New Teacher Series/ Question 8: How does a teacher organize attendance and make-up work?

I’m the worst person in the world to ask about attendance because our attendance clerk calls my room daily, screaming, “POST YOUR ATTENDANCE NOW!!”

When the kidlets bumble into the room and the energy starts rolling, I want to grab hold of all that great boo-yah and channel it with a great activity or conversation, and I just forget to take attendance. However, taking attendance accurately and consistently is one of the most important systems you need to develop, so I attempt to keep myself organized.

There are dozens of Excel spreadsheets and templates for tracking attendance on TeachersPayTeachers, and Pinterest has over 1000 boards of trackers. There are also great lesson plan books, such as those at Erin Condren, that come with absentee logs, personalized quotes, and fru-fru designs, but these can be quite expensive, and I like to spend my money on swank shoes.

While your school will require you to post attendance and grades in Infinite Campus, which is the student information system used by Kentucky, I prefer to have a hard-copy for everything in case a rogue nation-state destroys our power grid, and I need to know who hasn’t turned in Chapter 11 vocab words.  I’m old school, and while I am gradually moving toward the paperless universe, I still have six actual paper management strategies I use:

Attendance: I keep attendance in a large three-ring binder with tabs for each class.  In each divided tab, I place weekly rosters for each class with the student names down the first column and the date and day of the week across the top row.  There are approximately 36 weeks in a school year, so each week has a separate roster followed by a blank page for notes.  I like making notes for the future fourth-block me when I’ve forgotten my own name or where I’ve parked. At my school, tardiness is tracked through our office with a system called Tardy Table, but if you don’t have that system where you teach, you can also use your attendance log to track tardies as well and then deal with habitual tardiness according to your classroom policy.

Make-Up Work:  At the end of the day (i.e. before I forget what actually happened that day) I fill out make-up slips for students who were absent and place it in their student folders (see below.)  These 3×5 yellow forms are very simple.  They say: Hey, we missed you on _________________ (date).  This is what you missed:___________________ (description of activity/lesson/quiz/etc).  This make-up work is due on __________________ (date). When you turn this in, please staple this form to the front of your make-up work and drop it in the MAKE UP WORK box on top of the black filing cabinet.

Some teachers create a make-up work file for each class somewhere in their room, and it is the student’s responsibility to consult the wall calendar to see what was missed and retrieved the missed assignments from the file. Other teachers post everything on their website, and it’s the student’s responsibility to retrieve and complete it in a timely manner. You will develop your own system, but it’s important to have a system because otherwise, you’ll be standing in front of your class with five kids pestering you for make-up work while you’re trying to begin the next day’s lesson.  And invariably one of them will utter the ridiculous question: “Did we do anything important yesterday?” to which you should devise an answer for right now. My top three are: 1) No, the world stops spinning when you’re not here, 2) We sacrificed a goat and the gods of chaos showed up, or 3) Everyone in class got a $1000 from Oprah, but you had to be present to win.  Sorry.

Bathroom Passes: To reduce the amount of rambling around in the halls during class time, our school policy states that each student has four bathroom passes per class per semester.  That means all students who are in four classes a day (we are on block scheduling) would have 16 bathroom passes or 32 passes for the year in addition to the time between classes and the time going to and from lunch.  If a student needs to go to the bathroom more than this for a medical reason, she is issued a special permit.   To keep track of these passes, I created another large three-ring binder with rosters per class with four columns titled “Pass1, Pass2, Pass3, Pass4” and position it next to the hook where I hang the physical hall pass.  The students are responsible for recording the date of their bathroom pass, and I initial it. I check this often for shenanigans.

Student Work Folders: If someone hooks you up on and agrees to finance your organizational dreams, you might be able to purchase student drawers or cubbies or mailboxes to file student work, but I have found that a hanging file folder crate (one per class) at less than $10 is a great investment.  Each student has a file with his/her name, and in this file, you can organize return papers, make-up work, parent notes, or school/district forms that need to be filled out.  You should also purchase an expandable file folder for student work you need to take home and grade.

Homework Trays:  The art teacher at my former school hooked me up with some fab storage bins that I’ve been using faithfully as homework trays, (Thank you Becky Banks!) but you could easily use the lids of copy paper boxes.  Just mark them according to class, example: ENG I- A2, ENG II – A3, ENG I – A4, etc. and establish a procedure within the first weeks of school for students to submit all homework and/or seatwork in that box. Remember, the efficiency of this system is designed to free up time for learning, discovery, and general educational merriment.

Substitute Binder:  This is a necessity for all classroom teachers.  Keep your sub folder up-to-date in case your own child projectile vomits across the breakfast table, and you have to call a sub an hour before school starts.  Make sure you include class rosters, a bell schedule, an attendance log, a map of your school, instructions on what to do in the event of a fire/tornado/earthquake/active shooter drill, important phone numbers like the front office, a list of your daily duties, such as bus/hall/bathroom duties, plus a set of emergency lesson plans for every class, and a list of students in every class that are trusted helpers.





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