AGENDA Overview of Student Attendance Policy Attendance Review - - PowerPoint PPT Presentation

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AGENDA Overview of Student Attendance Policy Attendance Review - - PowerPoint PPT Presentation

Nov 13, 2022 371 likes •996 views

AGENDA Overview of Student Attendance Policy Attendance Review Committee Responsibilities Risk Factors Associated with Poor Attendance Strategies for Increasing Attendance What Works Attendance Tools Principal

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AGENDA

  • Overview of Student Attendance Policy
  • Attendance Review Committee Responsibilities
  • Risk Factors Associated with Poor Attendance
  • Strategies for Increasing Attendance
  • What Works
  • Attendance Tools
  • Principal Viewer of the Electronic Gradebook
  • Student Portfolio
  • Other Monitoring Reports
  • Frequently Asked Questions (FAQ’s)
  • Best Practices
  • Other Resources
  • Truancy
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ATTENDANCE POLICY OVERVIEW

The attendance policies are designed with the expectancies that:

  • School attendance will be taken daily.
  • Attendance will be monitored with early intervention applied
  • Students will be present at school each and every day
  • Students will attend class(es) as scheduled
  • Students will arrive at school and class(es) on time
  • Students will demonstrate appropriate behavior and a readiness to

learn

  • The school will provide a rigorous course of study

School Board Policy 5200 - Attendance Student Attendance Reporting Procedures Handbook 2015-2016

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ATTENDANCE POLICY OVERVIEW (CONT.)

Official Daily School Attendance (ODSA) must be taken daily and reported daily. The reporting of attendance comes from the Electronic Gradebook. Attendance should be taken within the first hour of the instructional day.

School

  • ol

Per erio iod Elementary Schools (PK-5) Period HR K-8 Centers PK-5 6-8 Period HR Period 00 (Advisement) Middle School Period 00 Block Schedule 01 and 02 Senior High Schools Period 00 Straight schedule Period 01 Block Schedule 01 and 02 Block Schedule 03 and 04 Alternative/Special Ed. Ctrs. Will vary based on the grade configurations

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ATTENDANCE POLICY OVERVIEW (CONT.)

DSIS is the official source document for the recording and submission of attendance data to the Florida Department of Education. Official Daily School Attendance (ODSA) must be exported daily from the Electronic

  • Gradebook. The Electronic Gradebook is the source document for instructional

staff to record attendance. The ODSA is maintained on the SIS file. All absences will initially be recorded as “U” unexcused absences on the Electronic Gradebook and in the DSIS online system. The school will change the status, if appropriate, to “A” excused on receipt of a valid reason for the absence.

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TYPES OF EXCUSED ABSENCES

Board Policy 5200 -Attendance, defines Excused School Absence as:

  • A. Personal illness of the student
  • B. Medical Appointment
  • C. Death in immediate family.
  • D. An approved school activity.
  • E. Other absences with prior approval of the Principal.
  • F. Attendance at a center under Department of Children and Families

supervision.

  • G. Significant community events with prior permission of the Principal.
  • H. Observance of a religious holiday or service
  • I. Military Connected Students
  • J. Non-School sponsored event or educational enrichment activity, as

determined and approved by the Principal

  • K. Court appearance of the student.
  • L. Outdoor suspensions.
  • M. Other individual student absences beyond the control of the parent or

student, as determined and approved by the Principal.

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TYPES OF UNEXCUSED ABSENCES

Any absence that does not fall into one of the above excused absence categories is to be considered unexcused:

  • Vacations, personal services, local non-school event, program or

sporting activity

  • Older students providing day care services for siblings
  • Illness of others
  • Non-compliance with immunization requirements (unless lawfully

exempt).

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ATTENDANCE POLICY OVERVIEW (CONT.)

  • A student accumulating ten (10) or more unexcused absences in an annual

course or five (5) or more unexcused absences in a semester course will have quarterly, semester and final grade(s) withheld pending an administrative screening and completion of assigned interventions by the Attendance Review Committee (ARC).

  • Failure to provide the required documentation within three (3) school days

upon the return to school will result in an unexcused absence.

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ATTENDANCE REVIEW COMMITTEE

  • The objective of the ARC is to intervene early and review the

circumstances surrounding student absences.

  • The ARC is to be comprised of a minimum of a student

services representative and an administrator.

