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Guidance for using the Classroom Attendance Calculator
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PurposeThe purpose of the Classroom Attendance Calculator is to help teachers calculate their students' chronic absence rate and determine in which chronic absence tier the students fall. This information could be integrated into parent-teacher conferences.
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1Entering Student Data
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1.aFirst enter basic information about the class
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1.a.iIn cell B4, type in the classroom number or your name (however you choose to identify this class)
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1.a.iiIn cell D4, type in the timeframe that you are using to calculate the chronic absence rate. For example, it could be a specific semester (Spring Semester 2017) or a certain month (March 2017).
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1.a.iiiIn cell F4, enter the total number of school days within the timeframe you are examining. For example, if you are looking at Spring Semester 2017, type in 80 if there were eighty school days during that semester. Use whole numbers only, no decimals.
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1.bNext, enter information for each student beginning on row 10
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1.b.iIn columns A through C, enter the student's identifying information. Type in the student's Student ID number (optional), First Name and Last Name.
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1.b.iiCount the total number of days the student was present within the timeframe you are considering and enter it into column D. Enter whole numbers only. For example, if this list will look at your students' chronic absence rate during March 2017, count up and enter the total number of days the student was present during March 2017.
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1.b.iiiCount the total number of days the student was absent within the timeframe you are considering and enter it into column E. Enter whole numbers only. For example, if this list will look at your students' chronic absence rate during March 2017, count up and enter the total number of days the student was absent during March 2017.
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1.b.ivIn column F, enter whether the student was chronically absent in the previous year. The options are "Yes," "No," or "Not Sure." If you do not have access to this information, ignore column F. This information is helpful to identify students at risk of chronic absence.
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1.cInformation in columns G through J will be entered automatically. Do not type directly into these columns.
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1.c.iColumn G shows the student's chronic absence rate, displayed as a percentage of days the student was absent out of the total number of days the student was either absent or present. (Sum of absent days and present days)
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1.c.iiColumn H shows the student's chronic absence tier that corresponds with their chronic absence rate. Less than 5% absence is satisfactory attendance, 5-9.9% is at risk attendance, 10-19.9% is moderate chronic absence, and 20% or greater is severe chronic absence. We recommend you use this information for differentiated messaging during parent-teacher conferences and for developing tiered systems of support.
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1.c.iiiColumn I simply displays the color coding for each chronic absence tier, for those that find visual color coding useful. Other columns are not formatted for color coding in case you are using black and white printers.
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1.c.ivColumn J will check whether the number of days present and days absent you entered for each student add up to the total number of school days for the time frame in consideration. If column J does NOT display a green cell with the text "adds up," please double check that either the student was not enrolled in your classroom for the full timeframe you are examining, or you may have entered the wrong number of days present or days absent for that student.
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1.dSort the list by students' chronic absence rates in column G. To do so, click on the arrow in cell G9 (the heading for "Chronic Absence Rate"). This will display a menu; select either option to "Sort A-Z" or "Sort Z-A."
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1.ePrint this worksheet out to refer to during parent-teacher conferences or for planning individual student interventions. It should be printed using the landscape orientation. For optimum printing, select "fit columns onto one page" from the print options for scaling.
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2Viewing the Class Summary
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2.aDo not enter data into this worksheet
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2.bPrint this worksheet out. It is already set up to print onto 2 pages using the portrait orientation.
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2.cCopy the information from the table on this sheet to fill out your pyramid, copying how many students are in each tier into the boxes to the left of the pyramid. Then use the pyramid worksheet to consider what strategies and interventions are in place for the students at each tier.
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