Primary Action Required	Additional Action Required	Staff Responsible
Teacher takes HR attendance daily and enters the information in the SIS by 8:30 am (no later than 9:00 am). Upper School teachers should take attendance each period and enter the information in the SIS.		Classroom Teacher __________ JXC/ JXCE Operations specialist (back office) sends reminder email
Dean of Students checks attendance completion daily (by 9:30 am).		Dean of Students
Dean of Students runs student attendance reports weekly.	Reports are filed in the 20-21 attendance file.	Dean of Students
4-5 unexcused absences - Dean of Students sends first attendance letter.	Notify principal/head of school, school counselor, and operations specialist (back office). Enter names in the attendance spreadsheet.	Dean of Students or designee __________ JXC/ JXCE Dean of Students / Operations Specialist (back office) assists in distributing letters
Complete Cumulative Review or MTSS Records Review for all students who received first letter.	If there is a previous attendance issue, academic or behavioral needs, send a letter. File a copy of the letter in the student's cumulative file. If there is a pattern of attendance issues, academic or behavioral needs, send the letter, copy your school assigned prevention / intervention program specialist, and guidance counselor, operations specialist (back office). In addition, schedule an individual problem-solving meeting. A psychological evaluation should only be requested if the guidance counselor and/or student services director are recommending it. If a home visit is required, necessary precautions must be followed. For example, some districts assign a truancy liaison  to conduct wellness visit. Other option is to contact local law enforcement non-emergency number and request a wellness check.	Dean of Students     Problem Solving Team Members (school counselor, student services director if applicable, teacher, dean of students, operations specialist (back office) if applicable, home visit team if applicable, etc.) __________ JXC/ JXCE Dean of Students communicates with parents, saves copies of all communication, and arranges home visits as necessary
7-10 unexcused absences - SEND SECOND LETTER, SCHEDULE A PARENT MEETING TO OCCUR WITHIN 10 DAYS AND FOLLOWING A DATA REVIEW, BEGIN INTERVENTION PROCESS (including scheduling a parent meeting) AND REFER TO CINS/FINS and include the attendance liaison (district only).	Record letter sent in the Letter Log under the All Student Notes field in FOCUS. Copy your school assigned prevention/intervention program specialist, operations specialist (back office), and school counselor.	Problem Solving Team Members Site admin or designee __________ JXC/ JXCE Dean of Students and School Counselor
15+ unexcused absences - SEND LETTERS EVERY 5 UNEXCUSED. Send completed Truancy Intervention Summary to the Coordinator of Student Services.	Follow up with Children in Need of Services (CINS)/ Families in Need of Services (FINS) to include in summary.	Site admin or designee __________ JXC/ JXCE Dean of Students

• NOTE: In the case of a substitute, attendance should be taken on paper, signed by the substitute and turned in for entry to the registrar or designee. 

• See attached template.

Dear Parent/Guardian,
 
Re: Persistent Lateness
 
I am writing to inform you that your child _________________ is persistently late for school.  He/she was late on ________ occasions.
 
When pupils arrive late, they miss out on essential instructions given at the beginning of the lesson. This can significantly reduce achievement, regardless of academic ability.  Your child may also feel awkward arriving to the classroom when everyone else is settled. Furthermore, when one pupil arrives late, it disrupts the entire class and the teacher – everyone’s education is compromised.
 
Further lateness may result in 

1. Before or After School Detention
2. Mandatory Parent Conference.

 
Parents have a duty to ensure their child’s regular attendance at school and failure to do so is seen as a violation of 1003.21, F.S (compulsory attendance).
 
Meanwhile, if anything can be done to support _________ getting to school on time, please do not hesitate to contact me.
 
Yours sincerely,
 
Dean of Students

Parent acknowledgement:


___________________________________      
Parent's Full Name (Print)


___________________________________            ______________
Parent's Signature                                                     Date

Enter Principal's Name                     Enter Dean of Students Name
Principal                                            Dean of Students

Date: ____________
Student: __________          Teacher/Grade: __________

Dear Parent/Guardian:
 
To ensure that your scholar receives the maximum benefit from our academic curriculum, we need your help.  Attendance directly effects a scholar’s academic success.  It is a parent’s responsibility to ensure consistent attendance. While we understand that there are extenuating circumstances that require a scholar to be absent, it is our hope that your scholar will attend school regularly and on time.  
 
