Los Angeles Unified School District

Pupil Services and AttendanceValerie Corcoran, Field Coordinator

Superintendent’s Intensive Support and Innovation Center

September 27, 2012

I Know You Feel Like This !

But, Remember….It can always be…

Much Worse !!

CongratulationsFor Surviving Month One !!!

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

Challenge #1-Submitting Attendance

The students are here!but

ISIS is DOWN and

Attendance is Not Being Submitted

#%$&*@+?}#@(Rats!)

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

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

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

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

Challenge #2 – No Shows

How do we find our No-Show

Students??????

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

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)

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”

Where to Find ISIS HelpISIS Homepage → Tools & Resources

→ Attendance and Enrollment→ Secondary Schools

Challenge #3 - Dropouts

Who is on my Dropout List?

and

How can I clear them?

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

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

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

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”

District Attendance Data

Extracted from MyData and ISIS

July – August, 2012

Educational Service CentersAttendance Submittal and Attendance Rates

August 2012

Monthly Attendance Data through August 31, 2012 Submission Rate from August 1 - 31, 2012

Educational Service Center

August Period Attendance

Submission Rate

Number of Classes/Periods Attendance Not

Submitted

AugustMonthly

Attendance Rate

ESC North 93.27% 14,920 97.90%

ESC South 94.47% 9,257 97.60%

ESC East 94.20% 7,273 97.90%

ESC West 91.00% 10,752 97.70%

ESC XP 89.23% 24,480 97.30%

District-Wide Monthly Attendance

Monthly Data through August 31, 2012

Educational Service CentersCumulative Attendance

July – August 2012

Data Cumulative through August 31, 2012

96% or Higher Attendance by ESCJuly – August 2012

Attendance Goal: 100%. Annual Target (2012-13): 71% of students attending at 96% or higher

ESC Name% of Students

96-100%# of Students with 96-100%

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

Data Cumulative through September 7, 2012

96% or Higher Attendance Rate by Grade July - August 2012

Debra Duardo, Pupil Services DirectorData Cumulative through September 29, 2011

Grade

% of Students 96-100%

# of Students with 96-100%

Number Enrolled

Transitional Kindergarten 69.63% 2,318 3,329Kindergarten 72.82% 32,726 44,941

Grade 1 75.06% 36,143 48,154Grade 2 77.53% 35,997 46,430Grade 3 78.65% 35,789 45,504Grade 4 79.24% 35,655 44,998Grade 5 79.75% 34,918 43,784Grade 6 81.74% 33,573 41,074

Ungraded Sp Ed (ES) 62.32% 7,104 11,399Grade 7 79.82% 33,165 41,550Grade 8 80.26% 33,405 41,621Grade 9 77.68% 36,441 46,910

Grade 10 75.32% 31,318 41,582Grade 11 77.66% 27,563 35,491Grade 12 77.93% 24,811 31,837

Attendance Goal: 100%. Annual Target (2012-13): 71% of students attending at 96% or higher

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 = $5,210,461Full Day Absences multiplied by $31.33/day

Data through August 31, 2012

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

Hang in There

We have your back, but not like this…

ISIC Pupil Services and Attendance213-241-0101