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					Attendance
Overview for
School
Administrators




Vincent Dioguardi
Attendance Content Expert
Queens Integrated Service
Center
                      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
Analysis of an 80% Attendance Rate
•185 School Days
•80 % present
•Days Present (80% of 185) = 148 days
•# of Days Absent = 37 days
•Average Monthly School Days 19

•Translates to about 2 months of school




                                          3
Staff Roles and Responsibilities in the
Attendance Program
Principal
•Ensures that the school has a functioning attendance program and monitors its effectiveness
•Ensures that the school complies with all regulations regarding attendance
•Establishes an attendance committee and holds regular attendance team meetings
•Sets goals and monitors attendance trends


Attendance Coordinator
•Supervises the day-to-day activities of the members of the attendance team
•Makes sure that processes are in place for daily tracking of attendance and follow-up on all
open 407’s
•Develops incentive programs for the school
•Reviews all attendance data and meets with the attendance team members and the principal
to discuss attendance issues.
•Ensures that all cases of educational neglect are reported and are appropriately followed-up




                                                                                                4
Staff Roles and Responsibilities in the
Attendance Program
•Meets with the attendance teacher to review the outcome of investigations and resolution of
any open 407’s

Attendance Teacher
•Monitors student attendance and follows-up on cases of non attendance
•Makes home visits and assists in resolving cases that cannot be resolved at the school level
•Acts as a resource to schools on attendance matters
•Meets with the attendance coordinator to review status of open cases and attendance data
•Meets with students regarding attendance
•Reports cases of educational neglect
•Participates in school attendance committee meetings
•Conducts all “address unknown” investigations
•Assists in training school staff on attendance procedures




                                                                                                5
Staff Roles and Responsibilities in the
Attendance Program
Guidance Counselor
   Meets with students regarding attendance issues
   Conducts planning interviews
   Participates in the school’s attendance committee meetings
   May function as the attendance coordinator under the principal’s direction

Family Assistant
   Conducts the initial investigation on all open 407’s
   Visits the homes of students who are absent
   Updates ATS

School Aide
   Makes initial telephone calls
   Sends letters to homes of absentee students
   Generates ATS reports

Parent Coordinator
   Works with the attendance team in contacting parents




                                                                                 6
                       ELEMENTS OF ATTENDANCE

        ADMITTING
                             DATA ENTRY/             REPORT
    CLASS ASSIGNMENT
       SCHEDULING            REPORTING               ANALYSIS




                           •Teachers             ▪ Principal
- Guidance Counselors
                           •Guidance             ▪ A P’s
- Program Chair            Counselors            ▪ Attendance
-Pupil Accounting Sec.     •Attendance             Committee
                           Coordinator
                           •School Aides
                           •Outreach Staff
                           •Attendance Teacher

                                                                7
    COMPONENTS OF A SUCCESSFUL
    SCHOOL ATTENDANCE PROGRAM
 Identify absent students on a daily basis and make home contact

 Clear registers in September

 Ensure accuracy of telephone numbers and contact information

 Establish a working attendance committee

 Monitor school attendance rate daily

 Compare attendance rates with attendance rates of previous year

 Set attendance goals

 Make attendance a priority

 Get the school staff involved in attendance improvement


                                                                    8
BREATHE NEW LIFE INTO YOUR ATTENDANCE PROGRAM
MAKE ATTENDANCE A PRIORITY

    WHERE’S MY                       HOW’S
       RSAL                       ATTENDANCE?
     REPORT?!                          !



                                         HOW MANY
 IS SCANNING                            CLASSES HAD
 COMPLETED?!!                               100%
                                        ATTENDANCE?




ATTENDANCE                                    WERE
 COMMITTEE                                  ABSENTEE
MEETING AT 8                                STUDENTS
  O’CLOCK                                    CALLED
                                             TODAY?!



                                                       9
     SET GOALS AND FOCUS ON SPECIFIC
                TARGETS
CONSTANTLY REVIEW AND RE-ASSESS THE ATTENDANCE PROGRAM

IS IT WORKING?


WHY OR WHY NOT?


IS ATTENDANCE IMPROVING?


WHAT NEEDS CHANGING?




