Hybrid Learning and Attendance 

Due to COVID-19, the 2020-2021 school year will bring new challenges.  The state has released amendments to California SB 98 which contain changes needed to the Ed code for the next school year.  We've summarized the attendance changes for 2020-2021 into a separate document of SB 98 Key Items, one important takeaway being that attendance this year does not affect ADA.


NOTE: Overview sessions recording links and materials are  provided below in this document.


Aeries has reviewed this new information and has compiled some suggested procedures below using existing Aeries features to meet these new guidelines. 


These recommendations are based on the information we have received up to this point and we will update this document as we learn more.



Schedule TypeScheduling OptionsAttendance TrackingDaily Engagement Note
Independent Study (all students- all year)

Existing Independent Study procedures


Back-dating ABS codes for IndStudy-Complete


LMS (Learning Management System) reports

Independent Study Documentation 

Distance Learning Only 

  • Elementary
  • Elementary w/MST
  • Secondary (Traditional Master schedule)











If more refined data tracking is desired, you could track types of Distance Learning:

(Synchronous & Asynchronous)

Designate a Student field to separate students into groups: 

  • Student User field (STU.U#) or
  • Sched Group (STU.SG)

Making the field selected above visible on the teacher attendance page and rosters will help teachers differentiate which students are on campus and which ones are remote on any given day (Elem or within the same section)

Create New Absence Codes (ABS) for Tracking engagement: 


Dist Learning Engaged (DLE)

  • (Count for ADA = Yes, Verified Not Absent and Independent Study = C - Complete)

Dist Learning-Not Engaged (DLN)

  • (Count for ADA=N, Verified Not Absent and Independent Study = I - Incomplete)


New Excused Absent code(s) can be added for specific COVID reasons based on local board decisions.
  • (Count for ADA=N, Excused Absent, Verified)
  • Reasons for this code would be for lack of internet or equipment over which the student does not have control or any other reason determined by the school board.

************************

If more refinement is desired, instead of Distance Learning-Engaged,  you could split it our further:


Dist. Learning-Synchronous (DLS)

  • (Count for ADA = Yes, Verified Not Absent and Independent Study = C - Complete)

Dist. Learning-Asynchronous (DLA)

  • (Count for ADA = Yes, Verified Not Absent and Independent Study = C - Complete)

Elementary:

  • Attendance reports
  • LMS
  • Attendance Notes

Secondary:

  • LMS
  • Daily Gradebook Assignments
  • Gradebook Templates with assignments can be created and copied.
  • Attendance Notes

Adjustments needed for Teacher Portal on the Portal Options page, Attendance tab:

  • "Student (STU table) Fields on Attendance Screen" - add designated STU field for grouping students
  • "# of Days Teacher can Back Post Attendance" - Increase the value from 0 days based on district guidelines
  • "Attendance Codes" - include "Additional ATT Codes" to allow teachers to select new codes 
  • Select option to Allow teachers to override verified absences


Note: This model can be used if schools start as all distance learning and then transition to a hybrid model later in the school year.  This prevents having to reschedule students.

Hybrid: Distance Learning AND On-Campus 

  • Elementary
  • Elementary w/MST
  • Secondary (Traditional Master schedule)

Designate a Student field to separate students into groups: 

  • Student User field (STU.U#) or
  • Sched Group (STU.SG)

Making the field selected above visible on the teacher attendance page and rosters will help teachers differentiate which students are on campus and which ones are remote on any given day (Elem or within the same section)

Create New Absence Codes (ABS) for Tracking engagement: 


On Campus (ON)

  • (Count for ADA = Yes, Verified Not Absent)

Dist. Learning-Engaged (DLE)

  • (Count for ADA = Yes, Verified Not Absent and Independent Study = C - Complete)

Dist Learning-Not Engaged (DLN)

  • (Count for ADA=N, Verified Not Absent and Independent Study = I - Incomplete)
New Excused Absent code(s) can be added for specific COVID reasons based on local board decisions.
  • (Count for ADA=N, Excused Absent, Verified)
  • Reasons for this code would be for lack of internet or equipment over which the student does not have control or any other reason determined by the school board.

*********************

See note above if you wish to track Synchronous and Asynchronous Distance Learning.

Elementary:
  • Attendance reports
  • LMS
  • Attendance Notes

Secondary:

  • LMS
  • Daily Gradebook Assignments
  • Gradebook Templates with assignments can be created and copied.
  • Attendance Notes

Adjustments needed for Teacher Portal on the Portal Options page, Attendance tab:

  • "Student (STU table) Fields on Attendance Screen" - add designated STU field for grouping students
  • "# of Days Teacher can Back Post Attendance" - Increase the value from 0 days based on district guidelines
  • "Attendance Codes" - include "Additional ATT Codes" to allow teachers to select new codes
  • Select option to Allow teachers to override verified absences


Note: This model can be used if schools start as all distance learning and then transition to a hybrid model later in the school year.  This prevents having to reschedule students.

Secondary 

  • Staggered starts/stops
  • Overlapping periods
  • More than 10 periods

Must use Flex Scheduling

Create 3 New Absence Codes (ABS)for Tracking engagement: 


On Campus (ON)

  • (Count for ADA = Yes, Verified Not Absent)

Dist. Learning-Engaged (DLE)

  • (Count for ADA = Yes, Verified Not Absent and Independent Study = C - Complete)

Dist Learning-Not Engaged (DLN)

  • (Count for ADA=N, Verified Not Absent and Independent Study = I - Incomplete)


  • LMS
  • Daily Gradebook Assignments
  • Gradebook Templates with assignments can be created and copied.
  • Attendance Notes

Flex Scheduling documentation  

Elementary AM/PM

(All Students)


Designate a Student field to separate students into AM/PM groups:

  • Student User field (STU.U#) or
  • Sched Group (STU.SG)

Making the field selected above visible on the teacher attendance page and rosters will help teachers differentiate which students are AM or PM 


  • Normal
  • A Student (STU) field can be used to separate the students into AM/PM groups.

