i introduction to the agency input pack
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I Introduction to the Agency Input Pack. The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to: A. Report your program’s attendance, B. Provide you with a summary of your attendance by day and track, - PowerPoint PPT PresentationTRANSCRIPT
I
Introduction to the Introduction to the Agency Input Pack Agency Input Pack
The purpose of today’s training is to introduce you to the Agency Input Pack which you will use to:A. Report your program’s attendance,B. Provide you with a summary of your
attendance by day and track,C. Allow you to choose the appropriate funding
source according to grant rules.
Data will be gathered in a workbook file called the Agency Input Track. This
is a Microsoft 2007 Excel file with three spreadsheet forms.
A. Quarterly Attendance Roster or QAR. An attendance input form
that is submitted monthly. Information is accumulated quarterly, so that agencies can act on attendance trends.
B. The Quarterly Attendance Summary or QAS--serves as a guide for administrators to prepare for summary funding decision making.
C. The Funding Form or FF. This is where cumulative attendance is matched with funding by an agency administrator and is the basis for the Beyond the Bell management report and invoice
generation.
Why we changing the attendance reporting Why we changing the attendance reporting templatetemplate
How it is different from previous attendance keeping template
◦ Attendance is now totaled quarterly so you will be able to make changes and corrections up to 15 days after the quarter ends.
◦ Attendance is summarized on a daily basis. This allows you to choose which funding source you wish to use. You no longer need to tie the same students to a particular funding for an entire month.
◦ By sorting student attendance by track, it allows you to immediately identify off-track students attending your program so you will choose the correct funding source.
◦ By not having a separate master roster and separate monthly reporting pages, there should be far fewer attendance errors.
◦ Attendance and funding will be reported from all your schools on the same file.
Quarterly Attendance Report (QAR)Quarterly Attendance Report (QAR)Essential InformationEssential Information
Agency ID/Agency PLoc School Birthdate Student ID Last First Mid GR TR Start
27 BTB 1527 BST MS 1/2/1995 010295M055 Bates Alan Harry 7 C 7/6
27 BTB 1527 BST MS 2/3/1994 020294F017 Hollis Charlotte Ann 8 D 7/9
27 BTB 1527 BST MS 6/6/1996 60696F099 Woodhouse Rosemary Dee 6 B 7/11
27 BTB 1527 BST MS 4/4/1995 040495M043 Thorn Damien Eric 7 C 7/11
27 BTB 1527 BST MS 5/5/1996 050596F012 White Carrie Louise 6 D 7/12
27 BTB 1527 BST MS 7/7/1994 070794F019 Borden Lizzie Mae 8 B 7/9
27 BTB 1527 BST MS 8/8/1995 080895M079 Kruger Frederick Luis 7 C 7/6
27 BTB 1527 BST MS 9/9/1996 090996M104 Calavera Diego Juan 6 B 7/16
27 BTB 1527 BST MS 10/10/1996 101094F102 Smith Dynisha NMN 6 A 7/13
27 BTB1527 BST MS 11/11/1995 111105M107 Adams Donnie Alan 7 A 7/13
7/9 7/10 7/11 7/12 7/13
1 1 1 1 1
1 1 1 1
1 1
1 1
1 1
1 1 1 1
1
1
Attendance is reported monthly to Beyond the Bell
You can only get credit for attendance for students with valid ID #’s.
Changes and additions to the attendance report can be made each month of the quarter.
Quarter is frozen and cannot be changed on the 15th day after the quarter ends
Duplicate ID’s
27 BTB 1527 BTS MS 040895M079
Campos Rosa
27 BTB 1527 BTS MS 040895M079
Campos Carlos
Incorrect ID’s
27 BTB 1527 BTS MS 999F100595 Lopez Mariela
27 BTB 1527 BTS MS 698M065 Godioy Samual
ID # does not match
LAUSD Record
27 BTB 1527 BTS MS Number provided is for:
Jones Thomas
032794M071
Guerrero Daniel
Using Local 4 digit code
27 BTB 1527 BTS MS 2321M Cho Justin
For programs with both ASES and 21st CCLC funding, itis possible for a program to have two activities on the same day.
Scenario using this situation—
There is a talent show on a Friday evening. ASES funding pays for the regular school day program up to 6:00. 21st CCLC funding can be used for those students who attend the talent show.
