ALABAMA ATTENDANCE MANUAL Revised 2015 Michael Sentance State Superintendent of Education Alabama State Department of Education Prevention and Support Services Section Gordon Persons Building Montgomery, Alabama 36130-2101 ALABAMA STATE BOARD OF EDUCATION Governor Robert Bentley- President Matthew S. Brown District 1 Betty Peters District 2 Stephanie Bell District 3 Yvette M. Richardson, President Pro Tem District 4 Ella B. Bell District 5 Cynthia McCarty District 6 Jeff Newman, Vice President District 7 Mary Scott Hunter District 8 Michael Sentance– Secretary and Executive Officer ii FOREWORD Dynamic schools and school systems are anchored by student engagement. In order for a student to be engaged, he/she must attend school on a consistent basis. PLAN 2020 sets forth support structures to assist schools in increasing student attendance. PLAN 2020 and applicable correspondence may be viewed on the state Web site, www.alsde.edu. This manual was revised by your colleagues across school districts and communities in Alabama to provide updated guidance to those at the school and system levels to ensure clear expectations for student attendance and reporting and supporting services/interventions that have a positive impact on attendance. Student absenteeism continues to be one of the greatest barriers to a child's success in school. Working together to increase student attendance will result in enhanced academic achievement and increased Alabama graduates. Any manual is only as effective as those responsible for its implementation. Therefore, I challenge each of you to become knowledgeable of the information provided herein and to consistently enforce its contents with integrity. Let's always remember that it is our duty to do what's right for students. Ensuring that Alabama's children are attending school daily will set our state on the course for continued success. Michael Sentance State Superintendent of Education iii INTRODUCTION The material presented in this publication is the first step in the development of local attendance policies and procedures. This manual represents an attempt to organize information from various sources such as state laws, State Board of Education policies, committee recommendations, and legal opinions of the Attorney General, interpretations of school laws by the State Superintendent of Education, and local education agency policies and procedures. This 2015 Alabama Attendance Manual provides suggested guidance for involving the role of the Attendance Officer/Supervisor as an integral component in this process. The manual also serves as a guide to facilitate student success by increasing awareness of the importance of attending school. Additionally, this document will assist the Attendance Officer/Supervisor: (1) to understand the role within the model of a comprehensive learning supports system and (2) to share relevant knowledge required to efficiently operate within the local education agency (LEA). Disclaimer: This material is primarily for reference. It should be complemented by local board policies and procedures. It does not substitute for the advice of local board counsel. Where statutes are cited, please refer to the full text for clarification. This manual does not address non-public schools, including private, church, parochial, and religious schools, offering educational instruction in grades k-12, as well as home-schooled students. Authority: Alabama Act No: 2014-245 2014-15 Attendance Committee The Honorable Robert Armstrong Ms. Ayanna Long Dr. Karen M. Tatum Juvenile Justice System Education Specialist School Improvement Specialist Dallas County Alabama State Department Macon County Board of Education of Education Dr. Donnie Chambers Mrs. Deborah McRae Mrs. Virginia Thomas Principal School Improvement Specialist Attendance Officer Dothan High School Jackson County Board of Education Birmingham City Board of Education Dothan City Board of Education Mrs. Andreanna Clifton Mrs. Donna L. Revel Dr. Kay Atchison Warfield Counselor Attendance, At-Risk Coordinator Education Administrator Cedar Bluff High School Escambia County Board of Alabama State Department of Cherokee County Board of Education Education Education Dr. Marilyn Lewis Ms. Dorann Tanner Mr. Kenneth R. Webb Program Coordinator Student Services Secondary Curriculum Alabama State Department of Coordinator Coordinator Education Alabaster City Board of Education Tuscaloosa City Board of Education Dr. Janet Womack Superintendent Florence City Board of Education iv TABLE OF CONTENTS Attendance ........................................................................................................... 1 The System/School Attendance Officer ............................................................... 2 School Calendar/School Day ............................................................................... 6 Admission to Public School .................................................................................. 9 Exclusion from Public School .............................................................................. 17 Private Tutors ....................................................................................................... 22 Non-Enrollment ............................................................................................................. 25 Non-Attendance ............................................................................................................. 28 Attendance Reporting ........................................................................................... 32 Temporary Closing of Schools ............................................................................. 36 Dropouts ........................................................................................................................ 38 Attendance/Promotion/Retention .................................................................................. 