TxEIS Attendance Reconciliation Balancing Instructions
TxEIS Attendance Reconciliation Balancing Instructions (end of 1st and 4th 6 weeks) The Student Attendance Accounting Handbook states this reconciliation is to verify all students are reported on attendance records & “no shows” are not counting in the attendance system. The district PEIMS coordinator & his or her supervisor must certify this doc with their signatures. The reconciliation should be for the official attendance period. Keep 5 years for audit purposes. ______1. Access Attendance Reports and print SAT1000 (Campus Recap Report). Use the same As Of Date for the SAT1000 report and the SAT0671 (step 2 below). On report SAT1000, the number to use in balancing is the Active Code 1 total under the heading Attendance Total for Record Status 1, 2, 3.
This is the number that must balance with SAT0670 or SAT0671.
_____ 2. Auditable Print report SAT0671 (Teacher Membership Roster By Period) using the same As Of Date as used in SAT1000. Compare each teacher’s count of students in their classroom on the class rolls to the number of students reported for each teacher on the Teacher Membership Roster. An error report may be viewed by clicking the button. Often the error report will indicate why the teacher class roll counts may not match the Teacher Membership Roster. The following is a sample of the Teacher Membership Roster list with totals: – OR – SAT0670 – Auditable-Teacher Membership Roster by Control # (for Elem)-It should balance with SAT1000 Campus Recap Report for same date on ADA period & is used to reconcile membership from teacher’s roster with attendance records at end of 1st & 4th six wks. An error report indicates why class roll counts may not match such as student without schedules, some grades such as EE that don’t use grade reporting & therefore don’t show up on the report; some records may need to be posted as No Shows, etc. It is very important to determine if these students really are in membership. It is strongly 16
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suggested you have each teacher verify student names & student count & sign each individual roster. Could use the SAT3500 report or make up your own form.
In the sample, the SAT0671, Teacher Membership Roster report total is 97 students, which does match the Campus Recap report total as shown on the previous page in step 1 but has errors. This campus must balance these two reports with considering the errors.
_____3. In order to balance the SAT0671 report, the Error Listing report must be printed and analyzed. The first page prints a total number of student errors, and the second page with subsequent pages prints the errors by student. The following is an example of an error listing report for SAT0671:
The above page of the error listing report provides the total number of errors on subsequent pages. An example follows:
The above error report shows that 1 student does not have course schedules and 1 student has 2 courses. Remember that grade EE may not use grade reporting, and these students should appear on the report; therefore, the operator will need to investigate why the other students do not have schedules or are not scheduled for second period. It may be that some of these students need to be posted as No Shows. 17
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IT IS VERY IMPORTANT TO DETERMINE IF THESE STUDENTS REALLY ARE IN MEMBERSHIP ON YOUR CAMPUS. _____4. Each type of error message will be handled differently. Some error messages require adding and others require subtracting. Using the sample reports given above, an example of balancing will be demonstrated below: Campus Recap Report Attendance Total = 97 Teacher Membership Roster Total = 97 Add the number of students with no course schedules (1 student in the example) as printed on the Error Listing with the total on the Teacher Membership Roster Report. 97 – Total on Teacher Membership Roster +1 – Total number of students with no course schedules 98 Next, subtract the total number of students not active or in membership (0 students in the example). This student is not counted in membership. 98 – Total from calculations above - 0– Total number of students not active or in membership Next, subtract the total number of students with two courses for period 02 (1 student in the example). 98 – Total from calculations above - 1 – Total number of students with two courses for period 01 97 – Reconciled number that matches Campus Recap Report Total Both the Campus Recap and Teacher Membership Report totals are now balanced. NOTE: Early Education (EE) or PK students may be half day students; however, they count as one person on the Error Listing Report.
_____5. After balancing SAT1000 with SAT0671, adjust the total on the following Teacher Membership Roster page to the total calculated after processing the errors, as described in our example above, and have the appropriate staff sign off on this page. These totals are correct as shown for this example but if they weren’t then you should be marked through with a pen and changed to the correct number.
