PUPIL SERVICES
PROFESSIONAL DEVELOPMENT
September 2013
Meeting Objectives
• Review School Attendance Data Profiles
• Monthly and Cumulative Attendance Data
• Attendance Performance Bands
• Discuss School Site and Community Assessment
strategies and activities
• Plan for Absence Prevention and Early Intervention
• Understand Truancy and Required Notifications
• Access Additional Attendance Improvement Tools
Attendance Tools
Accessing the Pupil Services Website
http://pupilservices.lausd.net
Under Tools/Guides for Counselors
Attendance Data
Assessing School and Community Data:
An Essential Strategy for Pupil Services Staff
August Data Profiles!
School Purchased PSA Data Profiles
Summary
tab by
ESC
Select
tab for
your
school
Cumulative
Rates
Month to Month
versus
Cumulative Attendance Rates
Understanding your school’s data
Monthly Attendance Data
(In-Seat Attendance)
Monthly attendance data
• is an average of the attendance for all students enrolled
in the school for a specific month
• may be used to look at trends and changes over
months/years
Actual Attendance Days
All Possible Attendance Days
=
Monthly Attendance
Rate
Monthly Attendance Rate
Class/School
Attendance
Rate
Month 1
Student A
Student B
Student C
Days Attended
20
19
25
Days Enrolled
25
24
25
80%
79%
100%
= (20+19+25) =
(25+24+25)
86.5%
Practice: Monthly Attendance Rate
September 2013
Student
Days Enrolled
Days Attended
Student A
25
24
Student B
24
24
Student C
25
24
Student D
24
22
Student E
23
21
Student F
25
20
Student G
25
24
Student H
24
23
Student I
23
19
Days Enrolled = 218 Days Attended = 201
Rate = 96%
1 absence with
25 days
enrolled
Rate = 95.8%
1 absence with
24 days
enrolled
201/218 = 92.2%
Calculate the student attendance rates and class
attendance rate for the month of September.
Cumulative Attendance Rate
Cumulative Attendance Rate is:
• an average attendance rate over a period of time (e.g.,
August through June)
• Default in MyData under Month to Month Comparisons
Cumulative Attendance Rate
Actual Attendance Days (month 1, month 2, month 3)
All Possible Attendance Days (month 1, month 2, month 3)
Cumulative Attendance Rate
Monthly Attendance Rate
Monthly Attendance Rate is:
Group Discussion
• What is the difference between monthly and
cumulative attendance rates?
• How can you use the monthly attendance rate to
inform your practice and/or plan for the school
year?
Month to Month Attendance versus
Performance Meter Attendance Rate
Understanding your school’s data
Attendance Bands:
Attendance Achievement
The Attendance Bands:
• Are broken down into 5 bands: Advanced, Proficient,
Basic, Below Basic, and Far Below Basic
• Track the number/percent of students in each
defined attendance band
The Performance Meter captures the
percent/number of students with 96% attendance or
better (Advanced and Proficient bands).
Attendance Bands
LESS THAN 87%
87 - 91%
(Far Below Basic) (Below Basic)
Chronic Absence
92 - 95%
(Basic)
96 - 99%
100%
(Proficient) (Advanced)
2013-14 Goal: 76% of students
attending at least 96% of the time
Tracking Student Attendance
Achievement
Attendance Achievement by Instructional Day
Means having NO MORE THAN 1 absence per 25 DAYS OF INSTRUCTION
FBB
BB
Basic
Less than 87%
87%-91%
92%-95%
96%-99%
100%
25
4 or more
3
2
1
0
50
7 or more
5-6
3-4
1-2
0
75
10 or more
7-9
4-6
1-3
0
100
14 or more
9-13
5-8
1-4
0
125
17 or more
11-16
6-10
1-5
0
150
20 or more
13-19
7-12
1-6
0
175
23 or more
15-22
8-14
1-7
0
Instructional Day
Proficient Advanced
Where to access your school’s Attendance
Bands…
• Log in to MyData
• Under the “School” dropdown menu, select
“Attendance”
• Select the “At-Risk Attendance” tab
• Use the filters on the left side of the page to
navigate to your school’s data
• Click the “GO” button for the filters you have
chosen
Where to access your school’s Attendance
Bands….
Filters
Display as
options
“At
Risk”
tab
Group Discussion
Through the month of August, there are 13
instructional days.
• What is the maximum number of absences that a
student may have to achieve 96% attendance or
better?
• What type of activities/campaigns can you plan for
the 50th day of school
(October 24th) using the attendance achievement
data?
School Community Assessment
Assess the School Site
Support
• Who is available to support attendance at the school?
• Teachers, support staff, or volunteers
Culture
• How have attendance expectations and information
been shared?
• Beliefs around attendance
• Prevention and intervention strategies
• Has there been a school attendance policy?
Assess the Community
Support
• What supports are available in the community?
• Donations, partnerships, businesses
Culture
• What are the beliefs around school attendance and
•
graduation/culmination?
Do community businesses serve students during
school hours?
Planning for Absence Prevention
Attendance Expectations
• Communicate attendance expectations to
students, parents/guardians, and staff:
• School attendance policy
• Gain buy-in from stakeholder groups
• Collaboration with staff, parents, and students
• Advertise attendance data (gains/losses)
Identifying and Engaging Stakeholders
Discussion:
• To which stakeholder groups have you already
presented attendance expectations?