                                                         10
      BREATHE NEW LIFE INTO YOUR ATTENDANCE PROGRAM


        PROVIDE INCENTIVES FOR EXCELLENT AND
                IMPROVED ATTENDANCE

Make improving attendance fun!!

Have competitions.

 Display pictures of students with excellent and improved attendance.

 Announce names of students with good attendance.

Give out certificates; discuss good attendance at assemblies.

Create a nurturing environment (even in large schools).

 Make it personal, ask students why they were absent.



                                                                         11
    BREATHE NEW LIFE INTO YOUR ATTENDANCE PROGRAM

 Raise consciousness of staff and students

   Discuss attendance improvement approaches on a
    regular basis

   Share attendance data and percentages with
    staff




                                                     12
        IMPLEMENT ALL DISCHARGES
              IMMEDIATELY
STUDENTS WHO ARE TO BE DISCHARGED REMAIN ON THE SCHOOL
REGISTER UNTIL THE PUPIL ACCOUNTING SECRETARY IMPLEMENTS
THE DISCHARGE


     SCHEDULE MEETINGS OF THE SCHOOL
   ATTENDANCE TEAM ONCE A WEEK OR MORE


 ASSIGN AN ATTENDANCE COORDINATOR TO EFFECTIVELY
  OVERSEE THE PROGRAM.

 COMMUNICATE AND DOCUMENT ALL INFORMATION.




                                                           13
407 PROCEDURES




                 14
                               ATTENDANCE REFERRAL TRAIL




Attendance is scanned daily. The         When a student is absent,                 If the case can be resolved,
following ATS reports are                parent/guardian is contacted by           the 407 is closed at the
generated to ensure all                  telephone. Letters or postcards are       school level. All 407s
attendance has been recorded:            mailed to the home. If the student does   closed at the school must
(RCUA) Cumulative Absence,               not return to school, a Form 407          be reviewed and signed by
RNOC (Non-Compliance) and                automatically generates after 10          the attendance coordinator.
(RRAI) Retroactive Attendance.           consecutive days of absence or 8
Scan sheets and Change of                consecutive for a repeat 407 or 20
Attendance forms are filed.              aggregated days after a 4 month period.




     If the school cannot resolve the        The attendance teacher contacts the   The attendance teacher
     case after all interventions, the       home and works with the school and    returns the closed/ resolved
     407 is forwarded to the                 family to resolve the case.           407 to the school. The
     attendance teacher.                                                           school closes out the 407 on
                                                                                   the ATS system on the U407
                                                                                   file.

                                                                                                                  15
                                             Generation of Form 407 and
                                              Attendance Procedures
        INITIAL REVIEW AND FOLLOW UP BY THE SCHOOL                              REFERRAL OF FORM 407 TO THE ATTENDANCE TEACHER


• The parent is called after first day of absence. If the parent cannot     • All 407s assigned to the attendance teacher must include
be contacted, the school should reach out to other persons listed on        documentation of school interventions and efforts to return the student to
emergency contact card.                                                     school.


• Letters or postcards are sent to the home by day 3 if telephone calls     • The attendance teacher begins to conduct the investigation.
are unsuccessful.

                                                                            • During the investigation the attendance teacher may be in contact with
• School staff should be interviewed for information concerning the         school staff as well as outside agencies.
student.

                                                                            • Upon closure of the case, all contacts and outcomes must be recorded
• Dates, results, persons contacted and other interventions must be         by the attendance teacher on Form 407.
logged at the school. The ATS ILOG function can be used to track
interventions.
                                                                            • The case is then closed using the U407 function in ATS.

• If the attendance issues are resolved, and a 407 generates, the school
may close the 407 using the U407 function in ATS.

                                                                            Address Unknown discharges, Code 12, must be reviewed and signed by
• Grades PreK-8 whose 407s have been open for over 10 days must be          the principal after the attendance teacher has authorized and completed
completed within 10 days.                                                   the investigation.



• If the case cannot be resolve at the school level, it must be forwarded
to the attendance teacher for further investigation.                        Address Unknown discharges must be approved by the Content Area
                                                                            Expert at the Borough Office.


                                                                            The Form 407 is filed at the school.


