The following Attendance tasks should be done at the end of the attendance reporting period (monthly).
See also:
- What procedures should be performed to reconcile monthly attendance at the school level?
- What procedures should be performed to reconcile monthly attendance at the district level?
| Task | Aeries Page | Knowledge Base Article | |
|---|---|---|---|
 | (Optional) Distribute class rosters to all teachers for verification signatures. Teachers should confirm that the class list is accurate as of the date run. | Reports > Attendance > Class Rosters | |
| Find any remaining unverified absences (All Day Code or Period Code) and changed to Excused/Unexcused. Select Unverified Only and make sure there are no records listed under Results. | Attendance Accounting > Attendance Management | |
| If Electronic Signatures are required by the district, teachers must verify and sign a weekly attendance report confirming attendance submission. Run reports for each week of the month. | Daily attendance schools: Reports > Attendance > Weekly Attendance Report by Teacher Period attendance schools: Reports > Attendance > Weekly Attendance Report by Class | Weekly Attendance Report by Teacher |
| Ensure that all new and withdrawn students are accounted for. | Reports > Attendance > Gain And Loss Report | |
| Confirm the start and end dates for all student program changes on Attendance Enrollment. | Student Data > Attendance Enrollment | Update Student Attendance |
| Identify and resolve any remaining discrepancies between the Attendance Enrollment (ATT/ENR) and Course Enrollment (CAR) records such as days where a student has attendance enrollment without any course enrollment, or students who started a course before being enrolled in attendance. | Reports > Attendance > Attendance Audit Listing | |
| Identify and resolve any remaining attendance submission errors by teachers, such as students who were absent and then present at the end of the day or vice versa. | Reports > Attendance > Period Absence Audit | |
| Identify and resolve any remaining attendance and enrollment issues with student scheduling (CAR), such as discrepancies between attendance fields and Attendance Enrollment. | Reports > Attendance > Course Attendance Audit | |
| Identify and resolve any attendance errors in supplemental attendance if using. | Reports > Supplemental Attendance > Supplemental Attendance Audit Report | |
| Verify any Independent Study Contracts. Confirm the following:
| Reports > Student Data > Independent Study Agreement Status | Independent Study Agreement Status Report |
| Verify that all status changes and special program entry/leave dates are recorded accurately. | Reports > Student Data > Student Programs | |
| Run the Attendance Notes Report for the reporting period to provide documentation of the verification process. | Reports > Attendance > Attendance Notes Reports > Attendance > Attendance Notes Usage Analysis | |
| Run the Monthly Attendance Report. This is a summary of each teacher's attendance by program for the attendance month. | Reports > Attendance > Monthly Attendance Report | |
| Run the Monthly Attendance Summary Report. This is a summary of grade and program totals for the attendance month. | Reports > Attendance > Monthly Attendance Summary Reports > Attendance > Monthly Attendance Summary/Continuation | Monthly Attendance Summary Report (ADA Reporting) How is the Monthly Attendance Summary data calculated? Why isn't the current attendance month available in the Daily Apportionment by Month Report? |
Once attendance is reconciled for the month, submit the following reports ot the district:
Depending on district policy, the following may also be required:
| |||
| (District) Confirm that schools have submitted required reports and documentation. | |||
| (District) Run the Monthly Attendance Summary Status Report at the district level to determine if all schools have run the Monthly Attendance Summary Report and updated YTD calculations for any of the attendance months. | (District) Reports > Attendance > Monthly Attendance Summary Status | Monthly Attendance Summary Status Report (ADA Reporting) Principal Apportionment - Allocations & Apportionments (CA Dept of Education) |
| Schools should resubmit all reports to the district after any attendance errors have been resolved. | ||
 | (District) Run the Monthly Attendance Analysis Report at the district level. Use the data to populate the Principle Apportionment ADA Reporting P-1 and P-2 reports. Extracting the data to Excel is useful for populating the P1 and P2 reports. | (District) Reports > Attendance > Monthly Attendance Summary Analysis | Monthly Attendance Summary Analysis Report Principal Apportionment - Allocations & Apportionments (CA Dept of Education) |
| After the district verifies and certifies the attendance data, lock the attendance month to ensure the future integrity of the data. OR Lock the attendance months after each P-1 and P-2 submission. | School Info > Calendar (select Lock Attendance Month) | |
| If changes are made after the attendance month is locked:
| ||
| Run the Students with Perfect Attendance Report. | Reports > Attendance > Students With Perfect Attendance |