Pupil Attendance Manual Kentucky Department of Education School Year 2013-14

Transcription

OAS/DSS
Rev. 1/15/2014
Kentucky Department of Education
Pupil Attendance Manual
School Year 2013-14
EVERY STUDENT - EVERY DAY
Revised August 2013
Terry Holliday, Ph.D. Commissioner
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KDE Contact:
Cheri Meadows
Division of District Support
15th Floor Capital Plaza Tower
500 Mero Street
Frankfort, KY 40601
(502) 564-5279, ext. 4451
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Table of Contents
Section
Section 1
Title
Pupil Attendance and Attendance Codes
A. Statutes and End of Year Reports
B. Calculation of Daily Attendance (Whole Day/Half Day) and Tardies
C. Start Status Codes
D. End Status Codes
E. Suspension and Expulsion Codes
F. No Pass/No Drive
G. Home Schooling
H. Race and Ethnicity Codes
I. Transportation Codes
J. School Numbers
K. Student Identification Numbering System (SSID)
L. Growth Factor/January Growth Factor
M. Superintendent’s Annual Attendance Report
a. Low Attendance Days Adjustment
b. Weather-Related Low Attendance Days Adjustment
c. Partial Day Adjustment
d. Suspension and Expulsion Adjustment
e. Overage and Underage Student Adjustment
f. Nonresident –No Contract Days Adjustment
g. Homeless Students Adjustment
h. Home and Hospital Program Adjustment
N. SEEK Funding for Children of District Employees
O. Attendance Codes for Excused and Unexcused Absences
P. Student Entry/Exit Logs
Q. Student Dropout Data and Reporting
R. Student Dropout Questionnaire
S. Nonresident Pupils and Foreign Exchange Students
T. Release of Educational Records
Section 2
School Calendar
A. Requirements
B. Original Calendar Guidelines/Day Event Codes
C. Amended Calendar Guidelines/Day Event Codes
D. Master Schedule
E. Disaster Days
F. Shortened School Days for Exceptional Children
G. Testing Windows
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Section 3
DPP Responsibilities
52
Section 4
Attendance Reviews
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Glossary of Terms and Acronyms
Index
Feedback Form
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SECTION 1: PUPIL ATTENDANCE AND ATTENDANCE CODES
A.
Pupil Attendance Statutes and Dates
Statutes and Regulations
Description
KRS 157.360
Base funding level – adjustment –enforcement of maximum class
sizes –allotment of program funds
KRS 158.444
Administrative Regulations – Role of Department of Education
KRS 159.160
Attendance reports to superintendent
KRS 164.7885
Annual Submission by High Schools of List of Eligible Students –
Data on List – Verification of Eligible Students – Reduction of
Award – Authority for Administrative Regulations
KRS 159.010 (2012 SB 97)
Compulsory Attendance Age
702 KAR 7:125
Pupil Attendance
District Data Reports and Due Dates Related to Attendance and Calendar
Date
June 30
June 30
July 31
Nov. 1
Feb. 15
June 30
June 30
Nov. 1
Report (Alphabetical order)
Amended School Calendar (past school year)
SEEK At-Risk Data Verification
Graduation Codes (G-codes)
Growth Factor Report (10 days after last day of 2nd month OR by Nov.1)
January Growth Factor
Original School Calendar (upcoming school year)
Superintendent's Annual Attendance Report (SAAR)
Transportation Growth Factor Adjustment Sheet
For additional detail, please see the Important Due Dates for Superintendents document located on the
following web page (scroll to bottom of page):
http://education.ky.gov/CommOfEd/Pages/default.aspx
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B.
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Calculation of Daily Attendance (Whole Day/Half Day) and Tardies
Description
KRS 158.060
School month and school day; duty-free lunch period; non-teaching time
for teachers
KRS 159.010 (2012 SB 97)
KRS 159.150
Definitions of truant, habitual truant and being tardy; adoption of truancy
policies by local school boards
702 KAR 7:125
Pupil attendance
Daily attendance is represented as 0%, 50% or 100%. Please refer to the chart below to assist with
understanding the calculations for tardiness, half-day and whole-day attendance values.
Funded
Present
Absent
1.0 = Whole-day
100% -65%
0% -35%
0.5 = Half-day
64-% -16%
36% -84%
0 = No attendance
15% - 0%
85% -100%
1.0 = Tardy
99% - 65%
0% -35%
Tardies
Schools should choose between Present or Absent in Infinite Campus. Kentucky does not use the Tardy
option from the Campus core product. Once marked excused or unexcused, the program automatically
calculates a tardy or an absence. Schools should not use local codes for tardies.
NOTE: Attendance is based on the regularly scheduled school day. Instructional time equals the regularly
scheduled school day less the amount of time used for breaks, lunch and recess. Five minutes is the
maximum allowable passing time between instructional periods.
Questions concerning daily attendance may be directed to:
Cheri Meadows
15th Floor, 500 Mero Street
Frankfort KY 40601
(502) 564-5279, ext. 4451
cheri.meadows@education.ky.gov
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C.
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Start Status Codes
Description
KRS 159.140
Duties of the director of pupil personnel or assistant.
KRS 159.170
Withdrawals and transfers; teachers to investigate and report
702 KAR 7:125
Pupil Attendance
The following entry and re-entry codes shall be used to indicate the enrollment status of pupils.
Code
Definition
E01
A pupil enrolled for the first time during the current year in either a public or
nonpublic school in the United States.
E02
A pupil previously enrolled during the current school year in either a public or
nonpublic school in another state not previously enrolled in Kentucky during the
current school year.
A pupil enrolling for the first time during the current school year in either a public or
nonpublic school, who withdrew as a W24 or W25 for previous school years
A pupil who completed the prior year with a C01 and was expected to enroll in the
district but did not enroll by October 1 of the current year, whose enrollment
elsewhere cannot be substantiated, is a No Show.
1. On day one, add a Start Status of NS: No Show during that day for students
who appear on Daily Attendance > Caller Report. Add the appropriate End
Status to this record. Note: Office staff should NOT use the attendance wizard
on day one. All teachers will take attendance on Day 1 (first day of student
attendance). When the enrollment record is saved with the start status of NS:
No Show, the No Show checkbox will automatically be checked.
2. If the student returns to school, a New Enrollment record with an applicable
start status and start date (first date of attendance) will be added. The student’s
schedule should be verified, and if that schedule is correct; the counselor will
restore it in the walk-in scheduler; otherwise a new schedule will be created.
3. The original no show record remains with the No Show Start Status and the
W** End Status. A new enrollment is created on the date when the student
shows up. Because the student has a later enrollment in the district they
will not be counted as a dropout.
The district administrator’s responsibility is to delete the NS: No Show enrollment
record if a student is enrolled in another school within the same district.
E03
NS
‘No Shows’ should NOT appear on any KY attendance report, including the SAAR
and Growth Factor reports.
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R01
R02
R06
R20
R21
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A pupil received from another grade in the same school.
A pupil received from another public school in the same public school district.
A pupil reentering the school after dropping out, discharge or expulsion from a school
district in Kentucky during the current school year, who has not entered any other
school during the intervening period.
A pupil previously enrolled in a home school in Kentucky during the current school
year.
A pupil previously enrolled in any public or nonpublic school (excluding home
schools) in Kentucky during the current school year.
Transfer of Student Records
Student records must be transmitted upon request to the receiving school district. Per KRS 159.140 (1) (i)
the DPP must keep student attendance records and make the reports required by law and KBE Regulation.
Student records must be transferred in a timely way for the DPP to fulfill this requirement.
D.
End Status Codes
The following withdrawal and graduation codes shall be used to indicate the enrollment status of
pupils.
C01
A pupil who completes the school year in the school of the most current enrollment
G01
A pupil who graduates in less than four (4) years
G02
A pupil who graduates in four (4) years. If a student graduates during the summer they
have until the start of the next school year to be included in the prior year.
G03
A pupil who graduates in five (5) years
G04
A pupil who graduates in six (6) or more years
W01
A pupil transferred to another grade in the same school. The re-entry code to use with
W01 shall be R01.
W02
A pupil transferred to another public school in the same public school district. The reentry code to use with W02 shall be R02.
W07
A pupil withdrawn due to those communicable medical conditions that pose a threat in
school environments listed in 902 KAR 2:020, Section 1(1), accompanied by a
doctor's statement certifying the condition or any other health-related condition for
which the student is too ill to participate in regular school attendance or local
homebound instructional services or if the student has obtained a doctor's statement
certifying the condition. The re-entry code to use with W07 shall be R06.
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W08
A pupil withdrawn due to death.
W12
A pupil under the jurisdiction of the court. For purposes of the W12 code, a pupil may
be considered under the jurisdiction of the court on the day the petition is filed with
the court. The re-entry code to use with W12 shall be R06. For accountability
purposes, a W12 shall be considered a dropout if the district cannot substantiate
enrollment in the proper educational setting as designated by the court.
W17
An entry level student in the primary program, withdrawn during the first two months
enrolled due to immaturity or mutual agreement by the parent, guardian or other
custodian and the school in accordance with 704 KAR 5:060.
W20
A pupil transferred to a home school. The re-entry code to use with W20 shall be R20.
W21
A pupil transferred to a nonpublic school (excluding home school). The re-entry code
to use with W21 shall be R21.
W22
A pupil who has transferred to another public school district and for whom a request
for student records has been received or enrollment has been substantiated or a pupil
who is known to have moved out of the United States.
W23
A pupil withdrawn for a second or subsequent time who initially withdrew as a W24
or W25 during the current school year.
W24
A pupil who has moved out of this public school district for whom enrollment
elsewhere has not been substantiated.
W25
A pupil who is at least 16 years of age and has dropped out of public school.
W26
A pupil who has withdrawn from school after completing a secondary GED Option
program and receiving a GED certificate.
W27
A student who has withdrawn from school and subsequently received a GED.
W28
A student who has reached the maximum age for education services without receiving
a diploma or alternative high school diploma formerly a certificate of attainment. .
GED Entry/Re-entry Codes
Students who have withdrawn from school without receiving a high school diploma, regardless of
withdrawal status, must be allowed to Enter/Re-enter high school.
KDE does not have a separate Entry/Re-entry code to track students that come back to high school after
receiving a GED or Certificate of Attainment.
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A. Start Status Codes (Entry/Re-entry)
Any student that has received a GED through an Adult Education GED who is under the age of 21
and wishes to come back to school to complete a high school diploma must be allowed to enter or reenter the system using the E or R code that would apply if the student has not received their GED.
Any student that has received a Certificate of Attainment from a high school and who is under the
age of 21 must be allowed to enter or re-enter the system using the E or R code that would apply if
the student has not received their Certificate.
End Status Codes (Withdrawal/Graduation)
A student should end each school year with a C01, unless the student:
1.
Aged out without receiving a degree or certificate -W28
2.
Earned a diploma or certificate
3.
Withdrew with appropriate graduation code below:
G01 – a pupil who graduates in less than four (4) years
G02 – a pupil who graduates in four (4) years
G03 – a pupil who graduates in five (5) years
G04 – a pupil who graduates in six (6) or more years
If a student graduates in the summer the Graduation Code rolls back to the prior year. A student has
until the start of the next school year to be included in the prior year.
Questions concerning Start and End Status codes may be directed to:
Samantha Engstrom
Frankfort KY 40601
(502) 564-5279, ext. 4434
samantha.engstrom@education.ky.gov
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E. Suspension and Expulsion Codes
Description
KRS 158.150
Suspension or expulsion of pupils
702 KAR 7:125
Pupil Attendance
Behavior resolutions: For Safe Schools reporting, appropriate local district behavior resolution codes
must be mapped to a State Resolution Code in Infinite Campus:
 SSP1 – expelled, receiving services
 SSP2 – expelled, not receiving services
 SSP3 – out-of-school suspension
 SSP5 – corporal punishment
 SSP7 – Restraint
 SSP8 - Seclusion
 INSR - in school removal
Please note: SSP5, SSP7 and SPP8 do not impact SEEK funding.
Attendance
Out of School Suspension (local codes mapped to SSP3):
Local attendance codes for out of school suspensions must be mapped to the state code of S: Suspension.
Out-of-school suspensions are considered an unexcused absence in accordance with 702 KAR 7:125. Outof-school suspensions are recorded on the Record of Daily Attendance (Register Report).
Expulsion:
There are two behavior resolution codes for expulsion:
SSP1 – expelled, receiving services
SSP2 – expelled, not receiving services
If the student is expelled without services, the student is marked absent each day following the expulsion.
If the student is expelled with services, the student is marked absent for any day services were to be provided
but the student was not present to receive services.
Questions concerning suspensions and expulsions may be directed to:
Libby Taylor
Frankfort KY 40601
(502) 564-2116, ext. 4540
libby.taylor@education.ky.gov
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F. No Pass/No Drive
Description
KRS 159.051
No Pass No Drive
601 KAR 13:070
Requirements for minor driver licensing
applicant and compliance with KRS 159.051
KRS 159.051 applies to every public and private school district across Kentucky and results in the denial
or revocation of a student driver’s license for any of the following:
 academic deficiency
 dropping out of school
 nine or more unexcused absences in one semester
Academic deficiency is defined as a student who does not have passing grades in at least four of six
courses or the equivalent in the preceding semester. A student is deemed to have dropped out of school
when he/she has nine (9) or more unexcused absences in the preceding semester. Any absences due to
suspension are unexcused. For districts using scheduling configurations other than two semesters per
year, the 18 total absences can be divided by the number of grading periods in the school year (ex., for
trimesters, 3 trimesters x 6 absences = 18).
All 16- or 17-year-olds applying for a drivers license permit (Instruction Permit) are required to have a
completed School Compliance Verification Form per KRS 159.051 (dated 1/1/12 and stamped with an
embossed deal from the school). The form verifies that the student is compliant with the components of
the statute. This form should be used for the initial application for an instruction permit only
The No Pass/No Drive statute in KRS 186.440 (3)
(http://www.lrc.ky.gov/Statutes/statute.aspx?id=6056) is interpreted by KDE to mean that home school
students hold the same status as students enrolled in and attending public schools. There is a section for
private schools on the form used for verification of student attendance. This section of the form should
also be used for home-schooled students. It is not necessary for home-schooled students to submit this
form to the school district for a signature.
If the student is not compliant, a form will not be issued. If a 16- or 17-year-old student (with a driver's
permit or license) accumulates nine or more unexcused absences in one semester, the school will report
the student as noncompliant via the Web portal at the end of each semester, or the report may be made
earlier in the semester. Any absences due to suspension are unexcused. Additionally, if a 16- or 17-yearold driver drops out of school, a report of noncompliance is made immediately via the Web portal.
A student shall be deemed academically deficient when he or she has not received passing grades in at
least four of six courses or the equivalent. Reports of noncompliance based on academic deficiency will
be made via the Ky.gov web portal. The law specifies that a student "shall" pass four courses (or the
equivalent of four courses per semester; 4/6 = 66 percent). Since most schools are currently using a sixperiod semester, KDE recommends that a student would need to pass more than 66 percent of his or her
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classes to be compliant. This same mathematical calculation (66 percent) has been used in the graph
below to show how it applies to different course and semester configurations.
Academic Deficiency (as recommended by KDE)
Courses Per Semester
4
5
6
7
8
Number of Courses Student Would
Need to Pass to be Compliant
3
4
4
5
6
KDE collaborated with the Transportation Cabinet to create a Web portal to allow for electronic
communication between schools and the Division of Driver Licensing. This is a secure portal that limits
access to only registered, authorized users. One person from each school district has been selected by the
superintendent as the district contact for implementation of the statute. The district contact can access
information for each school in the district. Each school with at least one grade in the school from the
7th-12th grades has three authorized users with access to the school's information and the portal.
The three authorized users and district contact must register their names using this link:
https://secure.kentucky.gov/portal/registration.aspx. This process will register these individuals in the
Web portal and allow direct exchange of information between schools and the Transportation Cabinet.
The KSBA has a model policy for KRS 159.051. The information was sent to all district
superintendents. Districts may refer to this model policy as they approve local board policy to address
this statute.
Questions concerning No Pass/No Drive may be directed to:
Libby Taylor
Frankfort KY 40601
(502) 564-2116, ext. 4540
libby.taylor@education.ky.gov
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G. Home Schooling
Statutes
Description
KRS 159.160
KRS 159.030
KRS 158.080
KRS 156.160
KRS 158.080
KRS 158.070
KRS 159.140
Requirements for parents who want to establish
a homeschool
Curricular requirements for homeschools
Requirements for the length of a school term
Authority of the director of pupil personnel
Parents of children who are home-schooled are required to do the following:




Notify the superintendent of the local school board in writing of their intent to homeschool their
child(ren) each year they homeschool; the letter must include the name, ages and residence of
each child in attendance of the homeschool.
Record and maintain scholarship reports of each student's progress in all subjects taught at the
same intervals as the local public schools.
Keep accurate attendance records of pupil attendance; the attendance records can be kept either
in a notebook, on a computer or in another manner, but must be readily available in case of an
inquiry.
Be open to inspection by directors of pupil personnel.
o KRS 159.140 gives the director of pupil personnel the authority in his/her district to
investigate any case of violating the compulsory attendance laws.
o KRS 159.140 also states that the purpose for a director of pupil personnel visiting a
homeschool is to ensure that the requirements of compulsory attendance are being met
and not to determine the quality of the instruction. This inspection of school records may
be conducted in a neutral site rather than in the home.
A homeschool packet for parents is available for download at:
http://education.ky.gov/federal/fed/Pages/Home-School.aspx
Questions concerning home-schooled students may be directed to:
Amy Jacobs, Consultant
Frankfort KY 40601
(502) 564-3791, ext. 4036
amy.jacobs@education.ky.gov
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H. Race and Ethnicity Codes
702 KAR 7:125
Description
Pupil Attendance
USDOE Federal Register
Final Guidance on Maintaining, Collecting,
http://www2.ed.gov/legislation/FedRegister/other/2007- and Reporting Racial and Ethnic Data to the
4/101907c.html
U.S. Department of Education
‘Managing an Identity Crisis, Forum Guide
to Implementing New Federal Race and
Ethnicity Categories’
USDOE PDF Document
http://nces.ed.gov/pubs2008/2008802.pdf
In order to meet federal requirements, both of the following questions must be asked regarding the
Hispanic/Latino designation:
Collection Codes:
1. Are you Hispanic/Latino? (Yes or No)
2. What race are you? (Choose one or more from the list.)
RACE CODES
Description
American Indian or Alaskan
Native
A person having origins in any of the original
peoples of North and South America (including
Central America), and who maintains a tribal
affiliation or community attachment.
peoples of the Far East, Southeast Asia, or the Indian
subcontinent including, for example, Cambodia,
China, India, Japan, Korea, Malaysia, Pakistan, the
Philippine Islands, Thailand, and Vietnam.
A person having origins in any of the Black racial
groups of Africa.
peoples of Hawaii, Guam, Samoa, or other Pacific
Islands.
peoples of Europe, the Middle East, or North Africa.
Asian
Black or African American
Native Hawaiian or Other
Pacific Islander
White
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Reporting Codes:
Code
01
02
03
04
05
06
07
Description
Hispanic/Latino
American Indian or Alaskan Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander
White
A person having two or more codes 01-06.
Questions concerning Race/Ethnicity Codes may be directed to:
Cheri Meadows
Frankfort, Kentucky 40601
(502) 564-5279, ext. 4451
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Transportation Codes
Description
KRS 157.370
702 KAR 5:020
702 KAR 5:100
Allotment of transportation units
Program cost calculation
Handicapped, reimbursement for
Aggregate days attendance and absence are reported to KDE by school, grade level and transportation code.
KDE recommends that individual student transportation codes be verified at least once a semester. Inaccurate
coding of transportation may result in a proportional reduction of the transportation allotment of the SEEK
calculation. This is an area targeted for statewide improvement and will be checked carefully during the
Attendance Review process.
Code
Description
T1 A pupil transported over one mile twice daily, if the transported distance to school over the
shortest publicly accessible route exceeds one mile and the pupil is transported twice daily.
This includes students identified as Homeless.
T2 A pupil transported under one mile twice daily.
T3 A pupil transported over one mile once daily, if the transported distance to school over the
shortest publicly accessible route exceeds one mile and the pupil is transported once daily.
For reporting purposes, T-3 aggregate days of attendance are divided evenly (50/50) between
T-1 and NT.
T4 A pupil transported under one mile once daily. For reporting purposes, T-4 aggregate days of
attendance are divided evenly (50/50) between T-2 and NT.
T5 A special needs student whose Individualized Plan (IEP) lists transportation as a related
service or who is receiving IEP-mandated special accommodations. Students designated T5
must have this requirement clearly stated in their IEPs. Students covered by 504 Plans are
not eligible to be coded T5.
NT Non-Transported Student
KDE provides a sample form to help schools track T-codes for students. This data can be used as
documentation during an Attendance Review:
http://education.ky.gov/districts/enrol/Pages/Pupil-Attendance-Program-Documents.aspx
Questions concerning transportation codes and assignment may be directed to:
Roy Prince
(502) 564-5279, ext. 4420
roy.prince@education.ky.gov
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School Numbers
The School Data File is the official record of public schools in Kentucky. School districts are to notify
KDE when a new school is established, an existing school is closed or there is a change in grade level
distribution of a school. The School Data File is used to verify the validity of schools reported on the
Superintendent’s Annual Attendance Report (SAAR), Growth Factor Report and all reports collected by
KDE. If the district has not informed KDE of changes in its school(s), errors may result on any reports.
For this reason, it is imperative that schools notify KDE when there are openings, closings or
modifications of schools in their districts. The KDE has the responsibility to assign school numbers to
school districts.
The superintendent must submit a completed School Change Request Form, which can be obtained via
e-mail from the KDE website. (The form can be completed electronically and submitted via e-mail as an
attachment.)
http://education.ky.gov/districts/data/Pages/School-Number-Requests.aspx
Questions concerning applications to add or change School Numbers may be directed to:
Lori Davis
(502) 564-5279, ext.4412
lori.davis@education.ky.gov
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Student Identification Numbering System
Upon enrollment into the Kentucky public school system, students who are enrolled in K-12 are given a
State Student Identification (SSID) number. The SSID number is ten digits in length and is assigned to
students through the Infinite Campus Student Locator. The SSID is used as a district and state identifier
throughout a student’s enrollment. Infinite Campus support should be contacted on all issues regarding
the student locator. However, the Web Application Administrator Point of Contact (WAAPOC) in your
district should be contacted whenever there is an issue with connectivity to the program or to the Student
Locator. If WAAPOCs have connectivity issues and need assistance, they should contact the KETS
Service Desk toll free at (866) 538-7435 or by email at ketshelp@education.ky.gov
For each of the following issues, a district support staff member should create a support ticket with
Infinite Campus (IC):
 student locator not functioning correctly
 pending SSID number for any student for more than 48 hours
 ambiguous SSID number for any student
 one student has two SSID numbers
 two students have the same SSID number
An enrollment start status of ‘E98’: temporary pending overlap resolution’ is automatically assigned to
any student enrolled into a school in a district who also is enrolled in a school in another district. Upon
the initial enrollment into the second school, a record is created with the student’s name, date of birth,
gender and SSID number. The ‘E98’ should be manually changed to the appropriate entry code once the
new district has determined that the old district has withdrawn the student.
NOTE: Students who are shared between two schools are considered Partial Day. They will not be
withdrawn from the primary school. The Student Locator creates an enrollment with an ‘E98’ start
status and service type of ‘P: Primary’ when the second school enrolls the student. The service type has
to be changed to ‘S: Partial’ and the start status should be changed to the appropriate entry code.
Upon initial enrollment or after, an electronic transfer of student records is requested by the receiving
district. Kentucky schools cannot refuse to transfer student records upon request.
Questions concerning SSIDs may be directed to:
Samantha Engstrom
(502) 564-5279, ext.4434
samantha.engstrom@education.ky.gov
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L. Growth Factor Report
Statute and Regulation
Description
KRS 157.360
Base funding level; adjustment; enforcement of maximum class sizes;
allotment of program funds
KRS 157.360
Mid-year Growth Adjustment (January Growth Factor)
KRS 157.370
Allotment of transportation units
KRS 158.060
School month and school day (20-days = school month)
KRS 159.140
Duties of director of pupil personnel
702 KAR 7:125
Pupil Attendance
702 KAR 5:020
Pupil Transportation Program Cost Calculation
Growth Factor
The Growth Factor report includes the following information for the first two school months:
 aggregate days attendance and absence
 race and gender count
 adjustments for less than full-time attendance (partial day)
 nonresident/non-contract students
 overage and underage students
All information is reported by school, grade level and by transportation code. The Growth Factor report is
due to KDE ten (10) days after the last day of the second month but not later than November 1 of each
school year.
http://education.ky.gov/districts/enrol/Pages/Growth-Factor-Reports.aspx
Per KRS 157.360 ( 8): “Program funding shall be increased when the average daily attendance in any
district for the first two months of the current school year is greater than the average daily attendance of the
first two months of the previous school year.” The percent of growth is multiplied by the previous school
year’s end-of-year ADA to determine the additional ADA funding a district will receive. If a district does
not incur any growth or shows a loss in ADA, there is no deduction of program funding to the district.
In addition to the second month Growth Factor adjustment, KRS 157.360 (15) allows a district to request
an additional adjustment in funding based on mid-year growth. At this time, the mid-year growth report is
optional, and districts should review the monthly SAAR for growth trends.
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Instructions for Submitting Electronic Growth Factor Report:
The Growth Factor File (GF999.14)* is submitted via the KDE Web site:
http://odss.education.ky.gov/growthfactor/
*999 = your district’s number
During a fiscal year, a school district may request that the KDE recalculate its funds allocated under this
section if the current year ADA for the 20-day school month as defined in KRS 158.060, Section 1 that
contains the most days within the calendar month of January exceeds the prior-year adjusted average
daily attendance plus growth by at least one percent. Any adjustments in the allotments approved under
this subsection shall be proportional to the remaining days in the school year and subject to available
funds under the SEEK program. If a district does not incur any growth or shows a loss in ADA, there is
no deduction of program funding to the district. All information is reported by school, grade level and
transportation code.
Focus Areas: The January Growth Factor report includes the following information for the school month
chosen with the most attendance days in January of the current school year:
 aggregate days attendance and absence
 race and gender count
 adjustments for less than full-time attendance (Partial Day)
 nonresident/non-contract students
 overage and underage students
Due Date: The January Growth Factor is due to KDE five days after the last day of the school month
chosen with the most attendance days in January of the current school year. Please note:




Submission of January Growth Report is optional.
District Calendars must be up-to-date in the student information system.
District will submit a SAAR report to KDE with the records 5, 7, 9 and H attendance data.
The same data cleanup rules apply as with a SAAR or a 2nd month Growth Factor submission.
For more information about January Growth Factor, please visit the following Web site:
http://education.ky.gov/districts/enrol/Pages/January-Growth-Factor.aspx
Per KRS 157.370 (3), there is an adjustment in transportation funding for current-year increases in
transported students. The number of transported students (T1s + T5s) for the first two months of the current
year is compared to the number of transported students (T1s + T5s) reported on the previous school year’s
Growth Factor Report. The percent of increase is multiplied by the tentative transportation calculation to
determine the amount of transportation funding increase for a district. A district that shows a loss or no
increase in T1s and T5s will not incur a reduction in funding.
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M. Superintendent’s Annual Attendance Report (SAAR)
Description
KRS 157.360
Base funding level; adjustment; enforcement of maximum class sizes;
allotment of program funds
KRS 159.140
702 KAR 7:125
Pupil Attendance
The SAAR shall be electronically submitted to KDE prior to June 30 (see instructions below). Care should
be taken to verify all data compiled for the SAAR report. Entry/Withdrawal codes should balance. For
example: R1/W1; R2/W2. The SAAR contains the following information:





School Calendar Summary
Aggregate Days Attendance and Absence
Entries/Re-Entries/Withdrawals
Race and Gender Breakdown
Eligible Suspensions, Eligible Expulsions,
VHS/Performance Based Proficient





