Attendance Recovery (AR)

Which school categories does Attendance Recovery (AR) support for minimum day minutes?

The system calculates minimum day minutes for the following school categories. The school category is set on the School Options page. For Special Ed students, if the CSE.AMD table has alternate minimum day minutes populated, that value takes priority over the school category. For schools outside of these ranges, the minutes will calculate based on grade level ranges.

What district settings are required for AR to work, and how do I know if mine are configured correctly?

Two settings are required in District Settings:

• One or more supplemental attendance AR program codes (1–3 characters each)
• An ADA makeup code designated as the AR code

The Attendance Recovery Bank (ARB) page now displays a warning banner if either setting is missing. Once both are configured, the page confirms your settings as shown in the example below:

A red banner appears if existing supplemental attendance records were created before the ADA makeup code was set and ATT.AMU value is zero. Clicking the HERE link in that banner runs the process to update those records. The red banner disappears once all records are populated.

How does the Attendance Recovery Bank (ARB) mass calculation work and when should I run it?

The mass calculation deletes and rebuilds the ARB table records before recalculating:

• Run from within a school: only recalculates records for students at that school
• Run from the district level: recalculates the entire district (this is the preferred method to ensure all students in the district are up-to-date and accurate).

No underlying supplemental attendance data is deleted — only the calculated total fields are rebuilt in ARB table. Best practice is to run the mass calculation regularly, and especially before using the ARB page, to ensure totals are up-to-date and current prior to recovering ADA.

Which students appear on the Attendance Recovery Bank (ARB) page?

Only students who have supplemental attendance records tagged with an AR program code defined in District Settings. A student with absences but no supplemental attendance sessions tagged as AR will not appear on the page.

Can Saturday school be used as Attendance Recovery?

No. Saturday school and Attendance Recovery are separate programs under California legislation and use separate ADA makeup codes. A Saturday school makeup code cannot be designated as an AR code, and a student cannot count the same session toward both programs.

What does a negative number in red mean on the Attendance Recovery Bank (ARB) page?

If a student has recovered more minutes than they had available (over-recovered), the Total Minutes Available or Recoverable Absences Available columns will display a negative number in red. 

Is Attendance Recovery counted the same way as ELOP?

No. They are separate programs with different counting rules:

• Attendance Recovery: counted in increments of one hour (60 minutes)
• ELOP: counted in days — any participation in a session, even 5 minutes, counts as one full day

Supplemental Attendance Rollover

Which supplemental attendance tables roll over and under what conditions?

The table below summarizes rollover behavior for each supplemental attendance table. No dates are modified during rollover — records carry over with their original dates intact.

What is the best practice for supplemental attendance sessions that span the July 1 year boundary?

Create two separate sessions: one with an end date of June 30 and a new one with a start date of July 1. This keeps each academic year cleanly separated. The new rollover logic accommodates districts that did not follow this practice by rolling sessions with pre-July 1 start dates as long as the end dates extend into the new year.

When should districts run New Year Rollover?

Best practice is to wait until summer school or summer ELOP has ended, if possible. This avoids confusion about which database should be used for ongoing attendance entry.

What happens if rollover occurs while summer ELOP is still in session?

Once rollover occurs, districts should stop using the prior-year database immediately. Attendance entered after rollover should be entered in the new-year database. For example, if rollover occurs over a weekend, attendance entry should resume in the new-year database the following school day. Rollover should not occur prior to July 1st.

Do districts need to re-enter ELOP or supplemental attendance data after rollover?

No, not if the records qualify to roll (Start Dates on or after 07/01 of the new academic year). Those records should already exist in the new-year database after rollover using the same session dates and record details.

ELOP Summer School Setup

Can districts create multiple ELOP Supplemental Attendance sessions?

Yes. Districts can create multiple sessions for different purposes, such as summer programs, after-school programs, or academic-year programs. They are not limited to a single 7/1–6/30 session, even if documentation examples show one annual session. All sessions can be counted appropriately as long as they are configured for ELOP and have qualifying Supplemental Attendance records.

Can ELOP be tied to a summer school site?

Yes. Some districts may create or use a summer school site to manage summer ELOP participation. This can be used as a centralized summer ELOP location for students from multiple schools. If districts continue summer ELOP after rollover and need to keep checking students in at that summer school site, they must ensure the appropriate student records exist in the new-year database for that site or workflow.

What if students roll to their home schools but not the summer school site?

For reporting, the important factor is that the student has a valid enrollment somewhere in the district in the new year. The ATD record can count district-wide if the student is enrolled. For operational check-in/check-out at a specific summer school site, the district must have the student available in the location where Supplemental Attendance is being taken. A future enhancement will allow the supplemental attendance by student page to display at the District level, allowing for visibility of all Supplemental Attendance records districtwide.

Is Copy Data from Summer School used for ELOP Supplemental Attendance?

No. Copy Data from Summer School is not the process for moving ELOP Supplemental Attendance records. ELOP-related Supplemental Attendance data is handled through rollover logic. Copy Data from Summer School is generally used for other summer school data, such as grades, discipline, demographic updates, or other tables that need to be copied back.

Do districts need to import both ATA and ATD records when importing Supplemental Attendance data?

Yes. Students must have ATA records before ATD records are imported. Importing ATD records without the related ATA assignment can leave orphaned attendance records.

ELOP / LEAP Extract

What are the three ways to populate ELOP days for the LEAP extract?

The LEAP Extract is submitted to CALPADS and reports program 194 -Expanded Learning Program records including ELOP Days participated. There are three methods for populating the ELOP Days field count in PGM.TED:

• Using supplemental attendance with ELOP program codes defined in District Settings (automatically calculated). See ELOP Data Management.
• Importing ELOP attendance data from a third-party system into the ATA/ATD tables — the PGM calculation will run automatically when selected under LEAP Extracts.
• Manually entering or importing program 194 records directly into PGM table (no automatic calculation)

When using Supplemental Attendance table to store ELOP data, always run Update ELOP Days Participated for All Students before generating the LEAP Extract to ensure the days count is accurate and updated.

How are ELOP days calculated?

ELOP participation days are based on Supplemental Attendance daily records — specifically actual check-in/check-out attendance records. A student enrolled in a session for five days but checked in for only two days would count for two ELOP participation days. Any participation in a session, even 5 minutes, counts as one full day. The PGM.TED will be updated to correctly store the ELOP Days when Supplemental Attendance is used for ELOP.

Does regular attendance affect ELOP day counts?

No. ELOP days are based on Supplemental Attendance records, not regular attendance.

Can a program 194 (ELOP) record report zero days?

Yes, zero is a valid value. A student may be enrolled in an ELOP program but may have never attended a session — the record still needs to be reported, reflecting zero days participated.

Do students need enrollment in the new year to be included in LEAP Extract reporting?

Yes. Supplemental Attendance records can roll forward, but students must still have a valid enrollment in the new year to be counted for LEAP/ELOP reporting. If a student has rolled ATD data but no enrollment in the new year, the student will not be included in the LEAP extract file.

What are the known CALPADS validations for the LEAP extract?

Known validations include:

• The student must be enrolled in the academic year
• The days value must be between 0 and 300
• LEAs participating in ELOP must not have missing LEAP records