Attendance Tracking
Home Up

Policy Number: HS-ERSEA

Effective Date:

Relates to: CFR #1305.8

Revision Date:11/20/2007

    

SUBJECT: Attendance Tracking and Analysis Procedure

OPERATIONAL PROCEDURE
  1. Teachers and Associate Teachers are responsible for tracking attendance.
  1. The family signs the child in and out on the Daily Sign In & Out form (report 251 in MyCopa). A full signature is required for each child, both sign in and sign out feilds.
  2. The Family Advocate will call daily the parents of all children absent, and record in "Comments" the reason for the child’s absence using the available MyCopa specific "absent codes".
  3. If a child is absent for three consecutive days and the Teacher or Family advocate has not made contact with the family, the Family Advocate must make a home visit to assist the family with attendance issues.
  4. The Family Advocate will place the Daily Sign In & Out form in the attendance binder, which is kept in the file drawer with the children’s records.
  5. The Family Advocate will enter the attendance daily in MyCopa.
  6. Family Advocate will enter on the Daily Sign In & Out form other related data as needed, i.e., the date the child started, dropped and where the child was transferred.
  7. The Family Advocate will initial Daily Sign In & Out form when data entry is complete.
  8. The list of MyCopa Attendance Codes is maintained by the Service Area Assistant.
  1. Using the MyCopa "Attendance" module and related reports, the Family Service Manager reviews all documentation of absences from center or home base programs monthly or more often as needed to monitor average daily attendance.  The "206-Attendance Percentage  Report" may be used at the Class, Center and Agency levels of aggregation to identify and monitor attendance patterns.
  2. If the child has chronic or irregular attendance, the Family Advocate will set up a parent/teacher conference to implement Attendance Improvement Plan and discuss program options such as Home Base.
  3. All chronic health issues will be referred to the Health Manager for assistance on a Statement of Concern.
  4. Any child who continues to have attendance issues will be referred to the Family Services Manager for recommendations.
  1. The Teacher and Associate Teacher will implement recommendations of the Family Services Manager.
  1. If the chronic attendance issue continues and every effort to improve the attendance has failed, the child’s slot will be considered vacant.
  2. If a child misses five consecutive, unexcused days, the child’s slot will be considered vacant.
  3. All follow up documentation will be recorded in the progress notes.

Edited 04/24/2009 03:36:18 PM