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Attendance Responsibility Assignment Chart
Each school shall designate a staff member(s) to each of the responsibilities listed below.
Responsibility Responsible Person(s)
How Often?
Daily /Weekly Revise and disseminate Attendance Plan
Continuously conduct clerical, teacher and staff in- services regarding attendance accounting
procedures and updates
Conduct group informational meetings with school staff regarding tracking, monitoring, and case management of students with excessive absences Review attendance, academic and behavior
record during parent conferences and develop an intervention plan/contract
Ensure attendance for each class period is entered
Create and implement student sign–in for all support personnel & offices
Input student sign-in sheet from support personnel
& offices
Create and implement student exclusion and extended absence log (suspensions & medical) Input student exclusions and extended absence log (suspensions & medical)
Run ISIS Extended Absence Report Daily
Manage Phone Dialer for one day absences Daily
Encourage classroom teachers to call home to inquire about student’s absence and report information to attendance office
Daily Calls home for 2-3 consecutive day absences
Monitor students with excessive absences.
Document reasons for absence and expected day of return
Provide all stakeholders due diligence policy to clear absences
Clear Uncleared Absences
Referral & Resource for Non Enrollees, Pass throughs
APPENDIX A-3
Page 2 of 2
Attendance Responsibility Assignment Chart
Each school shall designate a staff member(s) to each of the responsibilities listed below.
Responsibility Responsible Person(s)
How Often?
Daily /Weekly Remind teachers to send students to Attendance
Office to clear absences
Update disconnected/ wrong numbers
Systematically monitor that all staff verify accuracy of all contact numbers
Follow the ISIS procedures to manage No Show Students to avoid ghost students
Monitor partial day absences Implement tardy policy Monitor student tardies
Mail Initial Truancy Letter # 1 after 3 absences without valid excuse
Mail Habitual Truancy Letter #2 after 5 absences without valid excuse
Schedule parent/guardian conference to review records and develop an intervention plan/contract Refer students to SST, RCT, SART, ACT and OBF
Hold evening or weekend assemblies for
parents/guardians of students who are chronically absent
Other:
Other:
P = Principal Legend
AP = Assistant Principal AT = Attendance Team
PSA = Pupil Services & Attendance Office DPA = Diploma Project Advisor
AC = Academic Counselors T = Teachers
D = Dean
AOT = Attendance Office Technician
APPENDIX B ATTENDANCE MASTER CALENDAR
The Attendance Master Calendar serves as a comprehensive sequential list of monthly related attendance and dropout prevention activities. Specific staff members shall be assigned to complete each activity.
ON-GOING ACTIVITIES
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Enforce teachers submit attendance for each class period Enforce clearing of absences, tardies, early leaves Band students based on attendance RtI2 tiers
Design/implement targeted interventions for RtI2 attendance bands (monthly), and monitor effectiveness
Publicize 96% District Attendance Goal to parents/student through assemblies and Connect-ED on a monthly basis.
Publicize incentives programs through PA, memos, email, school bulletins (monthly)
Mail Appendix Q-1: 1st Initial Truancy Notification Mail
Appendix Q-2: 2nd Truancy Notification Appendix Q-3: 3rd Truancy Notification Identify students for SARTs and SARBs
Review attendance and suspension data on a monthly Participate in COST, SST, IEP meetings for students with
excessive absences
Review and update disconnected phone numbers in SIS/ISIS Mail Appendix H-3: Affidavit to Verify Residence Letter to parents
who signed Appendix H-2: Affidavit to Verify Residence Form.
Utilize an enrollment log to document follow-up (on a monthly basis)
ISIS Attendance Not Submitted Report
ISIS Absence Detail Call List ISIS Unresolved
Absences/Tardies
ISIS Readmittance Roster ISIS Uncleared Yesterday
Present Today
ISIS Absent/Tardy Totals ISIS Master Absence Report Attendance Incentive Report
(Type: Detail)
Absence Audit Report MyData Attendance
Comparison Reports for the previous year
Previous years’ AT24 Connect-ED Wrong number
Report
MONTH ONE (Beginning of the School Year)
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Identify and Clear No Shows (refer to ISIS Handbook & Appendix M-1: No Show Procedures, Elementary)
Locate and recover all students on the Potential Dropout List which is due the first week of October
Band students based on attendance RtI2 tiers
PD for Teachers and office staff, review attendance policies and procedures
Kindergarten, 6th, 9th and new student orientation assembly Band students based on attendance (MyData)- RtI2
Mass mail Appendix N-1: Initial Attendance Policy Letter and/or truancy abatement program notification, if applicable.
Mail Appendix N-2: Last Year’s Excessive Absences Letter for all students with less than 96% attendance from the previous school year
Review case transfers, matriculation forms and Attendance Comparison Report
Establish an Attendance and Dropout Prevention Team to review data and update Appendix C-2: Attendance and Dropout Prevention Plan Template
Review Connect-ED procedures and passwords
Monitor the update of emergency card information in SIS/ISIS Continue with On-going Activities above
Follow ISIS No Show Attendance Incentive Report
(Type: Detail)
APPENDIX B
MONTH TWO
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Conduct classroom presentations and grade level assemblies Review status of last year’s SART/ Resource Panel/SARB and mail
follow-up SART/SARB reminder letter
Organize an Attendance General Assembly for students with excessive absences from the previous year
Develop SART Team & establish calendar for the year Implement Attendance Incentive Programs
Teach attendance and district’s 96% attendance goal at Back to School Night, Kinder meetings, etc.
