Training Outline – Attendance Clerks• Introductions• Importance of security in Infinite Campus• “Discussion Points” Power Point

– Tools– Board policies on attendance– Attendance types– Check in/out– Code of Conduct excerpts– Attendance Tab overview– How is daily attendance marked?

• Teachers take attendance from the classroom• Attendance clerk posts attendance for substitute teachers• Attendance Clerk contacts teachers who have not taken

attendance.• Print a list of “Unknown” absences to make phone calls• The Attendance Clerk “reconciles” Unknown attendance.

This makes it official!– Attendance Months– Attendance Codes– Student Schedules

• Walk through procedures in Attendance Manual– Data Entry– Daily Attendance Reports– Error Reports– Checklists

• Daily• Monthly

• Beginning of Year Procedures

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Checklist____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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Important Tools• Attendance Manual

• Student Code of Conduct

• Access to the FCPS DPP Support Site

• Login / password to Infinite Campus

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• We are funded based on how many students are in attendance for each school day. We are required by law to accurately report which students are present and absent each day.

• An attendance event is any educational time missed that is one minute or more.

• Even if a staff member knows where a child is, if the child is not present in school they MUST be marked absent. Please be sure teachers understand this.

• Work with administration to determine:– At what time should all teachers have attendance posted?

Recommendation: within 10 minutes of the tardy bell.– If a teacher has not posted attendance, how will they be

contacted? Phone, page, etc.– Administrators need to decide how staff will be addressed if

they are not consistent in taking attendance.

• A student may have three different types of attendance events:

Tardy – An event less than 36% of the instructional day. Counts as one event.

Half Day Absence – An event between 36 – 84% of the instructional day. Counts as 50% of the day missed.

Full Day Absence – An event more than 84% of the instructional day. Counts as 100% of the day missed.

The user does not have to calculate the percentage of the day missed. Infinite Campus will do that for you.

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• A student’s attendance event is always Unexcused until a note is returned to the Attendance Office. (09.123)

• An excuse note must be turned in within three school days of the student’s return. (09.123)

• Notes should be date stamped when they are received.

• After the tardy bell rings, any student coming to school late or leaving school early must use the Check In / Out Logs (702 KAR 7:125)

Best Practice – Keep the log off of the counter. Hand the parent the log when they come to check their child in or out. This prevents them from writing on the visitor log when they should have signed the Check In/Out log, or vice versa.

Even Better Practice – Fill out the log for the parent, with the exception of the signature. Elementary schools – signatures are required on ALL check outs.

• Signatures are required on check outs, not check ins.

• Each school shall require proof of identification from individuals checking a student out early. (09.1231)

• If using separate check in / check out logs, it can be helpful to print them on different colored paper to easily tell them apart.

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Check In / Out LogsThe district check in / out log can be downloaded online:Index > FCPS DPP Support Site > Manuals > Full Day / Half Day Calculations Spreadsheet

Check In / Out on same log:

Check In on separate log:

Check Out on separate log:

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Important Info from the Student Code of Conduct• If a student is sent home for illness by the school,

the student will be excused for that day. If the student is absent for subsequent days the note requirements apply.

• A parent may request an extension of parent notes by contacting the DPP office.

• Each school will use Infinite Campus to send letters at the following thresholds:– Three Unexcused Absences– Six Unexcused Absences and Tardies– Nine Unexcused Absences and Tardies– Twelve Unexcused Tardies– Six Parent Note Absences and Tardies– Ten Parent Note Absences and Tardies– Fifteen Unexcused Tardies

• For Fayette County Public Schools, a student is considered “Truant” at 12 Unexcused Absences or 15 Unexcused Tardies.

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Infinite Campus assumes a student is present unless

otherwise indicated.

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Teachers take attendance from the classroom

Expectations:• Each school should have clearly defined rules on posting

attendance. For example, all attendance should be posted within 10 minutes of the bell.

