1. Case Management of Truant Students and SARB:
A Review of the School Attendance
Review Board Intervention Manual
October 18, 2013

2. Overview of Presentation
Introduction to SARB
Roles and Responsibilities
Tiered Interventions
Intensive Case Management
Attendance Improvement Meeting (AIM)
School Attendance Review Team (SART)
Resource Panel
SARB
Post SARB

3. The Goal of SARB SARB is intended to… be a positive meeting.
The goal of SARB is to DIVERT the student/family from the court system and PREVENT legal consequences.
SARB is intended to…
be a positive meeting.
offer the family/student further support or intervention.
be a last chance for change before the case is referred to the City or District Attorney for prosecution.

4. SARB Myths SARB is court SARB is a punitive measure
SARB will magically solve the problem
The Pupil Services Counselor (PSC) or School Staff is no longer responsible for case management after SARB

5. Roles and Responsibilities: All Pupil Services Staff
Understand and follow current policy guidelines:
Attendance Policy and Procedures Manual
SARB Intervention Guide for Schools
Pupil Services Staff Resource Guide
Essential Strategies

6. Roles and Responsibilities: Pupil Services Administrators
Supervise the creation and maintenance of Resource and SARB Panels
Monitor performance and ensures accountability of Pupil Services Counselors and SARB Chairs
Attend Resource Panel and SARB hearings to ensure compliance with standardized process

7. Roles and Responsibilities: SARB Chairs
Strategically develop, maintain and conduct Resource and SARB Panels
Provide training and support to counselors, school staff and SARB panel members
Forward and track cases as they progress from Resource Panel to mediation and court
Prepare and submit annual reports to LACOE

8. Roles and Responsibilities: School-Based Pupil Services Counselors
Follow Attendance Intervention Protocols (Attendance Manual)
Document all case management and interventions
Prepare and present cases to Resource Panel and SARB as per SARB Intervention Guide for Schools
Monitor, support and refer student and parents post-SARB as required
School-purchased PS Counselors are required to present a minimum of 2 SARB cases per school year
All SARB cases presented will count toward the 2-SARB minimum, regardless of which ESC or SARB Panel you present to.
Counselors must work with their school administrators to adjust their schedules to attend the designated Resource and SARB Panels for their students, and notify their coordinator accordingly.

9. Truancy Letter Protocol for School Staff

10. Truancy
EC Section 48260
A pupil…absent from school without valid excuse three full days in one school year or tardy or absent for more than any 30-minute period during the school day without a valid excuse on three occasions in one school year or any combination thereof, shall reported…as a truant.
EC requires that upon the a pupil’s initial classification as a truant, the school district shall notify the pupil’s parent or guardian. LAUSD NOT (Notification of Truancy) letters are generated monthly to meet this state mandate.
Note: ALL TRUANCY LETTERS MUST BE MAINTAINED AT SCHOOL SITE FOR THREE YEARS
Kindergarten students can be issued an Initial Truancy Letter if they are 6 years of age; however only truancies after the student turned 6 should be included.

11. Initial Notification of Truancy (INOT) Letter
Automation Procedures REF-Bulletin
Outlines requirements prior to and following the mailing of INOT letters.
Criteria:
Students between 6 and 18 years
Accumulated three or more reason codes of 3, 2, 0, UC, or blank within a school year; including unexcused tardies of 30 minutes or more coded with a reason code 3
Absence Codes that do not count towards Truancy:
1-Excused
5-Written principal approval – Note new law allows principal to excuse absences before or after they occurred
4 - Suspension
District receives $18.91 per letter generated
Schools are encouraged to mail Initial Truancy Letters when the automated NOTs will delay the process.

12. School-Based PS Counselor Responsibilities Re: Initial NOT Letters
Ensure clerical staff follow proper INOT letter preparation procedures at school site
Finalized list of INOT students must be printed and filed
INOT and other NOT letters must be maintained for 3 years
Monitor attendance of students that have received Initial Truancy Letter
Follow Attendance Intervention Protocols and guidance provided in the SARB Intervention Guide for Schools
Schools are encouraged to mail Initial Truancy Letters when the automated NOTs will delay the process.

