013September 10,
2012December 06, 2012September 11, 2012December 20, 2012May 02,
2013September 12, 2012May 16, 2013September 13, 2012January 10,
2013May 30, 2013*** PIEMS SNAPSHOT DATEEnrollment ReportAll
students enrolled in campus need to be reported.
The students attending Lincoln Park, B.A.C, and B.L.A. are part
of the home campus enrollment.
Enrollment ReportStarting September 20, 2012, the Gifted &
Talented and the Special Education students need to be
reported.
Special Education students who are Self-Contained with
instructional setting codes 44 or 45 should be reported in the
special education section of the enrollment. Do Not include
homebound, resource room/service, speech or content mastery.
Enrollment Report (continued)Enrollment forms available on the
Student Accounting website.
http://www.bisd.us/StudentAccounting/forms/2012-2013%20Enrollment%20Forms.doc
Enrollment count can be faxed to 544-3963 or emailed to
[email protected]
SCHOOL:__________ DATE:__________
GradeRegularSpecial EducationGifted/TalentedGrand
Total6th7th8thTotalPrincipals
Signature:___________________sample
SCHOOL:__________ DATE:__________
GradeRegularSpecial EducationGifted/TalentedGrand
Total9th10th11th12thTotalPrincipals
Signature:___________________sampleAttendance Snapshot3.6.2 Time of
Day for Attendance Taking Each campus must determine attendance for
all grades by the absences recorded at the one particular point in
time the campus has chosen for roll to be taken (a snapshot, e.g.,
9:45 a.m.) during the second or fifth instructional hour of the day
or its equivalent. However, once a time has been selected, a campus
may not change it during the school year. Campus Attendance
SnapshotBesteiro 9:00 a.m.Cummings 9:10 a.m.Faulk 9:17 a.m.Garcia
9:15 a.m.Lucio 9:17 a.m.Manzano 9:00 a.m.Oliveira 9:15 a.m.Perkins
9:00 a.m.Stell 9:10 a.m.Stillman 9:14 a.m.Vela 9:00 a.m.
Hanna 10:00 a.m.Lopez10:20 a.m.Pace10:00 a.m.Porter10:15
a.m.Rivera10:25 a.m.Veterans10:00 a.m.B.E.C.H.S. 10:00 a.m.Lincoln
Park 10:30 a.m.B.L.A.10:15 a.m.B.A.C.TAP 10:00 a.m. PTP 10:00
a.m.Attendance Guidelines3.3.2 Entry and Reentry Dates
The student's entry date is the first day the student is
physically present during the official attendance accounting period
on a particular campus. A student's re-entry date is the first day
the student is physically present during the official attendance
accounting period after having been withdrawn from the same campus.
A student cannot be absent on either the entry or the re-entry
date. Also, a student cannot be absent on the first day of school.
3.4.1 Students 18 Years of Age or Older
Your district may withdraw a student who is at least 18 years
old and is voluntarily enrolled in school when he or she
accumulates more than five unexcused absences in a semester. Your
district may revoke the enrollment of such a student for the
remainder of the school year. A student who is removed from school
under this provision will be considered a dropout for
accountability purposes unless the student returns to school during
the school-start window the following fall. 313.4.2 Temporary
Absences and Withdrawal Your district may not withdraw a student
who is temporarily absent (e.g., as a result of illness or
suspension) but still a member of your district. Ex.if student is
absent two weeks for medical reasons you can not withdraw the
student.3.4.3 Students Whose Where aborts Are Unknown Your district
should decide the withdrawal date for a student who never
officially withdrew from school, but whose whereabouts can no
longer be determined, according to applicable local policies. When
to withdraw a student under the age of 18 with excessive
absences.FEA (LOCAL)The District may initiate withdrawal of a
student under the age of 18 for nonattendance under the following
conditions:The student has been absent ten consecutive school days;
andRepeated efforts by the attendance officer and/or principal to
locate the student have been unsuccessful.NOTE: Do not delete the
ten absences.This is documentation to support the reason of the
withdrawal.3.6.3 Requirements for a Student's Being Considered
Present or Absent for FSP (Funding) Purposes A student not actually
on campus at the time attendance is taken may be considered in
attendance for FSP purposes if the student .is enrolled in and
attending an off-campus dual credit program course. (DCP)
is participating in an activity that is approved by your local
school board and is under the direction of a professional staff
(UIL)
is participating in a mentorship approved by district personnel
to serve as one or more of the advanced measures needed to complete
the Distinguished Achievement Program (DAP)misses school for the
purpose of observing religious holy days, including traveling for
that purpose. (REL)
To be considered a religious holy day, the day should be one
generally recognized by the students religious denomination as a
holy day that is required to be observed by all members of that
denomination.