  • The ARC is charged with the responsibility of prescribing

activities designed to mitigate the loss of instructional time and establish a time for completion.

  • The ARC can recommend that teachers withhold grades.
  • The ARC can recommend the release of grades.
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ATTENDANCE REVIEW COMMITTEE REFERRAL (FORM-6704)

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RISK FACTORS

POOR ATTENDANCE

Substance Abuse Child Abuse & Neglect/ Abandonment Domestic Violence Mental Illness Parent is a Dropout Criminal Background Single Mother Parent Unemployed Multiple Siblings Government Assistance

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ATTENDANCE INTERVENTION STRATEGIES

Schools are encouraged to develop specific intervention strategies and incentives directed to meet the needs of their students and community. The following is a list of standard interventions and incentives recommended for all schools:

  • Intervene early. Do not wait
  • Educate parents on M-DCPS Policies
  • Review monthly Truancy Report
  • Post attendance policy and procedures in highly visible

areas

  • Provide attendance workshops for parents, students, and
  • rganized school committees
  • Develop an incentive program to promote good

attendance

  • Develop a plan to address attendance with teachers
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STRATEGIES FOR INCREASING ATTENDANCE (CONT.)

Strategies to increase parental and community engagement:

  • Wrap around services
  • Family involvement
  • Provide student with academic support via in school and out of school tutoring
  • Ensure that the Parent Resource Center is accessible for all parents
  • Utilize services to assist homeless and economically disadvantage families
  • Home Visits conducted by the Community Involvement Specialist and/or Social

Worker

  • Smaller learning community structures
  • Mentoring advisory programs,
  • Maximization and focus on learning time
  • Service learning
  • Collaborate with local law enforcement, community organizations, mentoring

programs, and social services.

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ATTENDANCE TOOLS

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EMPLOYEE PORTAL

Other Reports accessible through Employee Portal “Reports” tab.

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ATTENDANCE DASHBOARD

Below is a screen shot of what a principal will be able to view. The absences are in descending order by the largest number of absences. Link:

https://portalreporting.dadeschools.net/ReportServer?/DistrictDash board/SCORECARD_MASTER_PAGE_TILE

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EARLY WARNING SYSTEM INDICATORS

The Early Warning System Indicators Report is a report designed to assist school staff in identifying students who are at-risk. Identifies students that have 18+ Absences and Previous Year Absences.

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TRUANCY REPORT

Identifies students that have been flagged as truant.

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ACTIVE STUDENTS WITH 15 OR MORE UNEXCUSED ABSENCES IN A 90 DAY PERIOD

Control-D Report (T0535E0101), Runs every Friday beginning October 2nd. Identifies students that meet the criteria as truant and Indicates if a student has submitted a Truancy Packet.

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STUDENT PORTFOLIO

2-3 page student summary of critical indicators including:

  • Student Demographics
  • Attendance Information
  • Home Language Information
  • Latest FCAT Score
  • Special Programs
  • Current and Last Three Years Grades
  • Prior School Information

Accessible through Employee Portal “Reports” tab.

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ACCESSING STUDENT PORTFOLIO

Select the “Reports” tab

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ACCESSING STUDENT PORTFOLIO (CONT.)

Enter Student ID #

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SSW STUDENT BACKGROUND SCREENING (FM-7075)

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PRINCIPAL/TEACHER VIEWER OF THE ELECTRONIC GRADEBOOK

The following functions and reports are designed to assist in the monitoring and reconciliation process As needed, the principal may authorize the access to other administrators and staff.

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SKIPPED CLASSES REPORT

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DAILY REASON ATTENDANCE LIST

Displays the attendance types and total number of occurrences in a date range for each student.

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DAILY STUDENT ATTENDANCE FOR A DATE RANGE

Displays all Attendance Infractions for a date range. Groups by Student and displays the course/section, teacher, period/hour, date, and code for all attendance infractions.

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ATTENDANCE LIST

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DAILY STUDENT ATTENDANCE REPORT BY PERIOD

Attendance Report by Period: Displays codes inputted by teachers for each student by period. Attendance Manager can use this report to update daily student attendance and also see if students are skipping.

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DAILY STUDENT ATTENDANCE REPORT BY PERIOD IMAGE

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ATTENDANCE TRACKING

Attendance Managers select the desired date and periods to track teachers and periods that haven’t taken attendance for the date or date range in question and inform administrators.