Over and Underage Students
Nonresident, Non-Contract Students
Low Attendance Days (five)
Weather- Related Low Attendance days (1-10)
Homeless Students
The SAAR provides year-end attendance information for the district that is used to calculate the district’s
enrollment, membership, ADM and percent attendance. This information is reported by school, grade and
transportation code. Information from this report is used in the calculation of the district’s AADA. A
summary of the SAAR report for each school district may be viewed or downloaded from the KDE Web
site:
http://education.ky.gov/districts/enrol/Pages/Superintendent's-Annual-Attendance-Report-(SAAR).aspx
Instructions for Submitting the SAAR:
The SAAR File (SAAR999.14 *) is submitted via the KDE Web site:
http://odss.education.ky.gov/saar/Default.aspX
*999=your district’s number
Questions concerning Growth Factor Report and SAAR may be directed to:
Steve Young
Frankfort KY 40601
(502) 564-5279, ext. 4423
steve.young@education.ky.gov
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a. Low Attendance Days (Adjustment)
Statutes and Regulation
Description
KRS 157.320
Low Attendance Days (5)
702 KAR 7:125
Pupil Attendance
The aggregate days attendance for the five lowest attendance days district-wide when all schools are in
session is submitted to the KDE as an adjustment on the SAAR. This information is used to reduce both the
total aggregate days of attendance and the number of days taught prior to the calculation of the districts
ADA.
b. Weather-Related Low Attendance Days (Adjustment)
Description
KRS 157.320
Weather Related Low Attendance Days (up to 10)
702 KAR 7:125
Pupil Attendance
After the five lowest attendance days have been deducted, the district may request an adjustment for up
to ten additional days when all schools were in session and attendance was low district-wide due to
weather-related conditions. Submission of the information on the SAAR is considered the district
request for consideration. The district ADA on these dates must be lower than the prior-year ADA in
order to be submitted and considered. The aggregate attendance for each day is deducted and replaced
with prior-year ADA before calculating the district ADA. The district must keep documentation in the
central office showing that attendance on the specified dates was low due to weather-related conditions.
*Please note that for half day Kindergarten students, if there is a 2-hour delay due to weather/disaster the
students will be marked Absent/Exempt. This event is mapped to ‘Other’ in IC, but the school district
may assign their own code.
c. Partial Day (Adjustment)
Description
KRS 157.320 (1)
Partial Days
702 KAR 7:125
Pupil Attendance
A student who has an approved instructional day shorter than the regularly scheduled school day has a
Partial day. In addition, a local board of education arrangement in which a pupil pursues part of his or her
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education under the direction and control of one public school and part of his or her education under the
direction and control of another public or nonpublic school has a partial day at each school.
Students who attend a public school for only part of the day are entered in the SIS in the “Partial Day”
attendance group. Each of the students is given a day pattern that reflects their actual day. Every student,
regardless of the day pattern, represents an aggregate of one for each instructional day. An adjustment is
necessary to reflect the portion of the day the student was actually in attendance. That aggregate amount of
time the student is not in attendance is adjusted out of the Growth Factor Report and SAAR. School
districts should not use local codes for a student who has a partial day.
d. Suspensions and Expulsions (Adjustment)
Description
KRS 157.320
Total days students are suspended or expelled
KRS 158.150
Suspension or expulsion of pupils
702 KAR 7:125
Pupil Attendance
Suspensions (Adjustment)
Per 702 KAR 7:125, suspensions are coded on the Record of Daily Attendance with an “S.” Suspensions
are considered unexcused absences in accordance with 702 KAR 7:125.
School districts may receive funding for up to 10 days for a child who has been suspended. For example, if
a student was suspended a total of three days during the school year, three days are eligible for funding.
If a student was suspended a total of 14 days during the school year, 10 days are eligible for funding.
The aggregate days suspended and eligible days suspended are submitted to the KDE. The information is
used to adjust the total aggregate days attendance submitted on the SAAR prior to calculating the district’s
ADA.
Expulsions (Adjustment)
Expelled students must be properly documented for the district to receive funding. The beginning and
ending dates of the expulsion are indicated when the student’s disposition is entered in the SIS. The local
school district may receive funding for up to 177 days for a student that is expelled.
The aggregate days of attendance and absence during the expulsion period are submitted to the KDE. This
information is used to adjust the total aggregate days attendance submitted on the SAAR prior to the
calculation of the districts ADA.
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e. Overage and Underage Students (Adjustment)
Statutes, Regulations, and
OAG
KRS 158.030
Description
KRS 158.031
Primary school program -- Authority for administrative regulations -Attributes -- Part time attendance -- Grouping -- Advancement -Reporting requirements.
Programs required to be provided by school district; additional programs
permitted, students residing in the school district shall be provided
educational services until they reach age 21.
KRS 158.100
"Common school" and "primary school program" defined; who may attend
702 KAR 7:125
Pupil Attendance
704 KAR 5:060
Entry of 5-year olds in the Primary Program, advancement of primary
students
KRS 158.030
Requires local board policy that includes an application and evaluation
process for parents who wish to petition for their child’s early entry into
school.
OAG 82-44 - Exception
OAG 82-44 references Article 4, Section 1 of the US Constitution which
provides “full faith and credit shall be given in each state to the public acts,
records and judicial proceedings in every other state…” Therefore, underage
students previously enrolled in a public school in a state that allows
enrollment at an age younger than Kentucky shall be enrolled, and their
aggregate days of attendance will not be adjusted from ADA. (Please note
that Kentucky law does not apply to students who may be entering
Kindergarten from another country. It applies only to students entering from
another state.)
Overage Students
Local school districts are required to provide educational services for all children until they reach 21 years
of age. When a student turns 21, the aggregate days of attendance from the date of the student’s birthday
must be submitted as an adjustment (deduction) on the Growth Factor Report and SAAR.
Example:
An enrolled student turns 21 on May 20. Assuming the last day for students is May 24, five
aggregate days attendance must be submitted as an adjustment (deduction) of ADA on the
SAAR.
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School Entry Options
5 on or by
10/1
Enrolled
in K
½ SEEK
ADA
Allowed
by State
Law
6 on or
by 10/1
Enrolled
in K
½ SEEK
ADA
Required
by State
Law
Not 5 on or by
10/1 Petition
Granted,
Enrolled in K
0
Not 6 on or by
10/1 but
enrolled in
Grade 1
0
Not 5 on or by
10/1 but was in K
in another state,
enrolled in K
½ SEEK ADA
District
decision based
on board policy
District
decision based
on board
policy
Per OAG 82-44
The district uses
the Waiver
checkbox (waiver
does not apply to
students from other
countries)
Student is 5 but not 6 on or by
10/1, accelerated and enrolled
in Grade 1
Full SEEK ADA with KDE
approval
Per KRS 158.031(6) and 704
KAR 5:060 Section 7 this
option requires KDE approval
then a district uses Waiver
checkbox
Underage Students
For the 2013-14 school year, any child who is 5 years of age on or before October 1 may enter the primary
school program. Any child that enrolls in the entry level of the primary program and remains enrolled for
two months is irrevocably enrolled. If a local school district enrolls an underage child in the entry level of
the primary program, total aggregate days attendance for the child must be submitted as an adjustment
(deduction) on the Growth Factor Report and SAAR.
Example:
A child enrolled in Kindergarten at any time during the school year who becomes 5 years
old on or after October 2 is underage. Example: Assuming the child attended 163 days from
his/her date of enrollment, 163 aggregate days attendance must be submitted as an
adjustment (deduction) of ADA.
For the 2013-14 school year, any child who is 6 years of age on or before October 1 may enter Grade 1. If a
local school district enrolls an underage child in Grade 1, the total aggregate days of attendance for the
child must be submitted as an adjustment (deduction) on the Growth Factor Report and SAAR.
Example:
A child enrolled in Grade 1 during the school year who becomes 6 years old on or after
October 2 is underage. Example: Assuming the child attended 172 days from his/her date of
enrollment, 172 aggregate days attendance must be submitted as an adjustment (deduction)
of ADA. This child will not be eligible for ADA funding until he/she reaches Grade 2.
Gifted and Talented Students
If the school district, per local board policy, has determined that a student is eligible for early enrollment in
the second level of the primary program after academic, social, and developmental progress records from
multiple data sources are reviewed by a team and are determined to support accelerated placement per the
guidelines in 704 KAR 5:060, the district should begin the required process for approval from KDE prior to
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enrolling the student. Once KDE approval is granted, the district can enroll the student using the “Waiver”
checkbox and there will be no deduction on Growth Factor Report and SAAR.
The waiver approval process for accelerated placement in primary is available on the KDE Web site:
http://education.ky.gov/curriculum/prim/Pages/Accelerated-Placement-in-Primary.aspx
Parent or Guardian Appeal Process for Early Entry to Primary School
KRS 158.030 requires each local board of education to adopt an appeal process for a parent or guardian
in the event that they want their child to enter school, even if the child does not meet the entrance age
requirement. If a local school district enrolls an underage child based on the provisions in KRS 158.030,
the total aggregate days of attendance for the child must be submitted as an adjustment (deduction) on
Growth Factor and SAAR.
Questions concerning the Primary Program may be directed to:
Bill Buchanan
Division of Program Standards
17th Floor CPT
Frankfort, KY 40601
(502) 564-7056, ext. 4702
bill.buchanan@education.ky.gov
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f. Non Resident, No Contract Days Adjustment
Description
KRS 157.350 (2013 HB 182)
Children of School District Employees
KRS 158.120
Nonresident pupils; tuition
702 KAR 7:125
Pupil Attendance
Total aggregate days attendance for all nonresident students for whom there is not a written agreement with
the district of the student's legal residence and total aggregate days attendance for all out-of-state students
must be submitted as an adjustment on the Growth Factor Report and SAAR
Example:
A child lives in County A, but is enrolled in school in County B. County A and County B
do not have a reciprocal agreement. Assuming the child attended 162 days out of 175 days,
162 aggregate days attendance must be submitted as an adjustment (deduction) to County
B’s average daily attendance.
*All aggregate days attendance accrued by out-of-state students must be a deduction on the Growth Factor
and SAAR reports because a district is not allowed to sign a nonresident contract with another state.
*All children of district employees attending school where their parent or guardian works are counted for
SAAR as resident students. They should not be included in the nonresident, no contract counts.
An FAQ regarding children of district employees is available from the KDE web page:
Questions concerning nonresident, noncontract students may be directed to:
Cheri Meadows
Frankfort, KY 40601
(502) 564-5279, ext. 4451
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g. Homeless Students (Adjustment)
Statute
Description
McKinney-Vento Homeless Education Assistance Act -Section 725 (2) and (6), Section 103 (a)(1)
Section 725 (2) defines the term “homeless children and youths” to mean individuals who lack a fixed,
regular, and adequate nighttime residence including:
(i) children and youths who are sharing the housing of other persons due to loss of housing, economic
hardship, or a similar reason; are living in motels, hotels, trailer parks, or camping grounds due to the
lack of alternative adequate accommodations; are living in emergency or transitional shelters; are
abandoned in hospitals; or are awaiting foster care placement
(ii) children and youths who have a primary night-time residence that is a public or private place not
designed for or ordinarily used as a regular sleeping accommodation for human beings (within the
meaning of section 103 (a)(2)(C)
(iii) children and youths who are living in cars, parks, public spaces, abandoned buildings,
substandard housing, bus or train stations, or similar settings
(iv) migratory children (as such term is defined in section 1309 of the Elementary and Secondary
Education Act of 1965) who qualify as homeless for the purposes of this subtitle because the children
are living in circumstances described in clauses (i) through (iii)
School selection by homeless students
LEAs must, to the extent feasible, keep students in homeless situations in their school of origin unless it
is against the parent or guardian’s wishes. Under federal law, whenever a dispute arises about school
selection or enrollment, the student must be immediately admitted to the school of choice while the
dispute is being resolved. Some of the factors considered in determining whether it is in the student’s
best interest to keep the student in his or her school of origin are:
 the student's age
 the student's academic needs
 the student's emotional needs
 the student's experiences at the school of origin
 continuity of instruction
 any other special needs of the family
 length of stay in the shelter
 the school that the student's siblings attend
 the likely location of the family's future permanent housing
 time remaining in the school year
 distance of commute and the impact it may have on the student's education and other studentcentered, transportation-related factors
 the safety of the child
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Enrollment and transportation of homeless students
The school selected must immediately enroll students who are homeless, even if they do not have
required documents such as school records, medical records and proof of residency or other documents.
The term “enroll” includes attending classes and participating fully in school. Enrolling schools must
immediately contact any previous schools to obtain records. Students must be enrolled while records are
being obtained. If the student does not have required medical records such as immunizations, the liaison
must immediately assist in obtaining them. The student must be enrolled in the interim.
*Please note that Foster Care students are to be treated as Homeless students for enrollment.
Please use the following KDE Web link for more detailed information
http://education.ky.gov/federal/progs/txc/Pages/default.aspx
Questions concerning enrollment and transportation of homeless students may be directed to:
Mary Marshall
Frankfort, KY 40601
(502) 564-3791, ext. 4049
mary.marshall@education.ky.gov
h. Home and Hospital Program (Adjustment)
Description
KRS 157.270
KRS 157.360
Instruction in child's home or hospital
Base funding level adjustment; adjustment; enforcement of maximum
class sizes; allotment of program funds
Exemptions from compulsory attendance
Home/Hospital Instruction
KRS 159.030
704 KAR 7:120
Students who are unable to attend school due to illness or injury may continue educational services
through the provision of instruction in a home or hospital setting. Home and hospital instruction is
intended to be short-term instruction in the home or other designated site for a student who is
temporarily unable to attend school. Two one-hour visits by the home instruction teacher each week is
the equivalent to five days of school attendance (ADA). Home instruction is not designed to take the
place of a more appropriate school service.
Districts have the option of using school numbers 998 (elementary) and 999 (secondary) or the home and
hospital attendance group to report attendance for students receiving Home/Hospital services.
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Daily instructional time provided by teachers is to be recorded on the home and hospital form provided by
the KDE Services. School months must be clearly indicated on the form. Instructional time equivalents
from this form must be reflected in the attendance recorded on the register report for the students receiving
home and hospital services. The required form may be downloaded from the KDE website:
http://education.ky.gov/specialed/excep/Pages/Home-Hospital-Instruction.aspx
Home and hospital students are funded an additional amount equal to the guaranteed base funding level
less capital outlay ($100). The home and hospital add-on for the SEEK funding formula is calculated from
the end-of-year home and hospital ADA reported on the SAAR.
School districts must comply with all applicable statutes and regulations governing operation of a home
and hospital program.
Please note that the Home and Hospital form is not submitted to KDE. Forms must be maintained in
schools and districts and will be reviewed during an onsite attendance review by the KDE.
Questions concerning the Home and Hospital program may be directed to:
Cheri Meadows
Frankfort, KY 40601
(502) 564-5279, ext. 4451
N. SEEK Funding for Children of District Employees (CDE)
Description
KRS 157.350 (2013 HB
182)
Children of District Employees
KRS 157.350 (2013 HB 182) goes into effect for the 2013-2104 school year. Specifically, this new
legislation establishes that a child who attends school in a district in which the parent of the pupil is
employed will be counted in the district’s average daily attendance for SEEK funding. In order to
facilitate an orderly and uniform implementation of this legislation, the following guidelines are
provided to the districts.
1. “Employed” refers to any person holding an employment contract with the district at a level that
requires that person to receive a W-2 Wage and Tax Statement and further requires the employee
to participate in one of the state retirement systems, typically the Kentucky Teachers Retirement
System (KTRS) or the Kentucky Retirement Systems (KRS or CERS). Examples of persons
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who would not qualify are those who do not work enough hours to qualify for retirement benefits
or a person whose income received from the district is reported on a 1099 MISC form.
2. “Parent” is a person with a school age child who lives in the employee’s household and the
employee exercises custodial care and control of the child. Examples include biological or
adoptive parent, step-parent, or foster parent. “Parent” also includes any person to whom the
courts have awarded custodial care of the child. The district must retain supporting
documentation for the ‘parent’ designation (birth certificate, court order, etc.) The KDE will
review documentation when conducting attendance audits.
3. Due to the structure of the legislation and the fact that the language relating to the child of an
employee is not included with the section that deals with the written nonresident agreement
between districts, a non-resident pupil with a parent employed in the district is not included in
the count of students governed by the written nonresident agreement. If the districts have a
nonresident agreement that includes a cap on the number of nonresident pupils, the children
whose parents are employed in the district should be counted in addition to the capped number
in the agreement.
4. Before the start of the 2013-14 school year, KDE recommends that school districts should adopt
a policy that addresses the tuition waiver option for children whose parents are employed in the
district.
Questions concerning the implementation of KRS 157.350 (2013 HB 182) may be directed to:
Cheri Meadows
Frankfort, KY 40601
(502) 564-5279, ext. 4451
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O. State Attendance Codes for Excused and Unexcused Absences
4-H Activities (O) KRS 159.035 (1)
Any student enrolled in a properly organized 4-H club shall be counted as present at
school while participating in regularly scheduled educational 4-H club activities to
include 4-H events at the Kentucky State Fair.
Armed Forces Day
(AFD)
KRS 159.035 (3)
If a student’s parent, de facto custodian or other person with legal custody or
control of the student is a member of the United States Armed Forces,
including a member of a state National Guard or a Reserve component called
to federal active duty, a public school principal shall give the student an
excused absence for one day when the member is deployed and an additional
excused absence for one day when the service member returns from
deployment.
When recording the attendance for a student using an Armed Forces Day, the school
should code the day(s) as AFD:
 an excused absence for one day when the member is deployed
 an additional excused absence for one day when the service member
returns from deployment
When recording the attendance for a student using an Armed Forces Recuperation
leave, the school should code the day(s) as AFR:
 excused absences for up to ten days for visitation when the member is
stationed out of the country and is granted rest and recuperation leave
A student receiving an excused absence under these subsections shall have the
opportunity to make up schoolwork missed and shall not have his or her class grades
adversely affected for lack of class attendance or class participation due to the
excused absence. A student receiving an excused absence under these subsections
shall be considered present in school during the excused absence for the purposes of
calculating average daily attendance.
Documentation should be on file for students taking an AFD day(s) and AFR day(s).
If no documentation exists, student must be marked absent.
Armed Forces Rest
and Relaxation
Day (AFR)
KRS 159.035 (3)
A public school principal shall give the student excused absences for up to ten
days for visitation when the member is stationed out of the country and is
granted rest and recuperation leave.
Documentation should be on file for students taking an AFD day(s) and AFR
day(s). If no documentation exists, student must be marked absent.
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Athletic Team
Regional or State
Tournaments
(ATA)
Co-curricular
Activities
College Visit (O)
Educational
Enhancement
Opportunities
(EHO)
Rev. 1/15/2014
KRS 158.070 (7)
Any member of a school-sponsored interscholastic athletic team who competes in a
regional tournament or state tournament sanctioned by the KBE or the KHSAA and
occurring on a regularly scheduled school day may be counted present at school on
the date or dates of the competition as determined by local board policy for a
maximum of two days per student per year. The student shall be expected to
complete any assignments missed on the date or dates of the competition.
702 KAR 7:125, Section 5
Students who are participating in a co-curricular instructional activity that has been
authorized by the local board of education and is a definite part of the instructional
program of the school can be counted present while participating in such an activity.
‘Other’ status (number of College Visits granted is at the discretion of the school
district)
KRS 159.035 (2)When school principals consider the approval of EHO days (up to
10 per student per year are allowed by law) the following requirements in statute
must be followed:
1. The principal is presented with a request from a student or parent, determines if the
EHO is of “significant educational value” and by his or her authority decides
whether or not to grant the EHO day (s). (KDE recommends that a written record of
the request with a principal’s signature be maintained at the school for audit
purposes. Most districts have a standard form.)
2. If the student is denied a request for and EHO day(s) by the principal the decision
can be appealed by a parent to the superintendent and/or the local board of
education through the process outlined in the statute through board policy and
procedures.
What are the standards set in the statute for an Educational Enhancement
Opportunity (EHO)?
Foreign Exchange
Students

