Best Practices
and Staff Role
for Elementary
and Middle
Schools
Attendance
Kampta Persaud
Brooklyn ISC
February 2009
ATTENDANCE LAW AND POLICY
Chancellor’s Regulation A-210
ATTENDANCE LAW
Children between the ages of 6 through 21 have the right to a free public education.
Children between the ages of 6 through the completion of the school year in which they
turn 17 are required to attend school.
ATTENDANCE POLICY
Student attendance must be recorded and tracked daily.
Student absences must be followed up with telephone calls, letters/postcards
or home visits.
Schools must make every effort to ensure the regular attendance of students
and to address any problems or issues that inhibit regular attendance.
Students who are being discharged or transferred to programs that will not
result in a regular high school diploma must be provided with counseling
about their educational options and must be informed of their right to return
to school through the school year in which they turn 21.
2
BEST PRACTICES
This will be discussed in two parts
- As
School wide Policy
- As Operational Procedure
3
Effective School Attendance Program
Attendance is
scanned daily
Regular attendance
committee meetings
are conducted
407’s are
Investigated,
documented and
resolved if possible
within 10 days
There is an
attendance
coordinator
monitoring the
program
All resources
available to
the school,
are utilized.
Incentives are rewarded
to students
Attendance
reports are
generated
and
reviewed
regularly
4
COMPONENTS OF A SUCCESSFUL SCHOOL ATTENDANCE
PROGRAM
 Identify absent students on a daily basis and make home contact
early in the day
 Clear registers in September
 Ensure the accuracy of telephone numbers and contact information
 Develop an effective attendance committee
 Monitor the school attendance rate on a daily basis
 Compare current attendance rates with those of previous years
 Set attendance goals
 Make attendance a priority
 Involve the entire school staff in attendance improvement
5
Best Practice - Policy
•The school has a current comprehensive attendance plan that is
reviewed regularly, distributed and discussed with all staff.
•The school has a designated attendance coordinator who is given
adequate time to oversee the attendance program.
•The school has an attendance committee that is comprised of the
principal, assistant principals, teachers, attendance teacher,
guidance counselors, family assistants, social workers and school
aides who meet regularly to discuss progress in attendance and plan
strategies for improvement. The committee will also discuss specific
cases and attendance issues.
All attendance committee members should be familiar with:
> Chancellor’s Regulation A-101, 210 and 240
> Transfer, Discharge and Graduation Code Guidelines
6
Best Practice – Policy (ctd.)
Establish an effective attendance outreach program to contact
absentees. Outreach efforts such as telephone calls, letters, postcards
and home visits should be coordinated and implemented in a timely
manner.
The school should have an effective attendance incentive program
The school attendance coordinator should provide on-going professional
development sessions for school staff on attendance procedures and
effective attendance improvement strategies.
The school has a process in place to appropriately address and
document lateness.
All open 407s are investigated and, wherever possible, interventions are
provided by school staff for resolution of the Form 407
The school has a program for supporting and integrating students in
temporary housing
7
Attendance Initiative
Elementary and Middle School
- Attendance Improvement Initiative
- Chronically Absent Students – Report, The New School
Center for New York City Affairs
(Strengthening Schools by Strengthening Families October 2008)
8
Recommendations
Review monthly attendance with students
Distribute to parents the school calendar and a
letter referring to the negative impact of
extended vacations
Refer to Chancellor Regulations
 A-101, A-210
http://schools.nyc.gov/RulesPolicies/ChancellorsRegulations
Use the Attendance Rate Chart to demonstrate
to students, parents and staff the negative
impact of absence on school success.
