Blank Monthly Attendance Form
WORKSHOP ID #(s)
**Attendance Support: firstname.lastname@example.org
Here are instructions forÂ new Monthly Attendance Forms for the Fiscal Year 2017-18.Â Our main goal is to have all attendanceÂ TYPED and SUBMITTED ELECTRONICALLY.
We’ve been sending out attendance forms specific to each individual workshop, with a unique ID number. If you have multiple workshops, even if on the same day, each workshop will have a separate attendance sheet, with its own unique ID number.Â Here’s a link to find specific workshop ID numbers: WORKSHOP ID #(s).
If you don’t find your class listed, email email@example.com
To fill in your attendance sheet you may need to use Acrobat Reader. You can get a current version here: Acrobat Reader Download.
Save your attendance forms somewhere you can access and organize them easily.Â You may need to use the Print function to Save as PDF. Click HEREÂ for detailed instructions.
Please read the instructions here when you are using the form and do your best to give us clear, complete and accurate information.
On Your Attendance Sheet:
1. Â Â Top two lines include essential information:
- ArtsÂ Provider (s) [YOUR NAME]
- Contract #(s)
- Workshop #
- Workshop Title [CLASS NAME]
To confirm Workshop ID #(s) click on the following link:Â WORKSHOP ID #(s).
2.Â Â Â Â WorkshopÂ LocationÂ refers to the regularly scheduled physical venue, for example: Â L1 Yard A-Chapel, L2 Yard B-Classroom 1, L4 C-Gym, etc.
> PLEASE INCLUDE Custody LEVEL, YARD, and Specific room. Â If you donâ€™t know what Level or Yard, please ask your CRM or Mentor or a Correctional Officer.
3.Â Â Â Â Day ofÂ WeekÂ refers to the regularly scheduled day, for example: Â Mon, Tues, Thurs etc.
>> REMEMBER, IF YOU TEACH MORE THAN ONE WORKSHOP, SUBMIT A SEPARATE FORM FOR EACH ONE, EVEN IF THEY ARE ON THE SAME DAY.Â You have individual workshop numbers for each workshop you teach, find your workshop numbers here:Â WORKSHOP ID #(s). Double check the workshop number in the upper right hand corner of your attendance sheet, the class information you fill in on the sheet corresponds with specific workshop number, this is very important.Â
4.Â Â Â Â Start TimeÂ refers to the regularly scheduled commencement time, forÂ example: 8:30 AM, 1:30 PM etc.
5.Â Â Â # HoursÂ refers to length of theÂ regularly scheduled workshop, for example: Â 2.5, 3, 6 etc.
6.Â Â â Any Changes? “Please Describe inÂ the Notes Box Below”Â refers to any change in location, day or week, startÂ time, # hours from previously regularly scheduled workshop. AdditionalÂ information concerning changes to be noted in box at bottom of page, forÂ example: â€œSession 8/10 moved to Classroom 2 because of painting. This is not aÂ permanent change.â€ or â€œStarting 8/31Â Thursday Workshop will be held on FridaysÂ from now on. No time change, just day change.â€ etc.
7.Â Month Covered by this Attendance SheetÂ refersÂ to one month of sessions only, for example: Â Aug, Dec, etc.
> SUBMIT EACH MONTH ON A SEPARATE FORM
> MAXIMUM 5 SESSIONS PER WORKSHOP/PER MONTH
8.Â Â Â Page ______ of ________Â refers to howÂ many pages are being submitted per workshop/ per month, for example: Â 1 of 2, 2 of 2
> USE MULTIPLE PAGES IF INMATE LIST EXCEEDS 25
9.Â Â Â DateÂ refers to the individual sessionÂ dates of this month only, for example: Â 8/10, 8/17, 8/14, 8/31
> PLEASE REMEMBER ONE WORKSHOP, ONE MONTH PER ATTENDANCE FORM
10. *Last NameÂ refers to the inmatesâ€™ lastÂ name.
> This is REQUIRED information. Accuracy of spelling is very important forÂ the database.
11.Â Â First NameÂ refers to the inmatesâ€™ first name.Â This is helpful, especially when there is more than one inmate with the sameÂ last name. Accuracy of spelling is good.
12.Â *CDCR ID #Â refers to the inmatesâ€™ CDCRÂ #
> This is REQUIRED information. It is THE most important piece of information.Â It MUST be ACCURATE.
>> These are six-digit numbers, NO spaces, NO dashes, PLEASE!
â€¢If you have any doubt as to the accuracy,Â verify theÂ number BEFORE SUBMITTING atÂ http://inmatelocator.cdcr.ca.gov/
13.Â Â HousingÂ refers to inmatesâ€™ housing asÂ provided by the facility.
14.Â Â Drop?Â refers to an inmate who hasÂ officially dropped out of the workshop and will no longer be attending.
15.Â Â MarkÂ if Present â€“ Blank if Not PresentÂ refers to the physical presence of anyÂ inmate in workshop sessions. By clicking in the box, a check mark âˆš will appearÂ to indicate inmate being present.Â Not clicking in the box indicates inmateÂ absent.
16.Â Â Totals (along side and along bottom)Â refersÂ to an individual inmateâ€™s total monthly attendance (side, column) and each sessionÂ total (bottom, row).
17.Â Â Notes:Â document anyÂ pertinent information, for example: changes regarding workshop location, day ofÂ week, start time, # hours, etc. It is also a place to make importantÂ notesÂ regarding lockdowns, illness, or anything that is a significant disruption to your class.
Submit your attendanceÂ with your monthly invoice. For detailed instructionsÂ click HERE.
Please contact our program assistant, TripuraÂ Anand: Tripura@williamjamesassociation.org if you have any questions or need support.
CONTINUE TO SUBMIT ATTENDANCEÂ & INVOICES TO: firstname.lastname@example.org