Electronic Attendance in Aeries.Net

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Electronic Attendance in Aeries.Net
Adobepdficon.png [Electronic Attendance in Aeries.Net - February 28, 2014]

Contents















Aeries.Net - Electronic Attendance

Beginning with the 2009-2010 school year, the California Department of Education has approved the use of electronic attendance submission that eliminates the need for physical teacher signatures on paper.

The California Department of Education approval of attendance accounting systems containing digital teacher signatures must minimally contain all the following characteristics:

  1. A current system with manual signatures has been approved by the CDE;
  2. The electronic system has a procedure to track and verify that initial attendance is entered on the calendar day of the school day for which the attendance is a record thereof. Under certain circumstances, such as wide-spread power outages or system interruptions teachers may be allowed to electronically submit and certify attendance on a subsequent day, retaining paper documentation on which attendance was recorded contemporaneously;
  3. The electronic system includes a report that lists the dates of data entry and modifications, and the employee identification of the person or persons logging the attendance information into the system;
  4. The report described in #3 above is readily accessible to teachers and administrators for their review;
  5. If the electronic system relies on passwords, there must be adequate safeguards to ensure that such passwords are accessible only to the employee for whom the password is created; and
  6. Submission of the electronic attendance system for CDE approval includes a letter from the LEA's independent auditor, indicating that the attendance accounting system has been reviewed by the auditor and that the system's level of integrity is acceptable to the auditor.

Eagle Software has evaluated the standards and has made adjustments to the ABI Teacher Portal, Aeries.net Teacher Portal, Aeries.net and Aeries systems to meet the new requirements.


Aeries.net Parent Portal

Portal Options

Electronic attendance must be submitted on the actual day of attendance. Teachers cannot forward or back post attendance. To comply with this standard, the System Administrator must have the "# Days Teachers can Back Post Attendance" and "# Days Teachers can Forward Post Attendance" option in Portal Options both set to 0.

Electronic Attendance in Aeries 02282014 02.png

NOTE: According to CDE - Under certain circumstances, such as wide-spread power outages or system interruptions teachers be allowed to electronically submit and certify attendance on a subsequent day, retaining paper documentation as of the day it was submitted.

The UGN table in Aeries stores the user names and passwords for Aeries.net Portal users. Local procedures need to be implemented to protect the security of user passwords.

The Configure Password Requirements form in Aeries.net can be used to force users to change passwords at specific times. It also can be used to require users to have certain configurations for their passwords.

Electronic Attendance in Aeries 02282014 03.png


ABI Parent Portal

ABI Options

Electronic attendance must be submitted on the actual day of attendance. Teachers can not forward or back post attendance. To comply with this standard, the ABI Administrator must have the "# Days Tchers can Back Post" and "# Days Tchers can Fwd Post" option in ABI Options both set to 0.

Electronic Attendance in Aeries 02282014 04.png

NOTE: According to CDE - Under certain circumstances, such as wide-spread power outages or system interruptions teachers be allowed to electronically submit and certify attendance on a subsequent day, retaining paper documentation as of the day it was submitted.

WEB Table

The WEB table in Aeries stores the user names and passwords for ABI users. To ensure that the user passwords are secure, appropriate permissions need to be granted or denied to the WEB table. Local procedures need to be implemented to protect the security of user passwords.

Electronic Attendance in Aeries 02282014 05.png


The Configure Password Requirements form in Aeries can be used to force users to change passwords at specific times. It also can be used to require users to have certain configurations for their passwords.
Electronic Attendance in Aeries 02282014 06.png

Reports

The Attendance Log (ATL) table in Aeries tracks all changes to attendance data. All users who enter, change or delete attendance need Select and Insert permissions to the ATL table.

Reports are available in ABI, Aeries.net and Aeries that list the dates of data entry and modifications, the employee identification and the IP address of the person logging attendance information. The reports also list student number, name, grade, and old and new attendance data. The system that was used to enter the attendance is also listed (ABI, Aeries.net or Aeries).

The Attendance Log report is available for teachers to print from ABI and Aeries.net Teacher Portal.

Below is an example of the Attendance Log report printed from Aeries.net Teacher Portal for a secondary teacher.

Electronic Attendance in Aeries 02282014 07.png

The Print Attendance Log report is available in Aeries and Aeries.net. From View all Reports click the mouse on Print Attendance Log. The following options form will display.

Electronic Attendance in Aeries 02282014 08.png

The report can by sorted by Attendance Date or by Teacher (Name or Number). There are various options to limit the report.

  • Attendance Beginning and Ending date
  • Period
  • Teacher
  • Student #
  • Grade
  • Absence Code Changed From and To
  • User Name
  • IP Address
  • System (ABI, Aeries or Aeries.net)
  • Change Date/Time Range
  • Include Inactive Students?


Below is a report sorted by Attendance Date in a secondary school.

Electronic Attendance in Aeries 02282014 09.png

Below is a report sorted by Teacher in a secondary school.

