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Rules for Attendance Rollsheet revised 8/31/07
1. ES fills out top portion of form and months and attendance dates in grid, in blue or black ink; leave with parent at each meeting. Be sure to fill in ‘Beginning date’ only – leave ‘Possible number of attendance days’ and ‘Ending date’ blank. 2. Parent records attendance and an educational activity for each school day marked with an X, up to the date of the learning record meeting. 3. At the LR meeting, the ES is responsible for checking the form for accuracy and appropriateness of recorded educational activities. a. Accuracy – i. An X or an 0 is used in the ‘Attendance’ column, as appropriate. →White out may not be used. The ES should check for white out use. If the parent has used white out to change an X to an 0 or vice versa, the ES should have the parent initial the change. Inform the parent not to use white out in the future. ii. For all Xs, there is an educational activity recorded. iii. The recording of the Xs and 0s and activities stops on the date of the LR meeting. b. Appropriateness of educational activities – i. Activities should be mostly academic in nature and as varied and specific as possible. Have the parent add more information right there, if not specific or substantial enough. ii. See Clarification of How To Record Educational Activities on the Attendance Rollsheet for additional information, details and examples. c. Notes: Pencil – If the parent uses pencil, inform her/him that the form is to be completed in blue or black ink in the future. You may accept the form in pencil, but emphasize the importance of using pen in the future. If extra days are recorded beyond the date of the LR meeting, the parent must fill out a new form immediately. Pull out a blank copy of the rollsheet, fill in the top portion and the dates, hand it to the parent to fill in the Xs and 0s and the activities while the ES talks to the student and looks at the work. If a minor error(s) occur, draw a line through the error and initial the correction. For example, if the parent signs and writes the incorrect date, it is okay to change it by drawing a line through it, writing the correct date, and initialing the change. 4. After checking over the form, fill in the ‘Possible number of attendance days’ and ‘Ending date’ in the top portion and ‘Total Days of Attendance’ and ‘Total Days of Absence’ at the bottom of the grid. The sum of the total days of attendance and total days of absence will match the possible number of attendance days. Double check that it does. 5. Sign and date the form. 6. Review the student’s work to insure the documented claim of attendance is substantiated by the work completed. Make certain that recorded learning includes the educational activities listed on the rollsheet. 7. Gather one sample per subject in which work was completed during that learning period. Write the date collected on the sample, which is the meeting date, which is the same as the ending date on the rollsheet. Double check that a date written on the work by the student is within the time frame of the learning period recorded on the attendance rollsheet.
If the work does not substantiate the parent’s claim of attendance, use the Attendance Discrepancy/Probationary Status form.1. Fill out the top portion of the form to match the Attendance Rollsheet. 2. Fill in the blank with the number of full attendance days represented by the work, in your professional opinion. a. If this number is 75% or less of the possible number of attendance days, and this is the first time this has occurred this school year, check the line next to “This student has been placed on initial probationary status.” b. Inform the parent that the student is on probationary status. c. If this number is 75% or less of the possible number of attendance days, and this is the second time this has occurred this school year, check the line next to “This is the 2nd probation for this student in this academic year.” On the line next to “Disenroll effective date:” fill in the date of the meeting. d. Inform the parent that the student is disenrolled from the school. e. If this number is not 75% or less of the possible number of attendance days, do not check either of the lines regarding probationary status or disenrollment. 3. Print your name, sign and date the form. 4. Make a copy of the form, attach the original to the rollsheet and mail it in with the original Attendance Rollsheet. This form with either of the lines checked will trigger a letter to the family from the school office. No letter is generated if neither of the lines is checked, but the form is retained with the rollsheet for documentation. 5. In either case, whether the student is placed on probationary status, disenrolled or the ES just disagreed with the parent’s claim of attendance, the ES inputs her claim of attendance into the database. So, the number of Xs marked into the database will match the number of full attendance days marked on the Attendance Discrepancy/Probationary Status form.
For any meeting that occurs beyond the 20 school days, the ES Advisor must be notified as soon as the ES knows the meeting will not comply with the requirements of the charter.
If a meeting does occur beyond the 20 school days, sign and date the rollsheet with the actual date of the meeting and write a brief explanation for the tardiness of the meeting, right on the rollsheet, If this occurs, the ES Advisor and school administration will need to assess the circumstances to determine if an investigation should be conducted as to the appropriateness of the placement of the student.
The Attendance Rollsheet and the educational activities must be contemporaneous records, which means the parent should be recording the attendance and activities on a daily basis, or within two to three days at most from the time the learning occurs. The ES may copy the information from a contemporaneous record, if absolutely necessary, but every effort should be made to use the actual contemporaneous record, in the parent’s handwriting. The auditor does pay attention to ink and handwriting, and will notice if it appears that the information was recorded all at the same time, in the ES’s handwriting.
The auditor will look for the following:
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