This action might not be possible to undo. Are you sure you want to continue?
Student Monthly Attendance Summary Report (SMASR)
• It replaced the manual teacher registers. • It is a legal record of a student’s enrollment and attendance. • It is used in State compliance audit procedures. • Data from SMASR is summarized on the monthly statistical report. • To access SMASR, log on to LAUSDMAX, click on Reports, then
It is the school’s responsibility to ensure that the data on the SMASR reflect the most accurate and updated information. Review SMASR for possible errors and make necessary corrections in ISIS for attendance data or Elem SIS system for enrollment data. Note: Changes made in the Elem SIS system will take at least overnight to be reflected in ISIS.
Common “Errors” Found on the SMASR
No Show Students ‐‐ students who are registered or pre‐enrolled but does not attend school on the first day and remains absent (e.g., E1A2, A2, A2,…).
A student is not considered enrolled until he/she attends class. The SMASR should reflect the attendance records of enrolled students only. Therefore, records of No Show students should be removed. There are two ways to remove the record of a No Show student in the current year:
1. If student is a continuing student (i.e., was enrolled in the school in the prior year),
withdraw the student using the last instructional day of the prior year as the “L” date. Delete any information the student might have in Screen 32 of Elem SIS.
2. If student is new to the school, fill out a “Fax for Student Deletes/Port Resets” form
and fax it to Elem SIS, (213)241‐8498.
B. Student shows up at a later date.
To correct this error, change the E date to the first day of attendance using Screen 32.
C. Inactive Students –
students who are on extended absences after being in attendance.
These are potential dropouts. Schools must practice due diligence in tracking and locating these students.
Other Errors on the SMASR
A. Missing E code or L code ‐ E/L codes must have reason codes (i.e., 1, 2, 3, 4 , 5, 7, or 8). If reason code is entered in the Elem SIS system but is not reflected on the SMASR, contact Elem SIS staff. B. Double E codes ‐ if SMASR reflects two E codes but no L code in between for a student, this is indicative of a data error. Contact Elem SIS staff. C. Negative “Days Not Enrolled” ‐ this is indicative of a data error. Contact Elem SIS staff .
Things to Monitor
A. Closed Classes ‐ If closure of a class is not done correctly in Elem SIS system, this will result in the deletion of students’ enrollment and attendance data. Check the SMASR to ensure that the enrollment and attendance records of students from the closed class are still accessible.
When closing a class, leave the empty classroom number in the room file, and do not reuse it for the remainder of the school year.
Example: Room 46C is closed and the students are dispersed to other classes.
Highlighted students ‐ transferred from Room 46C, a closed class, to Rooms 47C and 25B.
B. Special Day Program Classes
Check the SMASR of these classes to ensure that they have “SDP” by the room number. If “SDP” is missing, go to Screen 16, Option 2, and make sure it has the correct/valid Special Ed code. Correct the information on this screen, if necessary. If after 1 day the correction is still not reflected on the SMASR, contact Elem SIS staff.
C. Students with Multiple Enrollment Records This situation arises when a student is L’d out (withdrawn) of the school and then E’d back (enrolled) in after X number of days . School staff should go to Screen 32 to E back in the student. If re‐ enrollment is not done correctly, the enrollment record and attendance days generated by the student from his/her prior enrollment record could inadvertently be deleted from the system. Two days after re‐enrolling student in Elem SIS system, check SMASR of student’s prior class assignment to ensure that the student’s enrollment and attendance data are still available. If the student’s enrollment and attendance data are not available, contact Elem SIS staff.
The following are some of the ways that help ensure the accuracy of SMASR:
Run the Attendance not Submitted Report several times daily and follow up with the teachers who have not submitted attendance.
¾ Teachers are required to submit/certify class attendance daily. ¾ In ISIS, students are automatically present unless marked absent. Non‐submission of attendance results in overstatement of attendance and ADA.
2. Compare and reconcile SMASR with the E and L Report from Elem SIS system.
Note: The E Report generates the list of enrolled students only. It will not show students that have been L’d out. The L Report generates the list of withdrawn students only. If a student is re‐enrolled, this student will be excluded from the L Report.
Compare the enrollment counts per teacher on the SMASR with the counts indicated on the test classification report. Please refer to Ref‐1819.6 for a step by step guide in printing the test classification report.
y This is the monthly summary of the school’s attendance and enrollment data by
track. Although this report is printed using the Elem SIS system, the attendance data for this report is obtained from LAUSDMAX through a nightly interface.
y Updates to enrollment and attendance data in Elem SIS/ISIS are not automatically
reflected on the statistical report. School staff need to re‐run the statistical reports to reflect the most current data. Note: An enrollment update in the Elem SIS system would take at least 2 days to be reflected on the statistical report.
y Monthly attendance data from statistical reports is compiled and submitted to the
State (CDE). CDE uses this data to determine LAUSD’s apportionment (State funding).
y Timely submission of the statistical reports is imperative. Refer to REF‐1074.8 for
your school’s calendar and the schedule of due dates for the statistical reports for school year 2010‐11. REF‐1074.8 also has the schedule for the capture of the monthly classification report data.
y Retain a copy of the signed statistical report submitted to Attendance & Enrollment
Statistical Report ‐ Review
Before submitting the statistical report to Attendance & Enrollment Section:
y Compare current month’s Column 10 (Number Remaining) to the counts on the
classification report for the school month. The counts should be the same unless you have students that withdrew on the last day of the school month. In this case, the classification report count will be higher than the statistical report’s Column 10.
y Compare the prior month’s Column 10 (Number Remaining) to the current month’s
Column 6 (Number Brought Forward). If the counts do not match, that means that a change(s) in a prior month(s) data had affected the enrollment counts. Re‐run the prior month(s) statistical report(s) to update prior month’s statistical report data. Submit all revised reports to Attendance & Enrollment Section. Note: An enrollment‐related change in a prior month affects all subsequent months’ statistical reports.
y If your school has SDP classes, make sure that they are reflected on the statistical
report. If they are not reflected correctly on the report, check Elem SIS system to make sure that the classes are coded correctly. If classes are coded correctly but is not reflected on the statistical report, then contact Elem SIS staff.
y Web Based Learning: Screen 32‐Enrollment History y Bul‐4926 Attendance Policy for Elementary and Secondary Schools y Ref‐1074.8 Norm Dates and Calendars of Classification and Statistical Reports for y y y
Schools, 2010‐11 Ref‐1819.6 Classification Reports (Pre‐Norm, Norm, Monthly Instructions and Schedules of Electronic Capture) ISIS Attendance Procedures Handbook for Elementary Schools Elementary SIS General: (213) 241‐4617 Fax: (213) 241‐ 8498 Attendance & Enrollment Section General: (213)241‐2196 Fax: (213)241‐6831, (213)241‐6830
This action might not be possible to undo. Are you sure you want to continue?
We've moved you to where you read on your other device.
Get the full title to continue listening from where you left off, or restart the preview.