                                                                                                                                                         16
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.


                                                                                                    17
  WHEN TO ISSUE A 407
        The Form 407 Attendance Follow-up and Outreach Referral may be manually
issued when a home visit or investigation is required, under the following
circumstances:

    > a) When a suspended student does not return after the period of
         the suspension has ended or when the suspended student does
          not appear at a new school placement.

    > b) When a special education student authorized to begin attendance
         in a new site does not report to the new placement within five (5) days.

    > c) When a student has been excluded from school for the failure to
         obtain required immunizations or tuberculosis testing.

    > d) When it is necessary to conduct an address investigation in order to
         confirm the residence of a student.




                                                                                    18
MONITOR YOUR ATTENDANCE REPORTS




                                  19
                              ATTENDANCE DATA
There are several management tools available to administrators to assist in monitoring the school’s
attendance program. These tools include:


             ATS – A variety of summary attendance reports to assist schools in monitoring school’s
attendance
          DSS – Provides current information on student enrollment, attendance and student
performance.
             http://dss.nycenet.edu
           COGNOS – Provides current and previous attendance percentages and enrollment information
on individual schools.
             http://edw.nycboe.net/par
           DOE – WIKI- Dashboard – ATS and other school related data for administrators. Use outlook
ID and password to sign-in.
             https://wiki.nycenet.edu/login.action


Resource for ATS information:
http://www.nycboe.net/adminorg/Divisions/diit/doclib/catalog.asp?Focus=ATS



                                                                                                       20
                         ATS ATTENDANCE REPORTS TO GENERATE




Clearance of Register Report (RCR1)- lists all students absent the first five days of school.
No Show Report (RSNS)- lists all students who have not attended school since the beginning of the
school year.
Non-compliance Report (RNOC)- shows unscanned classes an the dates classes were not scanned.
School Attendance List Report (RSAL)- prints the school’s register, number of students marked
present/release, percentage of students marked present within a date range.
407 Register Report (R4RR)- lists all students for whom a Form 407 was generated and their status.
Cumulative Absence Report (RCUA)- lists all students who were absent for the number of days
specified by the user.
Daily Attendance List (RDAL)- lists students who were absent and late for the day.




                                                                                                     21
              School Absence Alert




Updated 5-28-08                      22
               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.




                                                  23
                   Revised 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.



                                              Complete investigation
                                               of all Pre-K – 8 cases
                                                   within 10 days




                                                                        24
Student Intervention
      Screen
       ILOG




                       25
NEW STUDENT INTERVENTION SCREEN (ILOG) ON THE ATS SYSTEM

A new function on ATS is being provided that will allow schools to enter on a
screen, the outreach and interventions that have been undertaken by school
staff to return students to school.


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.


Principals, assistant principals, guidance counselors, attendance coordinators,
pupil accounting secretaries, attendance office staff, attendance teachers, and
borough center staff will have access to this function.




                                                                                  26
                          ILOG REPORTS
RSIV – Printout of individual student
            intervention.


RSSL – School Log Report – Schools can print
                     ILOG entries for the school year or for
                     individual months.


RSIO – Open 407 ILOG Entry Report – Can be
sorted by User ID number


ATS – Automatically makes ILOG entries for students      receiving promotion in
doubt letters.

                                                                                  27
28
                                   PLANNING INTERVIEW
               Refer to the Planning Interview Process and Procedures in the
                      Principal’s Weekly, Attendance Memo, 09-09-2008



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.
                                                                               29
                          Discharge/ Transfer Codes
                         Requiring a Planning Interview

Code                      Description and Age Limitations

  02   Obtained a full-time employment certificate (for 16 or 17 year olds)

  34   Enrolled in a non-DOE business, trade school or other training program    (for 17+ year olds)



  35   Entered military service (for 17 year olds and above)


  36   Enrolled in a full-time High School Equivalency Program outside the NYC Public School
       System (Includes Job Corps, Community Colleges, etc.)