13. EC 48261
“Any pupil who has once been reported as a truant and who is again absent from school without valid excuse one or more days, or tardy on one or more days, shall be reported as a truant to the attendance supervisor or the superintendent of the district.”
Education Code instruct the school to continue to monitor and report any student that is absent after they have been classified as a truant. This results in the mailing of a second truancy letter.

14. Second Truancy Letter – Request for Parent Conference
When should Truancy Letter #2
be sent?
Should be sent after:
The parent/guardian has received the Initial Truancy Letter
The parent/guardian has been given a reasonable opportunity to respond
Student has one or more additional unexcused absences, tardies in excess of 30 minutes after the Initial Notification of Truancy was sent (minimum is 4 unexcused absences)
Lead the audience in a brief discussion and then click 1x to show answer
Should be sent after:
The parent/guardian has received the Initial Truancy Letter
The parent/guardian has been given a reasonable opportunity to respond
Student has accumulated one or more additional unexcused absences, tardies in excess of 30 minutes or partial day or combination thereof after the Initial Notification of Truancy was sent

15. EC 48262
Any pupil is deemed an habitual truant who has been reported as a truant three or more times per school year, provided that no pupil shall be deemed an habitual truant unless an appropriate district officer or employee has made a conscientious effort to hold at least one conference with a parent or guardian of the pupil and the pupil himself, after the filing of either of the reports required by Section or Section
For the purposes of this section, a conscientious effort means attempting to communicate with the parents of the pupil at least once using the most cost-effective method possible, which may include electronic mail or a telephone call.
Education code indicates that once the school has classified the student as a truant and made a conscientious effort to hold at least one conference with the parent, and the student continues to be absent. They are then to be classified as a “habitual truant”. This results in the generating the 3rd truancy letter.

16. Third Truancy Letter – Habitual Truant Reclassification
When should Truancy Letter #3
be sent?
Should be sent after:
The parent/guardian has received the 1st and 2nd Truancy Letters
The parent/guardian has been given the opportunity to attend a parent conference
Student accumulates one or more additional unexcused absences, tardies in excess of 30 minutes after the second truancy letter was sent (minimum 5 unexcused absences)
Lead the audience in brief discussion and then click 1x to show answer
Should be sent after:
The parent/guardian has received the 1st and 2nd Truancy Letters
The parent/guardian has been given the opportunity to schedule a parent conference
Student has accumulated one or more additional unexcused absences, tardies in excess of 30 minutes or partial day or combination thereof since the second truancy letter was sent

17. Sending Valid Truancy Letters
Truancy Letter #1 is automated by Central Office mailed out 1x per month
May also be created and sent manually at the school site
Use only the current approved letters printed with accurate school letterhead
Do not mail all truancy letters at the same time
Schools must allow time for response from parents/guardians between the sending of truancy letters
Truancy Letters must be sent consecutively during the same school year
If only truancy letter #1 was mailed during a school year, the school cannot begin by sending truancy letter #2 the following school year. Schools must restart by issuing truancy letters #1, #2 and #3 each school year.

18. Sending Valid Truancy Letters (continued)
Which is the correct way to enter dates of truancy on a Truancy Letter:
“See attached”
Plenty
11/2/12, 11/5/12 and 11/7/12
11/2 – 11/10/2010
c and d
Ask audience to answer and then click 1x to show answer.
The correct answer is C

19. Sending Valid Truancy Letters (continued)
Enter the mailing date on the letter
Include Parent’s Full Name and Address and Student’s Full Name and District ID
Dates of absences must be written in full
Example: 11/2/2010; 11/8/2010, 11/9/2010, 11/10/2010
NOT ACCEPTABLE:
Incomplete dates: 11/2
“See attached”
“Plenty”
Date ranges: 11/2 – 11/10/2010
Sample letters and guidance are available in the SARB Guide

20. Sample Truancy Letter

21. Tiered Absence Related Intervention Strategies

22. Absence Related Intervention Strategies: Prevention
What are the goals of prevention activities?
What activities have you and your school provided to prevent absences?
Prevention reaches all students/staff – goals include teaching attendance, benefits and consequences
Activities may include: Posters, Incentives, assemblies, parent meetings, newsletters and more

23. Absence Related Intervention Strategies: Early Intervention
What are the goals of early intervention strategies?
What early intervention activities have you and your school implemented?
Early interventions involve targeting groups of students/parents and include re-teaching attendance, providing information and resources. Activities may include group counseling or trainings, Attendance Improvement Meetings (AIM), etc.