• Who have you not yet reached out to and what is
your plan to engage them?
Create an Attendance Campaign
Monthly themes and communication strategies
Visit the Pupil Services website for Monthly
Strategies and Themes for October
Create a Monthly Recognition
Program
• Establish criteria:
• What/Who will be recognized?
• When will recognition(s) take place?
• How and where will recognition(s) take place?
• Identify resources to sustain program:
• Staff (Who at the school can help?)
• Reward$ (Funding availability/donations)
• Supplies (certificate paper, butcher paper, camera,
•
etc.)
Attendance Report(s) (ISIS/SIS)
Monthly Recognition Program
Example
• Recognize students that have achieved 96%
attendance by the 25th, 50th, 75th day of school
• Recognize students that have achieved perfect
attendance on a monthly basis
• Recognize students that have improved attendance
OCTOBER
ELEMENTARY TIERED LEVEL SUPPORT
PROFICIENT/ADVANCED ATTENDANCE:
• Bulletin Board
• Attendance Certificates
• Recognition Letter (i.e., 50th Instructional Day)
BASIC ATTENDANCE:
•
•
•
Warning Letter (3 or more absences)
Small group student conferences (Secondary)
Blackboard Connect message
BELOW/FAR BELOW BASIC ATTENDANCE:
• Attendance Improvement Meetings (AIM)
• Blackboard Connect message
•
Small group student conferences (Secondary)
LOOKING AHEAD…
October
• Columbus Day and Halloween (School Days)
• October 24th is the 50th day of school
***Only month without any days off!***
November
• November 11th is Veterans Day
• Thanksgiving Break is Nov. 25th -29th
Fun Themes for October
Computer Learning Month
Cookie Month
International Drum Month
National Pizza Month
National Popcorn Popping Month
Breast Cancer Awareness Month
5th Do Something Nice Day & World Teacher’s Day
6th Mad Hatter Day
7th World Smile Day
14th National Desserts Day
16th Bosses Day
26th Make a Difference Day
For ideas and tools, visit the monthly strategies section under “Tools/Guides for
Counselors” on the Pupil Services Website
STRATEGIES FOR EARLY INTERVENTION
Prior Year Attendance
• Identify students that had excessive absences in
previous year
• Monitor progress in current school year
• Recognize improvement
• Provide intervention to students with on-going
chronic absenteeism
Identification
• Review Case Transfer forms and/or documentation
of services from prior year
• Generate list utilizing ISIS/SIS in previous school
year.
• Generate list utilizing MyData-Early Alert-At Risk
System
Intervention
• Send Last Year’s Excessive absences letter to
students that did not meet the performance meter
in previous year. (Appendix M-3)
• Conduct student assembly reminding them of
attendance policy and student support systems at
school (invite support staff to present)
• Develop an incentive program for students that
improve by end of semester/school year.
Attendance Improvement Meetings:
An Essential Strategy for Early Intervention
Attendance Improvement Meetings
• A best practice for early intervention
• Targeting students and/or parents of students with
excessive absences from the prior year and/or so
far this year
• Teaching and reinforcing clear, positive
expectations for student attendance
TRUANCY CLASSIFICATION
Truancy
EC Section 48260
A pupil…absent without a valid excuse three full days in
one school year or tardy or absent for more than a 30minute period during the school day without a valid
excuse on three occasions in one school year or any
combination thereof, shall be classified as a truant
EC 48260.5 requires that upon the a pupil’s initial
classification as a truant, the school district notify the
pupils parent or guardian. LAUSD NOT (Notification of
Truancy) letters are generated monthly to meet this state
mandate.
TRUANCY LETTERS
Automated vs. School Generated
Truancy Letters
• Criteria:
• Students between 6 and 18 years
• Accumulated three or more reason codes of 3, 2, 0, UC, or
blank within a school year; including unexcused tardies of
30 minutes or more coded with a reason code 3
• Absence Codes that do not count towards Truancy:
•
•
•
1-Excused
4- Suspension
5-Prior principal approval
• District receives $18.91 per letter generated
School Site Responsibilities:
Notification of Truancy Letters
Preparation and Follow-up Procedures
• Initial Notification of Truancy (NOT) Letter
Automation Procedures REF-Bulletin 5464.2
outlines requirements prior to and following the
mailing of NOT letters.
PSA Counselor Responsibilities
•
Assist in facilitating Notification of Truancy Letters preparation procedures
at school site
•
Train clerical staff on (NOT) Letter preparation procedures as needed
•
Maintain a log of all letters sent including:
•
•
•
•
•
Student name
Student ID
Date letter was sent
Monitor attendance of students that have received Initial Truancy Letter
Follow Attendance Intervention Protocols and guidance provided in the
SARB Intervention Guide for Schools
Accessing the SARB Intervention Guide
Accessing the
Personnel Matters and Reminders
• Review mileage policy to be sure that you are
•
claiming mileage appropriately and following
policy
Complete mileage forms completely
Attendance Improvement Program
Important Reminders and Personnel Updates
Page 26 of the
staff resource
guide
Attendance Improvement Program
Important Reminders and Personnel Updates
Personnel Matters and Reminders
• Summary of Services forms are due each month
Upcoming…..
Save the Date!
• Next meeting will be an all-day Pupil Services
Professional Development on Friday, October 18,
2013 at Lake Avenue Church
Questions?