9
Attendance Rate
SCHOOL YEAR 2008 2009
Attendance Rate and # of Days Absent
Number of school days in year
- 183
Average number of school days per month - 18
STUDENT
% Present # Days # Days
Translate into
Present Absent MONTH(s) Absent
90
165
18
1
85
156
27
1 1/2
80
146
37
2
75
137
46
2 1/2
70
128
55
3
65
119
64
3 1/2
60
110
73
4
10
Attendance Distribution
YTD Attendance Interval Report (RYIS)
Use this report to target specific group of students
Attendance Distribution as of January , 2009 School
120
107
100
81
# of Students
80
60
55
40
25
20
9
0
0
0
1
1-09
1
10-19
4
0
20-29
30-39
1
40-49
3
50-59
60-69
70-79
80-89
90-99
100
% Tim e student attends
Register as of January 9, 2009 - 287
ATS report for student in range - RRSA
11
STAT Screen Information (Page 1)
12
STAT Screen Information (Page 2)
13
STAFF ROLE in the Attendance Process
-Attendance Procedure
-Staff Role
14
CREATE AWARENESS OF YOUR ATTENDANCE PROGRAM
MAKE ATTENDANCE A PRIORITY
WHERE’S MY
RSAL
REPORT?!
IS SCANNING
COMPLETED?!!
ATTENDANCE
COMMITTEE
MEETING AT 8
O’CLOCK
HOW’S
ATTENDANCE?
!
HOW MANY
CLASSES HAD
100%
ATTENDANCE?
WERE
ABSENTEE
STUDENTS
CALLED
TODAY?!
15
Best Practices – Operational Procedures
Staff Roles in the Attendance Program
Principal – Responsible for implementing an effective attendance
program in the school
Assistant Principal – Oversees daily operation of the attendance program
Attendance Coordinator – Implements the attendance program
School Counselor – Provides the connection between the students and the
attendance program
Classroom Teachers – Supports and nurtures excellence in attendance and
school achievement
Pupil Accounting Secretary – Maintains student records and enters
admissions and discharges
Family Assistant – Provides outreach and follow up services
Attendance Teachers – Investigates and resolves attendance issues
School Aide – Scans attendance, conducts outreach and generates reports
16
Operational Procedure – Attendance Office
Daily
> Distribute, collect and scan attendance sheets, generate
appropriate reports. Update student biographical information
and review reports
Weekly
> Conduct attendance meetings, review the open 407s and
appropriate attendance reports, discuss plans for addressing
attendance improvement. Provide training to staff on various
aspects of attendance procedures.
Monthly
> Review the names of students in LTA classes and monthly
attendance reports, generate the Period Attendance Report
(RPAR) review information and sign off on it. Identify the
students to receive attendance awards.
17
ENERGIZE YOUR ATTENDANCE PROGRAM

Raise the consciousness of staff and students

Discuss attendance improvement approaches on a
regular basis

Share attendance reports and identify critical
data and percentages with staff
18
Class Scheduling
Principal, Guidance Counselors/Grade Advisor, Pupil
Accounting Secretary.
CREATE
Official Class
> Official Class List – list of students (ROCL)
> Class Information List (RACL)
> Appropriate Special Ed LTA class
No student should be in the 000 Class - Interclass transfer
19
Attendance Procedure/Process
ALL Students have been :
>
>
admitted.
placed in appropriate class/grade level
Official Attendance (Daily Scan sheet)
20
Official Attendance – Primary Attendance
Official Attendance
Attendance scan sheets are distributed to teachers before first period.
If a substitute teacher is covering a class, an attendance instruction sheet
will accompany the attendance scan sheet.
Schools taking attendance in the afternoon will distribute the rosters at the
designated period to the teachers.
Attendance is to be recorded on the scan sheets (NO erasure).
Schools taking period attendance will distribute the attendance rosters
every Monday.
Attendance scan sheets are collected and accounted for after the morning
attendance taking period.
Correct bubbling and signatures are checked before scanning
Schools taking attendance in the afternoon will collect the attendance
rosters in time to scan attendance before the end of the day
21
DAILY ATTENDANCE SCAN SHEET
22
Official Attendance
After Scanning
RUN the non compliance report – RNOC
This report should indicate if all sheets (roster)
have been scanned, if the report indicate that they
are un-scanned or missing sheets (rosters) those
should be collected and scanned.
23
Attendance Reversal
Attendance reversal Policy is to be implemented The late
forms are collected and students’ attendance is changed
from absent to late on the CIND screen.
These signed forms are filed with the appropriate
attendance scan sheets
Separate notes from the teachers regarding attendance
changes or class changes should be corrected as soon as
possible.
