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Update on Attention2Attendance

Jane A. Russo, SuperintendentJane A. Russo, Superintendent

Cathie Olsky, Ed.D., Deputy SuperintendentCathie Olsky, Ed.D., Deputy SuperintendentMichael P. Bishop, Sr., CBO, Associate Superintendent, Business ServicesMichael P. Bishop, Sr., CBO, Associate Superintendent, Business Services

Doreen Lohnes, Assistant Superintendent, Student Support ServicesDoreen Lohnes, Assistant Superintendent, Student Support ServicesNancy Diaz Miller, Senior Director, Pupil Support ServicesNancy Diaz Miller, Senior Director, Pupil Support Services

Tony Wold, Ed.D., Director, Program Quality AnalysisTony Wold, Ed.D., Director, Program Quality AnalysisSwandayani Singgih, Assistant Director, Fiscal ServicesSwandayani Singgih, Assistant Director, Fiscal Services

April 26, 2011April 26, 2011

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Purpose of Today’s Presentation

• Update on Attention2Attendance

• Attendance Rate

• Conferencing

• Excessive Excused Absences

• Next Steps

• Phase I (End of FY 2009/10)– Establish District A2A Core Team– Meet with sites to conduct brainstorming sessions– Assist with SIS (AERIES) Transition & Certification– Integrate data into system correctly and check for accuracy

• Phase II (Fall 2010)– Launch eTruancy (letters) and Conferencing (parent meeting)– Communicate, incentivize, recognize, monitor and adjust as

appropriate• Phase III (next step – Winter 2010 /11)

– Launch Attendance Monitoring System (individualized attendance website dashboard)

Implementation Phases of Attention2Attendance

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Attendance Rate

• The District budget is based upon the actual attendance rate not the actual enrollment

– The 5-year average attendance rate for SAUSD is 95.84%

– A student who has 95% attendance will miss 9 days each school year• This student would miss107 days in their academic career or 60% of one school year

• In April 2010, the Board authorized the implementation of a system that would allow us to effectively manage and increase our attendance (ADA)

• This system – called Attention2Attendance® (A2A) is comprised of four main components

– Attendance Notifications

– Conference Management

– Data Analysis

– Professional Consultation

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Historical Attendance Rate

Fiscal Year CBEDS Enrollment P2 ADA % ADA to CBEDS enrollment

1999 – 00 58,043 54,801 94.41%

2000 – 01 59,837 56,298 94.09%

2001 – 02 60,788 57,533 94.65%

2002 – 03 60,973 57,637 94.53%

2003 – 04 59,895 57,269 95.62%

2004 – 05 58,884 55,880 94.90%

2005 – 06 56,563 53,776 95.07%

2006 – 07 54,839 52,382 95.52%

2007 – 08 54,369 52,172 95.96%

2008 – 09 54,584 52,625 96.41%

2009 – 10 54,084 52,045 96.23%

2010 – 11 Projected 53,317 51,099 95.84%*

2010 – 11 Actual 53,753 51,781 96.33% (YTD)

*Based on an average of 5 prior years of ADA to CBEDS enrollment.

Attendance Monitoring Return on Investment (ROI)

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2010-112010-11 Attendance Rate

(96.33%)  

2011-122010-11 P-2 ADA

(51,781)  vs.   vs.

 2009-10 Attendance Rate

(96.23%)  2010-11 Projected P-2 ADA

(51.099)   

Projected Revenue $269,000 Ongoing $3,312,000

  (0.1% attendance rate

increase   (682 ADA increase x $4,856/ADA)

  [=51.78 ADA x $5,204/ADA])  (revenue increase is to be realized in

2011-12)        Projected Expenses       A2A Contract -$168,000 Ongoing -$168,000 Projected Direct Cost Savings as of 3/11/11 $27,000 Ongoing $27,000 (mailings nor part of A2A contract)      

Total Projected Expenses -$141,000   -$141,000              Projected Net Revenue (Revenue less Expenses) $128,000 Ongoing $3,171,000     Add One-time Revenue:       Mandated Cost Reimbursement Eligibility $130,000 One-time $130,000 as of 3/11/11             Projected Revenue Total $258,000 Ongoing + $3,301,000    One-time  

Attendance Rate Has Increased (2010/2011 - Months 1-4)

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A2A Notifications Implemented in Month 2

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ADA improved starting in Month 2A2A started letter production in Month 2 (October 8, 2010)

Increased Parent Communication

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We are now sending (3) Truancy Notifications, (2) Excessive Excused Notifications and Conference Reminder Letters

• Truancy Notifications (11,830)• Excessive Excused Notifications (8,539)• Conference Notifications (6,379)

As of March 31, 2011, we have

already increased parent

communication by over 30%

Notification Effectiveness at the Elementary Sites

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Notification Effectiveness at the Secondary Sites

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Excused vs. Unexcused Absences

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• At the Elementary and the Secondary grades excused absences is a problem• A2A identifies these students and notifies their parents/guardians positively

improving attendance

As of March 11, 2011 16.02% of our enrollment received an excessive excused notification

Excessive Excused Absences

• Excessive excused absences are the biggest issue facing sites– 95% Attendance Rate is 9 missed school days each year– This is equivalent to missing 2 weeks of school

• Prior to implementing A2A sites were not able to fully address excused absences with most emphasis focused on truancy due to system limitations on mailing notices

• By addressing excused absences we are increasing communication with parents and students to reduce student absences

• As of 3.11.11, we’ve engaged an additional 8,539 students & parents to focus on attendance– Last year the district sent 0 notices on excessive excused

absences

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• Student conferencing is a key intervention point – aligns District, parents and student expectations on attendance

