0

Make attendance compliant with NY state regulations

Guy Mor

December 08, 2021 13:47

None

Follow

NY state as spesific requerments for attendance tracking:

http://www.acces.nysed.gov/common/acces/files/bpss/commissioners-regulations-126.pdf

Specifically these items:
126.4(e) Each school shall establish and maintain attendance policies and regulations, acceptable
to and approved by the commissioner, in accordance with the following requirements:

126.4(e)(1) An attendance register shall be maintained by the school and be available for
inspection by the department for each course or curriculum, as applicable and shall contain the
following:

126.4(e)(1)(i) the room number, schedule and approved name of the course or curriculum;

126.4(e)(1)(ii) the start and completion dates of the course or curriculum;

126.4(e)(1)(iii) the time and date of each class, laboratory or session;

126.4(e)(1)(iv) a daily record of attendance for each student which shall identify each
student as “present,“ “absent,“ “late“ or “make-up;“

126.4(e)(1)(v) the name and signature of the instructor for each class, laboratory or session;

126.4(e)(1)(vi) verification of the instructor by oath or affirmation of the accuracy of the
attendance register;

126.4(e)(1)(vii) any leaves of absence;

126.4(e)(1)(viii) last date of attendance for any student who drops out or is discontinued;

126.4(e)(1)(ix) the marking period and grades for each student for each marking period,
unless otherwise approved by the commissioner;

 

• Facebook
• Twitter
• LinkedIn

2 comments

• 0
  
  Evan Donovan January 13, 2022 19:59

  I think it would help the Populi developers if you indicated which of these requirements are not currently available in Populi. I think some are already, but some aren't.

• 0
  
  Guy Mor January 13, 2022 20:12

  The biggest issues are with:

  126.4(e)(1)(i) the room number, schedule and approved name of the course or curriculum;

  26.4(e)(1)(v) the name and signature of the instructor for each class, laboratory or session;

  126.4(e)(1)(vi) verification of the instructor by oath or affirmation of the accuracy of the
  attendance register;

   

  The reports currently available allow for attendance to be exported as a flat list. Our (very labor intensive) workaround is to export attendance as "all Data", sort by date, and use Visual Basic code below to format the flat list to include an attestation, a place to sign, and initial for each day of attendance.

  Then, we load a PDF of the excel sheet into Pandadoc and send to instructor for digital signature.

  That's just attendance.

   

  The grading needs to be done in a similar manner, we export the gradebook, and unfortunatly the course info is in a separate sheet, so we have to format that as well. follow up with a PDF and an E-signature through pandadoc.

   

  What we need is for the instructor to log into Populi and click an attestation box when the course is ready to finalize, and for us to be able to print it.

   

  Public Sub POPULI_ATTENDANCE()
  ActiveSheet.Copy

  ' Resize Macro
  '

  '
  Cells.EntireColumn.AutoFit

  '
  ' SORT_BY_DATE Macro
  '

  '
  Cells.Select
  ActiveWorkbook.Worksheets("Attendance Detail").Sort.SortFields.Clear
  ActiveWorkbook.Worksheets("Attendance Detail").Sort.SortFields.Add2 Key:= _
  Range("G2:G1000"), SortOn:=xlSortOnValues, Order:=xlAscending, DataOption _
  :=xlSortNormal
  With ActiveWorkbook.Worksheets("Attendance Detail").Sort
  .SetRange Range("A1:M1000")
  .Header = xlYes
  .MatchCase = False
  .Orientation = xlTopToBottom
  .SortMethod = xlPinYin
  .Apply
  End With

  
  Dim MyColumn As String, x As Long
  Dim Area As Range, LastRow As Long
  Dim RowsToInsert As Long
  'Change to correct column
  MyColumn = "G"
  'Change to the number of rows to insert
  RowsToInsert = 1
  For x = Cells(Rows.Count, MyColumn).End(xlUp).Row To 3 Step -1
  If Cells(x - 1, MyColumn) <> Cells(x, MyColumn) Then Rows(x).Resize(RowsToInsert).Insert
  Next x
  MyColumn = "G"
  On Error Resume Next
  LastRow = Cells.Find(What:="*", SearchOrder:=xlRows, _
  SearchDirection:=xlPrevious, LookIn:=xlFormulas).Row
  For Each Area In Columns(MyColumn).Resize(LastRow). _
  SpecialCells(xlCellTypeConstants).Areas

  Next

  '
  ' INSERT_TWO_ROWS_AT_TOP Macro
  '

  '
  Rows("1:1").Select
  Selection.Insert Shift:=xlDown, CopyOrigin:=xlFormatFromLeftOrAbove
  Rows("1:1").Select
  Selection.Insert Shift:=xlDown, CopyOrigin:=xlFormatFromLeftOrAbove

  
  Dim cnter As Integer

  LastRow = Cells(Rows.Count, 1).End(xlUp).Row
  cnter = 0

  For i = 1 To LastRow
  If IsEmpty(Cells(i, 1)) Then
  Select Case cnter
  Case 0: Cells(i, 1).Value = "I am a duly licensed teacher and this written register of attendance is correct to the best of my knowledge"
  Case 1: Cells(i, 1).Value = "Name___________________________________ Signature_______________________________________"
  Case Else: Cells(i, 1).Value = "Initial Here:___________________"
  End Select
  cnter = cnter + 1
  End If
  Next i

  Cells(Rows.Count, 1).End(xlUp).Offset(1, 0).Select
  ActiveCell.FormulaR1C1 = "Initial Here:___________________"
  
  ' TALLER_ROW_2 Macro
  '

  '
  Rows("2:2").Select
  Selection.RowHeight = 40
  
  Dim lr As Long
  Dim r As Long
  
  Application.ScreenUpdating = False
  
  ' Find last row in column A with data
  lr = Cells(Rows.Count, "A").End(xlUp).Row
  
  ' Loop through all rows
  For r = 1 To lr
  Select Case Cells(r, "A")
  Case "Initial Here:___________________"
  Rows(r).RowHeight = 40
  Case "Produced"
  Rows(r).RowHeight = 12.75
  End Select
  Next r
  
  Application.ScreenUpdating = True
  End Sub