43 Truancy .......................................................................................................................... 47 Missing Children .................................................................................................. 58 Child Labor ........................................................................................................... 61 Attendance/Driver License/Learner Permit .......................................................... 65 Web Resources ..................................................................................................... 71 Laws and Regulations Related to School Attendance ......................................... 73 Glossary ......................................................................................................................... 78 Appendix ....................................................................................................................... 82 Alabama State Department of Education, Philip C. Cleveland, Ed.D., Interim State Superintendent of Education The Alabama State Board of Education and Alabama State Department of Education do not discriminate on the basis of race, color, disability, sex, religion, national origin, or age in its programs, activities, or employment and provides equal access to the Boy Scouts and other designated youth groups. The following person is responsible for handling inquiries regarding the non-discrimination policies: Title IX Coordinator, Alabama State Department of Education, P.O. Box 302101, Montgomery, Alabama 36130-2101, 334-242-8165. v "Attendance is to school what rebounding is to basketball - it is hard work, requires effort and persistence, and it often goes unrewarded and unrecognized, but schools can't be successful without it." Mel Riddile, NASSP v ATTENDANCE Attendance is often a key barometer of a student's connection with schooling. The majority of students who eventually drop out first stop attending school on a regular basis. In the year before dropping out, it is common for students to attend school less than 70 percent of the time. Many times chronic attendance problems start in elementary school and a pattern of non-compliant behavior begins. Research shows that attendance is eight times more predictive of failure than prior test scores. It has clearly been identified through data analysis that attendance is a major, if not the biggest, factor impacting our students academically and behaviorally. The Juvenile Justice Act of 2008 requires educators to align and monitor appropriate interventions before processing a student through the court system. Interventions such as the Pre-Early Warning Conference and The Parent Project (refer to Appendix A) have proven to support student success. The Attendance Officer is an integral member of the Response to Intervention (RtI) infrastructure designed for all Alabama schools in support of student success. This process that involves a “problem solving team” allows the Attendance Officer an opportunity to share pertinent information about identified students at risk of school failure due to poor attendance. NINTH-GRADE ABSENCES DRAMATICALLY REDUCE GRADUATION RATES ABSENCES CHANCE OF GRADUATING ON TIME 0-4 87% 5-9 63% 10-14 41% 15-19 21% 20-24 9% 25-29 5% 30-34 2% 35-40 1% This chart correlates for ninth-grade students the number of student absences on the left side with the percent of chance they will graduate on time shown on the right side. This data was compiled by the Johns Hopkins University, Everyone Graduates Center. After presenting this information at a student seminar, it was reported that as the students were returning to the buses, one student said, "I never thought about how being absent from school may have an influence on me not graduating in four years." Hearing and seeing the information in print provides a concrete awareness for students and parents as they make responsible decisions. Attendance and the connection to truancy are major components for a public awareness campaign as students and parents usually do not see the impact of excessive absences until it has a cumulative NEGATIVE impact. Remembering that poor attendance is a symptom of a problem emphasizes the fact that attendance is often the key indicator to warrant immediate and appropriate interventions. 1 The Alabama Graduation Tracking System (AGTS) was designed to assist in addressing these issues early in a systematic, directive, and timely manner. The Six Step Implementation Process Manual for this early warning system is free to every school system in Alabama. Refer to Appendix B, Introduction/Implementation Process for the K12 Graduation Tracking System, and at www.alsde.edu, Learning Supports, Prevention and Support Services Section. THE SYSTEM/SCHOOL ATTENDANCE OFFICER The System/School Attendance Officer is a vital member of the education community and the entire process for supporting students attending school. Each school system in Alabama is required to employ at least one Attendance Officer whose responsibility is to secure the enrollment and attendance of all mandatory school-age children within his/her attendance district. Due to the size of some systems, the Attendance Officer may also hold additional duties within the school system. Ala. Code§16-28-19(1975) In performing duties as described in the Ala. Code, Attendance Officers must investigate all reported cases of non-enrollment or non-attendance. When there is no valid reason for the non-enrollment or non-attendance, the Attendance Officer shall give the parent, guardian, or other person having charge or control of the child written notice requiring attendance of the child within three (3) days from the notice date. He/she is further required to bring criminal prosecution against the parent, guardian, or other person in those cases found to be without