1. Attendance Data 101 Tracking your students and staff
July 2016
Attendance Data 101 Tracking your students and staff 1

2. Attendance Challenges
Attendance Data
Attendance Challenges
Review the article independently. Then, use a sticky note to record at least one challenge with tracking, maintaining, or improving student and/or staff attendance within your building.
When you’re finished, post your idea on the board.
All (Participant Facilitated)
District of Columbia Public Schools | July 2016 2

3. Agenda Introduction Student Attendance Tracking
Attendance Data
Agenda
Introduction
Student Attendance Tracking
Adult Attendance Tracking
Questions
Next Steps
Emily
District of Columbia Public Schools | July 2016 3

4. Session Outcomes Objectives:
Attendance Data
Session Outcomes
Objectives:
Develop an understanding of the importance of accurately tracking student and staff attendance.
Create solutions to common attendance data challenges.
Acquire practical strategies for tracking data. Li
District of Columbia Public Schools | July 2016 4 4

5. Please introduce yourself to the room
Attendance Data
Before We Begin...
Please introduce yourself to the room
Name
School
Role
Theo
District of Columbia Public Schools | July 2016 5

6. Agenda Introduction Student Attendance Tracking
Attendance Data
Agenda
Introduction
Student Attendance Tracking
Adult Attendance Tracking
Questions
Next Steps
District of Columbia Public Schools | July 2016 6

7. Why Track Student Attendance?
Attendance Data
Why Track Student Attendance?
Most school districts and states don’t look at all the right data to improve school attendance. They track how many students show up every day and how many are skipping school without an excuse, but not how many are missing so many days in excused and unexcused absence that they are headed off track academically.
- Attendance Works, 2011
Emily - We all know that tracking student attendance is incredibly important, we need to know who is present in our schools for a variety of reasons. When data is tracked sporadically or inaccurately, we are unable to do our job and ensure the safety of all students.
District of Columbia Public Schools | July 2016 7

8. Student Attendance Challenges
Attendance Data
Student Attendance Challenges
Tardy Students
Inaccurate Attendance Entry
Student Transfers
Emliy - Tardy Students: When students arrive to school late, they are often given tardy passes. However, students who miss more than 2 periods are automatically shown as absent for the day. Teachers may not know they were tardy for first period and use this to track their attendance.
Inaccurate Attendance Entry: Often times, students are incorrectly marked present or incorrectly marked absent.
Student Transfers: Students are transient between DCPS and DC Charter Schools. When office staff isn’t informed about student transfers, students may accrue absences. Often times these are realized when students get to the CFSA referral point.
District of Columbia Public Schools | July 2016 8

9. Attendance Team Roles - Brightwood EC
Attendance Data
Attendance Team Roles - Brightwood EC

10. Student Attendance Resources
Attendance Data
Student Attendance Resources
School Name
Registered
5-Day SST Students
5-Day SST Compliance
CFSA Students
CFSA Compliance
Court Students
Court Compliance
School A
754
178
82.60% 20
90.00% 6
66.70%
School D
299 4
25.00%
School F
374 63
27.00% 5
20.00%
50.00%
School B
479
124
37.10% 14
85.70%
33.30%
School C
368
153
51.00% 52
76.90% 28
39.30%
Emily - A weekly report is pulled from our Student Information System which outlines compliance rates with comparisons to other schools in the cluster. This allows us to progress monitor how we are working with each other.
Set clear goals around compliance rates and share these frequently with all stakeholders.
District of Columbia Public Schools | July 2016 10

11. Individual Student Intervention Tracking
Attendance Data
Individual Student Intervention Tracking
Last Name
First Name
Unexcused Absences
Total Absences
Grade
Notes
Type of Intervention A
Student 12 K
5 day conference has been done.
CFSA C 5 8
6th
Error in entry. She should have 3 unexcused absences. Has been updated.
5 Day B 6 7
7th
LM needs to do an investigation. D 28 35
1st
Court E
2nd
Casanova out
Emily
District of Columbia Public Schools | July 2016

12. How do I use the data I collect?
Attendance Data
How do I use the data I collect?
Attendance Meetings
Data Walls
Classroom Competitions
Emily - (Li add resources)
District of Columbia Public Schools | July 2016 12

13. Scenario 1
Ms. Carter takes her attendance every day, but often fails to accurately record absent students. As a result, some students in Ms. Carter’s class are wrongfully awarded perfect attendance awards. Parents of Ms. Carter’s students regularly call to complain that they were not contacted by the school when their student was absent. How do you resolve this issue? What attendance data tools would be most useful?
All (Participant Facilitated)

