Elementary Attendance & Truancy SOP

Records daily attendance (teacher)

Automated calls sent home for students with an unexcused absence.  Codes student absences using information provided by guardians and the absence codes on this document.  (building secretary) following this SOP.

Office OP/Secretary:

• After the 6th day, have communication electronic and phone call to families of students not in attendance

Designated Administrator: 
Unenroll students who: 

• Were carried over from last year in the SIS, but did not register for the current year and the school has not been able to contact.  Provide a list of these students to the Truancy Interventionist so they can attempt to make contact with the family and prompt them to register, re-enroll and attend.
• Registered but have not attended any school and the school confirmed they no longer plan to attend school in our school district.
• Drop on the 10th Day

• Elementary & Middle Schools: Submit a withdrawal form to State Reporting OP
• High School: data processors complete eSchool withdrawal and inform State Reporting OP via email

District Office Team:

Run the Excessive Absence report using these directions.

Send a warning letter for attendance probation to parents/guardians of students who have accumulated 5 - 9 unverified absences.

Send an attendance probation letter home to parents/guardians of students who have accumulated 10 or more unverified absences.

When reviewing the excessive absence report for students on attendance probation, unverified absences that are in excess of 10 days should be treated as unexcused absences.  

• If requested by a truancy interventionist, unverified absences in excess of 10 days may be re-coded to unexcused absence codes. (Examples: UNX instead of ECE or VACU instead of VAC) 

Building Secretary:

Run excessive absence report or attendance report of students absences, produce 5 day letters for students who have 5 - 9 unexcused absences.

(Spanish)

Building Admin:

Reviews and signs 5 day letters. (Spanish)

Responds to any parent concerns that cannot be addressed by the building secretary.

Communicates with teachers/teams.

Building Secretary:

Review 5 and/or 10 day absences.

A doc is revised and/or created to track which students are receiving the letters and share with ROE Truancy Interventionist - Document Interventions done.

Building Secretary:

Complete the Regional Attendance Cooperative Referral Google Form

Truancy Interventionist:

Second letter is sent from the ROE when 2/3 of days are unexcused after 1st letter

--Improvement is expected: 90% attendance is considered improved  2nd Notification from the Regional Attendance Cooperative

Building Secretary:

A doc is created to track which students are receiving the letters and share with ROE Truancy Interventionist - Document Interventions done.

Building Admin:

Review 10 day ROE 2nd letter notification

Responds to any parent concerns.

Communicates with teachers/teams.

Truancy Interventionist:

Continue to monitor absences beyond 10 days

Truancy Interventionist:

If attendance does not improve, a medical letter requiring all further absences to be excused by a doctor and/or school nurse can be sent. Medical Letter from the Regional Attendance Cooperative

Truancy Interventionist:

Third letter, home visit, phone call, any form of contact possible.

-If families are having health issues, connect with school team for support, attendance coding & external healthcare professional documentation (as needed) 3rd Notification from the Regional Office of Education

Truancy Interventionist:

Packet is developed to submit to the ROE, truancy hearing is scheduled at the school where the student attends

ROE- Director of At-Risk Student Services:

Review the petition and possible consequences with the student & family.

20 days of no-unexcused absences and 90% attendance is expected. Truancy Hearing Outline

Letter provided to explain the start and stop date of the 20 days 

ROE-Director of At-Risk Student Services:

Submits the case to the state’s attorney to establish a court date