reason. Ala. Code§16-28-16(1975) Finally, the Attendance Officer may take any school-age child into custody when the child is found away from home during school hours and not in the custody of the person having charge or control of the child. Ala. Code§16-28-17(1975) Attendance Officers are required to keep accurate records of all notices served, cases prosecuted, and services performed. An annual report is to be made to the local board of education for which the Attendance Officer is employed. Ala. Code§16-28-18(1975) It is highly encouraged/recommended that the Attendance Officer participate in regional attendance district meetings and attend the Alabama Association of Prevention and Support Services (AAPASS) annual conference. The sharing of best practices, and concerns at the local/regional/state levels support a strong network of professional opportunities for staff development and professional growth. Refer to the CLAS Web site for regional attendance district maps and contact information for AAPASS. Refer to Appendix C, Recommended Role of the Attendance Officer and Timeline of Responsibilities. RECOMMENDED TIMELINE OF RESPONSIBILITIES JULY/AUGUST---Before the First Day of School  Secure a copy of the Alabama State Department of Education Attendance Manual and the Student Management System Data Code Manual and Users Guide.  Secure a copy of the School’s Continuous Improvement Plan/ASSIST. 2  Secure a copy of the Student Handbook and System Code of Conduct.  Know school system policy and procedures for attendance and Early Warning.  Know the school system policy and procedure for credit recovery, summer school, and making up courses.  Know the school system Promotion/Retention policy.  Prepare and send a newspaper article or other type of media to bring awareness to the importance of attendance and be sure to outline the academic and economic consequences.  Secure passwords and login information needed for INOW and INFOCUS access.  Determine on the AAPASS state map which regional attendance district the LEA is assigned by checking “CLAS” Web site.  Request or secure a projected calendar of AAPASS meeting dates.  Know how to access GTS and generate needed reports from INOW such as attendance, comprehensive progress reports, student demographic information, and report cards.  Be knowledgeable and acquire a list of resources available to assist school leaders, teachers, and parents with student attendance.  Acquire the names and contact information of the school level personnel who oversee attendance at the schools.  Review memorandum in the State Superintendent’s Corner on the state Web site for new information.  Conduct training with school level attendance personnel on state and local attendance policies and procedures. Emphasize effective interventions prior to the official Early Warning Process to reduce truancy.  Collaborate with local schools about implementing an incentive program at each school to recognize and encourage student attendance. AUGUST/SEPTEMBER---After First Day of School  Ensure that an article regarding the data improvement and attendance rates is in the school bulletin, local newspaper, or Web site.  Obtain the names and contact information of the Problem Solving Team leaders at each local school.  Distribute schedule of Early Warning meeting dates, time, location, and expectations of first outcome.  Review memorandum in the State Superintendent’s Corner on the state Web site for new information.  Obtain a list of area social agencies and community organizations that support and assist the school system and schools’ achievement and attendance. SEPTEMBER/MAY  Use INOW and INFOCUS to research individual students. 3  Discuss individual students and possible interventions with the Problem Solving Team at the schools.  Provide school RTI leadership with possible interventions and resources for students to be implemented as part of a student tiered instruction plan.  Maintain documentation for Early Warning and Attendance program.  Monthly radio/newspaper announcements about importance of attendance.  Implement incentive programs at each school to recognize students, even most improved, and encourage student attendance.  Review Memorandum in the State Superintendent’s Corner on the state website for new information.  Build relationships with the faculty at the local schools and with community agencies/leaders.  Provide follow up to local schools on students involved in Early Warning process and Court petitions.  Participate in regional attendance meetings and attend annual conferences for AAPASS.  Submit to ALSDE best practices for increasing attendance rate. Refer to Appendix D, Best Practice Template. A. EMPLOYMENT OF ATTENDANCE OFFICERS The county board of education shall arrange the county, exclusive of cities, into one or more attendance systems and said board shall appoint an attendance officer for every system created and the board of education of each city having a city board of education shall appoint one or more attendance officers. City and county boards of education and county conm1issioners may jointly employ any person or persons to serve as an attendance officer. Authority: Ala. Code §16-28-19(1975) The Interagency Committee on Youth Truancy Task Force recommended the following ratio of attendance officers to students: Enrollment Number of Attendance Officers Less than 5,000 students ........................................ One half-time attendance officer 5,000 students .............. .................. .......................One full-time attendance officer 5,000 + students ......................................................One additional attendance officer for each 5,000 students and multiples thereof NOTE: The Alabama Association for Prevention, Attendance, and Support Services (AAPASS) recommends this guideline be followed consistently by all local education agencies of the state of Alabama. 4