Church retreats, camps, and mission trips and individual
religious rites (baptisms, christenings, bar mitzvahs, etc.) are
not considered holy days.
is in Grades 6 through 12 and misses school for the purpose of
sounding Taps at a military honors funeral held in Texas for a
deceased veteran. (TAP)
misses school for the purpose of attending a required court
appearance, including traveling for that purpose. (CRT)
A court appearance is considered to be required if the law
(federal or state) or the court mandates an appearance by the
student in a criminal, civil, or traffic matter.Examples of
required court appearances would be:appearances in response to a
jury summons in the name of the student, a subpoena in the name of
the student, or a traffic ticket marked You Must Appear or Court
Appearance Required. a student's appearance in court as a plaintiff
or defendant or as the subject of a court proceeding, as an
adoption or custody proceeding. Acceptable forms of documentation
may be a copy of: a pleading or other document filed with the
court, a notice from the court clerk regarding a hearing or trial
date, a jury summons, a subpoena, etc.Important: Absences to meet
with probation officers and other absences related to court-ordered
activities outside the courtroom do not qualify as required court
appearances.
misses school for the purpose of serving as an election clerk,
including traveling for that purpose (ELC)
misses school for the purpose of appearing at a governmental
office to complete paperwork required in connection with the
student's application for United States citizenship, including
traveling for that (GOV)
misses school for the purpose of taking part in the students own
United States naturalization oath ceremony, including traveling for
that purpose. (USN)
is temporarily absent because of a documented appointment with a
health care professional licensed to practice in the United
States.61 To be considered temporarily absent, the student must
begin classes or return to school on the same day of the
appointment. The appointment should be supported by a document,
such as a note from the health care professional.65 The appointment
must be a face-to-face consultation with a health care
professional. (MED)Examples of health care professionalsThe Texas
Health and Safety Code, 105.003, requires the statewide health
coordinating council to collect information on the following
professionals, any of which would be considered examples of health
care professionals.audiologistschiropractorslicensed professional
counselorslicensed chemical dependency counselorsdentistsdental
hygienistsemergency medical services personnelmarriage and family
therapistsmedical radiologic technologistslicensed vocational
nursesregistered nurses certified nurse aides occupational
therapists optometrists pharmacists physical therapists physicians
physician assistants psychologists social workers speech-language
pathologists
is in his or her junior or senior year of high school and misses
school for the purpose of visiting an institution of higher
education accredited by a generally recognized accrediting
organization to determine the student's interest in attending the
institution. (UNI)Attendance Attendance need to be recorded daily
on all periods.
All campuses are required to enter the proper attendance codes
based on the documentation provided by the students or
teachers.