Here’s how you would record the information on the Quarterly Attendance Roster (QAR):
E1 E2 E3 E4 E5 E6
1
1
1
1
At the end of the QAR there are “E” DaysGo to end of roster Enter attendance for the
second activity just as you would for a regular day.
You may want to put the date of the event at the bottom of the roster to help you identify which event you are recording.
Total for each E Day will appear on the Quarterly Attendance Summary (QAS)
9/28
DAYTotal
AttendanceAttendance
Track AAttendance Track
BAttendance
Track CAttendance
Track DCore
AttendanceSupplemental
Attendance7/1/2007 0 0 0 0 07/9/2007 30 1 10 2 14
7/10/2007 6 1 2 2 17/11/2007 8 2 2 4 07/12/2007 10 1 2 5 27/13/2007 14 4 2 4 27/14/2007 0 0 0 0 07/15/2007 0 0 0 0 07/16/2007 12 3 3 2 17/17/2007 8 2 2 2 17/18/2007 14 4 3 4 0
Total Attend
-ance
Track A
Track B
Track C
Track D
Core Atten
d-ance
Supple-mental
Attendance
9/4/07 43 15 15 1 10 42 1
9/5/0756 17 14 7 18 49 7
9/6/07 62 23 14 6 19 ? ?
9/7/07 55 10 31 4 20 ? ?
The quarterly attendance summary provides your agency with a summary of the daily attendance.
It breaks it down by track so that your agency can identify which students get core funding (regular school attendance) or supplemental funding (off track students attending, services provided during vacation periods, or extended days).
Helps your agency decide how many students it should assign to each source of funding.
CD with the Agency Input Package (AIP) AIP Guide with directions List of its schools, funding choices, contract
number and amounts, attendance targets, and quarterly attendance targets.
Day Tot Att
TRK A TRKB TRKC TRKD CORE SUPP
9/17 105 35 30 0 40 105
9/18 110 30 35 5 40 105 5
9/19 98 33 36 0 32 98
9/20 101 35 39 7 20 94 7
9/21 91 30 31 0 30 91
9/22 70 17 20 17 16 53 17
9/24 94 32 32 0 30 94
9/25 104 35 35 0 34 104
9/26 102 35 39 8 20 94 8
9/27 89 29 30 0 30 89
9/28 99 29 35 0 35 99
9/29 16 5 8 2 1 16
E1 30 10 5 0 15 30
PLoc School Calendar Agency ID Agency Dates Type Students Funding
1527 BTS MS 4TRK 27 BTB 9/17 105 A or C
1527 BTS MS 4TRK 27 BTB 9/18 105 A or C
1527 BTS MS 4TRK 27 BTB 9/18 5 B or D
1527 BTS MS 4TRK 27 BTB 9/19 98 A or C
1527 BTS MS 4TRK 27 BTB 9/20 94 A or C
1527 BTS MS 4TRK 27 BTB 9/20 7 B or D
1527 BTS MS 4TRK 27 BTB 9/21 91 A or C
1527 BTS MS 4TRK 27 BTB 9/22 53 C
1527 BTS MS 4TRK 27 BTB 9/22 17 D
1527 BTS MS 4TRK 27 BTB 9/24 94 A or C
1527 BTS MS 4TRK 27 BTB 9/25 105 A orC
1527 BTS MS 4TRK 27 BTB 9/26 94 A or C
PLoc School Calendar Agency ID Agency Dates Type Students Funding
1527 BTS MS 4TRK 27 BTB 9/27 89 A
1527 BTS MS 4TRK 27 BTB 9/27 E 30 D
1527 BTS MS 4TRK 27 BTB 9/28 99 A or C
1527 BTS MS 4TRK 27 BTB 9/29 14 C
1527 BTS MS 4TRK 27 BTB 9/29 2 D
1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
If you have both core and supplemental funding the same day, if you choose ASES Core, you must choose ASES SUPP. If you choose , you must choose 21st CCLC Core, you must choose 21st CCLC SUPP
Why does it have to be so complicated?Why does it have to be so complicated?
School Calendars & Funding Sources
School Calendars & Funding Sources
School Calendars & Funding Sources