This lesson will guide you through the process of piloting Electronic Verification Log/Electronic Signature. Please note there is a lengthy process your district must complete with the State to approve this process.
California Department of Education Requirements
The requirements used to create this feature are in accordance with the guidelines provided by the California Department of Education.
- Non Charter Prerequisite: A current system with manual signatures has been approved by the CDE.
- Charter Prerequisite: None
For more detailed infrormation, please review http://www.cde.ca.gov/fg/sf/aa/electronicattenltr.asp.
To get started on the approval and receive more information on this process:
Stel Cordano, Education Fiscal Services Consultant
School Fiscal Services Division
Department of Education
1430 N Street, Suite 3800
916.327.0378
scordano@cde.ca.gov
- 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.
- 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 report described in #3 above is readily accessible to teachers and administrators for their review.
- 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.
- 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.
Electronic Attendance Verification FAQ
No, this is a new feature. We are working with attendance guru Jeri Wenger of Wenger & Associates to get this approved.
Jeri is an independent consultant that works with districts across the state to maximize revenue generated through attendance, streamline district attendance protocol, and minimize audit issues. If you are interested in her services she can be reached at jeri@wengerandassociates.com or visit her website www.wengerandassociates.com.
While your Implementation Manager is great contact (and you should contact them), please contacct and send requests for approval of attendance accounting system electronic certification to:
Stel Cordano
Education Fiscal Services Consultant
School Fiscal Services Division
Department of Education
1430 N Street, Suite 3800
916.327.0378
scordano@cde.ca.gov
And let your Implementation manager know so we are in the loop!
Participation in electronic verification for the 15-16 school year would be a voluntary agreement to pilot this new feature and current procedures should not be adjusted until successful verification by the state has been completed.
Step 1. Send a request to your Implementation Manager to enable electronic signature.
Step 2. Do not change any of your paper process/signatures.
Step 3. Review the electronic verification logs that are produced.
Step 4. Wait for additional information on how to proceed from Illuminate.
Visible change would be minimal. Teachers would check a box agreeing to the terms of the electronic verification every time they take attendance. If they do not agree to the terms by checking the box they will not be allowed to save attendance. Office staff will have access to the attendance logs.
Permission to view the logs "Electronic Verification Logs" can be found in the attendance section of the Permissions page will need to be enabled for any user/role that needs to view the logs. There are not extra permissions required for teachers. Once the feature is enabled the additional agree to terms check box is automatic for all teachers.
Where to Start
Once approved and enabled, the appropriate permissions for users:
You can find these permissions Admin Gear > Permissions > Load for whatever role you wish to have this permission > Change the radio button to 'Yes' > Click Save.
Next Steps
Contact your Implementation Manager for details and implementation considerations.