Student membership from the teacher’s roster is to be reconciled to the attendance accounting records at the end of the first and fourth six-week reporting periods, per the TEA Student Attendance Accounting Handbook (SAAH). The district must develop a form to show the reconciliation.
The reconciliation should be for the official attendance period. For onsite attendance, the official attendance period is the period that coincides with the time of day when attendance is recorded. The period may not be the same each day.
The verification date is district determined. Typically the date should be a regular school date with no schedule abnormalities.
Step 1: Clean Up Data
IMPORTANT: Cleanup and error correction must occur BEFORE the verification date.
- Run the Students with More or Less Than N Periods Report to determine if any students are missing a course in their schedule.
- The report must be blank; otherwise totals will not match. Review and correct errors until the report is blank.
The message "No information available to print" indicates that there are no errors.
- The '0 ADA for students without courses' error can be ignored.
- The report must be blank; otherwise totals will not match. Review and correct errors until the report is blank.
- Run the Course Attendance Audit Report to determine if there is a conflict with the dates on the Course Attendance page.
- The report must be blank; otherwise totals will not match. Review and correct errors until the report is blank.
- The report must be blank; otherwise totals will not match. Review and correct errors until the report is blank.
- Run the Attendance Audit Listing Report to determine if there is a conflict with the dates on the Attendance Enrollment page.
- The report must be blank; otherwise totals will not match. Review and correct errors until the report is blank.
- The 'EE and 0 ADA students without courses' error can be ignored.
- The '5 year old PK student' error can be ignored.
- Identify any students who do not have a class during the primary or secondary ADA time.
- On School Options, compare the Primary ADA Time and Secondary ADA Time fields to the bell schedule to identify the period(s) that correspond to the ADA time(s.
NOTE: The Secondary ADA Time only applies to student who do not have a class during the Primary ADA Time.
- On School Options, compare the Primary ADA Time and Secondary ADA Time fields to the bell schedule to identify the period(s) that correspond to the ADA time(s.
Step 2: Reconcile Campus Data
IMPORTANT: These steps must be done ON the verification date.
Before proceeding:
- Do not enroll or withdraw any students in Aeries until verification reports have been generated.
- Save backup copies of all current year reports.
- Your district's specific procedures may vary.
- Run the Class Rosters Report.
- Distribute the report to teachers to verify the students enrolled in their class at ADA time.
- Teachers and/or substitutes must also take attendance on the verification day.
- The reconciliation does not take the place of regular attendance procedures. The report is only used to verify that students on the list have been physically present or engaged remotely in the class during the six weeks. Teachers should not take attendance on the report.
- It is recommended that teachers use the following instructions to complete the class roster; however, each district can determine its own best practices for this step:
- Mark through any students who should not be on the report.
- Add the name and grade level of any student who is in the class but not listed on the report.
- Sign the roster and return to the office by the specified due date.
- Campus staff should verify that all class rosters were returned and signed.
- Update records according to the new information.
- Run the Summary of Students by Teacher and Period Report and select the Class by Dateoption.
- The Class by Date (CAR) option can be selected to calculate Summary of Student totals based on Course Attendance (CAR) and the ADA period for a given date.
- For 1st six weeks: Select a valid school date that falls within the 1st six weeks of school. This date is determined by the school district.
- For 4th six weeks: Select a valid school date that falls within the 4th six weeks of school. This date is determined by the school district.
- Enter the total number of students from the ADA period Total row on the Six Weeks Verification Worksheet (Step 1).
Attach the report to the Six Weeks Verification Worksheet.
- The Class by Date (CAR) option can be selected to calculate Summary of Student totals based on Course Attendance (CAR) and the ADA period for a given date.
Run the Students with Incomplete Class Schedules Report.
Enter the total number of students listed on the report on the Six Weeks Verification Worksheet (Step 2) if applicable.
If the report contains no data, enter 0.Attach the report to the Six Weeks Verification Worksheet.
Run the Gain and Loss Report.
- The Start Date should be the first date of the six-week Reporting Period.
- The End Date should be the date on which you are running the report.
Enter the Ending Enroll from the last page of the report on the Six Weeks Verification Worksheet (Step 4).
Attach the report to the Six Weeks Verification Worksheet.
Step 3: Complete Verification Worksheet
Complete a 1st/4th Six Weeks Verification Worksheet for each school using the following example as a guide.
Obtain all required signatures.
Per the SAAH Section 2.3.4, “The district PEIMS Coordinator and his or her supervisor must certify this document with their signatures.”
Store all original documents and reports with signatures for five years.