The opportunity includes participation in an educational foreign exchange program.

The opportunity includes an intensive instructional program in one of the core
curriculum subjects (English, science, mathematics, social studies, foreign language
or the arts are specifically mentioned in the statute).
Events that are not within the standards for approval of EHO days could include
funerals, family vacations, sports events, community events and religious events
because these are events that are not part of an intensive instructional program.
When enrolling a Foreign Exchange student the school must follow the proper
procedures to ensure that the student is not included in the KEES report. This is
accomplished by checking the appropriate box in State Reporting Fields when
enrolling the student. Foreign Exchange students are reported on the monthly
attendance report and the data is included in SAAR and Growth Factor reports. LEP
students cannot be marked as Foreign Exchange students.
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Field Trip (O)
‘Other’ status (number of field trips is at the discretion of the school district)
Home/Hospital (O)
KRS 157.270 - Districts have the option of using school numbers 998 (elementary)
and 999 (secondary) or the home and hospital attendance group to report attendance
for students receiving Home/Hospital services.*
Districts are to use the calendar code “I-Closed Due to Illness” for any school
closing related to flu or other illness. The length of time schools should be dismissed
will vary depending on the reason for dismissal as well as the severity and extent of
illness. If school is dismissed for an illness-related event, the school district should
inform the CDC, USDE and state health and education agencies by submitting a
simple online report to the CDC website:
http://www.cdc.gov/h1n1flu/schools/dismissal_form/
Illness-related
closing (I)
Performance Based
Courses
State Fair
Virtual Courses
KRS 156.160 and 704 KAR 3:305
Students participating in standards-based, performance-based credit that falls within
one or more of the categories of standards-based course work outlined in 704 KAR
3:305 can receive full attendance credit for a class or block for the year or semester in
which the students initially enrolled, if the student completes the course and
demonstrate proficiency in accordance with local board policies:
http://education.ky.gov/educational/AL/pbc/Pages/default.aspx
Students are allowed one day as an excused absence to attend the Kentucky State Fair.
(additional days for the State Fair are at the discretion of the school district)
KRS 156.160 and 704 KAR 3:305
Students enrolled in a virtual high school class or block can receive attendance credit
for the year or semester in which they originally enrolled if they complete the course
and demonstrate proficiency in accordance with local board policies.
State Attendance Codes - Quick Reference
O
ATA
O
O
O
O
AFD
AFR
EHO
S
4-H Activities
Athletic Team Regional/State Tournaments
Field Trip
Home/Hospital
College Visit
State Fair
Armed Forces Day
Armed Forces Rest and Relaxation Day
Educational Enhancement Opportunities
Suspension
Other=Absent Excuse=Exempt
ATA=Present=Exempt
Other=Present=Exempt
Other=Present Excuse=Exempt
AFD=Absent Excuse=Exempt
AFR=Absent Excuse=Exempt
EHO=Absent Excuse=Exempt
S: Suspended=Absent Excuse=Unexcused
Note: School districts should regularly review state attendance codes with their schools to ensure
they are properly mapped.
More information about how to map state attendance codes is on the KDE Web site:
http://education.ky.gov/districts/tech/sis/Pages/KSIS-Data-Standards.aspx
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P. Student Entry and Exit Logs
Regulation
Description
702 KAR 7:125
Pupil Attendance
Each school must maintain a student entry and exit log that includes:
 date
 student name
 grade
 homeroom
 time of late arrival
 time of early departure
 parent or guardian signature for elementary sign-outs
 any other information required by local board of education policy
School staff must ensure that the Entry and Exit Logs are consistently used to record late arrivals and early
departures for students and are properly completed. Student Entry and Exit Logs and daily and class absentee
lists must be reviewed and compared against the Register Report for accuracy. The logs must be retained at the
school building a minimum of two full school years (current year and prior two years). KDE staff will compare
Entry and Exit logs to information posted in Infinite Campus during an Attendance Review. This is an area
targeted for statewide improvement and will be checked carefully during the Attendance Review process.
Questions concerning Entry and Exit logs may be directed to:
Sheila Harned, Consultant
Mobile: (270) 705-9158
sheila.harned@education.ky.gov
Ruth Yates, Consultant
Mobile: (859) 583-3417
ruth.yates@education.ky.gov
Scott Rose, Consultant
Mobile: (606) 776-0798
scott.rose@education.ky.gov
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Q. Dropout Data and Reporting
KRS 159.010 (2012 SB 97)
Change in Mandatory Compulsory Attendance Age
Senate Bill 97 passed in the 2012 legislative session and phases in an increase in the compulsory school
attendance age from 16 to 18, amending the school attendance law created in 1934. SB 97 made
adoption voluntary until 55 percent—or 96—of the state’s school districts adopt the policy. Since that
threshold has been reached, the remainder of Kentucky’s 173 districts must now adopt and implement a
compulsory attendance age of 18 no later than the 2017-18 school year. To clarify, because the 55%
was reached in the 2013-14 school year (after July 1, 2013), then the four-year mandatory requirement
for adoption of the policy by districts who have not adopted a policy up and until that point goes into
effect in the school year that is four (4) years from when the 55% was reached, which means all students
will be subject to the compulsory attendance age of 18 beginning in the 2017-18 school year. However,
districts need to keep in mind that they may continue to adopt policies through the 2015-16 school year
and beyond and unless the adopted policy specifically states it is not going into effect until 2017-18 or
another intervening year, the policy will go into effect in 2015-16 for a district under the terms of SB
97. Questions may be directed to Tom Edgett at Thomas.edgett@education.ky.gov or 502-564-4772,
Ext. 4518.
Regular Dropouts
According to the National Center for Educational Statistics (NCES) definition adopted by the Kentucky
Board of Education, a dropout is an individual who:

was enrolled in school at some time during the previous school year (2012-13) and dropped out
prior to completing that school year

was not enrolled at the beginning of the current school year (2013-14) prior to October 1

has not graduated from high school or completed a state- or district-approved educational
program

does not meet any of the following exclusionary conditions:
 transferred to another public school district, private school or state- or district-approved
education program;
 temporarily absent due to suspension; or
 deceased
When determining regular dropouts, the following definitions apply:

A school year is defined as the 12-month period of time beginning with the opening day of the
2012-13 school year and ending the day prior to the opening of the 2013-14 school year.
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
A school completer has graduated from high school, or completed an approved educational
program, upon receipt of formal recognition from school authorities.

A state or district-approved program may include special education programs, home and hospital
(homebound) instruction, or some other certification differing from the regular diploma.

