Filling Out and Submitting the Attendance Rollsheet

revised 1/18/08 

The ES is responsible for filling in the rollsheet information EXCEPT for the X's and 0's (X= day of attendance, 0= day of absence) in the grid, the daily educational activities in the grid, and the parent's signature.  Do not ask the parent to fill in the other information; accuracy on the rollsheet is extremely important.

Rollsheets must be completed by hand; they may not be generated digitally. 

All sections of the rollsheet are to be completed in blue or black ink only and should be neat and legible.

Student Name – Include the student name (last name, then first name) and the student number as it is recorded on the Master Student Agreement and as it is listed in the school’s database. 

Parent – The parent is the responsible individual, either the parent or legal guardian, whomever is listed on the Master Student Agreement.

ES – Fill in your name.

Write in ES name and parent name as specified: last name, first name (father, then mother), e.g., Doe, John & Jane. 

Possible Number of Attendance Days – This space should be left blank, when the rollsheet is left with the parent at the beginning of the learning period.  This space is filled in at the learning record meeting when the completed rollsheet is collected and reviewed.  This is the total number of days of possible attendance for this learning period.  It should equal the total days positive attendance (# of Xs) plus the total days of absence (number of 0s). 

Beginning Date – This is the first date in the next learning and attendance period.  This date corresponds with the date indicated for the #1 possible day of attendance in the grid.  The very first day of school must be a day with positive attendance, an X.  This beginning date is the next school day after the meeting where you are leaving this rollsheet with the family.

Ending Date – This space should be left blank, when the rollsheet is left with the parent at the beginning of the learning period.  This space is filled in at the learning record meeting when the completed rollsheet is collected and reviewed.  This date must correspond to the date indicated for the last day you are including on this Attendance Rollsheet.  This should also be the date that the ES meets with the family and signs the rollsheet.

There are never more than 20 days on each Attendance Rollsheet.  You may have less than 20 possible attendance days, but never more than 20 attendance days.

Attendance Grid – Write the name of the month in the first box under the heading “Month(s)” in column #2.  The attendance day dates go into the squares in column #3, under the heading “Attendance Dates.”  The dates in these squares does not need to be written as a complete date, but simply as the date for that month (the month having already been written in column #2).  So if “October” is written once at the top of column #2, then you simply put the date as 1/2/3/4/… down column #3, listing only school days, not weekends, nor school holidays.  Follow the dates from the school calendar.  If the month changes in the midst of the learning period, write the new month in the “Month(s)” column, as appropriate.  The name of the month need not be written in every box down column 2.

The parent will mark Xs and 0s in the “Attendance” column and record an educational activity for each positive day of attendance.  See Recording Educational Activities on the Rollsheet for details about filling in the ed activities.

At the learning record meeting, add the total number of Xs and write that number in the space next to “Total Days of Attendance,” found on the bottom line of the grid.  Add the total number of 0s and write that number in the space next to “Total Days of Absence,” also found on the bottom line of the grid.  These two numbers will be added together to determine the “Possible number of attendance days.”  Fill that number in the correct space in at the top of the form, just above the attendance grid.  The number filled in for the “Possible number of attendance days” will also match the number indicated in column #1 for the last row marked by the parent.

Signatures – The parent or authorized person signs at bottom of rollsheet to verify that the information is accurate.  The signature dates are the date of the face-to-face meeting and should match the last day marked in the grid and the ending date noted above the grid.

The ES must sign and date the attendance rollsheet at the bottom of the sheet. 

Do not sign the Attendance Rollsheet until you have reviewed it for accuracy and completeness, assessed the student’s work product, determined that adequate and appropriate progress has been made towards the student standards, and determined that the student has done enough work to substantiate the claim of attendance. 

This signature dates will match each other and the last day of the learning period, the last day marked with an X or an 0 in the attendance grid.  The signature date is also the day that you are meeting with the family, unless the last attendance day is a Friday.  If the last day of the learning period is a Friday and you are meeting the family on the weekend, then the date will be the weekend date of the meeting.  The only other exception to this rule is for the last day of school.  GVCS allows 5 additional work dates from the last day of school for ESs to meet with their families to assess learning and sign the Attendance Rollsheet. 

If the signature date is after the last day marked in the grid for any other reason, or if the signature dates do not match for some reason, a note of explanation must be included at the bottom of the rollsheet.

Please see Attendance, the Independent Study Policy, & Probation for information on how to proceed if the student has not made appropriate progress or has not completed enough work to substantiate the attendance.

Any changes, cross outs, write-overs, etc. should be avoided.  In the event a change is necessary and unavoidable, draw a line through the error and make the correction as cleanly and neatly as possible.  The correction must be initialed by the parent or the ES.  No white out is to be used, under any circumstances.

Submitting the Forms – At the end of each week, the ES is to send all original Attendance Rollsheets accumulated during that week.  Of course, if you have not met any families that week, there will be no rollsheets to submit.  Make a copy of each Attendance Rollsheet and any Attendance Discrepancy/Probationary Status forms for your records, prior to mailing.  The hard copy Attendance Rollsheets and Attendance Discrepancy/Probationary Status forms are mailed to the address listed below:

Golden Valley Attendance

2421 Portola Rd., Suite C

Ventura, CA 93003

These hard copies of the Attendance Rollsheet are the most important documentation for tracking attendance and collecting funding.  It is imperative they be accurate and complete.

Enter Attendance in the database – Prior to mailing, or a soon as you have put the rollsheets in the mail, go into the database and enter the attendance.