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CSMC Internal Attendance Development Program

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CoursesInternal Use OnlyCSMC Internal Attendance Development Program
  • Introduction to the Attendance Department 1

    This section will give you a broad overview of the items that the Attendance Department takes care of.

    • Lecture1.1
      What type of services does the Attendance Department provide? 03 min
  • Everything P-Reporting 11

    This section will walk you through the initial steps of prepping for P-Reports, through the workflow process, the upload of data to the State Software, the download of reports and certificates, and the submission of P-Reports.

    • Lecture2.1
      P-Reporting in a Nutshell 03 min
    • Lecture2.2
      P-Reporting Workflow 03 min
    • Lecture2.3
      How to create an Attendance Reporting Calendar using an excel template 30 min
    • Lecture2.4
      How to verify P-1, P-2, P-3 Cut-off 30 min
    • Lecture2.5
      How to Download and Install the State Software 30 min
    • Lecture2.6
      How to create an account on State Software 30 min
    • Lecture2.7
      How to load data to State Software 30 min
    • Lecture2.8
      How to Extract DAT file from State Software 05 min
    • Lecture2.9
      How to save reports from State Software 30 min
    • Lecture2.10
      How to save certificate pages from State Software 05 min
    • Lecture2.11
      How to calculate Basic Aid ADA 15 min
  • PowerSchool Audit Items 5

    In order to run the most accurate Attendance Reports from PowerSchool, we need to audit the items that affect the reports' output which includes the setup for Attendance.

    • Lecture3.1
      How to Compare # of physical school calendar days to what is in PowerSchool 05 min
    • Lecture3.2
      How to verify FTEID for current school year 05 min
    • Lecture3.3
      How to verify which periods count for ADA 05 min
    • Lecture3.4
      How to check PowerTools for Padded Enrollments 05 min
    • Lecture3.5
      How to fix padded enrollments 05 min
  • Reporting Period Audit Items 3

    • Lecture4.1
      How to Audit Monthly Student Attendance Report and Correct Errors in PS 30 min
    • Lecture4.2
      How to Audit Attendance Summary by Grade Report and Correct Errors in PS 30 min
    • Lecture4.3
      How to check for Negative Attendance by using the ADM/ADA by Student Report
  • Ongoing Clerical Duties 6

    • Lecture5.1
      How to exclude Winter Break if applicable 05 min
    • Lecture5.2
      How to update Attendance Tracker
    • Lecture5.3
      How to identify school’s 20th Day
    • Lecture5.4
      How to identify school’s enrollment count as of 20th day
    • Lecture5.5
      How to upload Up-to-date files onto CV
    • Lecture5.6
      How to create a Special Program at the District Level for ADA breakout purposes
  • Submission Reports 5

    • Lecture6.1
      How to prepare Month 1 LAUSD Statistical Report
    • Lecture6.2
      How to prepare Month 2 – Month 10 Statistical Report
    • Lecture6.3
      How to prepare LAUSD Classification Report
    • Lecture6.4
      How to identify a specific school’s month reporting range
    • Lecture6.5
      How to prepare FICS Enrollment Report

    How to load data to State Software

    Once the client has given you final approval on the reports pulled from their SIS, you can load the data onto the state software.

    For P-1, all schools need the following reports:

    1. Charter Status

    2. Attendance Charter School

    3. Charter School Physical Location

    Schools with Basic Aid will need this additional report at P-1:

    4. Basic Aid Supplement Charter School

    ________

    For P-2, all schools need the following reports:

    1. Charter Status

    2. Attendance Charter School

    Schools with Basic Aid will need this additional report at P-2:

    3. Basic Aid Supplement Charter School

    If schools moved physical locations after P-1, they will need this additional report at P-2:

    4. Charter School Physical Location (to show new physical location)

    _________

    For P-3, all schools need the following reports:

    1. Charter Status

    2. Attendance Charter School

    _________

    To load the data for the Charter Status Report:

    1. Log onto the client school

    2. In the menu, make sure that the Reporting Period you are working on is selected

    3. Under the Charter Schools list, switch the No to Yes by clicking on the No white box under the column SELECTED

    4. Once it is switched to Yes, click on the black triangle to highlight the row

    5. Under the Entry Screens, switch the SELECTED box to YES next to Charter Status by clicking on the No

    6. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen

    7. On the Entry Screen that pops up, answer the following questions:

    A. Did the charter school cease operation during the current fiscal year?

    B. Is this charter school in its first year of operation? (if the answer is no, skip to question D).

    C. Enter Date (month, day, year) that instruction commenced (only for charter schools in their first year of operation)

    D. Does this charter school operate multiple instructional tracks?

    E. Single Track Days of Operation (skip to F if you are filling this for P-1 or P-2)

    F. What is the site type of the charter school?

    8. Once you answer these questions, click on Save to save the answers

    9. On the popup that appears, click on Yes

    10. Click Close to exit screen

    ___________

    To load the data for the Attendance Charter School Report:

    1. Once you close out of the Charter Status Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Attendance Charter School by clicking on the No

    2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen

    3. On the Entry Screen that pops up, enter the ADA for the school in the A-1 line

    4. Enter the classroom based ADA in the A-2 line

    5. If the school has TK students, enter the ADA for the TK students only in line B-1 (skip to step 6 if the school does not have TK students)

    6. Click on Check/Save

    7. Double check that the Total ADA is the same as your Attendance Summary by Grade report (or a similar report depending on the SIS). Also, if the school does not have any Independent Study ADA, double check that line A-1 and A-2 match.

    8. Click on Close to exit the entry screen

    ___________

    To load the data for the Charter School Physical Location Report:

    1. Once you close out of the Attendance Charter School Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Charter School Physical Location by clicking on the No

    2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen

    3. On the Entry Screen that pops up, click on Add New

    4. On the pop up screen that appears, select the County and School District of where the physical location of the school falls under and then click Add Record

    **To figure out the district in which the school falls under, search the physical school address using School District Finder

    **If the school falls under multiple Districts, add a new record for each district.

    **If the school has multiple physical locations, each location must be searched and a record must be added for each location if they fall under different districts.

    5. Once you are back on the Entry Screen, click on Save.

    6. Click on Close to exit the entry screen

    ___________

    To load the data for the Basic Aid Supplement Charter School Report:

    1. Once you close out of the Charter School Physical Location Entry Screen, under the Entry Screens, switch the SELECTED box to YES next to Basic Aid Supplement Charter School by clicking on the No

    2. Once it is switched to Yes, click on the black triangle next to the Yes to open up the entry screen

    3. On the Entry Screen that pops up, click on Add New

    4. On the screen the pops up, select the County of Residence and the District of Residence, then click Add Record

    5. Enter the Regular ADA for that district in row A-1

    6. Enter Classroom-based ADA for that district in row A-2

    7. If this is the only District, then click Check/Save and skip to step 9; if you need to add another District, then click on Save

    8. Repeat steps 3 – 7 until you reach the last District. On the last district, click Check/Save

    9. Click on Close to exit the entry screen

     

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