Mass mail SRQ, update homeless roster with emergency card information, and update in SIS
Mass Mail Appendix K-13: Connect-ED Contact Form Continue with On-going Activities above
ISIS Attendance Incentive Report (Type: Detail)
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Parent Presentations (Related to Attendance for ELAC and CEAC, School Site Council)
Mass mail a letter and/or utilize Connect-ED to remind parents that extended absences during the holidays are unexcused and will lead to truancy status
Provide “double” incentive awards to students who attend up until the last day of vacation/return on time from winter break
Utilize Connect-ED to remind students of first day back to school from holiday vacation
Continue with On-going Activities above
ISIS Attendance Incentive Report (Type: Detail) ISIS Absent/Tardy Totals
MONTHS FIVE AND SIX
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Locate and recover all students on the February Potential Dropout List
Continue to review Implemented targeted interventions for student bands and evaluate if interventions have proven to be successful Review Report Card Attendance Data
Hold first semester attendance ceremony
Organize 2nd General Assembly for 2nd phase of 10-12 absences Review ISIS Procedures, clearing absences through and PD for
Teachers
Continue with On-going Activities above
DSS, Alert Systems My Data, Attendance
Comparisons
Elementary School At Risk System; Secondary At Risk ISIS Absent/Tardy Totals ISIS Master Absence Report ISIS Attendance Incentive
Report (Type: Detail)
APPENDIX B
MONTHS SEVEN AND EIGHT
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Plan an incentive program during test weeks to include raffles and recognitions
Mass mail letter regarding Attendance and CST
Parent presentation at Open House (Reiterate 96% District Attendance Goal, Compulsory Education)
ISIS Attendance Incentive Report (Type: Summary)
MONTHS NINE AND TEN
ACTIVITIES GENERATE THE FOLLOWING REPORTS
Locate and recover all students on the May Potential Dropout List
Distribute Appendix R-3 or 4: Matriculation Forms
Mass mail homeless survey, update roster and forward to the Homeless Unit
, to grades 5th or 6th and 8th Grade students and forward completed forms to local PSA office
Review and update students with permits or residing out of the area and mail Appendix G-3a: Moved, False Address,
Forfeiture of Permit, Englishif applicable End of the year attendance awards ceremony
Plan next year’s incentive program/outreach, mail donation letters to community businesses and agencies
Review implemented targeted interventions for student bands to evaluate effectiveness of interventions
Prepare Case Transfers for students with excessive absences who will attend a different school
Review Enrollment packets utilizing Appendix K-1:Mandated Enrollment Checklist to ensure all required forms are included
DSS, Alert Systems
My Data, Attendance Comparisons ISIS Attendance Incentive Report
(Type: Summary)
APPENDIX C-1 ATTENDANCE AND DROPOUT PREVENTION PLAN GUIDE
The intent of this document is to assist schools with the development of the Attendance Plan Template. Education Code 48340 encourages school districts to adopt pupil attendance
policies based on the active involvement of parents, pupil, teachers, administrators, other school personnel, and community members. As such, every school shall have a formal, written,
proactive attendance plan for the improvement of student and staff attendance. The school principal shall meet annually with an attendance team to develop, review, and implement a school-wide attendance plan consistent with District, State and Federal policies and laws. Each attendance plan shall be incorporated into the Coordinated Safe and Healthy School Plan Volume 1, Chapter 6, “Prevention Programs”. For additional information please go the Office of Environmental Health and Safety (OEHS) website www.laschools.org/oehs.
Attendance Team Members: Every school as directed by their principal will identify a team that includes Principal, APSSS or APEIS, or other administrator in charge of attendance, academic counselor, dean, nurse, PSA counselor, school police officer, Diploma Project Counselors, teacher (general and special education), attendance clerk, parent representative, student representative, community partners, and additional personnel as designated by the Principal to develop and implement a comprehensive plan to record, monitor, improve and maintain student attendance. Refer to Appendix A-1: Blueprint for Attendance Improvement for the suggested blueprint for the plan.
• Attendance team should meet regularly throughout the school year.
• The team should use attendance data to guide its decisions.
• At the beginning of every school year (or time of enrollment), students, parents and staff should be notified of the school-wide attendance plan and policies.
• The plan should be reviewed and updated annually and be maintained for parents and community members use in school’s Main Office, Attendance Office, and/or Parent Center as appropriate.
• The plan should be collected and reviewed annually by the Local District PSA Coordinator and the Operations Administrator.
Attendance Goals: In order to establish your attendance goals a review of your school’s attendance data should be examined. Schools can use the attendance reports from Decision Support Systems (DSS), ISIS Stats @ a Glance, and the Response to Intervention (RTI) three tiered approach.
A three tiered approach to attendance will help schools with the following:
• Assist with organization
• Provide a systematic approach to student intervention
• Track and monitor interventions
• Document what has been attempted
• Data driven decision making
APPENDIX C-1