File the attendance rosters and Change of Attendance
sheets together with the RSAL report for the day
24
Missing Attendance Due to Retroactive Admission
(RRAI)
Run/Print the RRAI report - If students exist in this
report the attendance should be entered immediately
using the CIND function
WARN Screen/Report
Pending discharges are indicated on the (WARN)
screen, must be reviewed by the pupil accounting
secretary or assigned staff who should respond to
this function immediately
25
Daily Attendance ( RSAL)
26
LTA ( Long Term Absence)
Any student who has been absent for the entire month is identified
as an LTA for that month.
Create appropriate LTA class – inter class transfer LTA students
to the appropriate LTA class.
Special ED students must be transferred to Special ED LTA class
Monitor the LTA classes to ensure the following:
- Students are appropriately placed in these classes, by
grade level, General ED and Special Ed
- Accurate attendance is recorded, if students returned that
should be verified and students are interclass transferred
appropriately
27
407 PROCEDURES
28
FORM 407
A Form 407 Attendance Follow-up and Outreach Referral automatically generates at the school under
the following conditions:
a) When a student has been absent for:
· 10 consecutive days
· 20 aggregate days (over a 4 month period)
· 8 consecutive days (if there has been a prior 407)
b) 30 days after a student has been discharged as “Address
Unknown” (Code 12), a second Form 407 generates in order to
re-investigate the status of the discharge to ensure that no new
information concerning the student or family has become available.
c) In September of the new school year, any student who was discharged
during the previous year as “Under 6 Years Old” (Code 04), who will
turn 6 years of age in the current year (by December 31) and does not
appear as active on a school register, requires the generation of a 407
to ensure investigation of his/her status.
29
407 Procedures for Students in Grades
Pre-K through 8
Schools are to complete the attendance
investigations for pre-k through grade 8 within 10
days after issuance of a 407.
If case can be resolved, the 407 is closed at the school level.
All 407s closed at the school level must be reviewed by the
attendance coordinator
Complete investigation
of all Pre-K – 8 cases
within 10 days
30
ATTENDANCE REFERRAL TRAIL
Attendance is scanned daily. The
following ATS reports are
generated to ensure all
attendance has been recorded:
(RCUA) Cumulative Absence,
RNOC (Non-Compliance) and
(RRAI) Retroactive Attendance.
Scan sheets and Change of
Attendance forms are filed.
If the school cannot resolve the
case after all interventions, the
407 is forwarded to the
attendance teacher.
When a student is absent,
parent/guardian is contacted by
telephone. Letters or postcards are
mailed to the home. If the student does
not return to school, a Form 407
automatically generates after 10
consecutive days of absence or 8
consecutive for a repeat 407 or 20
aggregated days after a 4 month period.
If the case can be resolved,
the 407 is closed at the
school level. All 407s
closed at the school must
be reviewed and signed by
the attendance coordinator.
The attendance teacher contacts the
home and works with the school and
family to resolve the case.
The attendance teacher
returns the closed/ resolved
407 to the school. The
school closes out the 407 on
the ATS system on the U407
file.
31
U407 Screen
32
School Absence Alert
Updated 01-29-09
33
School Absence Alert
Every Monday, schools automatically receive a
“School Absence Alert” that provides a list of
names of students in grades pre-k through 8 who
have 407s open for over 10 days.
34
THE REPORT INCLUDES
Student biographical data- Name, ID#, Grade Code & Level , Class Code
Investigation Complete - an indicator to designate if the investigation is
completed (default is “no”) and the date entered on the system
Comment Code- explaining the finding of the case i.e., student is ill, reported to
ACS
State Central Register (SCR)- an indicator to designate if the case has been
reported to the State Central Register for educational neglect (default is “no”)
407 Issue Data- 407 Register Number, 407 Date Issued, Days Open
407 History- information about previous 407s issued during the current year along
with discharge code and date
Number of weeks student’s record was listed on the report
Summary by grade of the number of students listed on the report along with a
grand total and the school’s register number.
35
SCHOOL ABSENCE ALERT
Schools must make every effort to complete the attendance investigation for
Pre-K through grade 8 students within 10 days after issuance of a 407.
Investigations that are not completed are to be actively followed up on until
possible closure.
If the case remains open, and the school has completed the investigation and/or
provided support and interventions; but the student has not returned to school,
a report should be made to the State Central Register when appropriate.
