Los Angeles Unified School District Pupil Services and Attendance

1. Los Angeles Unified School District Pupil Services and Attendance Valerie Corcoran, Field Coordinator Superintendent’s Intensive Support and Innovation Center September 27, 2012

2. I Know You Feel Like This !

3. But, Remember….It can always be…

4. Much Worse !!

5. CongratulationsFor Surviving Month One !!!

6. Presentation Outline • Let’s Review ! • Common Opening Year Challenges • Solutions • Best Practices • Where to Find Help • Review of new Data • Staying on Top of Your Attendance

7. Challenge #1-Submitting Attendance The students are here! but ISIS is DOWN and Attendance is Not Being Submitted #%$&*@+?}#@ (Rats!)

8. Solution #1-Submitting Attendance • Have “sub folders” in the office and each classroom for substitute teachers or when ISIS is down: • Five Column Class Worksheets/Rosters • Student Class Schedules • Campus Map with Emergency Exits • Bell Schedule • Attendance taking instructions for Subs • As soon as ISIS is running, have a plan to ensure all teachers enter their attendance

9. Consequences of Not Submitting Accurate Attendance • Unable to identify no-shows • Unable to confirm actual enrollment numbers • Unable to identify students with attendance problems • Audits • Misrepresentation of ADA • District can be fined and must repay state falsely claimed ADA • Unable to account for students • Liability • Parent Inquiries • During emergencies • Unable to SARB or prosecute truants with faulty records

10. Best Attendance Taking Practices • Staff takes attendance on paper roster (for submission later) or ISIS 15 minutes after beginning of period • Paper rosters must be filed in office in case of audit • A designated staff member runs the Attendance Not Submitted Report 30 minutes into each period or twice per day minimum • Principal directs teachers to submit attendance • Administrator holds teachers accountable for entering attendance by 5:00 p.m. • Administrator requests ISIS to re-open module to permit late entries when necessary

11. Where to Find ANS Info & Help • Attendance Not Submitted (ANS) Reports • Login to ISIS → Reports → Attendance General • Teacher Discrepancy Memos Login to ISIS → Reports → Attendance Daily Use • Provide memos to teachers • Teachers note changes, sign and return to office • Office staff updates student attendance in ISIS and files memos for audit purposes • Submitting attendance after deadline • ISIS Homepage → FAQ’s → Attendance and Enrollment → “LAUSDMAX Attendance Parameter Change Request” Form

12. Challenge #2 – No Shows How do we find our No-Show Students ??????

13. Solution #2 – Finding No Shows • Check ISIS for dual-enrolled students • Call schools to ensure student is attending • Students should have valid intra-district permits to attend non-resident LAUSD school • Check your local charter and private schools • Take your no-show list to the school • Use Blackboard Connect to send messages to missing students • Mail no-show letters • Home visits are the last solution

14. Best Practices Preventing & Clearing No-Shows • Start looking for no-shows as soon as possible • When students are located – CONFIRM they are not just enrolled, but ATTENDING • Or….they will appear on YOUR dropout list! • Get signed Parent Assurance Letters • Follow all the steps to clear students in SIS (old year and new year)

15. Where to Find HelpFinding No-Shows • Find students dually enrolled in LAUSD • Login to ISIS → Student → District Enrollment • Intra-district Permits • StudentPermits.lausd.net for forms and information • Find local charter and private schools • www.GreatSchools.org → search for school type, zip code and distance • Blackboard Connect • ISIS homepage → Tools & Resources → Blackboard Connect • When logged on to Blackboard Connect, toll-free helpline number is displayed and can be contacted for assistance • PupilServices.lausd.net • Attendance Policy and Procedures Manual • Appendix L-2 “No-Show Strategies”

16. Where to Find ISIS HelpISIS Homepage → Tools & Resources

17. → Attendance and Enrollment→ Secondary Schools

18. Challenge #3 - Dropouts Who is on my Dropout List? and How can I clear them?

19. Solution #3 – Who are They? • Students On your Potential Dropout List : • Completed the 2011-12 school year, but did not begin attending the next grade (7, 8, 9, 10, 11, or 12). • Were enrolled in grade 7, 8, 9, 10, 11, or 12 during the current school year, but left prior to the completing the school year. • Students reported transferring to another CA public school, but are not found enrolled in another CA public school. • Students who are checked out as “L-8 - whereabouts unknown” and are not found and accounted for

20. Best Practices – Prevent Dropouts • Monitor attendance of students to prevent dropout during school year • Establish clear checkout protocol/procedures • Use the Parent Assurance Letter to increase compliance and have a record • These students may still appear on dropout list • Do not check out OT students without ensuring that they enroll in recommended school • Ensure your suspended students return to school • Review the dropout lists that are available in September, January and May

21. Where to Find Help Clearing Dropouts • MEM – 5839, “Grade 12 Students and Potential Dropouts List Verification” 9/4/12 • Verify the completion status of 2011-12 grade 12 students and make corrections in SIS as needed by Oct. 3rd • Confirm the accuracy of grade level designation of all 2012-13 grade 12 students • Verify the 2011-12 Potential Dropouts List • No Show and Leaver students will be reported as dropouts if they are still not enrolled in any school by October 3rd

22. Where to Find Help Recovering and Clearing Dropouts • BUL-3720, “Dropout Prevention, Intervention, and Recovery Strategies”, May 23, 2007 • Attendance Policy and Procedures Manual → Appendix R-1, “Potential Dropout List Protocol”

23. District Attendance Data Extracted from MyData and ISIS July – August, 2012

24. Educational Service CentersAttendance Submittal and Attendance Rates August 2012 Monthly Attendance Data through August 31, 2012 Submission Rate from August 1 - 31, 2012

25. District-Wide Monthly Attendance Monthly Data through August 31, 2012

26. Educational Service CentersCumulative Attendance July – August 2012 Data Cumulative through August 31, 2012

27. 96% or Higher Attendance by ESCJuly – August 2012 Attendance Goal: 100%. Annual Target (2012-13): 71% of students attending at 96% or higher Data Cumulative through September 7, 2012

28. 96% or Higher Attendance Rate by Grade July - August 2012 Debra Duardo, Pupil Services Director Attendance Goal: 100%. Annual Target (2012-13): 71% of students attending at 96% or higher Data Cumulative through September 29, 2011

29. District-WideAugust Full Day Absence Counts Data through August 31, 2012

30. Staying on Top of Your Attendance(Hint: Attendance Plans and Action Plans due Oct. 1st ) • Attendance Policy and Procedures Manual → Appendix B-1 - Master Calendar • Activities to do all year and during Month 1, 2, etc. • Reports and tools to support these activities • ISIS Detailed Attendance Task List → ISIS Home Page → Tools & Resources → Attendance and Enrollment → Elementary or Secondary → Excerpts from Handbook → Detailed Attendance Task List • Designate specific personnel to be responsible for each item on these lists • Have back-up plans in case of staff absences

31. Hang in There

32. We have your back, but not like this…

33. ISIC Pupil Services and Attendance213-241-0101