1. Pupil Services and Attendance
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. Congratulations For Surviving Month One !!!

6. Presentation Outline Let’s Review ! Review of new Data
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. How do we find our No-Show Students ??????
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 Help Finding 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
→ 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 Help ISIS Homepage → Tools & Resources

17. → Attendance and Enrollment → Secondary Schools

18. Who is on my Dropout List? and How can I clear them?
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 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 grade 12 students and make corrections in SIS as needed by Oct. 3rd
Confirm the accuracy of grade level designation of all grade 12 students
Verify the 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 Centers Attendance Submittal and Attendance Rates August 2012
August Period Attendance Submission Rate
Number of Classes/Periods Attendance Not Submitted
August
Monthly Attendance Rate
ESC North
93.27%
14,920
97.90%
ESC South
94.47%
9,257
97.60%
ESC East
94.20%
7,273
ESC West
91.00%
10,752
97.70%
ESC XP
89.23%
24,480
97.30%
Monthly Attendance Data through August 31, 2012
Submission Rate from August , 2012

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

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

27. 96% or Higher Attendance by ESC July – August 2012
ESC Name
% of Students %
# of Students with %
Number Enrolled
ESC North
83.52%
122,932
157,111
ESC South
81.41%
94,025
122,556
ESC East
82.85%
79,459
101,193
ESC West
81.46%
63,452
82,113
ESC XP
81.12%
71,210
94,135
Attendance Goal: 100%. Annual Target ( ): 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
% of Students
96-100%
# of Students with %
Number Enrolled
Transitional Kindergarten
69.63%
2,318
3,329
Kindergarten
72.82%
32,726
44,941
Grade 1
75.06%
36,143
48,154
Grade 2
77.53%
35,997
46,430
Grade 3
78.65%
35,789
45,504
Grade 4
79.24%
35,655
44,998
Grade 5
79.75%
34,918
43,784
Grade 6
81.74%
33,573
41,074
Ungraded Sp Ed (ES)
62.32%
7,104
11,399
Grade 7
79.82%
33,165
41,550
Grade 8
80.26%
33,405
41,621
Grade 9
77.68%
36,441
46,910
Grade 10
75.32%
31,318
41,582
Grade 11
77.66%
27,563
35,491
Grade 12
77.93%
24,811
31,837
Debra Duardo, Pupil Services Director
Attendance Goal: 100%. Annual Target ( ): 71% of students attending at 96% or higher
Data Cumulative through September 29, 2011

29. District-Wide August Full Day Absence Counts
Week of
Mon
Tues
Wed
Thurs
Fri
Weekly Totals
August 1-3 -
745
680
783
2,208
August 6-10
399
281
264
272
313
1,529
August 13-17
391
6,402
6,886
8,974
12,442
35,095
August 20-24
12,628
12,022
11,692
10,290
16,768
63,400
August 27-31
19,249
15,313
14,633
14,882
64,077
Totals
32,667
34,018
34,220
35,098
30,306
166,309
Estimated Revenue Loss =
$5,210,461
Full Day Absences multiplied by $31.33/day
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 Attendance 213-241-0101