Attendance clerks are responsible of entering the proper
attendance codes to eSchoolPLUS.Attendance CodesThere is a total of
25 attendance codes available.21 attendance codes are equivalent to
present3 attendance codes are equivalent to an absence1 attendance
code used only during the first week of school
The attendance code specify what kind of attendance was recorded
for each day the student was not physically in the instructional
classroom.Attendance Codes Equivalent to a Present 1 = 1st Day In
SchoolADM = with administratorCOU = with counselorEXT = extra
curricular activityFTR = approved field tripMED = health care
appointmentNUR = in nurses officePRE = presentREL = religious holy
dayAttendance Codes Equivalent to a Present (continued)ISS = in
school suspensionTDY = tardyTES = testingUIL = UIL activityCRT =
req. court appearance
Attendance Codes Equivalent to a Present (continued)DAP =
distinguish achievement programDCP = dual credit programELC =
election clerkGOV = governmental office for U.S. citizenshipTAP =
military veteran funeralUNI = visiting an institution of higher
educationUSN = United States naturalization oath ceremonyAttendance
Codes Equivalent to an AbsenceABS = absent (unexcused)OSS = out of
school suspension (excused absence)EXA = excused absence
Other Attendance CodesNS = NO SHOW Used only the first week of
school until campus has indentified the no show and withdrawn the
students from StudentPLUS
Attendance Corrections2.3.5 Additional required
documentationSufficient paper documentation to support any changes
to posted absences
Class admittance slips or other documentation to support the
claim that a student was with a nurse, counselor, assistant
principal, or other school official at the time was taken2.3.5
Additional required documentation (continued)Documentation
supporting the claim that a student was attending a board-approved
activity, accompanied by a certified teacher/adjunct staff member
of the district, signed by the person who supervised the
students
Documentation supporting the claim that a student was at a
documented appointment with a health care professional3.6.4 Excused
Absences for Academic Purposes the temporary absence of the student
for any reason acceptable to the teacher, principal, or
superintendent. However, the student will not be counted as present
for FSP (funding) purposes for the day(s) of the absence unless the
absence is for one of the reasons specified in 3.6.3 Requirements
for a Student's Being Considered PresentExcused Absence The
2012-2013 Student Code of Conduct state the following on page 26.If
a student is absent, the parent or guardian must call the school
office that day to report the reason. Within five days of returning
to school, the parent must submit a written note stating the reason
for the students absence. When a student is absent, regardless of
the reason, the District will take specific steps. NO CREDIT
POLICYAccording to Policy FEC (LOCAL), any student with less than
90% (percent) attendance for the days the class is offered shall be
subject to loss of credit in the course(s) where excessive absences
have been recorded.In order to maintain credit, a student may not
exceed the number of unexcused absences listed:
Elementary Schools18 days per year
Middle Schools8 days first semester, 10 days second semester or
18 days per year
High Schools8 days first semester, 10 days second semester or 18
days per yearATTENDANCE CORRECTIONSAttendance Correction Form needs
to be used for all attendance corrections done.Post all attendance
correction in Office Entry onlyDO NOT DELETE ANY ABSENCE CODE IN
TEACHER ENTRYThe only time an attendance record in Teacher Entry is
deleted, is if the attendance code is on or after the withdraw
date
AVERAGE DAILY ATTENDANCE (ADA)ADA PROCEDURESBrownsville I.
S.D.Average Daily Attendance Report Procedures2012-2013The Average
Daily Attendance (ADA) Report is a report that contains a breakdown
of the absences, membership enrollment, total eligible ADA, total
ineligible ADA, adjusted ADA, and the percentage of attendance for
each day specified by the user.
The Average Daily Attendance (ADA) is based on the number of
days of instruction in the school year. The aggregate days
attendance is divided by the number of days of instruction to
compute average daily attendance. ADA is used in the formula to
distribute funding to Texas public school districts.
Example: Total Membership = 30 days, 2 days absent, total
dayspresent 28. ADA = total days present divided by totalmembership
days (28/30 = 93.3%).