24. Community Resource Referral Form
Use when referring families to outside agencies
Template is available in SARB Intervention Guide
States that LAUSD assumes no responsibility for the services provided or fees charged Retain a copy of the form for your records
Agencies must be non-profit unless student has private insurance
Provide at least 3 referrals for each type of service
from your School Resource Guide and Community Resource Referral List

26. Community Resource List
What types of services are included in your Community Resource List?
How did you find these resources?

27. Essential Strategies: Intensive Intervention and Recovery

28. Intensive Case Management
Use only the Current Letters and Forms in the Attendance Manual
The SARB Guide includes links to the following forms and more…..

32. Remember, pupil records are introduced as evidence in legal proceedings for truancy against the parent/guardian and/or against the student. Therefore, the school should record such information with the expectation that it may serve as evidence. Don’t forget, the statements from secondhand sources are considered heresay and may not be admissible in court. With accurate and detailed attendance and anecdotal records, the prosecutor will have a compelling presentation at trial, and the District will be able to withstand cross-examination from the defense attorn

33. Intensive Case Management – Steps
Includes individual interventions (conferences, home visit, SART, SARB, etc.)
Identify students with attendance problems
Maintain list of target students
Document all contacts (telephone, mail, conferences, etc.) in the ISIS call log and/or Record of Contacts form
Issue all required absence notifications
Maintain protocol for Pupil Records BUL– (ie: Access, Confidentiality, Notice of Educational Rights , etc.)
Sources of student identification: ISIS/SIS/MyDATA or school based referral
Documentation of contacts must be in chronological order
District issued Truancy Letter #1 proof available via ISIS
For students with multiple parent notes consult with School Nurse

34. Coding Absences in ISIS
Absences must be documented properly. If marked as “excused”, there is no violation of the law.
Ensure Teachers and Clerks are aware of restrictions on accepting parent notes, and code absences correctly
Review attendance records regularly to ensure compliance

35. WORKING THE CASE What is the desired outcome?
What are some strategies the PS Counselor
might utilize?
Contact parent/guardian to obtain information
Facilitate conferences with parent to assess needs
Conduct home visits as necessary:
When parent/guardian does not respond to phone calls and letters
To observe and assess home environment, family dynamics, additional barriers to regular school attendance and over all school functioning
Link parent /guardian and/or student to resources (school based or non-school based)
Inform parent in writing that parent notes will no longer be accepted to excuse absences.
Refer to COST/SST/IEP/504 to include other staff in case
Refer for additional services as needed (school based or community based)
What is the desired outcome?
Click 1x to show question #1 and then 1x to show each answer throughout your discussion
Click again to show question #2
List of school resources and outside agencies should be provided to parent
Before issuing letter informing parent that parent notes may no longer excuse absences, consult with School Nurse to rule out health issues that may need further investigation

36. School Attendance Review Team (SART)

37. Purpose of SART
Recommended by LACOE as a best practice to improve student attendance and reduce need for referrals to SARB
Address barriers preventing regular school attendance
Encourage parent participation to resolve issues
Required prior to a SARB referral
NOTE: An SST or Truancy Prevention Program hearing may replace a SART meeting

38. SART Tools and Templates
Available as links in the SARB Intervention Guide:
Overview of SART
Quick Guide
Agenda Templates
Sample Invite letter
SART Contract – English and Spanish

39. Preparing for SART Determine SART dates
Include parent, student, and at least one other certificated faculty member
Size of Team depends on specific student needs, staffing and availability
Allow approximately 30 minutes per meeting
Notify Pupil Services staff at sibling schools of the SART to reduce duplication of efforts
The SART contract includes all sibling names and a copy should be sent to the PSC or Principal at sibling schools.