Transfer may be demonstrated through a transcript request or other documentation giving
evidence of continuing elementary or secondary education.
Re-enrollments of Students with GED’s
Students who have re-enrolled after previously earning a GED should be handled in the same manner as
first time high school enrollees. If the student enrolls and then drops out in the same academic year, the
student will still be considered to be a dropout for that school year unless the student re-enrolls prior to
October 1st of the following school year.
School of Accountability
The district will submit the district and school numbers of the district and school where the dropout
occurred. In addition, the district will submit an accountability district and school for those students who
should be tracked back to their home districts and schools based upon residency (includes dropouts from
A2-A6 schools).
Summer Dropouts
By law, summer dropouts must enroll prior to October 1of the academic year for which they did not
return to school in order to not be considered dropouts. The logic to determine a summer dropout
includes three (3) school years. This involves identifying students who completed the 2011-12 school
year and did not return to the 2012-13 school year prior to October 1, 2012. For summer dropouts, the
student is a dropout for the grade and year for which he or she fails to return. Those students are then
reported as summer dropouts for the 2012-13 school year reported on November 1, 2013 of the 2013-14
school year. For example:
A 10th-grade student completes the 2011-12 school year. The student fails to return to the 201213 school year prior to October 1, 2012. That student is a dropout for the 11th grade for the 201213 school year. If a student enrolled and completed the 2011-12 school year and enrolled again
prior to October 1, 2012, the student is not a dropout for the 2012-13 school year.
Dropout Code
W12
W23
W24
W25
Explanation
A pupil withdrawn with a W12 who cannot be verified to be in a court-prescribed educational
program is a dropout.
The W23 code is used to designate students who have already withdrawn during the same school
year as a W24 or W25. For W23 withdrawals, the district follows the guidelines below for a
W24 or W25 to determine if that student should be included in the dropout submission. Students
who withdraw with the dropout code of W23 are dropouts.
The code W24 should be used to account for students who have moved out of this public school
district for which enrollment elsewhere has not been substantiated. Students who withdraw with
the dropout code of W24 are dropouts.
The code W25 should be used to account for a student who is at least 16 years of age and has
dropped out of public school. Students who withdraw with the dropout code of W25 are
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W26
W27
W28
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dropouts.
The code W26 should be used for a student who withdrew from school during the 2011-12
school year after completing a state approval district operated secondary GED program and
received a GED certificate. Students withdrawn with a W26 are NOT dropouts if they received
the GED prior to October 1, 2012.
The code W27 should be used for a student who dropped out of school during the 2011-12
school year (W24 or W25) who received an Adult GED Certificate. Students withdrawn with a
W27 are NOT dropouts if they received the GED prior to October 1, 2012.
The code W28 should be used for a student who has reached the maximum age for education
services without receiving a diploma or certificate of attainment.
In order to determine dropouts for the 2012-13 school year, a district should review students who were
enrolled less than 30 instructional days during the 2012-13 school year and use the following guidelines
to determine the district and school of accountability:
Accountable to State
Student enrolled less than 30 instructional days in a district prior to dropping out. District and school
number set to enrollment district and school number at time of dropout and accountable district number
set to state code (999) with blank accountable school number.
Accountable to District
Student enrolled at least 30 instructional days in the district, but not 30 instructional days or more within
any school in the district prior to dropping out. District and school number set to enrollment district and
school number at time of dropout and accountable district number set to district of withdrawal and
accountable school number set to blank.
Accountable to School
Student enrolled at least 30 instructional days in a school prior to dropping out. District and school
number as well as accountable district and school number set to enrollment district and school number at
time of dropout.
Questions concerning dropout data may be directed to:
David Curd or Tina Logan
17th Floor CPT, 500 Mero Street
Frankfort, KY 40601
(502) 564-9853
david.curd@education.ky.gov or tina.logan@education.ky.gov
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R. Student Dropout Questionnaire
Description
KRS 158.6455
Assessment and Accountability
KRS 159.010
Parent or custodian to send child to school; age limits for compulsory
attendance; notification and counseling prior to withdrawal
KRS 159.010 (2012 SB 97)
KRS 159.140
702 KAR 7:125
Pupil Attendance
Per KRS 159.140, the Student Dropout Questionnaire must be completed by students enrolled in grades 712 who drop out of school to determine their reason for leaving. The questionnaire should be retained in the
student’s permanent file.
A questionnaire should be completed for students in grades 7 through 12 who withdraw using a W24 or
W25 code. Information must be complete and accurate. It is not necessary to submit the forms to KDE. The
information from these questionnaires must be aggregated for reporting to the board of education and kept
on file for review upon request.
For students who cannot be reached or will not complete the dropout questionnaire, the school should
complete the questionnaire to the best of its ability. A blank copy of the student dropout questionnaire may
be downloaded from the KDE website:
Questions concerning the student dropout questionnaire may be directed to:
Toyah Robey
Division of Student Services
8th Floor CPT; 500 Mero Street
Frankfort, KY
(502) 564-2116, ext. 4525
toyah.roby@education.ky.gov
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S. Contracts for Nonresident Pupils and Enrollment of Foreign Exchange Students
Description
KRS 157.350 (4)
A school district cannot include any nonresident pupils in the ADA
except by written agreement with the Kentucky school district of the
pupil's residence. A local school district shall not include any out-of-state
students in its ADA. The local board of education may adopt a tuition
policy to address nonresident students, including residents of other
Kentucky districts for whom there is not a contract and all out-of-state
students.
A child who lives in a school district other than where the parent is
employed may attend school in a district in which the parent of the
pupil is employed and be counted as a resident student in the district’s
average daily attendance for SEEK funding. A nonresident contract is
not necessary for these students.
Nonresident contracts are not applicable for students in the homeless
children education program.
KRS 157.350 - (2013 HB
182)
704 KAR 7:090
All documentation for nonresident contracts, copies of board policies and student lists for nonresident
students should be maintained in each school district impacted by the contracts. KDE does not maintain the
documentation.
Amendment to Contract for Nonresident Pupils
A change may be made to the original nonresident pupil agreement up to the close of the school year to
include the nonresident pupils enrolling after the close of the second school month. Amendments to
contracts should include a complete list of student enrollments and withdrawals for the year along with the
dates of enrollment and withdrawal.
The number of nonresident, non-contract students (in- and out-of-state) and total aggregate days attendance
must be reported as an adjustment on both the Growth Factor Report and the SAAR. The aggregate days of
attendance for these students is deducted prior to the calculation of district ADA. Please note that
nonresident contracts are not applicable for students in the homeless children education program.
Nonresident Pupil Contract Appeal Process
Statute
Description
KRS 157.350 (4)
Eligibility of districts for participation in the SEEK fund.
The statutory nonresident pupil contract appeal process is as follows:
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(a) Pupils are listed under a written agreement for one or more years with the district of the pupils'
legal residence. If an agreement cannot be reached, either school board may appeal to the
Commissioner of Education for settlement of the dispute.
(b) The commissioner shall have 30 days to resolve the dispute. Either board may appeal the
commissioner's decision to the Kentucky Board of Education (KBE).
(c) The commissioner and the KBE shall consider the factors affecting the districts, including but not
limited to academic performance and the impact on programs, school facilities, transportation and
staffing of the districts.
(d) The KBE shall have 60 days to approve or amend the decision of the commissioner.
This subsection does not apply to Children of District Employees attending school under the new section
of KRS 157.350 (2013 HB 182) or those pupils enrolled in an approved class conducted in a hospital
and pupils who have been expelled for behavioral reasons who shall be counted in ADA.
A sample nonresident contract form is provided on the KDE Web site:
Foreign Exchange Students
“For those school districts that participate in a student exchange program where there is a one-to-one
student exchange with a school district in a foreign country, the participating students will most likely
have a J-1 visa and the host school in the United States is not required to charge the foreign student
tuition to attend public school. However, in those cases where there is no one-to-one exchange and the
foreign student is a non-immigrant student on an F-1 visa, federal law requires that the foreign student
pay the full, unsubsidized per capita cost of education for each student in the school district where the
public school is located. The unsubsidized cost is the school district’s total expenditure per student,
excluding any fees and charges to the individual student. It includes expenditures from all public
revenue sources including local, state and federal funds. All public expenditures would include all
operating and capital expenditures (such as for instructional, support and non-instructional services;
equipment acquisition; and facilities and construction), from all public revenue sources. For rural
Kentucky school districts, the full, unsubsidized per capita cost per student could be as much as
$10,000.00 per year. The student cost reimbursement requirement is mandatory and school districts
cannot waive the reimbursement requirement. For more information regarding information on Foreign
(F-1) Students in Public School, please visit http://travel.state.gov/visa/temp/types/types_1269.html.
Be further advised that under no circumstances is it permissible for a school district to include nonimmigrant F-1 visa students as part of the host school district’s average daily attendance. Nonimmigrant F-1 visa students are nonresident students. Pursuant to KRS 157.350(4), nonresident
students are not included in a school district’s average daily attendance except when the students at
issue are included in a written agreement with another Kentucky school district of the students’ legal
residence. To include these nonresident students in a district’s average daily attendance is a direct
violation of KRS 157.350.” (Excerpted from the Commissioner’s Monday Superintendent Email of
02/25/13)
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The Student/Exchange Visitor Visa Center at the Department of State has been established to answer
inquiries related to F, M and J visas for students and exchange visitors. More information is available
from the KDE Web site:
There is a checklist for DPPs at the following link that may assist in reviewing cases of foreign exchange
students: http://education.ky.gov/districts/enrol/Pages/Pupil-Attendance-Program-Documents.aspx
Questions concerning nonresident contracts and foreign exchanges students may be directed to:
KDE Legal Services
1st Floor CPT, 500 Mero Street
Frankfort, KY 40601
(502) 564-4474
T. Release of Educational Records
Statute
Description
KRS 600.070
Release of Educational Records
HB 54 Section 7 passed in the 2013 Regular Session and is now codified as KRS 600.070. This new law
includes language from the Kentucky Unified Juvenile Task Force to eliminate any barrier to the school
districts’ provision of education records to those public actors, like CDWs, who require education
records to perform their duties under KRS Chapters 600 to 645 and to eliminate the need for subpoena,
court order, or other statutory authority to acquire FERPA protected education records in the
performance of their duties.
This legislation, like other non-emergency legislation, was effective at the first moment of June 25,
2013.
Please read the new statute for the details: KRS 600.070.
Questions concerning requests for student records may be directed to:
Cheri Meadows
1st Floor CPT, 500 Mero Street
Frankfort, KY 40601
(502) 564-5279, ext. 4451
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SECTION 2 - SCHOOL CALENDAR
A. Requirements
KRS 2.110
Description
No person shall be compelled to labor on Labor Day.
KRS 2.190
Presidential election day shall be a state holiday and all schools shall be
closed on presidential election day (the Tuesday after the first Monday in
November of presidential election years). If personnel are required to work,
they shall be eligible for compensatory pay (overtime pay) for the day.
KRS 157.350
Eligibility of districts for participation in fund to support education
excellence in Kentucky
KRS 157.360
Base funding level, adjustment, enforcement of maximum class sizes,
allotment of program funds, recalculation of allocated funds, lengthening of
school days.
KRS 158.060
School month and school day, duty free lunch period, non-teaching time for
teachers
KRS 158.070
School term, holidays and days closed, continuing education for certain
students
KRS 158.070 (6) (a)
All schools shall be closed on regular and primary election days. (Please
reference the Kentucky Board of Elections Calendar to verify election days:
http://www.elect.ky.gov/calendar.htm)
If schools choose to operate during statewide professional meetings
(usually in the spring), the district must allow delegates to attend as
compensated professional leave time. Substitutes must be employed to
allow delegates to attend. Schools shall be closed for one day to permit
professional school employees to participate in regional or district
professional meetings. A school district should contact leadership of the
regional or professional group to obtain information about the date that is
planned for the meeting. If no date is planned and the district cannot obtain
a tentative date the district may complete their school calendar as usual.