Electronic Attendance in Aeries 02282014 10.png


Electronic Attendance Accountability Worksheet
Req # CDE Description Aeries Status Comment
1 A current system with manual signatures has been approved by the CDE; NA District must go through this step.
2 The electronic system has a procedure to track and verify that initial attendance is entered on the calendar day of the school day for which the attendance is a record thereof. Under certain circumstances, such as wide-spread power outages or system interruptions teachers may be allowed to electronically submit and certify attendance on a subsequent day, retaining paper documentation on which attendance was recorded contemporaneously. Currently Supported Districts must change the "# Days Teachers Can Back Post Attendance" option to 0 to stay in compliance.
3 The electronic system includes a report that lists the dates of data entry and modifications, and the employee identification of the person or persons logging the attendance information into the system. The ATL (Attendance Log) table in Aeries tracks all changes to attendance data. Reports are available for Teachers and Administrators. ABI, Aeries, and Aeries.net all log all changes to attendance.
4 The report described in #3 above is readily accessible to teachers and administrators for their review. Reports are available for Teachers and Administrators.  
5 If the electronic system relies on passwords, there must be adequate safeguards to ensure that such passwords are accessible only to the employee for whom the password is created. Currently Supported Appropriate permissions need to be granted or denied to the WEB table and appropriate local procedures need to be implemented to protect the security of user passwords.
6 Submission of the electronic attendance system for CDE approval includes a letter from the LEA's independent auditor, indicating that the attendance accounting system has been reviewed by the auditor and that the system's level of integrity is acceptable to the auditor. NA District must go through this step. Sample letters below.


Sample Letters

Below is an example of a letter to CDE for approval of Electronic Attendance and also an example letter from an auditor.

Sample Letter to CDE

[Date]

Kim Clement

Educational Fiscal Services Consultant

School Fiscal Services Division

1430 N. Street, Suite 3800

Sacramento, Ca 95814

Kim Clement,

[Insert district name] is in Compliance with the six parameters required in the letter titled "Notice of Electronic Attendance Accounting and Teacher Signature Alternatives" from Jack O'Connell dated August 3, 2009. [District name] is requesting approval for its "attendance accounting system electronic certification." [District name] believes the amount of paper and time saved in this process will be beneficial for all [district name] schools.

We are requesting this be approved for all [district name] schools which include:

High Schools (9-12) – [list high schools]

Intermediate Schools (7-8) – [list Intermediate schools]

Elementary Schools (K-6) - [list Elementary schools]

The below information address the 6 requirements:

  1. Our current system has been approved by CDE.
  1. We currently use Aeries student information system. We have configured our settings for all schools to only allow attendance to be taken on the calendar day of the school day that the attendance is a record of. Below is a screen shot from our settings [insert screen print of ABI options or Portal Options]:
Electronic Attendance in Aeries 02282014 11.png


Sample Letter to CDE, Page 2

The "0" days setting above circled in red show that we have configured our system in a way that will not allow teachers to predate or postdate attendance beyond the school and calendar day of that attendance day.

Our schools have printed on file a current attendance roster that can be distributed, signed and collected in the event of a student information system outage. The attendance staff would collect and use these documents to enter attendance when the power or system is restored. These documents are required to e maintained at the school sites attendance office and available for audit.

  1. The system contains the following report that lists the dates of data entry and modifications, and employee identification of the person or persons logging the attendance information into the system [insert Attendance Log report from ABI or Aeries.net Teacher Portal]:
Electronic Attendance in Aeries 02282014 12.png
  1. The above report is accessible for all teachers and administrators and instructions and training have been provided to all staff.

Teachers will be required to print and sign the above attendance log as part of our yearly schedule to insure they know how and where to access this log.

  1. [Insert password policy]. Our password policy requires an 8 digit alpha-numeric password changed twice per year. The policy has special rules for that do not allow passwords that are insecure e.g. using the word "password" in the password.

Our technology staff has access to modify a password and assign rights to users.

Our policy also prohibits users from sharing their password with other users or writing it down.

  1. The letter from our auditor confirming our systems level of integrity is acceptable is attached. The approval was on [enter date].

Thank you for your consideration on this matter,

[District signature]

[District name]

Sample Auditor Letter

[Date]

Kim Clement

Educational Fiscal Services Consultant

School Fiscal Services Division

1430 N. Street, Suite 3800

Sacramento, Ca 95814

Re: Electronic Attendance Accounting – [District name]

Kim Clement,

This letter is in response to a request from District personnel to provide your office with a document summarizing the results of our review of the electronic attendance system. As part of the process to obtain CDE approval of an electronic certification process, the District is required to obtain a letter from their independent auditor, indicating the attendance accounting system has been reviewed and that the system's level of integrity is acceptable.

We visited a selected sample of sites and have determined that the attendance system is operating as designed and that the integrity of the attendance data generated is acceptable. The District system currently has in place all characteristics required for digital teacher signatures.

Please feel free to contact me at [auditors phone number] or [auditors email address] if you need additional information.

Sincerely,

[Auditor signature]

[Auditor name]

[Auditor company name]






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