attendance and enrollment 4-12-11rev2

7/29/2019 Attendance and Enrollment 4-12-11rev2

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SMASR

and

Statistical

ReportsOverview

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Itreplacedthemanualteacherregisters.

Itisalegalrecordofastudentsenrollmentandattendance.

ItisusedinStatecomplianceauditprocedures.

DatafromSMASRissummarizedonthemonthlystatisticalreport.

Toaccess

SMASR,

log

on

to

LAUSDMAX,

click

on

Reports,

then

Teacher.

Student

Monthly

Attendance

Summary

Report(SMASR)

Itistheschoolsresponsibilitytoensurethatthedataonthe

SMASRreflect

the

most

accurate

and

updated

information.

ReviewSMASRforpossibleerrorsandmakenecessarycorrectionsinISISforattendancedataorElemSISsystemforenrollmentdata.

Note:

Changesmade

in

the

Elem

SIS

system

will

take

at

least

overnighttobereflectedinISIS.

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CommonErrors

Found

on

the

SMASR

A. NoShowStudents studentswhoareregisteredorpreenrolledbutdoesnotattendschoolonthefirstdayandremainsabsent(e.g.,E1A2,A2,A2,).

TheSMASRshouldreflecttheattendancerecordsofenrolledstudentsonly. Therefore,records

of

No

Show

students

should

be

removed.

There

are

two

ways

to

remove

the

recordofaNoShowstudentinthecurrentyear:

1. Ifstudentisacontinuingstudent(i.e.,wasenrolledintheschoolintheprioryear),

withdrawthe

student

using

the

last

instructional

day

of

the

prior

year

as

the

L

date.DeleteanyinformationthestudentmighthaveinScreen32ofElemSIS.

2. Ifstudentisnewtotheschool,filloutaFaxforStudentDeletes/PortResetsformandfaxittoElemSIS,(213)2418498.

Astudentisnotconsideredenrolleduntilhe/sheattendsclass.

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B. Studentshowsup

atalater

date.

Tocorrectthiserror,changetheEdatetothefirstdayofattendance

using

Screen32.

C. InactiveStudents

studentswho

are

on

extendedabsencesafterbeinginattendance.

Thesearepotentialdropouts. Schoolsmustpracticeduediligenceintrackingandlocatingthesestudents.

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A. Missing

E

code

or

L

code

E/L

codes

must

have

reason

codes(i.e.,1,2,3,4,5,7,or8). IfreasoncodeisenteredintheElemSISsystembutisnotreflectedontheSMASR,contactElemSISstaff.

B. DoubleEcodes

ifSMASR

reflects

two

Ecodes

but

no

L

codeinbetweenforastudent,thisisindicativeofadataerror. ContactElemSISstaff.

C. NegativeDays

Not

Enrolled

this

is

indicative

of

adata

error. ContactElemSISstaff.

OtherErrors

on

the

SMASR

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Example:

Room

46C

is

closed

and

the

students

are

dispersed

to

other

classes.

Thingsto

Monitor

A. ClosedClasses IfclosureofaclassisnotdonecorrectlyinElemSISsystem,thiswillresultinthedeletionofstudentsenrollmentandattendancedata. ChecktheSMASRtoensurethattheenrollmentand

attendancerecords

of

students

from

the

closed

class

are

still

accessible.

Whenclosingaclass,leavetheemptyclassroomnumberintheroomfile,anddonotreuse itfortheremainderoftheschoolyear.

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Highlightedstudents transferredfromRoom46C,aclosedclass,toRooms47Cand25B.


10/16

B. SpecialDayProgramClassesChecktheSMASRoftheseclassestoensurethattheyhaveSDPbytheroomnumber.IfSDPismissing,gotoScreen16,Option2,andmakesureithasthecorrect/validSpecialEdcode. Correcttheinformationonthisscreen,ifnecessary. Ifafter1daythecorrectionisstillnotreflectedontheSMASR,contactElemSISstaff.

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C. StudentswithMultipleEnrollmentRecordsThissituationariseswhenastudentisLdout(withdrawn)oftheschoolandthenEdback(enrolled)inafterXnumberofdays.

SchoolstaffshouldgotoScreen32toEbackinthestudent. Ifreenrollmentisnotdonecorrectly,theenrollmentrecordandattendancedaysgeneratedbythestudentfromhis/herpriorenrollmentrecordcould

inadvertentlybe

deleted

from

the

system.

TwodaysafterreenrollingstudentinElemSISsystem,checkSMASRofstudentspriorclassassignmenttoensurethatthestudentsenrollmentandattendancedataarestillavailable.

