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TCOVE ROP Class Attendance Rosters (blue form) are
preprinted with the names of up to fifteen (15) students per
page along with course specifics relative to the hours of
daily course operation, attendance period, class name and
number, instructor’s name and location. The TCOVE ROP
instructors use these rosters to record absences, drops, and
actual attendance for enrolled students who attend at the
preprinted length of class, or in special situations more
or less than the standard class length.
1) No. 2 Pencil
Use a No. 2 pencil only to mark the roster forms
2) Student is Present
On the Class Attendance Roster (blue form) each student’s
daily attendance has been prebubbled as present. This prebubbled
attendance mark indicates that each student was present in
class each hour or portion of an hour of instructional time
on each given day. For special circumstances (field trips,
extended schedules, projects, minimum days, etc.) the bubble
boxes 1, 2, 4, 8, ¼, ½ represent hours or fractions
of an hour in whatever combination needed will, if bubbled
in, replace the standard prebubbled and indicated time.
3) Student is Absent
For apportionment purposes there are no excused absences.
Therefore, on the Class Attendance Roster, the zone “U”
is to be bubbled in to record unexcused absences. If students
make up time or are cleared from unexcused status for a date
that falls within the preprinted attendance period, the zone
“UC” is to be bubbled in to record unexcused –
cleared.
4) Student Dropped
When a student withdraws or is dropped from a class, bubble
in the “D” on the day after the last day of attendance
in class. A Change of Enrollment status form (pink form) will
need to accompany any drop of a student from the Class Attendance
Roster. Please refer to the separate Change of Enrollment
Status direction sheet.
5) New Student
Write in with a No. 2 pencil the name(s) of new student enrollee(s)
at the bottom of the Class Attendance Roster and bubble in
the first class hours of attendance in the appropriate day
zone. Subsequent day zones should be bubbled in to complete
the attendance reporting period. The next Class Attendance
Roster reporting packet will include preprinted “new
students”. The TCOVE ROP will not enroll or count student
attendance for ADA purposes unless a properly completed Student
Admission form (green form) accompanies new student enrollees.
6) Accuracy
Check the information on the Class Attendance Roster for accuracy.
If preprinted information is incorrect, the teacher should
make any necessary corrections using a No. 2 pencil.
7) Teacher Signature
The teacher must sign in ink in the space for “teacher
or Authorized Employee” at the top rights of the Class
Attendance Roster. This is a legal requirement and the teacher
is accountable for the accuracy of the records.
8) Individual Teacher Attendance Books
TCOVE ROP high school districts require that teachers keep
daily written attendance in a “book”. For the
TCOVE ROP this book represents the source document and must
be neat, kept on a timely basis, and be accurate so that attendance
information can be properly transferred to the Class Attendance
Rosters.
To satisfy the hour by hour attendance accounting procedure,
outlined in the #2. Student is Present above, each teacher
will need to record in their attendance book the fact that
each student was present for each hour or portion of an hour.
This is a positive system that will necessitate a mark (·)
or check (Ö) indicating that the student was present
for each hour or portion of an hour. As an example, if your
class meets 65 minutes per day (1:05 ) you would need a mark
for the students first hour of 60 minutes of attendance and
a second mark indicating the students presence for the 5 minutes
of the second hour of attendance.
9) Auditing Trail
To lessen the chance of attendance accounting auditing exceptions,
when TCOVE ROP teachers complete, sign and submit to the District
ROP contact their completed Class Attendance Roster, a signed
and dated photocopy of the teacher’s source attendance
book will need to accompany the Class Attendance Roster.
10) Return Immediately
TCOVE ROP instructors submit both a signed Class Attendance
Roster and signed and dated photocopy of their attendance
book to the TCOVE ROP District contact per prearranged dates.
The TCOVE ROP District contact is responsible for review and
mailing the TCOVE ROP Attendance Packet to the TCOVE ROP Attendance
Technician per prearranged schedule. It needs to be returned
by U.S. Mail only.
11) Return of Updated Class Attendance Rosters
The TCOVE ROP will update your Class Attendance Roster and
return it by U.S. Mail to the TCOVE ROP District contact as
quickly as possible.
12) Questions/Problems
The TCOVE ROP staff is available to assist you. Please call
the office at 688-0571, FAX 688-5913, or e-mail ddearing@tcove.org
if you have any questions or problems.
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