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SMASR
and
Statistical
ReportsOverview
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Itreplacedthemanualteacherregisters.
Itisalegalrecordofastudentsenrollmentandattendance.
ItisusedinStatecomplianceauditprocedures.
DatafromSMASRissummarizedonthemonthlystatisticalreport.
Toaccess
SMASR,
log
on
to
LAUSDMAX,
click
on
Reports,
then
Teacher.
Student
Monthly
Attendance
Summary
Report(SMASR)
Itistheschoolsresponsibilitytoensurethatthedataonthe
SMASRreflect
the
most
accurate
and
updated
information.
ReviewSMASRforpossibleerrorsandmakenecessarycorrectionsinISISforattendancedataorElemSISsystemforenrollmentdata.
Note:
Changesmade
in
the
Elem
SIS
system
will
take
at
least
overnighttobereflectedinISIS.
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CommonErrors
Found
on
the
SMASR
A. NoShowStudents studentswhoareregisteredorpreenrolledbutdoesnotattendschoolonthefirstdayandremainsabsent(e.g.,E1A2,A2,A2,).
TheSMASRshouldreflecttheattendancerecordsofenrolledstudentsonly. Therefore,records
of
No
Show
students
should
be
removed.
There
are
two
ways
to
remove
the
recordofaNoShowstudentinthecurrentyear:
1. Ifstudentisacontinuingstudent(i.e.,wasenrolledintheschoolintheprioryear),
withdrawthe
student
using
the
last
instructional
day
of
the
prior
year
as
the
L
date.DeleteanyinformationthestudentmighthaveinScreen32ofElemSIS.
2. Ifstudentisnewtotheschool,filloutaFaxforStudentDeletes/PortResetsformandfaxittoElemSIS,(213)2418498.
Astudentisnotconsideredenrolleduntilhe/sheattendsclass.
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B. Studentshowsup
atalater
date.
Tocorrectthiserror,changetheEdatetothefirstdayofattendance
using
Screen32.
C. InactiveStudents
studentswho
are
on
extendedabsencesafterbeinginattendance.
Thesearepotentialdropouts. Schoolsmustpracticeduediligenceintrackingandlocatingthesestudents.
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A. Missing
E
code
or
L
code
E/L
codes
must
have
reason
codes(i.e.,1,2,3,4,5,7,or8). IfreasoncodeisenteredintheElemSISsystembutisnotreflectedontheSMASR,contactElemSISstaff.
B. DoubleEcodes
ifSMASR
reflects
two
Ecodes
but
no
L
codeinbetweenforastudent,thisisindicativeofadataerror. ContactElemSISstaff.
C. NegativeDays
Not
Enrolled
this
is
indicative
of
adata
error. ContactElemSISstaff.
OtherErrors
on
the
SMASR
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Example:
Room
46C
is
closed
and
the
students
are
dispersed
to
other
classes.
Thingsto
Monitor
A. ClosedClasses IfclosureofaclassisnotdonecorrectlyinElemSISsystem,thiswillresultinthedeletionofstudentsenrollmentandattendancedata. ChecktheSMASRtoensurethattheenrollmentand
attendancerecords
of
students
from
the
closed
class
are
still
accessible.
Whenclosingaclass,leavetheemptyclassroomnumberintheroomfile,anddonotreuse itfortheremainderoftheschoolyear.
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Highlightedstudents transferredfromRoom46C,aclosedclass,toRooms47Cand25B.
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B. SpecialDayProgramClassesChecktheSMASRoftheseclassestoensurethattheyhaveSDPbytheroomnumber.IfSDPismissing,gotoScreen16,Option2,andmakesureithasthecorrect/validSpecialEdcode. Correcttheinformationonthisscreen,ifnecessary. Ifafter1daythecorrectionisstillnotreflectedontheSMASR,contactElemSISstaff.
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C. StudentswithMultipleEnrollmentRecordsThissituationariseswhenastudentisLdout(withdrawn)oftheschoolandthenEdback(enrolled)inafterXnumberofdays.
SchoolstaffshouldgotoScreen32toEbackinthestudent. Ifreenrollmentisnotdonecorrectly,theenrollmentrecordandattendancedaysgeneratedbythestudentfromhis/herpriorenrollmentrecordcould
inadvertentlybe
deleted
from
the
system.
TwodaysafterreenrollingstudentinElemSISsystem,checkSMASRofstudentspriorclassassignmenttoensurethatthestudentsenrollmentandattendancedataarestillavailable.
