Beginning with the 2007-2008 school year, the Virginia DOE required that a student must be labeled as a Summer Dropout if the student was in your school last year but does not enroll in any school this year.

A Summer Dropout must have:

·         a summer Entry date

·         a summer Withdrawal date and W8 type Withdrawal code

·         a mark in the Summer Dropout box on page 3 of the Student atom 

If a student moves to another school in our District over the summer, No Show the student so that our other school can enroll them.  If you have received a request to transfer a student's records to another school division, please file a hard copy of the request in the student's record and withdraw the student in SASI using the proper withdrawal code and a date prior to the first day of school. Only students who are withdrawn with a W8 type withdrawal code over the summer are considered Summer Dropouts.  

Students were rolled into your new school year with a July entry date instead of the first day of school.  The actual first day of school is listed on the Term Duration page of your School atom so your reports will show the correct entry date for all students who do not withdraw in the summer. 

The early entry date allows you to easily withdraw a student in the summer with a date that is after the entry date but before the first day of school.  For example, if you find out that a student who was in your school has moved out of state, you can withdraw that student any day before school starts and simply use the SASI default date for the withdrawal date.

On August 29, you must drop all students who have not entered your school or transferred out of your school.  This is necessary to avoid accumulating attendance data for them from the first day of school.  Withdraw them using a W8 code and a date earlier than the first day of school. 

NOTE: If your E1 date is the first day of school, you will have to change the date to the beginning of July before trying to withdraw the student with a summer date.  Also, if you have an extra line in Enrollment History for your teacher assignment with an effective date of the first day of school, you will have to delete that line before you can withdraw the student with a date prior to the first day of school.

Keep a log of these dropped students and give a copy of the log to the Truancy Team so they can track these students for you.

Between September 1 and October 1, go back and correct each one of these dropped students in one of the following ways:

• If the student is enrolling in a school in our District before October 1st, No Show the student to allow the student to be enrolled at the school OR

• If the student has enrolled elsewhere, change the W8 code in Enrollment History to the Withdrawal code that reflects where the student has gone OR

• If the student did not enroll in any school by October 1st, complete the dropout information on page 3 of the student atom (i.e. add the Dropout reason and mark the Summer Dropout box).

August reports are due to Tonda Brown by September 5.  Always run Attendance Aggregation selecting Unverified, Unexcused and Excused absences before generating your monthly reports.  

• Generate Principal's Monthly Report for the active reporting month.

• Generate Principal's Term Report from 1st day of school to last day of reporting month.