Attendance Question

[Pam Cyrway]

Curious how other districts handle daily attendance for students who do not have a full schedule on specific days.  For example, seniors who have a block or blocks off during the day.   If those students are absent for the blocks (periods) that they are scheduled for, since they do not have a full schedule, when marking absences for only those scheduled periods, they are not marked as a full day absence because of the empty periods.   Should they be marked as a full day absence?   

Do you add a course to those periods (perhaps one labeled as not scheduled) to post the absences to those periods so the student will be marked with a full day absence or since they are not attending the full day should they only be marked absent for those periods they are actually attending? 

Does the State have attendance guidelines that indicate they should be absent for the full day regardless if they are only attending a few periods?  

Pam Cyrway
Data Manager

AOS92 Waterville Public Schools

Email:  pcy...@aos92.org
Office:  (207) 861-7620
Cell:     (207) 314-5080

[Richard Bergeron, Jr]

The MDOE defines attendance as being in attendance 50% or more of the students' scheduled school day. You need to report it in whole numbers only. A student is either counted as being in attendance or not. There are no half days. Excused absences do not come into play. Those are used to determine truancy not attendance.

Rick Bergeron

[Melissa]

And for those that use IC, it appears that the export created for districts to use for this has 180 minutes hard coded into the logic, not 50% of a student's scheduled day.

[William Backman]

Returning to this statement: "180 minutes hard coded into the logic, not 50% of a student's scheduled day."

Has anyone else seen this from the attendance reports?  Just trying to confirm.

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Will Backman
Director of Technology
Kennebec Valley Consolidated Schools - AOS92.org
Vassalboro - Waterville - Winslow

"The future is already here – it's just not evenly distributed.." –William Gibson

[Richard Bergeron, Jr]

It would be difficult to use the 180 minute standard in cases where a student only needs to attend 1 or 2 classes a day in order to graduate or in cases of early releases

On Wed, May 23, 2018, 1:53 PM William Backman <wbac...@aos92.org> wrote:

Returning to this statement: "180 minutes hard coded into the logic, not 50% of a student's scheduled day."

Has anyone else seen this from the attendance reports?  Just trying to confirm.

On Mon, Mar 5, 2018 at 8:04 AM, Melissa <Melissa...@msad40.org> wrote:

And for those that use IC, it appears that the export created for districts to use for this has 180 minutes hard coded into the logic, not 50% of a student's scheduled day.

On Monday, March 5, 2018 at 7:09:49 AM UTC-5, Pam Cyrway wrote:

Curious how other districts handle daily attendance for students who do not have a full schedule on specific days.  For example, seniors who have a block or blocks off during the day.   If those students are absent for the blocks (periods) that they are scheduled for, since they do not have a full schedule, when marking absences for only those scheduled periods, they are not marked as a full day absence because of the empty periods.   Should they be marked as a full day absence?   

Do you add a course to those periods (perhaps one labeled as not scheduled) to post the absences to those periods so the student will be marked with a full day absence or since they are not attending the full day should they only be marked absent for those periods they are actually attending? 

Does the State have attendance guidelines that indicate they should be absent for the full day regardless if they are only attending a few periods?  

Pam Cyrway
Data Manager

AOS92 Waterville Public Schools

Email:  pcy...@aos92.org
Office:  (207) 861-7620
Cell:     (207) 314-5080

This email message is intended for the exclusive use of the individual or entity addressed above. It may contain information that is privileged and/or confidential under both state and federal law, including confidential education records. If you are not the intended recipient or an agent of the recipient, you are notified that any further dissemination, copy or disclosure of this communication is strictly prohibited. Please also be advised that, subject to certain exceptions, emails may be classified as public records under Maine law, and could be released to the public and/or the media if requested. 

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Will Backman
Director of Technology
Kennebec Valley Consolidated Schools - AOS92.org
Vassalboro - Waterville - Winslow

"The future is already here – it's just not evenly distributed.." –William Gibson

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[William Backman]

I have located the source of the 180 minutes.

In the Attendance Report Layout design document from July 2017, targeting IC release 1741, I see 180 minutes baked into a few fields.  For example:

DE06 - Days Present

1. Subtract the number of Calendar Days where Instructional = true that the student was absent from DE05 (Days Enrolled)
   
2. A student is considered absent for a day if and only if the student’s schedule has:
1. Periods with attendance codes where
1. Status = Absent
2. Excuse = ‘Excused’, ‘Unexcused’, or ‘Unknown’
3. The sum of those periods’ Instructional Minutes >= 180

More recent design documents handle this differently, and don't have the 180 in there.  The design document update from March 2018, targeting release 1817 has the following:

DE06 - Days Present

1. Report the difference of the sum of Absent Days minus DE05 (Days Enrolled)
1. Scheduled Days must be less than or equal to Extract Editor Effective Date
2. See Appendix A for attendance definitions

These Custom IC reports are still in flux.  I found more recent enhancements  targeted for the "May release of Infinite Campus version 1821."  For example, accounting for students who might not have any schedule classes on a Purple day in a Purple/White schedule.

