Revised 11/2008

Filling Out Attendance Roll Sheet

The Education Specialist is responsible for filling in the roll sheet information EXCEPT for the X's and O's (X= day of attendance, 0= day of absence) and the parent's signature. The parent's must fill out the X's and 0's portion. Do not ask the parent to fill in the other information.

Accuracy in attendance is extremely important!.

Neat corrections using a crossout of the incorrect info (no whiteout allowed) are permitted on the rollsheet as long as either the parent or the ES initials the change. (Only the parent may make corrections and initial the changes on the X's and 0's portion.)

It is required that you use a preprinted rollsheet from ES Webfiles. In an emergency situation, let your advisor know ASAP so that they can e-mail you an "OK" to turn the hand printed roll sheet into the attendance office. Attach the "OK" from your advisor to the hand-printed roll sheet prior to mailing to the office: blank attendance form

Definitions:

Parent -The responsible individual must be either the parent or legal guardian (who must be listed on the Student Agreement) except in cases where you are working with an AESS student or student who is age 18 or older. (For instructions on how to fill out an attendance roll sheet for an AESS student, see the section "Working with an AESS student". Parent Name, for example, Doe, John & Jane. This is the format parent names are entered into the school database and must be written this way to ensure identification of students.

Possible Number of Attendance Days – This is the total number of days possible attendance for this learning period. It should equal the total days attendance (# of X’s) plus the total days of absence (number of 0’s).

Total Abs-This is a box at the bottom right of the total column that you should enter the total number of days of absences for all students on that rollsheet.

Beginning Date - This date should correspond with the date indicated for the #1 day of the possible attendance days count. The very first day of school must be a day with attendance, an absence on this day is not possible.

Ending Date - This date must correspond with the date indicated for the last day you are including on this attendance roll sheet. This should also be the date that the ES signs the rollsheet and meets with the family, unless you are meeting on a weekend or holiday period prior to the next attendance date!

There are no more than 20 days on each attendance roll sheet. You may have less than 20 possible attendance days, but never more than 20 attendance days.

Write the name of the month above the attendance day dates. The attendance day dates go into the squares under the Possible Attendance Days Count squares. The date in these squares does not need to be written as a complete date, but simply as the date for that month (the month having already been written above). So if it’s “October” written above, then you simply put the date as 1/2/3/4/… listing only school days and not weekends or school holidays. Follow the dates from the school calendar found on your school’s website under “forms”.

Include the student number and the student name as it is listed in School database. Using nicknames or first names makes it difficult to locate the student if we need additional information.

· If a sibling is enrolling at a different time than other students in the SAME family, the sibling can be added on the existing rollsheet by writing in his/her name once they are enrolled. Draw lines through any dates in the X's and O's portion of the roll sheet that do not pertain to that student, and initial them. The beginning and ending dates written at the top of the roll sheet do not need to be changed regarding this student, just make sure that the correct number of days are written for the "total days of attendance and total days of absence".

· If a sibling is dropping prior to the end date of the rollsheet for the other students in the SAME family, the sibling can have their drop date be the last day of enrollment, and then draw a line through any dates in the X's and O's portion of the roll sheet that do not pertain to that student, and initial them. The beginning and ending dates written at the top of the roll sheet do not need to be changed regarding this student, just make sure that the correct number of days are written for the "total days of attendance and total days of absence".

Please use ink only, not black, preferably blue. If a parent uses black ink, accept the rollsheet, but remind the parent to use blue (preferred) or any other colored ink the next month, no pencil or crayon allowed.

The ES must sign and date the attendance roll sheet at the bottom of the attendance roll sheet. This date is the last day of the learning period, the day that you are meeting with the family, unless the last day is a Friday and you are meeting them on the weekend, then the date may be the weekend date. The only exception to this rule is for the last day of school. We allow the ESs 5 additional work dates for them to meet with their families to assess learning and sign the attendance roll sheet.

The parent or authorized person signs at bottom of roll sheet to verify that the information is accurate.

The Revised checkbox must be checked anytime even one day of attendance has been changed from a previously submitted to the office rollsheet. The date the form can be signed for a revision is the date the revision is being made. For example, if you send in a truant rollsheet because the student “lost” their work to show you, then you go back 15 days later, and the student shows all 20 days of work, you can “reclaim” 5 days of “0”’s on the last rollsheet by including those same days as “X”;s. Even though there is no prior rollsheet submitted to the office for 15 of the 20 days on the rollsheet, you do check “revised”, as there are 5 days already accounted for in the database. This will help the office staff to know which mark “x” or “0” is accurate for those overlapping dates.

Address changes:

At the bottom of the attendance form are boxes for the parent to mark if there has been an address or phone number change.If marked, the ES should get the new information and email their school’s student records clerk so that it can be changed in our files.

At the end of each week, the ES is to send all attendance roll sheets accumulated during that week rather than wait until the end of the month to send in the hard copies of the roll sheets. Of course, if you have not met any families that week, there will be no roll sheets to submit. After released by your ES Advisor*, the hard copy attendance roll sheet is mailed directly to the address listed below and filed in student records:

IEM Attendance
1166 Broadway Ste.Q
Placerville, CA 95667

*All ESs should mail their roll sheets to their advisor's home address until instructed to mail them directly to the attendance address above.

*If a veteran ES has a questionable rollsheet or an unusual situation, the rollsheet should be mailed to their advisor's home for their assistance.

Thank you for your prompt attention to this important detail. As you know, these hard copies are the most important documentation for tracking attendance and collecting funding.