KRS 2.190
The Tuesday after the first Monday in November in Presidential election
years shall be a state holiday on which all state offices; all schools and all
state universities and colleges shall be closed. Any employee who is
required to work on said state holiday shall receive compensatory pay or
time off.
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KRS 158.070 (6) (b)
All schools must be closed for Martin Luther King Day. This day must either
be a holiday or a day outside of the minimum school term and may not be
used as a makeup day or a PD day.
KRS 158.070 (12) (a)
Allows additional instructional time in excess of the state and local
requirements to fulfill the 185-day contract requirement under KRS 157.350
as well as the calculation of service credit for certified staff under KRS
161.500 in exchange for days missed due to emergency if all state and local
requirements have been met. Complete instructional time information and a
make-up day plan must be included on the KDE-approved calendar.
(Review the KRS for further information on classified staff.)
702 KAR 7:125
Pupil Attendance
702 KAR 7:140
School Calendar
The board of education shall adopt the Original school calendar prior to May 15 of each year for the
upcoming school year.
Instructional Days (2012 HB 265)
Notwithstanding KRS 158.070, the school term for fiscal year 2012-2013 and fiscal year 2013-2014
shall include the equivalent of 177 six-hour instructional days. Districts may exceed 177 six-hour
instructional days. Included in the above General Fund appropriation are sufficient funds for 176 sixhour instructional days. If the school calendar contains a minimum of 1,062 hours of instruction with at
least 170 6-hour days of instruction, the calendar will be approved.
Innovative Calendars
Future approvals of an ‘Innovative Alternative Calendar’ will be based on academic success in the
district. The expectation from the Commissioner is that an Innovative Alternative Calendar will have an
impact on student achievement. Beginning with requests for the 2014-15 school year, a district must
meet all targets in order to be granted approval for an Innovative Alternative Calendar.
Required School Closure for Regional or District Professional Meetings
KRS 158.070 (6)(a) refers to the commissioner designating one additional day during the school year
when schools shall be closed to permit professional school employees to participate in regional or
district professional meetings. In past years, the commissioner has not designated a specific date for the
regional or district KEA meetings. Since districts have flexibility in approving the school calendar, the
commissioner has delegated the decision to local regions to select the actual date of the regional or
district meeting. Due to the calendar variations across the state, it is not possible for the commissioner to
designate one specific meeting date that would work for all.
However, pursuant to KRS 158.070 (6) (a), schools are to be closed at least for students on the day used
for regional or district professional meetings. As a result, all district calendars must include a specific
date for the regional or district meeting in which the schools are closed. The clear statutory requirement
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that this day must be a non-instructional day cannot be otherwise altered (using an instructional day) by
any agreements with local, regional or state educational associations.
District staff should contact the regional or district KEA representatives to determine if they have a
meeting scheduled for the corresponding day in that district’s calendar. If a regional or district KEA does
not have a specific meeting date planned, then districts will not need to “use” a day in the school
calendar to accommodate this meeting. This will determine whether the district is required to at least be
closed for students, or if this day is free to use as a make-up day.Election Days
Required School Closure for Election Days
Closing schools on primary or regular elections days is mandatory (and no work requirements can occur
on the Presidential Election Day). Even if it were not, such as a day on which a special election were
held, often school buildings are the designated voting places and the activity surrounding voting by
members of the public would not comport with school activities on that day. As well, there may be an
issue regarding the presence of members of the public and the safety of students if the two activities
were combined. Not even professional development or training can take place on the Tuesday after the
first Monday in November of Presidential election years.
Passing Time
A school may use passing time either before or after lunch, but not both. Original school calendars must
show passing time correctly on the Master Schedule.
Minimum School Term for Teachers
The minimum school term for teachers is 185 days. If the local board of education approves an original
calendar that provides 1,062 hours of instruction in 170 days or less, the district must provide five
additional professional development or planning days for teachers. Indicate additional professional
development with a “P” and additional planning with a “G.”
School districts should advise parents and students of planned days for makeup of instructional time missed
due to inclement weather and other events. If the district has planned ten days of make-up in the calendar,
this should be clearly communicated to teachers, parents and students at the start of the school year.
Electronic Submission
School calendar information is submitted electronically to KDE. Each weekday in the calendar must be
designated as a Day Event Type (opening, closing, holiday, professional development, planning, regular,
makeup, break or other). A Day Event Type must be listed from Monday through Friday. Weekdays should
not be omitted from the calendar.
Calendar files are submitted through the Web-based Kentucky School Calendar Application
(http://apps.kde.state.ky.us/login).
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B. Guidelines for Developing the Original School Calendar and Day Event Codes
The Original Calendar is a plan for the next school year. KDE approves this plan to ensure that all of the
required elements are in place.
Type
Break Days (K)
Holidays (H)
Closed Due to
Illness (I)
Make-Up Days (U)
Opening (O) Day
Closing (C) Day
Planning Days (G)
Professional Day
(P)
Description
Indicate extended days out of school such as fall break, winter break and spring break
with a “K.”
Indicate dates that have been designated holidays in accordance with KRS 158.070
(4) (c) with an "H." A maximum of four days of the minimum school term may be
designated as holidays. If the local board of education does not dismiss school for
permissible holidays, the number of days of actual classroom instruction must be
increased accordingly. Dates designated as holidays in the calendar should be
reflected on actual holiday dates.
Districts to use the calendar code “I-Closed Due to Illness” for any school closing
related to flu or other illness.
Make-up days should be reflected only in the district’s original calendar. Indicate
dates that have been designated for the makeup of instructional time missed due to
emergency in accordance with 702 KAR 7:125 with a “U.” The number of days
indicated must be equal to the greatest number of days missed over the past five
years. Each instructional day repeated on the school calendar must reflect the
instructional minutes being provided on that day per 702 KAR 7:125.
Indicate opening and closing dates (activity planning) with "O" and "C" respectively.
Opening and closing days are optional. Opening day occurs prior to the first
instructional day, and closing day occurs after completion of the instructional term per
702 KAR 7:125.
The number of professional development days, opening and closing days and holidays
in the minimum 185-day school term are as follows:
Professional Development
KRS 158.070 Section 4 (a)
4
Opening/Closing (optional) KRS 158.070 Section 4 (d)
2
Holidays
KRS 158.070 Section 4 (c)
4
10
Additional teacher working days used for the purposes of planning and parent/teacher
conferences are optional and should be designated with a “G.”
Indicate dates that have been designated for professional development with a "P." A
minimum of four PD days are required.
For the most current KDE guidance on Original Calendar submission, please use the following KDE
Web site:
http://education.ky.gov/districts/enrol/Pages/School-Calendar.aspx
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C. Amended Calendar and Day Event Codes
The Amended Calendar is changed to show what actually happened during the school year and is approved
by KDE to ensure that all requirements were met. School districts should plan appropriately so that
amended calendars are approved by local boards of education in time to be submitted to the KDE prior to
June 30. Amended calendars MUST be submitted even if the district did not use any weather days. All
unused make-up days must be removed from the calendar prior to submitting it for approval.
Type
Disaster Days (D)
Teacher
Equivalency (E)
Shortened Days
Emergency Hours
Weather Days (W)
Description
Disaster days approved by the commissioner in accordance with KRS 158.070 and
702 KAR 7:125 should be designated with a “D” on the amended school calendar.
In rare cases, a district may need to use Teacher Equivalency Days in order to fulfill
the required number of contract days. KRS 158.070 (11) allows additional
instructional time in excess of the state and local requirements to fulfill the 185-day
contract requirement under KRS 157.350 as well as the calculation of service credit
for certified staff under KRS 161.500 in exchange for days missed due to emergency
if all state and local requirements have been met.
Districts may not shorten the regularly scheduled instructional day (at least 6 hours of
instruction) after the school calendar has been approved, except in cases of emergency
or other unexpected conditions that would endanger the health or safety of children.
Per KRS 157.360 (17), time missed due to shortening days for emergencies may be
made up by lengthening school days in the school calendar without any loss of funds
under the program to support education excellence in Kentucky.
A school district or a school within a school district may use a total of five (5)
hours during the school year for days shortened due to an emergency. Emergency
hours are applied by KDE during the Amended calendar approval process. These
hours do not have to be made up.
Days missed due to weather must be reflected as Weather Days (W) on the amended
school calendar. If no weather days are used, these days must be taken out of the
amended calendar prior to submission.
For the most current KDE guidance on Amended Calendar submission, please use the following
KDE Web site:
http://education.ky.gov/districts/enrol/Pages/School-Calendar.aspx
Instructions for Submitting Electronic School Calendars
The calendar file (CAL999.14)* is submitted through the Web-based Kentucky School Calendar
Application (http://apps.kde.state.ky.us/login). District personnel responsible for submission of calendars
must obtain a user ID and password from the district’s Web Application Administrator Point of Contact
(WAAPOC).
*CAL= code for calendar
999 = your district number
14 = is the calendar year
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Questions concerning the school calendar may be directed to:
Mobile: (270) 705-9158
Mobile: (859) 583-3417
Mobile: (606) 776-0798
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D. Master Schedule
Regulation
702 KAR 7:125
Description
Pupil Attendance
Each school must have a master schedule available that indicates instructional and non-instructional
time periods. This applies to grade levels EL through 12. If Entry Level students are on a schedule
separate from the upper elementary, a separate schedule must be provided. An example of an
instructional time schedule follows:
ANY HIGH SCHOOL
TIME
GROUP I
GROUP II
GROUP III
7:30
Buses Unload
Buses Unload
Buses Unload
8:00
Block I Classes Begin
9:30
Block I Classes End
Block I Classes End
Block I Classes End
Break
Break
Break
9:45
Block II Classes Begin
11:25
Block II Classes End
Block III Classes Begin
Lunch Begins
11:30
11:55
Lunch Ends
12:00
12:10
Block III Classes Suspend
Lunch Begins
12:40
Lunch Ends
12:45
Block III Classes Resume
1:00
Block III Classes End
Lunch Begins
1:30
Lunch Ends
1:35
Block IV Classes Begin
3:00
Block IV Classes End
Students Dismissed
Students Dismissed
Student Dismissed
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E. Disaster Days
KRS 158.060
Description
School month and school day; duty-free lunch period; non teaching time
for teachers
KRS 158.070
School term; holidays and days closed; continuing education for certain
students
702 KAR 7:125
Pupil Attendance
Only under extreme conditions will a district be excused from the 1,062-hour instructional term. All efforts
should be made to house students in a temporary location and conduct regular school activities. A district
will not be considered for district-wide disaster days unless it has missed more than 20 instructional days
system-wide. Each year school districts are to review their calendar data regarding the number of weather
days missed over the last five years and include the highest number of weather days missed in their
calendars.
Otherwise, a request for a disaster day for a particular school or schools within a district must be submitted
to the commissioner for consideration as usual. The request should include the school name, description of
emergency requiring the closing of the school, description of all efforts made to provide instruction for the
students in a temporary setting and a copy of the local board order supporting the request.
Approved disaster days count as school days and are to be indicated at the end of the amended calendar.
F. Shortened School Day for Exceptional Children
Description
KRS 157.230
Special educational programs in school districts.
707 KAR 1:280
Special Education Programs
707 KAR 1:320
Individual Education Program (IEP)
Students with disabilities are expected to attend school for the entire school day or week. However,
when circumstances warrant, the Admissions and Release Committee (ARC) may determine it is in the
student’s best interest to attend less than the entire day or week. Districts must have a medical statement
signed by a physician, documented determination by the ARC that a shortened school day or week is
needed, an IEP that specifies the length of the shortened day or week, and approval by the local board of
education that maintains the student’s confidentiality.
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The shortened school day or week form may be downloaded from the KDE Web site:
http://education.ky.gov/specialed/excep/Pages/Waiver-Process.aspx
Questions concerning shortened school days or weeks may be directed to:
Toyah Robey
Frankfort, KY 40601
(502) 564-4970, ext. 4019
toyah.robey@education.ky.gov
G. Testing Windows
State Assessment Calendar
Please consult the KDE web page for information regarding the state assessment calendar dates:
http://education.ky.gov/AA/distsupp/Pages/default.aspx
For more information regarding testing and reporting in Kentucky, please contact:
Kevin Hill
Frankfort, KY 40601
(502) 564-9853, ext. 4712
Fax: (502) 564-7749
kevin.hill@education.ky.gov
OR
Assessment Information
500 Mero Street, 18th Floor CPT
Frankfort, KY 40601
Phone: (502) 564-4394
dacinfor@education.ky.gov
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SECTION 3: PUPIL PERSONNEL DIRECTOR RESPONSIBILITIES
The Director of Pupil Personnel (DPP) position is of great importance in Kentucky public schools.
Recognizing the importance of this position, the Kentucky General Assembly has been specific in KRS
159.080, 159.130 and 159.140 about the DPPs job description and role. The information outlined in the
statute is very helpful when clarifying selection, location, administration, powers and duties for the
position. DPPs have a great deal of responsibility for tracking students and ensuring their attendance in
school.
A. Selection, Location, Administration of the DPP Position – KRS 159.080
Superintendents appoint DPPs and their assistants. Local boards set the salary schedules for the positions.
DPPs should have the general qualifications of teachers and hold a valid certificate per the Education
Professional Standards Board (EPSB). Certification should be renewed per EPSB regulations.
DPPs and their assistants must be reimbursed by the local board for necessary and authorized expenses
needed to perform the job duties.
DPPs should have office space in or adjacent to the superintendent’s office.
Two or more contiguous school districts can form one attendance district through board action and share a
DPP. If this happens, DPP salary is shared between the local boards.
B. Powers of the DPP – KRS 159.130
DPPs and their assistants are vested with the powers of peace officers. No one can refuse to permit or interfere
with the entrance of a DPP or assistant during an investigation. DPPs cannot serve warrants.
A DPP may investigate in the district any cases of nonattendance of any child of compulsory school age or
suspected of being of compulsory school age.
A DPP may take legal action as directed by the superintendent.
A DPP may institute proceedings against any person or employer violating compulsory school attendance
laws or child labor laws.
A DPP may enter all places where children are employed and do whatever is necessary to enforce the
laws regarding compulsory attendance and child labor.
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C. Duties of the DPP - KRS 159.140
Devote all of their time to the duties of the office (unless the superintendent waives this requirement and
reports this action to the commissioner).
Enforce compulsory attendance and census laws in their attendance district.
Acquaint each school with the home conditions of the habitual truant (reported as truant two or more times)
and the home with the work and advantages of the school.
Ascertain the causes if irregular attendance and truancy through documented contact with the custodian of
the student and seek to eliminate the causes.
Secure the enrollment in school of all students who should be enrolled and keep all enrolled students in
reasonably regular attendance.
Attempt to visit the homes of students who are reported to be in need of books, clothing or parental care.
Provide for the interviewing of students and parents of students who quit school to determine the reasons
for the decision.
Report to the superintendent in the district in which the students resides the number and cost of books and
school supplies needed by a student whose parent, guardian or custodian does not have sufficient income to
furnish the student with the necessary books and school supplies.
Keep records and make reports as required by law, regulation, the superintendent and board policy.
Document the home conditions of the students and the intervention strategies attempted in any action
brought to enforce compulsory attendance laws.
Note: KDE recommends that school district Directors of Pupil Personnel (DPP) deliver or arrange for the
delivery of training and supervision of school attendance clerks in relation to their Infinite Campus
responsibilities for the purpose of ensuring high quality student data for the school district. The DPP
should have administrative access to all student information in Infinite Campus and should have input into
decisions regarding the user rights that attendance clerks may have in Infinite Campus.
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SECTION 4
ATTENDANCE REVIEWS
Average daily attendance (ADA) is the basis of the SEEK funding program, including KETS offers of
assistance and other state and federal funding programs. It is critical that districts maintain accurate student
records and develop procedures and policies that help them align with the requirements. The purpose of an
attendance review is to ensure district alignment with current statutes and regulations.
KRS 157.030
Description
Primary School Program
KRS 157.270
Home and Hospital Program
KRS 157.320 (1) (17)
Definitions for KRS 157.310 to 157.440
KRS 157.320 (7)
Kindergarten (full time equivalent)
KRS 157.350 (2013 HB 182)
Children of School District Employees
KRS 157.350 (4)
Eligibility for district participation in SEEK
KRS 158.060 (3)
School month and school day-duty free lunch period-nonteaching time for
teachers
KRS 158.100
Program to be required by a school district –additional programs permitted
KRS 158.120
Nonresident pupils - Tuition
KRS 159.250
Census
KRS 159.170
Withdrawals and transfers
KRS 161.200
Records to be kept by teachers
KRS 164.098
Advanced placement, dual enrollment and dual credit programs
KRS 369.109
Electronic record and electronic signatures
704 KAR 3:305
Virtual and performance based courses
702 KAR 7:125
Pupil Attendance
704 KAR 7:120
Home and Hospital
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School districts are encouraged to conduct regular, monthly self-reviews to ensure attendance procedures
are in accordance with applicable statutes and regulations. Good communication between the central office
and individual schools provides the opportunity to address specific issues at the school level as they occur.
The Ad Hocs are located here: Path: Ad Hoc Reporting> Filter Designer> State Published or Ad Hoc
Reporting> Data Export> State Published. (If you do not have access to this folder you may need to
have your system administrator copy them to a folder to which you do have access.)
School district personnel, with the assistance of KDE staff, will review student data and attendance at both
the school and district levels on a scheduled basis. Current- and prior-year information should be available
to KDE for review. A rubric detailing the information and documentation that KDE will review in schools
and districts is posted at the following KDE Web link:
Questions concerning Attendance Reviews may be directed to:
Mobile: (270) 705-9158
Mobile: (859) 583-3417
Mobile: (606) 776-0798
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GLOSSARY OF TERMS AND ACRONYMS
1. Average Daily Attendance (ADA) – the aggregate days attended by pupils, adjusted for weatherrelated low attendance days if applicable and divided by the actual number of days the school is in
session, after the five days with the lowest attendance are deducted per KRS 157.320 (1).
2. Average Daily Membership (ADM) – the aggregate days membership of pupils divided by the
actual number of days the school is in session.
3. Athlete Tournament Attendance (ATA) - the days the student was in attendance during the dates
of competition.
4. CDE – Child of District Employee (CDE)
5. Enrollment – the total of all original entries in a given school year (total of E-1s, E-2s and E-3s).
6. Ethnic Count – the student membership count by grade and gender/ethnicity.
7. Event – an event occurs when a student is absent for any part of the instructional day. The event
may be a tardy or an absence.
8. G-codes – Graduation codes assigned to students
9. Growth Factor Report – the annual attendance report submitted to the KDE ten days after the last
day of the second school month and not later than November 1. The percentage of growth in
transported students and ADA is based on a comparison of current-year and prior-year Growth
Factor Report Data. Growth in transportation and ADA increases a district’s transportation and
SEEK funding in accordance with KRS 157.360 (8) and KRS 157.370. A loss in ADA and
transported students on the Growth Factor does not affect funding in the current year.
10. January Growth Factor Report – The January Growth Factor report includes information for the
school month chosen with the most attendance days in January of the current school year.
11. KBE – Kentucky Board of Education
12. KDE – Kentucky Department of Education
13. KHSSA – Kentucky High School Athletics Association
14. Instructional Day – An instructional day is a day that is at least six (6) hours in length.
15. Instructional Time – attendance is based on the regularly scheduled school day. Instructional time is
the total amount of time in the school day less the amount of time used for non-instructional
activities such as breaks, lunch and recess.
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16. Low Attendance days – the five lowest days of attendance when all schools in the district were in
session.
17. Make-up day – any planned instructional day missed due to illness, weather or disaster.
18. Member - a pupil is a member of a class or school from the date of enrollment until the date of
withdrawal.
19. Original Entry - a pupil enrolled for the first time in a Kentucky school in the current school year
(E-1, E-2 and E-3).
20. Partial Day Student – a student enrolled for less than the full regularly scheduled school day for that
school. A student can be enrolled as a partial day student in more than one public school.
21. Percent of Attendance - the aggregate days attended by pupils for the school year divided by the
total aggregate days attended plus the aggregate days absent of pupils for the school year per KRS
157.320 (14).
22. Recording Attendance – the daily attendance of elementary students is determined by taking
attendance one time each day prior to the start of instruction and maintaining a student entry and
exit log at each school per 702 KAR 7:125, Section1. The daily attendance of middle and high
school students is determined by taking attendance each class period, and maintaining a student
entry and exit log at each school per 702 KAR 7:125 Section 1.
23. Record of Daily Attendance Register Report – the record of daily attendance of students that
includes student names, ID numbers, daily attendance (full day or tardy) and monthly totals. The
record of daily attendance may be organized by homeroom or grade level.
24. Re-entries - pupils received from another school in Kentucky. In every case, the pupils were
previously recorded as E-1, E-2 or E-3 in a Kentucky school in the current school year.
25. SAAR (Superintendent's Annual Attendance Report) – the annual attendance report that is
submitted electronically to KDE by June 30 of each school year. The report includes attendance,
membership and enrollment data by grade, school and transportation code. The report provides
school district information including ADA, ADM, percent of attendance and dropout information
by school and district for the school year that has just been completed.
26. SEEK – the Support Education Excellence in Kentucky funding program.
27. SIS – Student Information System (Infinite Campus)
28. T-Codes – Transportation codes assigned to students
29. Tardy - a student who misses 35 percent or less of the regularly scheduled school day.
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30. Teacher’s Monthly Attendance Report including the ADM and ADA detail report - the record of
monthly attendance of students that includes student names, ID numbers, transportation codes and
monthly totals. The ADM and ADA detail reports are run in summary mode for year-to-date
aggregates. These must be compared to the register report monthly to be certain that aggregates are
accumulating correctly. These forms also must be signed by a certified employee who, by signing,
certifies that the reports are correct.
31. Weather-Related Low Attendance Days – days that the district’s average daily attendance is
lower than the prior year’s adjusted ADA due to weather-related reasons. Up to ten days may be
claimed as an adjustment on the SAAR per KRS 157.320 (17).
32. Withdrawal - a pupil who, for the current year, has severed his or her connection with a class, grade
or school.
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INDEX
4-H Activities
Armed Forces Day
Attendance Codes for Excused and Unexcused
Attendance Reviews
Co-curricular Activities
Child of District Employee
Director of Pupil Personnel Responsibilities
Disaster Days
Dropout Data and Reporting
Educational Enhancement Opportunity
Emergency Hours
Entry/Exit Logs
End Status Codes
Expulsion (Adjustment)
Foreign Exchange Students
Graduation Codes
Growth Factor Report
Home and Hospital Program
Homeless Students
Home Schooling
Low Attendance Days (Adjustment)
Master Schedule
No Pass/No Drive
No Show (NS)
Nonresident Non-Contract (Adjustment)
Nonresident Pupils Contract
Overage and Underage Students (Adjustment)
Partial Day (Adjustment)
Performance Based Courses
Race/Ethnicity Codes
Records Transfer
Re-entry Codes
School Calendar
Start Status Codes
State Attendance Codes
School Numbers
Shortened School Days for Exceptional Children (Adj.)
State Fair
Student Identification Numbering System
Superintendent’s Annual Attendance Report
Suspension (Adjustment)
Suspension Codes
Tardies
Transportation Codes
Virtual Courses
Weather-Related Low Attendance Days (Adjustment)
Whole day/half day
Withdrawal Codes
32
32
32
54
33
30
36
52
50
36
33
47
35
7
10, 23
33
9
19
29, 33
28
13
20
22
49
11
6
27
40
24
22
34
14
18
7
43
6
31
17
50
34
18
21
23
10
5
16
34
22
5
7
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KDE DPP Feedback Form
We Value Your Feedback and Input!
The Division of District Support would like to offer you the opportunity to provide feedback and input
regarding the Pupil Attendance Manual. We plan to use the information as we make improvements and
revisions.
You may choose to respond using this page by filling it out and sending it via paper copy to Cheri
Meadows, 15th Floor CPT, 500 Mero Street, Frankfort, KY 40601. If you would like to e-mail the form,
please send it to cheri.meadows@education.ky.gov.
Please let us know your responses to the following questions:
1. Are you satisfied with the Pupil Attendance Manual?
YES NO
2. Is the manual user friendly?
YES NO
3. Would you recommend the manual as a good source of information?
YES NO
4. Is the information in the manual accurate?
YES NO
5. Is the information in the manual up-to-date?
YES NO
6. Is the information in the manual useful?
YES NO
7. Did you print and use a paper copy of the manual?
YES NO
8. Did you provide a copy of the manual to attendance clerks?
YES NO
9. How many times have you used the manual in the last six months?
0 times
1-3 times
4-6 times
7-9 times
10 or more times
10. What input or feedback would you like to share with us regarding the manual’s organization and
content?
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Pupil Attendance Manual Kentucky Department of Education School Year 2013-14

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