Ifthestudentsenrollmentandattendancedataarenotavailable,contactElemSISstaff.
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Data
VerificationThefollowingaresomeofthewaysthathelpensuretheaccuracyofSMASR:
1. RuntheAttendancenotSubmittedReportseveraltimesdailyandfollowupwiththeteacherswhohavenotsubmittedattendance.
2. CompareandreconcileSMASRwiththeEandLReportfromElemSISsystem.Note: TheEReportgenerates thelistofenrolledstudentsonly. Itwillnotshow
students
that
have
been
Ld
out.
The
L
Report
generates
the
list
of
withdrawn
studentsonly. Ifastudentisreenrolled,thisstudentwillbeexcludedfromtheLReport.
3. ComparetheenrollmentcountsperteacherontheSMASRwiththecountsindicatedonthetestclassificationreport. PleaserefertoRef1819.6forastepbystep
guide
in
printing
the
test
classification
report.
Teachersarerequiredtosubmit/certifyclassattendancedaily.
InISIS,studentsareautomaticallypresentunlessmarkedabsent.Nonsubmissionofattendanceresultsinoverstatementof
attendance
and
ADA.
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StatisticalReport
y Thisisthemonthlysummaryoftheschoolsattendanceandenrollmentdatabytrack.AlthoughthisreportisprintedusingtheElemSISsystem,theattendancedataforthisreportisobtainedfromLAUSDMAXthroughanightlyinterface.
y Updatesto
enrollment
and
attendance
data
in
Elem
SIS/ISIS
are
not
automatically
reflectedonthestatisticalreport. Schoolstaffneedtorerunthestatisticalreportstoreflectthemostcurrentdata.
Note:AnenrollmentupdateintheElemSISsystemwouldtakeatleast2daystobe
reflectedon
the
statistical
report.
y MonthlyattendancedatafromstatisticalreportsiscompiledandsubmittedtotheState(CDE). CDEusesthisdatatodetermineLAUSDsapportionment(Statefunding).
y Timelysubmission
of
the
statistical
reports
is
imperative.
Refer
to
REF
1074.8
for
yourschoolscalendarandthescheduleofduedatesforthestatisticalreportsforschoolyear201011. REF1074.8alsohasthescheduleforthecaptureofthemonthlyclassificationreportdata.
y Retainacopy
of
the
signed
statistical
report
submitted
to
Attendance
&
Enrollment
Section.
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StatisticalReport
Review
y ComparecurrentmonthsColumn10(NumberRemaining)tothecountsonthe
classification
report
for
the
school
month.
The
counts
should
be
the
same
unless
youhavestudentsthatwithdrewonthelastdayoftheschoolmonth. Inthiscase,theclassificationreportcountwillbehigherthanthestatisticalreportsColumn10.
y ComparethepriormonthsColumn10(NumberRemaining)tothecurrentmonths
Column6(Number
Brought
Forward).
If
the
counts
do
not
match,
that
means
that
achange(s)inapriormonth(s)datahadaffectedtheenrollmentcounts. Rerunthepriormonth(s)statisticalreport(s)toupdatepriormonthsstatisticalreportdata. SubmitallrevisedreportstoAttendance&EnrollmentSection.
Note:
An
enrollment
related
change
in
a
prior
month
affects
all
subsequent
monthsstatisticalreports.
y IfyourschoolhasSDPclasses,makesurethattheyarereflectedonthestatisticalreport. Iftheyarenotreflectedcorrectlyonthereport,checkElemSISsystemto
makesure
that
the
classes
are
coded
correctly.
If
classes
are
coded
correctly
but
is
notreflectedonthestatisticalreport,thencontactElemSISstaff.
BeforesubmittingthestatisticalreporttoAttendance&EnrollmentSection:
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AdditionalInformation
y WebBased
Learning:
Screen
32
Enrollment
History
y Bul4926 AttendancePolicyforElementaryandSecondarySchools
y Ref1074.8 NormDatesandCalendarsofClassificationandStatisticalReportsforSchools,201011
y
Ref
1819.6
Classification
Reports
(Pre
Norm,
Norm,
Monthly
Instructions
and
Schedules
ofElectronicCapture)
y ISISAttendanceProceduresHandbookforElementarySchools
y ElementarySISGeneral:(213)2414617
Fax:(213)
241
8498
y Attendance&EnrollmentSectionGeneral:(213)2412196Fax:(213)2416831,(213)2416830
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THANK
YOU
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