Weekly & Six Weeks Percent Attendance ReportsIn order to
provide accurate percentages to the Superintendent and the
Assistant Superintendents, please adhere to the following
instructions:
Weekly Percent Attendance ReportAll campuses should complete
posting attendance for each week, by 4:00 p.m. every Friday.On
Mondays at 9:00 a.m., the Student Accounting Department will start
generating the Weekly Average Daily Attendance (ADA) Report for the
previous week for all the campuses. The Weekly Percent Attendance
Report will be disseminated on Mondays to the Superintendent,
Assistant Superintendents, Principals, Program Administrators and
PEIMS Supervisors.
Six Weeks Percent Attendance ReportAll campuses should complete
posting attendance by 4:00 p.m. at the end of each six weeks. After
completing corrections to the Absence Verification Reports, the
Student Accounting Department will start generating the Six Weeks
Average Daily Attendance (ADA) Report for all the campuses. The ADA
Report will be disseminated to the Superintendent, Assistant
Superintendents, Principals, Program Administrators and PEIMS
Supervisors.
In the event that you cannot meet the above deadlines, please
call the Student Accounting Department at 544-3964 or 698-0263 as
soon as possible.
Thank you for your cooperation.1st Six Weeks Timeline
ScheduleTIMELINE SCHEDULE 1st Six WeeksPlease generate the Teachers
Absence Verification Report on Friday, October 05, 2012.
The attendance clerks should complete corrections to the
Teachers Absence Verification Report by no later than 2:00 p.m. on
Tuesday, October 16, 2012.
Please generate the Average Daily Attendance (ADA) Report for
the first six weeks. Provide a copy to the Principal, PEIMS
supervisor and file a copy in the end of the year box(s).TIMELINE
SCHEDULE 1st Six Weeks (continued)On Tuesday, October 16, 2012 at
2:01 p.m., I will start calculating vocational contact hours and
attendance contact hours.
The PEIMS Student Detail Report and PEIMS Campus Summary Report
will be generated on October 17 & 18, 2012.
The PEIMS Reports will be printed at the high schools, middle
schools and elementary schools on Friday, October 19, 2012. Please
ensure that your printers have paper and are working
properly.TIMELINE SCHEDULE 1st Six Weeks (continued)The PEIMS
supervisors, data entry, attendance, bilingual/ESL, special
education and vocational education clerks should review the PEIMS
Reports for errors and complete all corrections by Tuesday, October
30, 2012.
The PEIMS Student Detail Report and PEIMS Campus Summary Report
should be sign by the PEIMS supervisors and clerks and stored in
the end of the year box(s).
TIMELINE SCHEDULE 1st Six Weeks (continued)The PEIMS Campus
Summary with ADA Report and PEIMS Campus Completer Report will be
generated on October 22 & 23, 2012 and mailed to your campuses.
These reports should be reviewed by the principal and PEIMS
supervisor. Please store these reports in your end of the year
box(s).
If you can not meet the above timeline schedule, please call me
at 698-3964.
Thank you for your cooperationEnd of the Year BoxEND OF THE YEAR
BOX Brownsville I.S.D. End of the Year Pupil Attendance Check out
List 2012-2013 Campus: _______________________ In OrderMissing[][ ]
Teachers Advisor List [][ ]Teachers Attendance Sheets Second
Period(six-weeks: 1st, 2nd, 3rd, 4th, 5th, and 6th)[][ ]Teachers
Absence Verification Report(six-weeks: 1st, 2nd, 3rd, 4th, 5th, and
6th)[][ ]PEIMS Student Detail Report (six-weeks: 1st, 2nd, 3rd,
4th, 5th, and 6th) [][ ]PEIMS Campus Summary Report (six-weeks:
1st, 2nd, 3rd, 4th, 5th, and 6th)[][ ]PEIMS Campus Summary with ADA
(six-weeks: 1st, 2nd 3rd, 4th, 5th, and 6th) & Refine ADA
Reports[][ ]PEIMS Campus Completer Report (six-weeks: 1st, 2nd,
3rd, 4th, 5th, and 6th)[][ ]Average Daily Attendance Report
(six-weeks: 1st, 2nd, 3rd, 4th, 5th, and 6th) and yearly[][ ]Alpha
Listing (Fall & Spring)[][ ]G/T Listing, if applicable[][ ]List
of Ineligible Students (indicate reason for ineligible)[][ ]Data
Entry & Attendance Clerks daily & weekly six-weeks check
list[][ ]Reconciliation of student membership (1st and 4th
six-weeks)
________________________________________________________
Signature of Principal or Designee Signature of Data Entry
Clerk_____________________________________________________________
Signature of Attendance Clerk Signature of Student Accounting
Officer____________________________ DatesampleTeacher Advisor
ListBROWNSVILLE INDEPENDENT SCHOOL DISTRICT2012- 2013Teacher
Advisor List_____________________
________________________________School Principal
________________________________ DateThe attendance sheets for the
following teachers have been reviewed by me and/or my designee
andhave been found to be completed and free of errors.