14. Scenario 2
Ms. Fenty comes to the building demanding to meet with the Principal. She is upset because she’s recently been referred to CFSA, and claims that her son has only missed three days of school this year. What pitfalls may have lead to this major data glitch? How would you resolve this issue?
All (Participant Facilitated)

15. Attendance Data
Resource Review
Turn and Talk to a neighbor about one resource you plan to implement at your school for the upcoming school year.
Theo
District of Columbia Public Schools | July 2016 15

16. Agenda Introduction Student Attendance Tracking
Attendance Data
Agenda
Introduction
Student Attendance Tracking
Staff Attendance Tracking
Questions
Next Steps
District of Columbia Public Schools | July 2016 16

17. Why Track Staff Attendance?
Attendance Data
Why Track Staff Attendance?
“Teacher attendance is directly related to student outcomes: the more teachers are absent, the more their students’ achievement suffers. When teachers are absent 10 days, the decrease in student achievement is equivalent to the difference between having a brand new teacher and one with three or more years more experience.” Li
District of Columbia Public Schools | July 2016 17

18. Why Track Staff Attendance?
Attendance Data
Why Track Staff Attendance?
Impact on Student Performance
Impact on Staff Culture & Morale
Monitor Productivity and Pay Li
District of Columbia Public Schools | July 2016 18

19. Staff Attendance Challenges
Attendance Data
Staff Attendance Challenges
Inaccurate Attendance Entry
Shifting Behavior
Up/Down Cycles
Theo
District of Columbia Public Schools | July 2016 19

20. Staff Attendance Policy
Attendance Data
Staff Attendance Policy
An Effective Attendance Policy:
Is established early
Is clear and concise
Holds staff accountable
Is supported by management
Theo
District of Columbia Public Schools | July 2016 20

21. Staff Attendance Trackers (Internal)
Attendance Data
Staff Attendance Trackers (Internal)
Staff Attendance Summary Staff Leave Summary Li

22. Staff Attendance Trackers (Internal)
Attendance Data
Staff Attendance Trackers (Internal) Li

23. Staff Attendance Trackers (External)
Attendance Data
Staff Attendance Trackers (External)
Theo

24. Staff Attendance Trackers (External)
Attendance Data
Staff Attendance Trackers (External)
Time Station: iPad App
Theo
Zoho People

25. How do I use the data I collect?
Attendance Data
How do I use the data I collect?
Monthly attendance recognition
Sharing/displaying staff attendance
Bi-weekly reports of staff tardies/absences
Discover data correlations
Support progressive discipline
Theo/Li
District of Columbia Public Schools | July 2016 25

26. Scenario 3
Since the implementation of the new staff attendance policy, Mr. West has been at work on time every day. However, Mr. West has begun to take 1.5 hour lunch breaks daily, and often leaves work minutes before the end of his tour of duty. How do you resolve this issue? What attendance data tools would be most useful?
All (Participant Facilitated)

27. Scenario 4
Mr. Graham did not report to work on Tuesday, May 16th. He was marked absent and given administrative leave hours for the day. The timekeeper followed up via , but Mr. Graham did not respond. Two weeks later, Mr. Graham comes to your office to report that he was at a professional development - approved by the instructional coach - on that date. How do you resolve this issue? What attendance data tools would be most useful?
All (Participant Facilitated)

28. Attendance Data
Resource Review
Turn and Talk to a neighbor about one resource you plan to implement at your school for the upcoming school year.
Theo
District of Columbia Public Schools | July 2016 28

29. Agenda Introduction Student Attendance Tracking
Attendance Data
Agenda
Introduction
Student Attendance Tracking
Adult Attendance Tracking
Questions
Next Steps
District of Columbia Public Schools | July 2016 29

30. Attendance Challenges
Attendance Data
Attendance Challenges
Let’s review the attendance challenges and briefly discuss any that were not addressed during the presentation.
District of Columbia Public Schools | July 2016 30

31. Agenda Introduction Student Attendance Tracking
Attendance Data
Agenda
Introduction
Student Attendance Tracking
Adult Attendance Tracking
Questions
Next Steps
District of Columbia Public Schools | July 2016 31

32. Review the handouts and online attendance resources
Next Steps
Review the handouts and online attendance resources
Decide how to personalize at least one resource to fit your school community
Share attendance tracking resources and ideas with participants here
Share feedback for the presenters here