Below is a chart listing the CDE rules for Electronic Attendance and Aeries Status and Comment.
||A current system with manual signatures has been approved by the CDE;
||District must go through this step.
||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.
||Districts must change the "# Days Teachers Can Back Post Attendance" option to 0 to stay in compliance. This is on the Portal Options page and must be configured for each school.
||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.
||Aeries Web and Aeries Client each log all changes to attendance.
||The report described in #3 above is readily accessible to teachers and administrators for their review.
||Reports are available for Teachers and Administrators.
||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.
||Appropriate permissions need to be granted or denied to the UGN table and appropriate local procedures need to be implemented to protect the security of user passwords.
||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.
||District must go through this step. Sample letters are available in the next article.