Teacher ID Number Teacher Name
_______________________________________________________
________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
___________________________________________________Signature of
PrincipalDatesample2ND PERIOD ATTENDANCE SHEETS All hardcopy
attendance sheets used at the beginning of the school year or at
any time within the year for 2nd period only, need to be stored at
the end of the year box.Need to be signed by teacher.
Label example:1st Six Weeks Attendance SheetAug. 27 Oct. 05,
2012Teacher Absence VerificationGenerate the Teacher Absence
Verification Report on the last day of the six week period.
Verify all Teacher Absence Verification Reports for all six week
periods are signed by the teacher.
Label example:
1st Six WeeksTeacher Verification ReportAug. 27 Oct. 05,
2012PEIMS Student Detail ReportsNeed to be signed by the PEIMS
supervisor, data entry, attendance, bilingual, and the career &
technical clerks
File individually by Six Weeks 1st 6th
Register needs to be filed together with the report. No reports
in a clasp envelope will be accepted.
Label example:
1st Six WeeksPEIMS Student Detail Report Aug. 27 Oct. 05,
2012
PEIMS Campus Summary ReportNeed to be signed by the PEIMS
supervisor, data entry, attendance, bilingual, career &
technical clerks
File individually by Six Weeks 1st 6th
Label example:
1st Six WeeksPEIMS Campus Summary Report Aug. 27 Oct. 05,
2012
PEIMS Campus Summary with ADA Report & Refined ADA Report
Need to be signed by the principal and the PEIMS supervisor File
individually by Six Weeks 1st 6th Include the Refined ADA Report in
the Excel formsLabel example:
1st Six WeeksPEIMS Campus Summary w/ADA Report& Refined ADA
ReportAug. 27 Oct. 05, 2012
PEIMS Campus Completer ReportNeed to be singed by the Principal
and the PEIMS supervisor File individually by Six Weeks 1st 6th
Label example:
1st Six WeeksPEIMS Campus Completer Report Aug. 27 Oct. 05,
2012Average Daily Attendance ReportGenerate the ADA Report by six
weeks and file individually by six weeks
Generate the ADA Report at the end of the year from the first
day of school (08/27/2012) through the last day of school
(06/05/2013).
Label example:
1st Six WeeksAverage Daily Attendance (ADA) ReportAug. 27 Oct.
05, 2012
2012-2013 SCHOOL CALENDARSix Weeks Grading Period Days
TaughtAbsences1st Six Weeks08/27/2012 - 10/05/20123032nd Six
Weeks10/08/2012 11/16/20123033rd Six Weeks11/26/2012
12/21/20122021st Semester08/27/2012 12/21/20128084th Six
Weeks01/08/2013 02/22/20133445th Six Weeks02/25/2013
04/19/20133336th Six Weeks04/22/2013 06/05/20133332nd
Semester01/08/2013 06/05/201310010Total18018Alpha ListingProvide an
Alpha Listing for the Fall Semester & Spring Semester.
