Monitoring Process

Attendance Status definitions according to HB 410:

"Habitual Truancy" is a student who is absent WITHOUT legitimate excuse for 30 or more consecutive hours, 42 or more hours in a month or 72 hours or more in a school year.

"Excessive absence" is 38 or more hours in a school month WITH or WITHOUT a legitimate excuse or 65 or more absent hours in a school year.

Attendance Process:

Prior to a student reaching the above defined statuses, the attendance team at YCSD attempts to intervene by alerting students and parents/guardians of the number of missed hours they have accrued.  Additionally, they work to provide interventions for students to prevent truancy hearings and court involvement. 

Below is a guide of how our Attendance Monitoring and Intervention Process is designed to work: 

The building Educational Support for Attendance (ESA), attendance clerk, is to mail and document the mailing of an initial letter, a "Monitoring" letter, when a student reaches 16-18 hours out of school. This is designed to alert the student and parent/guardian of the student's current attendance absences.  A copy of the letter is given to the Attendance Intervention Specialist(AIS).

A second letter, a "Trigger" letter, is mailed by the ESA at 30 hours out of school. A copy of the letter is given to the AIS.  This letter references the initial letter mailed and informs the parent that the need for an attendance assessment may be necessary.  

The AIS is now responsible to look at the attendance and determine if the days fall under "habitual truancy" or "excessive absence". If it is a truancy case, they are responsible for going to the home to complete the attendance assessment forms. If it is excessive absence, the team is to discuss the student and determine if interventions are warranted at the weekly attendance team meeting.

The AIS is now to present the findings of the attendance assessment to the attendance team. The team then discusses the findings and assigns duties to building attendance team members that can provide supports to the barriers of the student.

It is the responsibility of the AIS to follow up at the next meeting an see if the assigned tasks happened and if they were successful in increasing the students attendance. The student may need to be discussed at a number of meetings.  While this process is happening, the student may meet the final "habitually truant" threshold. At this point, the ESA sends the third district attendance letter, a "Full Notice" letter. This will inform the student and parent/guardian that the student has met the threshold and is considered "habitually truant".  

YCSD policy states "the student will be assigned by the AIS to an absence intervention team within 10 days of the triggering event. The absence intervention team will be developed during a 7 day period, during which the student's parents will be invited to participate. If the parent(s) are unresponsive to the invitations to participate, within 14 days of having assembled the team, the team will develop an absence intervention plan without the involvement of the parent(s)."  If the student's attendance continues to not show improvement under the intervention plan, court interaction may become necessary.  

As designed, we instituted attendance thresholds before the deadlines of HB410 and discuss students weekly.  We attempt to intervene before the intervention become mandatory.  Your building's AIS will be fully prepared for your weekly meeting by presenting an agenda that includes current and past attendance data. Students with recently assigned action steps and follow-up. They will present students assessed since the last meeting and record team interventions assigned. It is the teams' responsibility to monitor the interventions assigned.  The team will also determine which students need assessed before the next meeting. Weekly attendance team meetings are to be a chance to monitor action steps, see if interventions are in place and working, and determine additional courses of action for students.

  • Preschool