• Indicators of a successful conference process– Conference procedures (from scheduling to closing)

are incorporated into District processes– Site Administrators, Attendance Field Workers and

Outreach Consultants are documenting interventions in single system of record

– District and sites have confidence in conference activities if escalated to SARB and/or OC Truancy Court

– Sites are able to successfully and confidently field calls from parents regarding conference procedures and activities

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Phase IIConferencing

Conferencing Early Identification/Interventions

• Site Administrators have made student attendance improvement a priority goal (included in Principal’s evaluations)

• A2A’s Conference Management Tool has enabled Site Administrators to identify and conduct conferences early in the process (after the 1st Truancy Notification)

• Our efforts are proving effective with attendance based upon increase site rates

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Conferencing Continued

• Year ago, prior to A2A, – Sites didn’t have an effective way to identify students that

were eligible for a conference – The district didn’t have the ability to know that all eligible

conferences were being held• High performance indicator

– Conferences are being scheduled within a week of becoming eligible

– 60% of eligible conferences are being addressed (scheduled or closed)

– All conferences are being ‘closed’ in the application• 5 months into this process – amazing results• 75% of sites are scheduling 60% or more of their

conferences

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District Conferencing Success

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• This chart represents all conferences district wide and what status they are in as of 3/31/11• Site Administrators have conducted or are in the process of conducting 7,362 conferences• These are amazing results especially since the first year of implementing A2A, the

conferencing feature often takes a back seat to learning the letter review process

Conference Effectiveness at the Elementary Sites

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Manage Absences Before They Become Chronic Absentees

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• We are including absence codes T,U,Y,A,I,M• The nominal figure is greater than 0 and less than 5, this is show only reflect absences with the above codes• Manageable are absences between 5 and 9• Problematic are absences between 10 and 17• Chronic are absences greater than 18

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Managing Chronic Absentees

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Next Steps: Continue to Monitor Attendance Patterns

Back Up Slides(Intended for a deeper

understanding of the issues, but will not be covered in the

presentation)

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• Establish a district-level team focused on improving attendance

• Conduct brainstorming sessions with sites

• Integrated attendance data into letter generation reporting system (eTruancy)

• Collaborated to create State Attendance Certification Manual and develop communiqués to share best practices

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A2A Phase I Building the Foundation

• The first group of letters were sent home to Parents beginning October 8, 2010

• Early communication and intervention regarding attendance patterns is essential to changing attendance behaviors

– eTruancy delivers weekly letters to parents as students meet attendance thresholds

– In addition to Truancy notifications, excessive excused absence letters are now sent

– Sites monitor letters that are being sent and set up follow-up conferences

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Phase II Enhancing Communication

• Indicators of a successful Attendance Notification

– Appropriate number of attendance notifications are being sent

– Low suppression rates are achieved and maintained

– Decrease in questions on process and application

– Sites are able to successfully and confidently field calls from

parents regarding unexcused and excused attendance

notifications• Over 120 Site Personnel were trained to use the system over a two-

day period

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Phase II Cont’d Enhancing Communication

• Attendance Monitoring System (AMS) is a personalized attendance webpage for each site that which places all attendance data at the administrators fingertips that will allow us to:– Ensure AERIES data is reported accurately– Identify attendance trends per site/per day of the week– Monitor and track ADA goals at the site level– Associate attendance with learning time (lost or gained)– Associate attendance with revenue (lost or gained) - uses

District-based revenue limit– Conduct site by site comparative attendance analysis– Conduct year to year attendance analysis by site, or district-

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Next Step Phase IIIAMS Dashboard

A2A Notifications

• Attendance Letters– (4) Attendance Notification templates– (2) Excessive Excused Notification templates– (3) Conference Notification templates

• Conducted multiple letter edits based on our and community feedback

• Built (4) language letter templates: English, Spanish, Vietnamese and Khmer

• Reviewed and set up 20 custom configurations for the secondary sites

• Successfully sent first batch of attendance notifications for all 55 sites on Oct. 8, 2010

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Completed Trainings

• In Person Trainings (Attendance Techs, AP, Principal, School Office Managers, Outreach Consultants)– July 27, 2010– August 10, 2010– August 17, 2010– August 23, 2010– September 10, 2010– January 11, 2011

• WebEx Trainings– August 27, 2010– September 10, 2010– November 11, 2010 thru January 31, 2011– February 2011 conferencing training

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Elementary Excessive Excused Absences

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11% of all Elementary Students are Receiving an Excessive Excused Notification

13% of all Secondary Students are Receiving an Excessive Excused Notification

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Secondary Excessive Excused Absences

Conference Activity

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Sites are doing a tremendous job at scheduling conferences considering they are just 5 months into this process – but for next year there is still work to be done

Elementary Top Performers60% or more of Conferences Closed or in Progress

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Conference Activity

Secondary Top Performers 60% or more of Conferences Closed or in Progress

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Conference Activity

Early identification was successful, but conferencing for chronic absences has created a backlog

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• Print Run • 3.11.11• 3.4.11

• 2.25.11• 2.18.11• 2.11.11• 2.4.11

• 1.28.11• 1.21.11• 1.14.11

• 12.17.11• 12.10.11

• 12.3.11• 11.19.11• 11.05.11• 10.29.11• 10.22.11• 10.15.11

• 10.8.11

Attendance Monitoring is a Full-time Task

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Managing Chronic Absentees

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Managing Chronic Absentees

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Managing Chronic Absentees