The secondary campuses need to provide a scheduling alpha.
Label example:
Fall Alpha ListingAug. 27 Dec. 21, 2012GT ListingProvide a list
of the Gifted and Talented students in the campus.
If no G/T students are enrolled in the campus provide a copy of
the log showing the report generated zero students.
Label example:
Gifted & Talented Listing2012-2013List of Ineligible
StudentGenerate list of ineligible students enrolled in the campus
and state the reason why the student is ineligible next to the
student name.
If no ineligible students are enrolled in the campus provide
copy of the log showing the report generated zero students.
Label example:
List of Ineligible Students2012-2013DATA ENTRY & ATTENDANCE
CLERKS RESPONSIBILITY CHECK LIST
A new form will be designed and emailed to all campuses once
completed
2.3.4 Reconciliation of Teacher's Roster Information and
Attendance Accounting Records Student membership from the teachers
roster is to be reconciled to the attendance accounting records at
the end of the first and fourth 6-week reporting periods. The
reconciliation is to verify that all students are reported on
attendance records and that no show students have been purged from
the attendance accounting system. District personnel are to develop
a form to be used at the end of the first and fourth 6-week
reporting periods to show the total number of students in
membership in each teachers class during the official attendance
period. The reconciliation does not need to be conducted on the
last day of the 6-week reporting period. However, it should be
conducted no later than the final week of the 6-week period. The
reconciliation should be for the official attendance period
(usually second period).RECONCILIATION FORM Brownsville I.S.D.
2012-2013End of 1st & 4th Six Weeks Reconciliation Second
Period Attendance Verification_________________________________
(Campus)Date:___________________________________Six Weeks:
______________________________Teachers
Name:__________________________________________ (Please Print)
Number of Students enrolled in my class this period:
6th____________(2nd Period) 7th ____________
8th____________Instruction to teachers:Include in this count any
student who is registered for your class during this period. If a
student is absent, the student should be counted since the student
is registered for your class. Eligibility is not a factor in
determining the number of students registered for your class. If
students withdrew from your class yesterday do not count
them.______________________________ (Principal Signature) (PEIMS
Supervisor Signature) _______________________________ (Teacher
Signature)sampleRECONCILIATION FORM Brownsville I.S.D. 2012-2013End
of 1st & 4th Six Weeks Reconciliation Second Period Attendance
Verification_________________________________
(Campus)Date:___________________________________Six Weeks:
______________________________Teachers
Name:_________________________________________ (Please Print)
Number of Students enrolled in my class this period:
9th___________(2nd Period) 10th___________ 11th___________
12th___________Instruction to teachers:Include in this count any
student who is registered for your class during this period. If a
student is absent, the student should be counted since the student
is registered for your class. Eligibility is not a factor in
determining the number of students registered for your class. If
students withdrew from your class yesterday do not count
them.______________________________ (Principal Signature) (PEIMS
Supervisor Signature) _______________________________ (Teacher
Signature)Please order your storage boxes as soon as possible from
the Warehouse Catalogue. The Records Management Department has
designated that the district use the following boxes for safety
reasons. ItemDescriptionUnit PriceUOM105551Boxes, Storage Box$
2.98Ea.Letter/Legal 12 x 10 x 15
Please do not wait until the end of the school year to order
your boxes because the Warehouse Department may not have any in
stock. Furthermore, the price of the boxes may change. As for the
labels for the boxes, I will generate the labels for the boxes and
will provide them at the end of the year in-service.
If you need help in putting the box(s) together, please do not
hesitate to call me at 698-3964.Student Accounting
DepartmentContact InformationStudent Accounting Administrator:Mr.
Oscar Lopez, Email [email protected]: 698-3964Fax: 544-3963
Administrative Assistant:Joe RodriguezEmail: [email protected]:
698-0263
Enrollment Reports email address: [email protected]
