Attendance Checklist

Attendance Checklist

Download MS Word document.

Templates Affected: 
Location Marking Period; Day Calendar; Student Attendance Codes; Student Daily Attendance

NYS Aid Report: 
Pull NYS Aid Attendance Period Totals (Attendance/State Reports/NYS-Aid & hellip )

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Actual Session Days = total number of instructional days used in calculating Chronic Absenteeism. Should be at least 170.

Total Days = number of session days should be at least 180 and includes Regents Days, Superintendent Days, Extraordinary Condition Days, ½ Day K excused + Actual Session Days

Things to Consider:

  • Regents Days – 11 Maximum (4 Jan/6 June/1 Rating Day) – Only High School (potential MS), not Elementary
  • Superintendent Days –  State allows 4 maximum
  • Extraordinary Condition Days – NOT Snow Days and have to be state approved. 

Location Marking Period

Review Marking Period Configuration (Maintenance/School Year/Configuration)

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  • No date gaps between the end of one marking period and the beginning of the next   i.e. if MP ends on 10/15/xxxx then the new MP should start 10/16
  • Last marking period end date should reflect the last instructional day for students [all other days after the last MP end date report as Other-non instructional days unless something different is set on the Day Calendar] Regents Days will be covered on the Day Calendar.

Day Calendar:

  • Review the Day Calendar (Maintenance/School Year/Calendar)
  • Day Calendar should include Labor Day and any Superintendent Days at the start of the school year
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Regents Days

1)  If all grade levels in a particular building are attending school and attendance will be taken for these students (both those who will and will not sit for a regents), then use the following configuration:

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  • Chronic Absenteeism: counts as Instructional Day
  • NYS Aid Attendance Period Tables: counts this day in the session day column and not the regents column
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2) If all students in all grade levels are off and only students taking regents come in, then use the following configuration

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Chronic Absenteeism: Counts as Non Instructional Day

NYS Aid Attendance Period Tables – Don’t count as actual session days, but count in the regents days column and the total days:

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Day Calendar cont.:

3)   If building houses grades 7-12, 7 and 8 graders attend a normal instructional day and 9-12 is off for regents days, then use the following configuration:

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  • On Chronic Absenteeism, counts as an instructional day for 7/8 and non-instructional day for 9-12
  • NYS Aid Attendance Period Totals

7/8: counts as actual session day and not in Regents Day column and included in total day

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9-12: doesn’t count in actual session day, counts in regents column and included in total days

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Attendance- Absentee Reasons

Sample Template:

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  • Count as Absent/In/Out should ONLY be Yes for true absences In/Out records NOT Absentee reasons that you use to reflect where a student is, but is reflected as a present for Daily Attendance i.e. field trip, home tutoring
  • State Codes should only be entered if they are reportable to the NYS warehouse
  • Excused – Absent
  • Unexcused – Absent
  • Tardy – Tardy
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Review Discipline Suspension List for the entire year to verify Duration Column says All Day unless the time indicates only a few hours. If the time indicates a full day, there should be NO times.  Maintenance/ Export / Custom Export – Run the Custom Export called Discipline with No Assign Dates. Those need to be corrected.