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 Sele ct your ESC
% of stud ents attending at/above 96% Summary tab by ESC Select tab for your school Page 1
d Perio ce an ttend tal A it Subm Monthly Attendan ce Rates Cumulative Rates Page 2
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 Student Attendance Rate 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 is: • an average attendance rate over a period of time (e. g. , August through June) • Default in My. Data 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 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 Chronic Absence 2013 -14 Goal: 76% of students attending at least 96% of the time
Tracking Student Attendance Achievement by Instructional Day Means having NO MORE THAN 1 absence per 25 DAYS OF INSTRUCTION Instructional Day FBB BB Basic Less than 87%-91% 92%-95% 25 4 or more 3 50 7 or more 75 Proficient Advanced 96%-99% 100% 2 1 0 5 -6 3 -4 1 -2 0 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
Where to access your school’s Attendance Bands… • Log in to My. Data • 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 50 th day of school (October 24 th) 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 25 th, 50 th, 75 th 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. , 50 th 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 24 th is the 50 th day of school ***Only month without any days off!*** November • November 11 th is Veterans Day • Thanksgiving Break is Nov. 25 th -29 th
Fun Themes for October Computer Learning Month Cookie Month International Drum Month National Pizza Month National Popcorn Popping Month Breast Cancer Awareness Month 5 th Do Something Nice Day & World Teacher’s Day 6 th Mad Hatter Day 7 th World Smile Day 14 th National Desserts Day 16 th Bosses Day 26 th 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 My. Data-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 30 minute 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: • Monitor attendance of students that have received Initial Truancy Letter • Follow Attendance Intervention Protocols and guidance provided in the SARB Intervention Guide for Schools • • • Student name Student ID Date letter was sent
Accessing the SARB Intervention Guide Accessing the n io ent v ter e! n B I uid R G SA
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
Page 1 Breakdown of activities for the current/ reported month
Page 2 Tally of standard PSA activities for current month and cumulative YTD
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?
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