40. Preparing for SART (continued)
TRUE OR FALSE:
An administrator MUST be a part of the SART panel.
Only the student should attend the SART meeting.
SART panel members can ONLY include a PS Counselor and an Administrator.
FALSE
Ask audience to answer questions one by one and click 1x each to reveal answers.
FALSE: The SART panel may include an Administrator designee or another certificated staff member
FALSE: The parent and student both should attend the SART meeting
FALSE: Other interested personnel might include: Teacher, Nurse, School Psychologist, PSW, Dean, Academic Counselor, IEP Case
Carrier, Probation Officer, etc. School

41. Preparing for SART (continued)
Send SART invite letter at least 2 weeks prior to date
Three days prior to the SART another letter should be sent home with the student or visit home to hand deliver letter
Call the parent one day prior to the meeting to confirm attendance
Prepare and disseminate agenda
Arrange for an interpreter, if necessary
Place “Supplemental Student Information” form in teacher’s mailbox at least 1 week prior to SART
Gather student information (ie: student’s cum, behavior, academic and attendance records, etc.)
Research siblings and print attendance from MyData

42. Day of SART Introduction: SART members and family
Verify address and phone numbers
Have parent complete new Emergency Contact Form
Include ALL school age siblings on contract
Review LAUSD attendance policy, compulsory education law, and discuss number of absences and tardies (current and past)
Address barriers that are prohibiting regular attendance
Review various interventions that were done prior to SART
Have parent sign Release/Exchange of Information Form
Inquire about past/current DCFS and/or Probation involvement
DPSS info (eligibility worker name and number)
Speak with doctors, therapists and others working with family

43. HOLDING THE SART MEETING - Overview
Identify family strengths, review progress made
Create an action plan and detail on SART contract
Provide referrals to school based and community based services (using Community Resource Form)
Inform parent that only a doctor’s note will be counted as an “excused” absence
Review SART contract with family and obtain parent and student signature
Provide a copy of the SART contract to the parent
The SART contract should include both school and outside referrals along with a timeline. It should also include a date for review with the family to ensure tasks are being met.
Inform parent that whenever in doubt about a child’s illness; the school nurse can be used as a resource along with the Wellness Clinic.

44. After SART
Document on elementary cum jacket, Section 7: Conferences with Parents/Guardians that a SART meeting was held
School mail a copy to sibling (s) home school
File contract in cum and your case file
If the parent does not attend SART:
Attempt to contact the parent by phone, mail, or home visit in order to reschedule
If you are not able to contact the parent mail “No Show to SART” letter along with a copy of the contract

45. SART Contract Violation
Mail “SART/SARB Violation” letter with a copy of SART contract
Review SART contract and referrals that were given with parent/student
Inform parent of referral to Resource Panel
Inform parent of School Attendance Review Board process

46. AFTER SART
Document ALL interventions in ISIS Call Log and/or Record of Contacts form
Keep copies of all correspondence to and from the parent
Inform school staff that parent notes will no longer be accepted and ALL future absences must be excused by a doctor, school nurse, or approved by the principal
All parent note must be coded as “3 Non-Compliant” in ISIS

47. Essential Strategies: Resource Panel

48. Resource Panel What are the two PRIMARY functions of Resource Panel?
Case consultation for difficult cases
Case presentation for SARB Referral
Resource Panel Composition:
SARB Chairperson/s
PSA Administrator
PSA, School or District Staff (IEP Nurse, etc.)
Ask the audience what the 2 primary functions of Resource Panel are and then click 1x to show the answer.
Click 1x to show last paragraph (Resource Panel Composition).