The date of the report to the State Central Register will be entered into ATS, on
the U407 file.
36
407 Case Remains Open,
Investigation Is Complete
If the 407 case has not been closed, but the school has
completed the investigation (the school knows why the student is absent)
and/or provided support and interventions, the following information is
entered on the U407 screen:
A “Y” is entered in the Investigation Complete (IC) column along
with a Comment Code in the CMT column.
If the case was reported to the State Central Register, a “Y” is
entered in the SR column along with a date in the Report Date column.
Please note that a report to the State Central Register can be
made at any time. It is not necessary for the investigation to be
completed.
37
IF THE CASE REMAINS OPEN, BUT THE INVESTIGATION IS COMPLETE
U407 (UPDATE 407) SCREEN
SCHOOL NUM: 400
407 REGISTER NUMBER: ____
STUDENT ID: ___ ___ ___
YEAR: ____ - __
GRADE LEVEL: __
GRADE: ___
OFFICIAL CLASS: ___
(BLANK FOR ALL)
----DATES----RS
I S
REPORT
SEL
NAME STUDENT ID PR DC GRD GL CLS REG# ISSUED| CLOSED CD CMT C R DATE
=
_
_
_
=============
MC, ANTHONNER
PARKER, RONN
PEREZ, PERE
=========
222222222
222222222
222222222
== == === == ===
Y
210 11 505
Y
962 09 180
Y
200 10 307
====
0000
0000
0000
=======
010909|
010909|
010909|
========
__ __ __
__ __ __
__ __ __
==
__
__
__
===
NEW
LIL
LCI
= = ===
_ N
Y
Y Y 122208
Enter the Comment Code.
Enter a “Y” if the investigation is
complete.
Enter a “Y” if the case was reported to
the State Central Registry.
Enter the report date to the State Central
Registry.
If the case is closed, enter a close date (CLOSED) and a Resolution Code (RS) in the
appropriate fields on the screen.
38
5 and 10 Day Absence Report
As of the 2008-2009 school year all schools receive a weekly
report which provides the names of students who have been
absent for 5 aggregate days and for 10 aggregate days.
This report is sent to each school’s ATS printer on
Wednesday.
Schools should review these reports and contact parents
immediately to discuss their child/ren’s attendance.
39
40
PLANNING INTERVIEW
PROCESS and PROCEDURE
Principal’s Weekly, Attendance Memo, 09-03-2008
It is our goal to ensure that all students who are discharged and/or
transferred prior to attainment of a regular high school diploma are
provided with appropriate intervention services, counseling and support
to encourage them to remain in school or to facilitate their return to
school at a future date.
• A planning interview must be provided to all students who leave school
without having attained a diploma.
• Each school with students 16 years of age or older must designate an
assistant principal or identify guidance counselors to conduct the planning
interviews and to be responsible for discharges.
• The principal is responsible for ensuring that all planning interviews are
conducted according to requirements.
• All planning interviews must be approved by the borough Senior Youth
Development Director prior to discharge.
41
LINK TO DOE WEBSITE
Principal’s Weekly September 3, 2008
Planning Interview Guidelines and associated documents
Attendance and Related Mandates:
http://portal.nycboe.net/sites/FinanceAdmin/OSYD/SchoolPo
rtal/Guidelines%20and%20Procedures/ATTENDANCE%20%
20AND%20RELATED%20MANDATES%20MEMO%20%202
008%208-28-08.doc
42
COMPLETION OF THE PLANNING INTERVIEW
After the completion of the planning interview, the parent and student receives the completed Planning
Interview Form, the Planning Interview Packet, the student’s transcript and Letter #2 if appropriate.
The Senior Youth Development Director receives copies of the Planning Interview Form, student’s
transcript, Letter #1 and Letter #2 if appropriate.
