Secondary Attendance & Truancy SOP

Teacher:
Records daily attendance.

Designated Office Professional:
Codes student absences using information provided by guardians and the absence codes on this document using this SOP.

Sends an automated call home for students with an unexcused absence.

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: 

• 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. (May be sent digitally)

Send an attendance probation letter home to parents/guardians of students who have accumulated 10 or more unverified absences. (May be sent digitally) 

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) 

Designated Office Professional:

Run excessive absence report or attendance report of students absences.

• 5 day letters (1st notice) are created for students who have 5 or more unexcused absences & notify administrator of any students who have been absent for 15 or more days.
• Letters are sent to designated admin to review; 
  • Once letter is reviewed and signed by the administrator, letter is sent via US Mail
• Document is created and maintained to track which students are sent a letter (must be sent via mail)
  
  

  • Document that a truancy notice was sent to the guardians in Panorama's Student Success Platform

  • Share copy of letter & tracking document with counselor, truancy interventionist, and data processor

Designated School Administrator:

• Reviews student records to ensure accuracy and appropriateness; 

• Signs and and has notice mailed home to parent or guardian; 

• Responds to parent concerns that cannot be addressed by the office professional(s).

• Communicates with teachers/teams.

• Determine students who are to be referred to the truancy interventionist.

  • If a student is on probation, do not report to the truancy specialist and report the student's attendance concerns to the probation officer.

Designated Office Professional:

• If a 5 day letter/first notice was sent to the family as required, complete the Regional Attendance Cooperative Referral Form

  • Document referral to interventionist in Panorama Student Success Platform

• If a five day letter/first notice has not already been sent; send it per step 4
  • Refer student once additional unexcused absences are accumulated
    
    
    
    

Truancy interventionist:

Sends a letter of introduction, explains role of truancy interventionist

-2nd Notice/Introductory letter

Designated School Administrator:

• Per School Code 5/26-2 No removal of truant minor from enrollment roster unless he/she has accrued  15 consecutive days of absence without valid cause and cannot be located or will not return and the district has exhausted all available supportive services. 
• For a student who has missed 15 consecutive days of school whiteout valid cause and cannot be located to return and for whom all support services have been exhausted, send a letter to the parents/guardian who enrolled the student asking if they intend to withdraw. (Unless a vacation request was submitted - even if denied).
  • 15 Day Letter for 18 and older/ Spanish Version
  • 15 Day letter for 17 and younger/ Spanish Version
  • 15 day letter for student with IEP  /Spanish Version
• Notify eSchool (Dena/Kenya) administrators for removal from SIS
  • Make copy of current schedule/IPR
• Provide a copy of 15 day letter to the Truancy Interventionist

Truancy Interventionist:
Continues to monitor absences beyond 10 days.

• Home visit for 15 day drop notices to verify if the student is still living at the residence listed with the school district.  
• Notify the school and CO team of their findings.

Truancy Interventionist: 
If attendance does not improve, a medical letter requiring all further absences to be excused by a Dr 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)

--Third Notice letter

Truancy Interventionist:
Packet is developed to submit to the ROE (Truancy Interventionist), meeting is scheduled at the school where the student attends

ROE- Director of at Risk Students:

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.