  37   Enrolled in part-time non-DOE part-time GED program (for 17+ year olds)

  38   Transferred to a part-time DOE GED program (for 17 year olds and above)

  43   Transferred to a full-time DOE GED program
       (for students turning 17 in the school year and above)

  39   Voluntary withdrawals or Discharge after 20 consecutive days of non-attendance (for 17+ year
       olds)

  41   Voluntary withdrawals due to pregnancy (for 17+ year olds)


                                                                                                       30
                        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                  STUDENT                                    Letter #2 for either
_________________________
Name of School
                                     ________________________         TRANSCRIPT                                  General Education
_____________________________                                   SUBJ CRSE SECT                                        or Special
                                                                DESCRIPTION SCHL YEAR                                 Education
School Address
                                                                TERM SCHOOL SCORE P/F
_________________________                                       CRED EARND                                             Students
                                                                -----------------------------------------------
This form is required for codes:
02,34,35,36,37,38,39,41,43,70
                                                                  5 FS2+         SPAN YR 1 2002-                  School Letter Head
                                                                2003 A 72X470 080 P 2.00
STUDENT INFORMATION                                             2.00                                                              Date
                                                                  6 BB1T 03 ENTRPSH1 2002-
________________________________                                                                                  To: Parent/ Student
                                                                2003 1 72X470 075 P 1.00 1.00
GRADUATION REQUIREMENTS                                           1 E1T 03 ENG 1                 2002-2003
                                                                1 72X470 070 P 1.00 1.00                          Re: ________________
_______________________________
                                                                  9 GG2 01 GRP GUID 2 2002-
ACADEMIC PERFORMANCE                                            2003 1 72X470 075 P 1.00 1.00
                                                                                                                      Name of Student
                                                                  2 H5$T 03 AM HIST 1 2002-                       Dear _________________
________________________________
                                                                2003 1 72X470 070 P 1.00 1.00
ATTENDANCE HISTORY                                                3 ME1T 03 COLLMTH1                              ___________________________
OUTREACH
                                                                                                                  ___________________________
                                                                2002-2003          1 72X470 075 P                 ___________________________
SERVICES______________________
                                                                1.00 1.00                                         ___________________________
SUPPORT SERVICES/
                                                                                                                  ___________________________
PROVIDED______________________
                                                                                                                  __________________________



                                                                                                                                                31
                                       2007-2008 School Year
           PLANNING INTERVIEW REPORTS AND UPDATE FILES ON ATS



 The ISC has two reports and one                 The school has two reports and
           update file.                                 two update files.


REIR-ISC Planning Interview Report:           DPRD- School Display Planning Interview:
Shows the status of the planning interview    Shows the students planning interview status
(awaiting approval, approved, not approved,   on screen.
cancelled, remained in school, transferred,
plan is missing). Summary by code may also    REIS- Planning Interview Status Report:
be selected. This is a statistical report.    List all students that had a planning interview.
                                              A select by status or code is possible.
REID- Planning Interview Detail Report:
Shows all students that had a planning        PIES- Planning Interview Entry Screen:
interview. A select by status or code is      Allows the school to enter all students
possible.                                     transferring to another DOE school, GED
                                              program or evening high school.
UPRD- Planning Interview Update File:
Allows the ISC to approve or disapprove the   DISC- Discharge function: Allows the
planning interviews.                          school to preliminarily discharge a student
                                              that had a planning interview. Once approval
                                              is obtained from the ISC, the student will be
                                              removed from the school’s register.

                                                                                                 32
                              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!



                                                33
        INTERGRATED SERVICE CENTERS

                  Queens - ISC
             Districts 24, 25, 26, 27, 28, 29, 30
 Tracey Collins,Senior Youth Development Director
         Vincent Dioguardi, Content Area Expert


                    Bronx ISC
                  Districts 8, 9, 10, 11, 12
  Andaye De La Cruz, Senior Youth Development Director
          Antonio Guerrero, 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


                                                         34
       INTEGRATED SERVICE CENTERS
                         Brooklyn ISC
           Districts 13, 14, 15, 16, 20, 21, 31
      Clarence Ellis, Senior Youth Development Director
            Kampta Persaud, Content Area Expert


            Brooklyn – Staten Island ISC
                Districts 17, 18, 19, 22, 23, 32
Diane Costagliola, Senior Youth Development Director
            Kevin O’Hanlon, Content Area Expert




                                                          35

				
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