Planning Interview
Form
_________________________
PLANNING INTERVIEW
INFORMATION PACKET
________________________
Name of School
STUDENT
TRANSCRIPT
SUBJ CRSE SECT
DESCRIPTION SCHL YEAR
TERM SCHOOL SCORE P/F
CRED EARND
----------------------------------------------5 FS2+
SPAN YR 1 20022003 A 72X470 080 P 2.00
2.00
6 BB1T 03 ENTRPSH1 20022003 1 72X470 075 P 1.00 1.00
1 E1T 03 ENG 1
2002-2003
1 72X470 070 P 1.00 1.00
9 GG2 01 GRP GUID 2 20022003 1 72X470 075 P 1.00 1.00
2 H5$T 03 AM HIST 1 20022003 1 72X470 070 P 1.00 1.00
3 ME1T 03 COLLMTH1
_____________________________
School Address
_________________________
This form is required for codes:
02,34,35,36,37,38,39,41,43
STUDENT INFORMATION
________________________________
GRADUATION REQUIREMENTS
_______________________________
ACADEMIC PERFORMANCE
________________________________
ATTENDANCE HISTORY
2002-2003
OUTREACH
SERVICES______________________
1.00 1.00
SUPPORT SERVICES/
PROVIDED______________________
1 72X470 075 P
Letter #2 for either
General Education
or Special
Education
Students
School Letter Head
Date
To: Parent/ Student
Re: ________________
Name of Student
Dear _________________
___________________________
___________________________
___________________________
___________________________
___________________________
__________________________
2008-2009 School Year
43
Student Intervention
Screen
ILOG
44
STUDENT INTERVENTION SCREEN (ILOG) ON ATS SYSTEM
The ILOG function on ATS is provided to allow schools to enter on a
screen, the outreach and interventions that have been undertaken by
school staff to return students to school.
The purpose of this function is to provide greater coordination of
interventions provided to students by allowing for a universal recording
process among school staff who have interfaced with the student and
or parent.
Outreach events to be recorded include; telephone calls, mailings,
home visits, and counseling. The school will also be able to enter
notations regarding the outreach.
Intervention Source are:
Principal, Assistant Principal, Guidance Counselor, Attendance
Teacher, Pupil Accounting Secretary, Supervisor, Instructional Teacher,
Dean, Community Associate, Family Assistant, School Aide,
Sapis/Spark Counselor, School Psychologist and Social Worker have
access to this function.
45
ILOG Selection Screen
46
Student Search functions
- SPGN - Search Parent/Guardian Information
- SSAP - Search Student Address/Phone
-ANYWHO.COM
-AOL Whitepages
-Infospace.com
-Verizon.com/utilities/reverselookup
-www.schoolmatch.com
47
Attendance Reports
RNOC – Non Compliance Missing scan sheets
RRAI – Missing Attendance due to Retroactive Admission
RSAL – School Attendance List
RYIS – YTD Attendance Interval Report
RDAL – School Absent List
RSNS – No Show Report
U407 - Form 407 Update Screen
R4SS - 407 School Summary
RSIV – Student Intervention Log Report
RCUA – Cumulative Absence Report
RISA – Individual Student Attendance Report
RRSA – Aggregate Student Attendance Report
48
Summary
Set goals for improving attendance
Raise consciousness of all staff members
Conduct regular attendance committee meetings
Provide incentives
Process discharges in a timely manner
Review attendance reports regularly
Complete investigations on time
Conduct planning interviews
Keep accurate attendance
MAKE ATTENDANCE A PRIORITY!
49
Attendance Content Expert Contact Information
Bronx ISC
Districts 8, 9, 10, 11, 12
Andaye De La Cruz, Senior Youth Development Director
Antonio Guerrero, Content Area Expert
Brooklyn ISC
Districts 13, 14, 15, 16, 19, 23, 32
Clarence Ellis, Senior Youth Development Director
Kampta Persaud, Content Area Expert
Manhattan ISC Districts 1, 2, 3, 4, 5, 6, 7
Dr. Brian Kaplan, Senior Youth Development Director
Kenneth Lowenstein, Content Area Expert
50
Attendance Content Expert Contact Information
Queens – ISC
Districts 24, 25, 26, 27, 28, 29, 30
Tracy Collins, Senior Youth Development Director
Vincent Dioguardi, Content Area Expert
Brooklyn – Staten Island ISC
Districts 17, 18, 20, 21, 22, 31
Diane Costagliola, Youth Development Director
Kevin O’Hanlon, Content Area Expert
District 75 Home Schooling
Amy Kissel-Steiger , Director of Attendance
51