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ATTENDANCE TRACKING REPORT IMAGE

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ADMINISTRATIVE COURSE ATTENDANCE REPORT

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HOMEROOM TEACHER DAILY ATTENDANCE SCREEN IMAGE

The Daily Reason should match the daily attendance code selected by Home Room Teacher. Teacher should click on the code and off again if it doesn’t appear.

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Scenarios: 1. Student #6 was marked absent in Home Room but is present in 6th period. The sixth period teacher should notify Attendance Manager to update student’s Daily Attendance in both GB and ISIS to Tardy. 2. Student #18 was present during homeroom according to Daily Reason but is absent during 6th period. Six period teachers should notify Attendance Manager/Dean to help determine if student is skipping or in fact absent. 3. Student #13 was absent from Homeroom and absent from 6th period. Student is absent for the day. 4. Student #20 was tardy.

ATTENDANCE SCENARIOS

Student # 6 Student #18 Student #13 Student #20

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FREQUENTLY ASKED QUESTIONS (FAQ’S)

Who needs to be involved in the ARC meeting?

  • The team needs to be comprised of at least an administrator and

a student services team member, although each school may include additional faculty members, such as the Success Coach, School Social Worker and/or the Community Involvement Specialist (CIS). What other members of the school’s faculty or community stakeholders could be involved in an ARC meeting?

  • The school’s athletic director, school resource officer (SRO),

teacher, FDCF, local law enforcement, probation officer, school nurse, or staff that might have information related to the student’s absences and/or could be part of the intervention plan.

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FAQ’S (CONT.)

Do schools need to meet every time a student reaches 5 unexcused absences?

  • Yes, based on the School Attendance Action Plan (SAAP),

schools should schedule ARC meetings as needed. What is the role of student services staff on the ARC?

  • To be able to assist in the assessment of the issues contributing

to the student absences, collaborate with additional school and/or community stakeholders in the development of student interventions aimed at getting the child to attend school regularly.

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FAQ’S (CONT.)

Are the interventions developed specifically for the student or can they also require parental involvement?

  • The interventions are for the student but can require parental
  • involvement. Interventions that incorporate a parental

involvement component are more likely to be successful since they will be reinforced both at school and at home. It is recommended that schools utilize The Parent Academy. What if you have a parent that does not attend the scheduled ARC for their child?

  • If the parent does not attend the meeting, the meeting process

should still be followed; however, a home visit should be

  • conducted. Every effort should be made to accommodate

parents/guardians.

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FAQ’S (CONT.)

How could data generated from ARC meetings be utilized to improve the school’s overall attendance?

  • The ARC would need to meet to review student trends related to

attendance issues and utilize pertinent data to plan school-wide presentations aimed at improving attendance (e.g., competitions and incentive programs).

Example: Several parents have express concerns as it relates to the

health of their children. They have all explained that a change in weather triggers asthma issues. To that end, the school could contact The Parent Academy and request assistance in hosting a mini health fair. This would involve community agencies and district staff in coordinating services for the entire school but specifically targeting the absenteeism due to asthma or

  • ther health related issues.
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BEST PRACTICES

 Combine the Attendance Review Committee (ARC) and the Truancy Child Study Teams (TCST) when conducting meetings. All relevant paperwork is brought to meetings such as student attendance information from the dashboard.  Request that a School Social Worker Truancy Screening Form be completed.  Run a period by period attendance discrepancy report from the electronic gradebook to identify and update students who are present, but missed homeroom for daily attendance.

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BEST PRACTICES (CONT.)

 Include any other support personnel that are deemed appropriate in the ARC/TCST process such as the cafeteria manager, athletic coaches, school social worker, community involvement specialist, athletic director, activities director, and/or team leader(s).  Establish a set schedule of meeting dates and times for ARC/TCST committee meetings either weekly, bimonthly or monthly.  Prepare all documentation prior to the actual meeting.

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BEST PRACTICES (CONT.)

Principal

  • Principal Reference

Guide for Pinnacle Gradebook

  • Gradebook Archive

Reference Guide Attendance Clerk

  • Attendance Manager

Reference Guide

  • Attendance

Export/Upload Gradebook Manager

  • Gradebook Manager

Reference Guide for Pinnacle Gradebook Teachers

  • Teacher Reference

Guide for Pinnacle Gradebook

  • Attendance Codes

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BEST PRACTICES (CONT.)