The following concerns apply to your scholar’s attendance at (School):
 

1. Tardiness:  Your scholar has been tardy ______ days thus far. Campus opens at 6:30 am for before care.  Car line starts at __:__ am daily.  Instruction for all grade levels starts promptly at 8:00 am.
2. Absences:  Your scholar has ______ excused absences, and ______ unexcused absences, for a total of ______ absences. Scholars must be in attendance for 90% of the school year.  This means scholars should miss no more than 18 days during a school year.  Unmet attendance requirements may impact a scholar’s promotion criteria in accord with the (School) Student Progression Plan.   

 
Thank you for your prompt attention to this matter.  We look forward to working with you and your scholar over the school year.
 
Sincerely,

(School) 
Principal

Parent acknowledgement:


___________________________________      
Parent's Full Name (Print)


___________________________________            ______________
Parent's Signature                                                     Date

DATE
 
(PARENT NAME)
ADDRESS
ADDRESS
 
Dear Parent/Guardian,
 
As of today, (DATE), the school attendance register indicates that your child, ______, has been absent from school ___ of ___ days this school year.  Of these ___ days, ___ days have been excused, ___ unexcused and there have been ___ days of tardiness.
 
Florida law requires that your child attend school on a regular basis and says; “Each parent of a child within the compulsory attendance age is responsible for the child’s attendance as required by law.”  (Section 1003.24 F.S.)  
 
In addition, the school district will file a truancy petition pursuant to s. 984.151 for a student who is habitually truant.  In order that we may avoid the necessity of taking further action, your child must attend school on a regular basis.
 
Sincerely,
 
(PRINCIPAL NAME)                            (DEAN OF STUDENTS NAME)
Principal                                               Dean of Students
(SCHOOL NAME)                                (SCHOOL NAME)        

Parent acknowledgement:


___________________________________      
Parent's Full Name (Print)


___________________________________            ______________
Parent's Signature                                                     Date            

Attendance Intervention Team Parent Meeting 
School Attendance Agreement 
 
Student Name:________________________DOB:_____________Grade:____________
 
School: ____________ Classical Academy
 
Parent/Guardian:  
Cumulative Folder Information
 
ELA Grade: _____________  Math Grade:_____________ History Grade: ____________     
 
Science Grade: _____________ Fine Arts Grades: _______________________________
 
Exceptional Education:      Yes __________  No__________  Program: _______________
 
Psychological Evaluation:  Yes __________  No__________  Date: __________________
 
Reason for Psychological Evaluation:__________________________________________
 
The student currently has __________   absences and __________  days tardy, putting him/her at risk of retention as students with 19 or more absences in a school year may not be considered for promotion.
 
The Attendance Intervention Team and parent met on ______________.  The following strategies and terms were agreed upon to assist the student and parent in improving regular school attendance:
 
Barriers:                                                                      Strategies:
_____________________________________          ______________________________
_____________________________________          ______________________________
_____________________________________          ______________________________
_____________________________________          ______________________________
_____________________________________          ______________________________
_____________________________________          ______________________________
_____________________________________          ______________________________
 
 
I agree with the terms of the above recommendations, and fully understand that any failure to fulfill my part of the agreement will result in stronger actions to enforce regular school attendance.
 
Parent’s Signature ____________________________               Date ___________
 
Others present at the Attendance Intervention Team conference:
 
Signed _______________________  Title_____________________ Date___________
Signed _______________________  Title_____________________ Date___________
Signed _______________________  Title_____________________ Date___________
Signed _______________________  Title_____________________ Date___________
Signed _______________________  Title_____________________ Date___________

• See samples from the following Optima academies:
  1. JXC
  2. JXCE
  3. NCA
     • There are attendance forms that Focus provides for NCA to use. 
     • Focus produces 7 and 10 day letters. 
     • This is automatically generated from Focus based on the data entered. 
     • We recommend that letters start going home prior to the 7th day.
     • Focus provides the notices in English, Creole and Spanish.
  4. TCCA