Attendance Reconciliation Form - district personnel are to develop a form to be used at the end of the 1st and 4th 6 week reporting periods to show the total # of students in membership in each teacher’s class during the official attendance period. The total # of students in membership is to be reconciled to the total # of students listed in attendance accounting records. Following is an example form:
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Example of Attendance Reconciliation Form:
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This is the number that must balance with SAT0670 or SAT0671.
_____ 2. Auditable Print report SAT0671 (Teacher Membership Roster By Period) using the same As Of Date as used in SAT1000. Compare each teacher’s count of students in their classroom on the class rolls to the number of students reported for each teacher on the Teacher Membership Roster. An error report may be viewed by clicking the button. Often the error report will indicate why the teacher class roll counts may not match the Teacher Membership Roster. The following is a sample of the Teacher Membership Roster list with totals: – OR – SAT0670 – Auditable-Teacher Membership Roster by Control # (for Elem)-It should balance with SAT1000 Campus Recap Report for same date on ADA period & is used to reconcile membership from teacher’s roster with attendance records at end of 1st & 4th six wks. An error report indicates why class roll counts may not match such as student without schedules, some grades such as EE that don’t use grade reporting & therefore don’t show up on the report; some records may need to be posted as No Shows, etc. It is very important to determine if these students really are in membership. It is strongly 16
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suggested you have each teacher verify student names & student count & sign each individual roster. Could use the SAT3500 report or make up your own form.
In the sample, the SAT0671, Teacher Membership Roster report total is 97 students, which does match the Campus Recap report total as shown on the previous page in step 1 but has errors. This campus must balance these two reports with considering the errors.
_____3. In order to balance the SAT0671 report, the Error Listing report must be printed and analyzed. The first page prints a total number of student errors, and the second page with subsequent pages prints the errors by student. The following is an example of an error listing report for SAT0671:
The above page of the error listing report provides the total number of errors on subsequent pages. An example follows:
The above error report shows that 1 student does not have course schedules and 1 student has 2 courses. Remember that grade EE may not use grade reporting, and these students should appear on the report; therefore, the operator will need to investigate why the other students do not have schedules or are not scheduled for second period. It may be that some of these students need to be posted as No Shows. 17
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IT IS VERY IMPORTANT TO DETERMINE IF THESE STUDENTS REALLY ARE IN MEMBERSHIP ON YOUR CAMPUS. _____4. Each type of error message will be handled differently. Some error messages require adding and others require subtracting. Using the sample reports given above, an example of balancing will be demonstrated below: Campus Recap Report Attendance Total = 97 Teacher Membership Roster Total = 97 Add the number of students with no course schedules (1 student in the example) as printed on the Error Listing with the total on the Teacher Membership Roster Report. 97 – Total on Teacher Membership Roster +1 – Total number of students with no course schedules 98 Next, subtract the total number of students not active or in membership (0 students in the example). This student is not counted in membership. 98 – Total from calculations above - 0– Total number of students not active or in membership Next, subtract the total number of students with two courses for period 02 (1 student in the example). 98 – Total from calculations above - 1 – Total number of students with two courses for period 01 97 – Reconciled number that matches Campus Recap Report Total Both the Campus Recap and Teacher Membership Report totals are now balanced. NOTE: Early Education (EE) or PK students may be half day students; however, they count as one person on the Error Listing Report.
_____5. After balancing SAT1000 with SAT0671, adjust the total on the following Teacher Membership Roster page to the total calculated after processing the errors, as described in our example above, and have the appropriate staff sign off on this page. These totals are correct as shown for this example but if they weren’t then you should be marked through with a pen and changed to the correct number.
Attendance Reconciliation Form - district personnel are to develop a form to be used at the end of the 1st and 4th 6 week reporting periods to show the total # of students in membership in each teacher’s class during the official attendance period. The total # of students in membership is to be reconciled to the total # of students listed in attendance accounting records. Following is an example form:
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Example of Attendance Reconciliation Form:
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