REVISED 10/2007

Rollsheet Corrections

 

For “Blank” or Roll sheets with Problems: Go to WEBfiles and click View All Students. You will see a column titled “Roll sheets Overdue”. There will be a red link to the right in this column titled “BadRS” or "Blank" that when you click on it, it will tell you if you have any Roll sheets that have problems and what the problems are. Please correct the problems as indicated below. The red notice will be removed when the problem has been corrected.

 

A) If a student’s attendance record has a gap with missing attendance dates:

The ES of record at the time that the gap occurs, will obtain a roll sheet with the missing dates. After having the parent fill out the X’s and 0’s and parent signature, the ES will sign and date the roll sheet with the same date as the date that the signature is obtained.

 

B) If a roll sheet appears to have been lost (i.e. in the mail or in processing) such that an original signed copy is not available and needs to be recreated:

The ES will obtain a newly signed roll sheet with the same date as the new signature is obtained (marking it as a revised roll sheet), and will attach it to the copy of the original.

 

C) If a roll sheet has a mistake that needs to be corrected:

1. The Attendance Clerk will send an e-mail to ES and Advisor listing the family, problem and dates of the roll sheet needing correction.

2. The new roll sheet will be recreated using a copy of the original as a guide. (A

Roll sheet cannot be recreated from memory. This is a requirement for audit, therefore ESs should remember to always make copies of roll sheets.)

            3. The X's and 0's must be filled out by the parent/guardian not the ES.(Any changes/corrections in the X's and 0's section must be initialed by the parent/guardian, not the ES)

            4. The Parent and the ES will sign and date on the day they SIGNED the revision.

5. The roll sheet now has a place to check off that it is a REVISED roll sheet.   

6. The REVISED roll sheet will be sent back to IEM to be processed

7. The Attendance Clerk will enter the attendance and attach the REVISED roll sheet with the original roll sheet.

 

D) Changes that can be initialed:

1. Beginning Dates
2. Ending Dates
3. Total days of attendance
4. Total days of absence
5. Signature Dates If the ES see’s an error on the roll sheet before sending in they can initial the signature date correction on the rollsheet.
6. Signature date if on the wrong line
7. Dates ES met with student
8. Name of student, number –if need to add and not available on preprinted roll sheet
9. Name spelled wrong

 

E) Changes that require a NEW Roll sheet:

1. No parent or ES Signature

2. No x’ and o’s filled out

3. Incorrect signature dates: If the rollsheet is sent in to the office with an error on the signature date this will require a new rollsheet.

4. If whiteout is used.

5. If the RS’s ending date is later than the received date.

 

After a couple of errors, the ESs will be requested to begin sending their Roll sheets to their Advisor.