49. Resource Panel Preparation: Know Your Student
What should you know about your student/family when presenting a case to Resource Panel?
ASK THE AUDIENCE TO GIVE EXAMPLES OF INFORMATION THAT IS IMPORTANT TO KNOW WHEN PRESENTING A CASE TO RESOURCE PANEL AND SARB.
Guide audience with the following examples:
How does the family support themselves financially (ie: employment – who?, DPSS benefits, etc. )?
Is the student in Special Education?
How many people live in the home? Who lives in the home?
History of domestic violence, child abuse or other mental health issues?
If the student has a medical issue, is the student being treated for his/her condition?
Does the family have health and/or dental insurance? Private, Healthy Families, Medi-Cal?
Observations of home environment/family dynamics when you conducted an in-home counseling session.
Are the students involved in after school programs or tutoring?
Are there any legal issues within the family?
Recent deaths or trauma in the family?
Student’s feelings about school. Subjects/classes the student expresses interest in attending regularly.
Factors that could affect the student’s self-esteem (obesity, facial scars, extreme poverty, etc.).

50. RESOURCE PANEL PREPARATION
Notify SARB Chairperson to be added to Resource Panel calendar
Complete all required forms (see Resource Panel/SARB Document Checklist)
Bring original forms along with 1 copy (single-sided 8½” x 11” paper, unstapled) to Resource Panel
PSC or attendance designee must be prepared to present case history, interventions, family strengths and weakness, along with challenges faced by family.

51. CASE PRESENTATION TO RESOURCE PANEL
Present and discuss the case
Panel determines if additional interventions and/or referrals are warranted
A letter may be mailed by the SARB Chair informing parent that a Resource Panel has been held
SARB Chair will schedule case for a hearing when and if case is ready and appropriate
Resource Panel presentation is also utilized to seek additional resources and/or techniques to help families with challenging situations.
Time must be given to families to incorporate panel recommendations if additional interventions are proposed.
PSCs and School Designees must plan ahead of time to avoid waiting until the end of the school year to make a Resource Panel referral and expect to be scheduled for SARB.

52. TOOLS: Forms from the SARB Intervention Guide for Schools

53. Accessing the SARB Intervention Guide

54. RP/SARB Referral Checklist

55. Please complete EVERY line of this form
Please complete EVERY line of this form. If you do not have specific information, place the word “unknown” or “N/A”. By doing this, we know you have not intentionally skipped a line.

57. There is a completed Anecdotal Summary in the Toolkit
There is a completed Anecdotal Summary in the Toolkit. I would like to call your attention to the fact that the form MUST be typed. Under current school issues, summarize the student’s academic achievements or lack thereof. We do not expect you to list all of his/her classes and grades. Write down the total number of credits the student has accomplished. If he/she is a elementary student, indicate whether he/she is below grade level. Under family composition, we would like to have an idea of how the family functions. For example, does grandma oversee the daily operations of the family; do any of the parents work at night, etc. Under “relevant family concerns”, has anything extraordinary happened recently, such as a family member being incarcerated, a new baby born, a divorce or separation, etc.

58. Remember, pupil records are introduced as evidence in legal proceedings for truancy against the parent/guardian and/or against the student. Therefore, the school should record such information with the expectation that it may serve as evidence. Don’t forget, the statements from secondhand sources are considered heresay and may not be admissible in court. With accurate and detailed attendance and anecdotal records, the prosecutor will have a compelling presentation at trial, and the District will be able to withstand cross-examination from the defense attorn

60. Student Health Information Form
Developed by the Nursing Unit in line with HIPPA rules and regulations
Protocol requires school nurses to complete the Student Health Information Form and submit it to their Nursing Administrator who sends it to the SARB Chair
PSC’s are not supposed to receive a copy of the completed form due to HIPPA
If you know the student has a medical condition that is not addressed; i.e., asthma, request that the nurse provide a supplemental statement about his/her asthma. If the nurse does not know of his/her medical condition, ask the nurse to follow up with the family
I had a student who was out sick for months and the school refused to admit him without a doctor’s statement. I called the Nursing Unit and was told to admit the student because we have District doctors available to make these determinations.

62. Essential Strategies: Referral to SARB

63. When are students referred to SARB?
When school attendance or behavior has not been helped by efforts by the school or home.
After other interventions have not been successful (e.g. school level Student Success Team (SST), School Attendance Review Team (SART), Coordination of Services Team (COST),etc.