Ifthestudentsenrollmentandattendancedataarenotavailable,contactElemSISstaff.

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Data

VerificationThefollowingaresomeofthewaysthathelpensuretheaccuracyofSMASR:

1. RuntheAttendancenotSubmittedReportseveraltimesdailyandfollowupwiththeteacherswhohavenotsubmittedattendance.

2. CompareandreconcileSMASRwiththeEandLReportfromElemSISsystem.Note: TheEReportgenerates thelistofenrolledstudentsonly. Itwillnotshow

students

that

have

been

Ld

out.

The

L

Report

generates

the

list

of

withdrawn

studentsonly. Ifastudentisreenrolled,thisstudentwillbeexcludedfromtheLReport.

3. ComparetheenrollmentcountsperteacherontheSMASRwiththecountsindicatedonthetestclassificationreport. PleaserefertoRef1819.6forastepbystep

guide

in

printing

the

test

classification

report.

Teachersarerequiredtosubmit/certifyclassattendancedaily.

InISIS,studentsareautomaticallypresentunlessmarkedabsent.Nonsubmissionofattendanceresultsinoverstatementof

attendance

and

ADA.

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StatisticalReport

y Thisisthemonthlysummaryoftheschoolsattendanceandenrollmentdatabytrack.AlthoughthisreportisprintedusingtheElemSISsystem,theattendancedataforthisreportisobtainedfromLAUSDMAXthroughanightlyinterface.

y Updatesto

enrollment

and

attendance

data

in

Elem

SIS/ISIS

are

not

automatically

reflectedonthestatisticalreport. Schoolstaffneedtorerunthestatisticalreportstoreflectthemostcurrentdata.

Note:AnenrollmentupdateintheElemSISsystemwouldtakeatleast2daystobe

reflectedon

the

statistical

report.

y MonthlyattendancedatafromstatisticalreportsiscompiledandsubmittedtotheState(CDE). CDEusesthisdatatodetermineLAUSDsapportionment(Statefunding).

y Timelysubmission

of

the

statistical

reports

is

imperative.

Refer

to

REF

1074.8

for

yourschoolscalendarandthescheduleofduedatesforthestatisticalreportsforschoolyear201011. REF1074.8alsohasthescheduleforthecaptureofthemonthlyclassificationreportdata.

y Retainacopy

of

the

signed

statistical

report

submitted

to

Attendance

&

Enrollment

Section.

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StatisticalReport

Review

y ComparecurrentmonthsColumn10(NumberRemaining)tothecountsonthe

classification

report

for

the

school

month.

The

counts

should

be

the

same

unless

youhavestudentsthatwithdrewonthelastdayoftheschoolmonth. Inthiscase,theclassificationreportcountwillbehigherthanthestatisticalreportsColumn10.

y ComparethepriormonthsColumn10(NumberRemaining)tothecurrentmonths

Column6(Number

Brought

Forward).

If

the

counts

do

not

match,

that

means

that

achange(s)inapriormonth(s)datahadaffectedtheenrollmentcounts. Rerunthepriormonth(s)statisticalreport(s)toupdatepriormonthsstatisticalreportdata. SubmitallrevisedreportstoAttendance&EnrollmentSection.

Note:

An

enrollment

related

change

in

a

prior

month

affects

all

subsequent

monthsstatisticalreports.

y IfyourschoolhasSDPclasses,makesurethattheyarereflectedonthestatisticalreport. Iftheyarenotreflectedcorrectlyonthereport,checkElemSISsystemto

makesure

that

the

classes

are

coded

correctly.

If

classes

are

coded

correctly

but

is

notreflectedonthestatisticalreport,thencontactElemSISstaff.

BeforesubmittingthestatisticalreporttoAttendance&EnrollmentSection:

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AdditionalInformation

y WebBased

Learning:

Screen

32

Enrollment

History

y Bul4926 AttendancePolicyforElementaryandSecondarySchools

y Ref1074.8 NormDatesandCalendarsofClassificationandStatisticalReportsforSchools,201011

y

Ref

1819.6

Classification

Reports

(Pre

Norm,

Norm,

Monthly

Instructions

and

Schedules

ofElectronicCapture)

y ISISAttendanceProceduresHandbookforElementarySchools

y ElementarySISGeneral:(213)2414617

Fax:(213)

241

8498

y Attendance&EnrollmentSectionGeneral:(213)2412196Fax:(213)2416831,(213)2416830

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THANK

YOU

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attendance and enrollment 4-12-11rev2

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