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CORRECTING ATTENDANCE ERRORS

When attendance office personnel discover a teacher’s attendance entry is incorrect, they will notify the teacher so that
the teacher’s record can be amended. Schools must have documentation to justify any alteration of a recorded
attendance entry. Teachers are required to complete an “Attendance Correction Form”, available on the intranet, to
notify the attendance office to make a correction. All correction forms that impact the funding period (all elementary,
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middle school 2 period, and high school 2 or 6 period) should be uploaded into the P-Drive in the folder titled,
“Attendance Corrections Folder”. Secondary forms that affect other periods should be filed with other attendance
documentation kept for 2 years.
For official (state) attendance accounting purposes: “excused” and “unexcused” absences do not exist. Students present
at the official attendance-taking time are counted present for funding purposes. Note that having students sign in is not
an acceptable method of taking attendance. With the exception of any non-absence codes (See Appendix- Skyward
Attendance Codes and Reasons) students who are absent at the official attendance-taking time are counted absent for
funding purposes.

Students who are on campus at the time attendance is taken but who are not in their assigned classroom are considered
in attendance for FSP purposes provided they were with a campus official (nurse, counselor, principal, etc.) The campus
must maintain documentation that justifies counting a student present when the student misses the “snapshot” roll call.
Class admission slips or other documentation (counselor logs, clinic logs, main office logs, electronic check-ins)
supporting that a student was with a campus official must be retained for audit purposes.

** Students who are present in the clinic are signed-in and signed-out by the nurse. On the elementary campus,
attendance clerks will work with nurses to be sure students are not counted absent when in the clinic. At the secondary
level (middle schools and high schools), campus attendance clerks receive a report each morning identifying which
students were in the clinic the previous day and when. The attendance clerk should correct any attendance that may
reflect an absence for the student during a time he/she was in the clinic to “P-CL.” If the attendance correction covers
the funding period, the report showing the sing-in or sign-out for that student shall be uploaded into the P-Drive in the
folder titled, “Nurses Logs”. Clinic reports not affecting the funding period should be maintained at the campus with
other attendance documentation for 2 years.

** At the secondary level, students who are in the counselors’ offices or the assistant principals’ or principal’s offices will
have their attendance updated at the time they are released from the office by the appropriate counselor or
administrator using the Office Visits Program or by the attendance clerk using the Counselors’ Log and Office Log similar
to the Clinic Log.

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