64. School Referrals Recommended for students ages 6 to 16:
With chronic attendance issues
Who have recently started to miss school and would benefit from the SARB process
Who are most likely to attend school regularly following the SARB hearing

65. High School (continued)
Consider alternative education referrals for students ages 16+ who are significantly behind in credits.
Discuss students older than 16 with SARB chairs to determine if referral is appropriate
Students who are almost 18 years old are not appropriate for SARB.
Older students that have younger siblings with attendance problems may be appropriate referrals.

66. When might a SARB referral be inappropriate?
Student is already on formal probation
The family has an open case with DCFS *
The IEP is out of compliance *
The student is years of age*
* There are some exceptions
Lead the audience in a brief discussion then click 1x for text to appear.

67. Can students with IEP’s be Referred to SARB??
Students with IEPs are subject to compulsory education laws.
Most disabilities should not prevent a child from attending school on a regular basis.
Ensure Special Education Students
Have a Current IEP
Are in their appropriate placement as determined by their IEP
That chronic absenteeism is not related to disability
Click 1x to show each bullet throughout your discussion with the audience.

68. IEP Team: Pre-Resource Panel Interventions
IEP meeting + SART contract
IEP Attendance Goal
Behavior Support Plan
Positive Behavior Strategies, Interventions & Supports
Resolve placement issues (if any)
Conduct a process similar to Manifestation Determination

69. Why so much paperwork / documentation?
The strength of the case in court will depend almost entirely on the documentation of the PSC/School Representative.
Provide as much information as possible
Give a clear picture of the issues
If the case is referred to the City or District Attorney for Truancy Mediation or prosecution in court, all of these documents are necessary

70. PRIOR TO SARB: School Based PSC
Continue case management and documentation to move the family toward resolution
Accurate absence monitoring and recording with revocation of writing parental notes
Hand-deliver the SARB Notice to Appear to the parent/guardian
Confirm the hearing location, transportation, and directions with the family
Call the parent/guardian 1-2 days before the hearing reminding them of SARB
It is strongly suggested to remind parents that all school aged children must attend SARB.
It is recommended that parents leave small non-school aged children at home with a caretaker so that they may have complete focus on the SARB process. Or as an alternative, to bring another adult caretaker to the hearing that can watch and care for small children in the lobby.
At times it is helpful to map out a route or public transportation for the parent that will be attending SARB in order to ensure their timely arrival.
Parents/guardians are assured that LAUSD Translation Services is provided.

71. Tone of SARB Hearings SARB Chairs set the tone for each hearing
SARB panel members will be reminded at each meeting to be respectful at all times
Parents are our partners
We are sensitive to the strengths and struggles of our students/families
Belittling, berating and threatening parents or students is inappropriate

72. Post SARB Follow Up: School Based PSC
Orange SARB sticker is placed on the student’s cum
Notify teachers and clerks of the SARB contract, using the “Memo for Clearing Absences Post SART/SARB”
Schedule a 30 day follow up meeting with the family, at your school site, to document compliance with the SARB Contract Directives
PSC/School Representative provides on-going update of student’s progress to SARB Chair
If appropriate, mail either the SART/SARB Violation or a letter/certificate recognizing improvement

73. POST- SARB: SARB Chair Responsibilities
If SARB Contract is violated, SARB Chairperson may refer case to the City or District Attorney for a Truancy Mediation Hearing and Contract
PSC/School Representative notifies SARB Chairperson if the Truancy Mediation Contract is violated
SARB Chairperson sends update and request for case to proceed to court as needed

74. Intern Participation on SARB Panels
Prior to Participation in SARB, Interns Must:
Complete the mandatory SARB training
Complete 75 hours of internship
Attend a Resource Panel
Be registered and scheduled centrally for SARB
Plan accordingly: first come – first serve basis
Do not wait until the end of the school year

75. Interns (continued)
Interns are limited to one SARB hearing unless they are directly involved in other cases.
Interns are not permitted to counsel or question families at a SARB hearing.
Additional information can be found in the guide, Interns and the SARB process, or you may contact your SARB Chair.

76. Questions?
The SARB Chairs and Lead Counselors are here to support all of you. Call us any time you have a question or need guidance/support on a case