Revised Attendance Rollsheets

Attendance Rollsheet Policy Reminders

Attendance Rollsheets are an auditable school document that must reflect student attendance accurately. When an error is discovered after a rollsheet has already been submitted to the office, a "revised" rollsheet must be created to correct the mistake.

Rollsheets: Revised vs. Original

An "original" rollsheet is that initial rollsheet, completed with the family at the learning record meeting, signed by the ES, and submitted to the office. It is recommended that 2 "originals" are always done at the LR meeting--save one for your file in case the first original is lost. These originals must be exactly the same to meet the criteria of an "original" document for audit purposes.

The original rollsheets will always bear the signature date of this LR meeting and this date should match the last attendance day covered by that attendance period, or be prior to the next school calendar date after the last date on the rollsheet (if the meeting occurs over a weekend or school holiday period).

A "revised" rollsheet is one that is created to correct an error on an "original" rollsheet. Though it is also completed in the presence of the family in blue pen-and-ink, it will differ from an original in 3 important ways:

1) It will have the "Revised" box checked.

2) It will be different than an original rollsheet in some relevant way (it's fixing an error, remember?).

3) It will NOT have the same date as an "original" (the "Revised" rollsheet date will always have a later date). It wouldn't make sense to submit a 2nd "original" with errors and a "revision" at the same time).

Sample Rollsheet Scenarios:

Scenario A:

The office receives one original rollsheet. Two weeks later, it receives another identical rollsheet. Then, about a four weeks later it receives still a third rollsheet, identical to the previous ones in every way.

Verdict: Original rollsheet is deemed good.

Unless the office has reason to believe otherwise, they will assume that these rollsheets are all originals - and that the ES, not seeing the rollsheet entered, mailed another one in before receiving a late notice.

Suggestion: Do wait to see that an original has not been received before mailing in your next original. During some periods of time, the office may be very backlogged with rollsheets and they need a whole week to get caught up with entries.

Scenario B:

The office receives a rollsheet, and then another rollsheet two weeks later. The second rollsheet covers an additional day, and the "Revised" box is checked. It is signed approximately one month after the last attendance day covered by the rollsheet.

Verdict: Revised rollsheet is deemed good.

Assuming that the "fix" is done correctly, this is the classic "revised" rollsheet scenario. A blank days error is typically being corrected.

Suggestion: Be sure to review the rollsheet documents in the ES Resources on the school website to mark your revised rollsheet correctly.

Scenario C:

The office receives nothing for two months - but then receives a rollsheet, signed on the last day of the rollsheet attendance period covered. The "Revised" box is not checked.

Verdict: Original rollsheet is deemed good.

Again, unless the office has some reason to suspect otherwise (for instance, a slightly different rollsheet being received earlier), the office will assume that this is simply an "original" rollsheet, which is either late or replacing another original rollsheet which has been lost on its way to the office.

Suggestion: Send nothing else in with a late rollsheet. Sometimes your sticky notes trying to explain why it is late, that it is your 2nd original since they lost the first one, etc. causes confusion and delay of processing your rollsheet. If you wish to give an explanation, please email your Advisor, not the office staff.

Scenario D:

The office notifies an ES that there is an error on a rollsheet (a box was mistakenly checked as "O", but counted as an "X" day). The office receives a replacement rollsheet, with appropriate corrections made and which bears a date that matches that of the flawed original rollsheet. The "Revised" box is checked.

Verdict: This :revised" rollsheet will not be accepted.

This ES might be under the mistaken impression that the signature date must always match the last possible attendance day of the rollsheet, however, the signature dates now indicate that both the original and the revised rollsheet were signed on the same day. The "Revised" rollsheet would have passed if it had used an accurate, later date.

Suggestion: The revised rollsheet will typically be created after receiving the error notice, and therefore cannot be the same date of the original. If you do notice an error at the same time as signing an original rollsheet, make a correction immediately, and deem that correct one the new "original"--do not send in an original with errors along with a revised rollsheet.

Scenario E:

Late Rollsheet Reports state that a rollsheet has not arrived in the office. At the next meeting with the family, the ES has another rollsheet executed that is identical to the first rollsheet copy the ES has in their file, including the same signature date, and sends the rollsheet to the office. The ES checks the "Revised" box in case the original turns up in the office.

Verdict: This :revised" rollsheet will not be accepted.

The office now has what appears to be a flawless "original" with the "Revised" box checked and signed on the last date of the LR period- and quite possibly another identical "original" rollsheet without the "Revised" box checked as well. Now the office will question whether the revised rollsheet was actually signed on that same meeting date. It is no longer an "original" rollsheet, as the revised box was not checked on the original, and a 2nd original must be absolutely identical!

Suggestion: Since the rollsheets are otherwise identical, the second rollsheet would have passed for an "original" in the office had the "Revised" box not been checked. However, since the ES did not make a 2nd original at the end of that LR period, the ES should not be "backdating" rollsheets with the family. This "Revised" rollsheet box should have been checked, and the rollsheet should have indicated the true, later signature date. Even without an "original" already in the office, the office would have assumed that the first "original" had been lost, and there was no 2nd "original".

As always, consult your Advisor for scenarios and questions not addressed here.