N/A

Adjustments needed for Teacher Portal on the Portal Options page, Attendance tab:

  • "Student (STU table) Fields on Attendance Screen" - add designated STU field for grouping AM/PM students


Overview Scheduling Scenario and Hybrid Learning Sessions


On July 29th and July 30th, 2020, we offered free sessions that introduced scheduling scenarios webinars that can help schools decide the best fit and set up for their custom scheduling. Four different sessions were available. Session recording and worksheet links are included below for anytime viewing. 

            Session Worksheet: 

            https://aeriessoftware.sharepoint.com/:b:/g/EfKGc8RUvFdIrOebXd-21twB2FZtlZAII4Kx5a-JQCy39w

            Session Worksheet:                                                 https://aeriessoftware.sharepoint.com/:b:/g/EaavkZ_6MzdAjQ4gQzmIXHEB0hFJOP6qXjD6zuLblkP3WA 


            Session Worksheet:                                     https://aeriessoftware.sharepoint.com/:b:/g/ER37U5vejJJMveHwgudmO5kBREgXaAyGj70ZxdAjBwAYlQ?e=AUIiAu


           Session Worksheet:

           https://aeriessoftware.sharepoint.com/:b:/g/ER37U5vejJJMveHwgudmO5kBREgXaAyGj70ZxdAjBwAYlQ?e=AUIiAu


           Session Worksheet:

           https://aeriessoftware.sharepoint.com/:b:/g/ERO3A0z9LpNInHMaxjyV42YBg2SJOVi3zJTddr6IGQkkjw


Glossary

  • Hybrid - some days onsite, some days distance learning
  • Distance learning -  instruction in which the pupil and instructor are in different locations and pupils are under the general supervision of a certificated employee of the local educational agency. 
    • Synchronous - two-way, real-time/live, virtual instruction between teachers and student when students are not on campus.
    • Asynchronous - students at home participating at different times.  Instruction may include various forms of digital and online learning, prerecorded video lessons or game-based learning tasks that students complete on their own, and pre-assigned work and formative assessments made available to students on paper.
  • Independent Study - student enrolled in district's IS program 


FAQ:

Q: What about using A/B Days or MST Days of the Week scheduling?  

A: It's important to keep in mind that just because students may be alternating their days on campus, attendance must be taken on the distance learning days also.  So using A/B Days or MST Days of the Week may leave students without any classes assigned on many days.  A/B Days and MST Days of the Week is about WHEN the class meets, not WHERE it meets.  These classes are still meeting every day, just sometimes on campus and sometimes online and sometimes asynchronously. 

 

Q:  Should I change my schools to use Positive Attendance?

A:  No, Positive attendance schools are designed for hourly attendance and should not be used in this situation.  Adding the new Absence Codes set as "ADA = Yes" will count the student as present for the day and allows tracking of engagement.


Q: How do I track Weekly Engagement as required in SB 98?

A. The Weekly Attendance report can be used to track engagement using the new Absence Codes.  LMS and Gradebook reports can also be used. However, there has been no official guidance on what exactly must be in the Weekly Engagement Reports. We are tracking this issue and will make any adjustments needed. 


Q: What about the STAS file for End of Year Reporting?

A: CALPADS has not yet finalized changes needed for end of year Student Attendance Summary (STAS) reporting. We participate in regular vendor meetings and will adjust our EOY process when the changes are final. However, using the new attendance codes will facilitate any changes we might have to make along the line to comply, since Attendance History would be update to adjust to any changes made.


Q: How will this affect Chronically Absenteeism reporting?

A:  A student who does not participate daily in either in-person instruction or distance learning should be marked with an absence code specific to the type of instruction. This will help the school track any absences for purposes of reporting chronic absenteeism rates as usual. Remember for 2020-2021, absences do NOT affect ADA funding.

  • If the student was expected On Campus and was not there, the usual attendance procedure would be followed (Teacher marks with A-Unverified and office staff attempts to verify reason for the absence). 
  • If the student was expected to engage via Distance Learning and does not, the teacher would enter the code for DL-Not Engaged. 


Q: How can teachers and staff track non-engagement?

A: One easy way to track non-engagement would be to use color-coding for Absence codes. This option is explored in the Setup Absence Codes document. For this year, every day for attendance will have codes; there should be no blanks. If the Distance Learning-Not Engaged codes are colored red, then teachers could visually see students who are having trouble staying engaged, and can reach out to the parents for re-engagement strategies.


Q: Are there any future development plans for making attendance tracking easier?

A: Yes. Based on survey results, we are planning to do the following. Links to Aeries Ideas are included:


Q:  Can changes be made to the Absence Code (ABS) table after school has been started?

A:  Yes, If any changes are made to the Absence Code (ABS) table, then the Update Attendance History function will need to be run to update the Attendance History table.
This may be necessary this school year to support CALPADS guidelines for the STAS file that have not been released yet.  The Update Attendance History function will update the Attendance History table from the current attendance and update the correct AHS fields need for the STAS extract.


Q: What is the timeline for adopting a local accountability plan for the 2020–21 school year?

A:  SB98 provides that school districts, county boards of education, and charter schools are NOT required to adopt a local control and accountability plan for the 2020–21 school year.  The bill instead would require the governing board of a school district, a county board of education, and the governing body of a charter school to adopt a learning continuity and attendance plan by September 30, 2020.