Fayette County Public SchoolsFayette County Public Schools

Maintaining a FCPS Electronic Maintaining a FCPS Electronic “Truancy Referral”“Truancy Referral”

You may receive an email from the “Contact” or “Ability to You may receive an email from the “Contact” or “Ability to Refer” employee at your school regarding a student’s Refer” employee at your school regarding a student’s unexcused absences. unexcused absences.

The email will look very similar to the screen shot below.The email will look very similar to the screen shot below.

To get started simply click the “CLICK HERE” link in the To get started simply click the “CLICK HERE” link in the email.email.

If you have misplaced your emailIf you have misplaced your email, you , you may also type the website in your web may also type the website in your web browser to take you directly to your list of browser to take you directly to your list of truant students.truant students. Open a blank webpage and type the following Open a blank webpage and type the following

address:address:• https://webapps.fcps.net/Truancy/Admin2/TeachTruantView.asp

For future reference, you may also save the webpage in For future reference, you may also save the webpage in your “Favorites” drop-down menu:your “Favorites” drop-down menu:

With the webpage open, click With the webpage open, click FavoritesFavorites – – Add To FavoritesAdd To Favorites The following window will appear, click “OK”The following window will appear, click “OK”

You will now be able to open a webpage, click Favorites, You will now be able to open a webpage, click Favorites, and select the and select the TruantsTruants – – View DataView Data page. This will take page. This will take you to your list of truant students.you to your list of truant students.

Once you arrive at the webpage it will show you all students still in Once you arrive at the webpage it will show you all students still in the “Pending” status. This means they have not yet been referred to the “Pending” status. This means they have not yet been referred to IAKSS.IAKSS.

There are 5 columns on this pageThere are 5 columns on this page NameName – – Name of the studentName of the student In UseIn Use – – This will tell you if any other employee is currently This will tell you if any other employee is currently

using the student’s truancy record.using the student’s truancy record. In Use ByIn Use By – – This will tell you which employee is currently This will tell you which employee is currently

using the student’s truancy record (if any)using the student’s truancy record (if any) Responded Already?Responded Already? – – This will tell you whether or not This will tell you whether or not

you have responded on the student’s “At Risk Assessment and you have responded on the student’s “At Risk Assessment and Action Plan”Action Plan”

Responded DateResponded Date – – This will tell you the date you This will tell you the date you responded (if any)responded (if any)

If another employee has a student’s truancy record locked, their If another employee has a student’s truancy record locked, their user ID will show in the “In Use By” column. You will not be able to user ID will show in the “In Use By” column. You will not be able to open the student’s truancy record until the record is unlocked.open the student’s truancy record until the record is unlocked.

Clicking their user name will send them a reminder email to properly Clicking their user name will send them a reminder email to properly log out of the student’s recordlog out of the student’s record

If a record has been locked for several days, you may contact the If a record has been locked for several days, you may contact the “Contact” or “Ability to Refer” employee in your building. They have “Contact” or “Ability to Refer” employee in your building. They have the ability to unlock the record for you.the ability to unlock the record for you.

Click the user’s ID name to send a reminder email

Click a student’s name to begin completing the “At Risk Assessment Click a student’s name to begin completing the “At Risk Assessment and Action Plan”. This will bring you to the referral screen for the and Action Plan”. This will bring you to the referral screen for the student.student.

The Student and Guardian Information sections are minimized by The Student and Guardian Information sections are minimized by default. Click “MORE INFO” to see hidden information.default. Click “MORE INFO” to see hidden information.

Required fieldsRequired fields Employee TypeEmployee Type – Select your employee type from the drop down – Select your employee type from the drop down

menu. You will not be able to save the record without this information.menu. You will not be able to save the record without this information. Does Student need books, clothing, parental care, etc?Does Student need books, clothing, parental care, etc? – This is a – This is a

state requirement. If you don’t have information on this field, please state requirement. If you don’t have information on this field, please enter N/A. You will not be able to save the record without this enter N/A. You will not be able to save the record without this information.information.

Fill out any and all applicable information on the student. Keep in Fill out any and all applicable information on the student. Keep in mind that this must be mind that this must be pertinentpertinent information to the truancy issues information to the truancy issues for the student.for the student.

It is essential to document interventions and attempts with dates. Use It is essential to document interventions and attempts with dates. Use the PLP Contact Log. Include things such as home visits, phone calls, the PLP Contact Log. Include things such as home visits, phone calls, parent conferences, student conferences, letters, emails, referrals to parent conferences, student conferences, letters, emails, referrals to ESS, Plato, etc.ESS, Plato, etc.

Using the PLP Contact Log to track contact with a Using the PLP Contact Log to track contact with a parent/guardianparent/guardian

Look up the studentLook up the student Go to Go to Index > Student Information > PLPIndex > Student Information > PLP Click Click Contact Log > NewContact Log > New Available fields:Available fields:

Date – Enter the date of the contactDate – Enter the date of the contact TimeTime Contact Type – Telephone, Email, In Person, etc.Contact Type – Telephone, Email, In Person, etc. Contacted – Who the staff member spoke with (Ms. Smith, etc)Contacted – Who the staff member spoke with (Ms. Smith, etc) Text – Enter information about the conversation/contact. Text – Enter information about the conversation/contact. PLEASEPLEASE do not to enter anything confidential on this screen! This do not to enter anything confidential on this screen! This

screen is visible to all staff who may search for the student.screen is visible to all staff who may search for the student. Click “Save”Click “Save”

NeverNever use your “Back” button at the top of your the web browser. use your “Back” button at the top of your the web browser. Always use the “Back” or “Save” buttons within the Referral page Always use the “Back” or “Save” buttons within the Referral page

when maneuvering in the system.when maneuvering in the system. If these buttons are not If these buttons are not used, it will LOCK the record which prevents others used, it will LOCK the record which prevents others from accessing it.from accessing it. BackBack – This button should be used when you have NOT – This button should be used when you have NOT

entered information or you have entered information that you do entered information or you have entered information that you do not wish to save.not wish to save.

SaveSave – – This button should be used when you have entered This button should be used when you have entered information on the referral that you wish to save.information on the referral that you wish to save.

If you do not check the “I have completed my input for If you do not check the “I have completed my input for this referral” checkbox, it will not notify your school this referral” checkbox, it will not notify your school contact that you have completed entering information on contact that you have completed entering information on the student’s Truancy Referral. Please make sure you the student’s Truancy Referral. Please make sure you check the checkbox once you are finished entering all check the checkbox once you are finished entering all pertinent information on the student.pertinent information on the student.

The EndThe End

Please see your “Contact” or “Ability to Refer” Please see your “Contact” or “Ability to Refer”

staff member with questions.staff member with questions.