 Motivate students to come to school through school-wide recognition activities.  Involve the community.  Ensure that parents receive letters as soon as 3 absences occur.  Involve the Community Involvement Specialist and/or School Social Worker.

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BEST PRACTICES (CONT.)

 Conduct periodic meetings with students that have poor attendance, include the Counselors.  Create an attendance contract with meeting dates, goals and

  • bjectives.

 Designate or assign personnel to call parents daily for ARC/TCST

  • concerns. Personal contact really works.

 Monitor the attendance bulletin and stress the importance of good attendance.

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BEST PRACTICES (CONT.)

 Prioritize students for ARC reviews initially based on number of absences, risk factors, graduation/promotion requirements/activities. Use the Early Warning System Indicators.

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OTHER RESOURCES

Attendance Review Committee Toolkit Attendance Review Committee (ARC) Training PowerPoint (includes Best Practices & FAQ’s) Handbooks and User Guides Superintendent’s Attendance Letters Superintendent’s Notification to Parents/New Board Policy Attendance Review Committee Notification Letters to Parents Automated Blackboard Connect-ED Sample Scripts (for 3, 5, 8, 10 unexcused and 5 consecutive student absences) Attendance and ARC Related Weekly Briefings There are additional categories that will be added to the Attendance Review Committee “Toolkit” as the materials are developed.

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GRADEBOOK SUPPORT LINKS

  • Principal Viewer Role Reference Guide:

http://gradebooksupport.dadeschools.net/pdf/Administrative/PVRRG_v8_08_04_14.pdf

  • Attendance Manager Reference Guide for Pinnacle Gradebook

http://gradebooksupport.dadeschools.net/pdf/AMRG%2008_07_14.pdf

  • Attendance Export/Upload:

http://gradebooksupport.dadeschools.net/pdf/AttendanceExport.pdf

  • Gradebook Managers Reference Guide for Pinnacle Gradebook

http://gradebooksupport.dadeschools.net/pdf/GBM/Responsibilities/GBM%20Reference%20 Guide%20v8%208.04.pdf

  • Teacher Reference Guide for Pinnacle Gradebook

http://gradebooksupport.dadeschools.net/teachers.asp

  • District Guidelines Electronic Gradebook:

http://gradebooksupport.dadeschools.net/pdf/Administrative/RACF_Authorization_Process. pdf

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2015-2016 ATTENDANCE ACTION PLAN

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2015-2016 ATTENDANCE ACTION PLAN (CONT.)

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2015-2016 ATTENDANCE ACTION PLAN (CONT.)

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2015-2016 ATTENDANCE ACTION PLAN (CONT.)

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2015-2016 ATTENDANCE ACTION PLAN (CONT.)

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TARGETED STUDENT STATUS FORM

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ATTENDANCE REVIEW DISTRICT SUPPORT CONTACTS

  • Ms. Charlene Burks, Administrative Director

Federal and State Compliance Office CBurks@dadeschools.net

  • Ms. Martha M. Montaner, Administrative Director

Federal and State Compliance Office MMontaner@dadeschools.net

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ATTENDANCE REVIEW DISTRICT SUPPORT CONTACTS (CONT.)

  • Mr. Mark E. Zaher, Director

School Operations MZaher@dadeschools.net

  • Dr. Linda A. Amica-Roberts, Administrative Director

School Operations lamica@dadeschools.net

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ATTENDANCE REVIEW DISTRICT SUPPORT CONTACTS (CONT.)

  • Ms. Lisa E. Thurber, District Director

Community Engagement LThurber@dadeschools.net

  • Ms. Renny L. Neyra, District Director

Parent Academy rlneyra@dadeschools.net

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ATTENDANCE REVIEW DISTRICT SUPPORT CONTACTS (CONT.)

  • Ms. Martha Z. Harris, Administrative Director

Student Services mharris1@dadeschools.net

  • Ms. Robin J. Morrison, Instructional Supervisor

Division of Exceptional Student Education, School Social Workers RMorrison@dadeschools.net

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ATTENDANCE REVIEW DISTRICT SUPPORT CONTACTS (CONT.)

Informational Technology Services (ITS) Please submit questions for ITS via HEAT Self Service at:

  • http://selfservice.dadeschools.net
  • Select "Ask ITS A Question" from the drop-down list.
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DISCUSSION