• Elementary Schools – Teachers must keep hard copy attendance to compare with monthly reports

• Elementary Schools – Teachers should never mark tardies from the classroom. Teachers should only mark “Present or “Absent”.

• Secondary Schools – Teachers should only mark “Present” or “Absent” first period. Not “Tardy”.

How is daily attendance marked?

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How is daily attendance marked?

Teachers take attendance from the classroom

Results:• This creates an “Unknown” attendance event on the

student’s attendance screen.

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The Attendance Clerk posts attendance for substitute teachers

Expectations:• Infinite Campus should show that all teachers have

posted attendance. This includes substitute teacher classrooms. Short term subs are not given access to Infinite Campus. Attendance for these classrooms must be posted by the Attendance Clerk.

• Attendance should be posted for substitutes prior to “Reconciling” and printing the caller report.

Results:• All students not present in school show an absence from

the teacher’s Attendance module. The absence is not considered “official” yet.

How is daily attendance marked?

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The Attendance Clerk contacts teachers who have not taken attendance.

Expectations:• Elementary Schools – Teachers are required to take

attendance once each day (702 KAR 7:125).• Secondary Schools – Teachers are required to take

attendance each class period (702 KAR 7:125).• Work with your administrators to decide how teachers

will be contacted/addressed when attendance is not being taken in a timely manner. (Phone call, email, conference)

Results:• The Classroom Monitor will turn GREEN for those

teachers who have taken attendance and stay PINK for those who have not.

GREEN = “Good” PINK = “Problem”

How is daily attendance marked?

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Print a list of “Unknown” absences to make phone calls

Expectations:• It helps the school to stay informed about why a student

is absent and reminds parents/guardians to turn in excuse notes within three school days.

This typically is done at the elementary level only, but can be done for secondary schools as well. If this is printed at the secondary level, it is important to do so prior to second period.

Results:• Our attendance records are more accurate because

mistakes can be corrected the very same day rather than waiting until the end of the month when attendance reports are reconciled

• Parents/guardians have one more reminder to turn in notes.

How is daily attendance marked?

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The Attendance Clerk “reconciles” Unknown attendance. This makes it official!

Expectations:• This process must be done in a timely manner for

many reasons: Parents can see attendance online through

“Parent Portal”. We want the records to be as accurate and current as possible.

Attendance reports are pulled daily from Central Office to monitor attendance rates.

Truancy data is pulled nightly and must contain current data.

• All teachers must post first hour attendance prior to the “Reconcile” process.

How is daily attendance marked?

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How is daily attendance marked?

The Attendance Clerk “reconciles” Unknown attendance. This makes it official!

Results:• This process takes all “Unknown” absences and

makes them an All-Day Unexcused Absence. An Unknown absence does not officially count the student absent. The Reconcile process makes the absence official.• After reconciling, a teacher no longer has access to

change that student’s attendance for the day.

Before reconciling, the student’s attendance shows

“Unknown”:

After reconciling, the student’s attendance shows All Day

Unexcused: 15

Recap - How is daily attendance marked? Using 5/3/2012 as example; Jim is absent.

1. Jim shows no attendance event for 5/3/12 YET. At this point he is still considered “Present”.

2. Teachers take attendance from the classroom. Jim is not present, so his teacher marks him Absent. This creates an “Unknown” absence. He still is NOT officially absent.

3. Attendance Clerk posts attendance for substitute teachers

4. Attendance Clerk contacts teachers who have not taken attendance

5. Attendance Clerk prints a list of “Unknown” absences. Jim will show on the report because he was marked absent from the classroom. His “Attendance” tab shows an Unknown absence.

6. Attendance Clerk “Reconciles” the Unknown absences. Jim is now “officially” absent.

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Attendance MonthsSee page ______ of the Attendance Manual

Attendance CodesSee page ______ of the Attendance Manual

Student SchedulesBefore attendance can be entered, the following must be done:

1.Student must be enrolled

2.Student must have a complete schedule

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