Days Present = Scheduled Days minus Absent Days (NOT Enrolled Days minus Absent Days)

As of May 24 2018, we are on version 1817.3

On Wed, May 23, 2018 at 3:31 PM, Richard Bergeron, Jr <rickbe...@gmail.com> wrote:

It would be difficult to use the 180 minute standard in cases where a student only needs to attend 1 or 2 classes a day in order to graduate or in cases of early releases

On Wed, May 23, 2018, 1:53 PM William Backman <wbac...@aos92.org> wrote:

Returning to this statement: "180 minutes hard coded into the logic, not 50% of a student's scheduled day."

Has anyone else seen this from the attendance reports?  Just trying to confirm.

On Mon, Mar 5, 2018 at 8:04 AM, Melissa <Melissa...@msad40.org> wrote:

And for those that use IC, it appears that the export created for districts to use for this has 180 minutes hard coded into the logic, not 50% of a student's scheduled day.

On Monday, March 5, 2018 at 7:09:49 AM UTC-5, Pam Cyrway wrote:

Curious how other districts handle daily attendance for students who do not have a full schedule on specific days.  For example, seniors who have a block or blocks off during the day.   If those students are absent for the blocks (periods) that they are scheduled for, since they do not have a full schedule, when marking absences for only those scheduled periods, they are not marked as a full day absence because of the empty periods.   Should they be marked as a full day absence?   

Do you add a course to those periods (perhaps one labeled as not scheduled) to post the absences to those periods so the student will be marked with a full day absence or since they are not attending the full day should they only be marked absent for those periods they are actually attending? 

Does the State have attendance guidelines that indicate they should be absent for the full day regardless if they are only attending a few periods?  

Pam Cyrway
Data Manager

AOS92 Waterville Public Schools

Email:  pcy...@aos92.org
Office:  (207) 861-7620
Cell:     (207) 314-5080

This email message is intended for the exclusive use of the individual or entity addressed above. It may contain information that is privileged and/or confidential under both state and federal law, including confidential education records. If you are not the intended recipient or an agent of the recipient, you are notified that any further dissemination, copy or disclosure of this communication is strictly prohibited. Please also be advised that, subject to certain exceptions, emails may be classified as public records under Maine law, and could be released to the public and/or the media if requested. 

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Will Backman
Director of Technology
Kennebec Valley Consolidated Schools - AOS92.org
Vassalboro - Waterville - Winslow

"The future is already here – it's just not evenly distributed.." –William Gibson

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[Sam Iggulden]

Hi Will

Yes - this was discussed by the State Reporting focus group that meets with IC every couple of weeks, and the hard coding issue was addressed in 1817

Meeting notes from 5/2/18 includes the following:

1817 April Release

1. Update Attendance Report to use proportional attendance logic (SIS-114654)

a. MEDOE Guidance for reporting Q3 attendance and truancy

b. Basic logical change:

i. Absent Day = (absent instructional minutes / scheduled instructional minutes) >= 0.5

ii. Else, Present Day

[Nancy Embry]

OK, so that Mickey Mouse thing I went through last year to change the

length of my school day to a minimum is now moot?  Controlled straight

from my definitions of full and half day?

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--------------------------------------------------------------------------------
Nancy Embry
Data Systems Manager
Kittery School Department
207 439-2572  Ext. 108

nem...@kitteryschools.com

[William Backman]

The Full Day and Half Day settings for a school calendar only impact certain reports. For example, the built-in Infinite Campus Average Daily Attendance report has the following description at the top of the report setup screen: “ADA calculation options use either Exact (Present Minutes divided by Student Day Minutes for the Calendar) or Whole/Half (Absent Minutes compared to Whole Day and Half Day Absent Minutes for the Calendar) logic.”

But this is different from the custom reports that the DOE has put together with IC for the state reporting.  Those reports look at how many minutes a student has in their schedule.  In their example on the DOE website, “a high school senior taking only two classes might have a full instructional day of 3 hours.  That student would be absent if present for fewer than 1.5 hours.”

[Wallace, Andrew]

Excellent point Will. How then are we expected to resolve these things?

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From: maineicu...@googlegroups.com [maineicu...@googlegroups.com] on behalf of William Backman [wbac...@aos92.org]
Sent: Friday, May 25, 2018 10:11 AM
To: MaineICU...@googlegroups.com
Subject: Re: Attendance Question

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[William Backman]

I think it is important to let people in the district know that different reports have different definitions/logic.  Unfortunately, they won't all line up.

On Fri, May 25, 2018 at 10:25 AM, Wallace, Andrew <A...@spsd.org> wrote:

Excellent point Will. How then are we expected to resolve these things?

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From: maineicusersgroup@googlegroups.com [maineicusersgroup@googlegroups.com] on behalf of William Backman [wbac...@aos92.org]

Sent: Friday, May 25, 2018 10:11 AM

To: MaineICUsersGroup@googlegroups.com
Subject: Re: Attendance Question