A Review of the School Attendance Review Board Intervention Manual

October 18, 2013

• 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

The goal of SARB is to DIVERT the student/family The goal of SARB is to DIVERT the student/family from the court system and PREVENT legal from the court system and PREVENT legal

consequences.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.

• 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

Understand and follow current policy guidelines: • Attendance Policy and Procedures Manual• SARB Intervention Guide for Schools• Pupil Services Staff Resource Guide• Essential Strategies

• 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

• 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

• 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

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 48260.5 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

• Automation Procedures REF-Bulletin 5464.2– 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

• 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

“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.”

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)

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 48260 or Section 48261.

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.

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)

• 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.

Which is the correct way to enter dates of truancy on a Truancy Letter:

a. “See attached”b. Plentyc. 11/2/12, 11/5/12 and

11/7/12d. 11/2 – 11/10/2010e. c and d

• 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

• What are the goals of prevention activities?

• What activities have you and your school provided to prevent absences?

• What are the goals of early intervention strategies?

• What early intervention activities have you and your school implemented?

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

• What types of services are included in your Community Resource List?

• How did you find these resources?

• Use only the Current Letters and Forms in the Attendance Manual

• The SARB Guide includes links to the following forms and more…..

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• 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–

2469.0 (ie: Access, Confidentiality, Notice of Educational Rights , etc.)

• 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

1.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)

2.What is the desired outcome?

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

Available as links in the SARB Intervention Guide:

• Overview of SART• Quick Guide• Agenda Templates• Sample Invite letter• SART Contract – English and Spanish

• 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

TRUE OR FALSE:1.An administrator MUST be a part of

the SART panel.2.Only the student should attend the

SART meeting.3.SART panel members can ONLY

include a PS Counselor and an Administrator.

FALSFALSEE

FALSFALSEE

FALSFALSEE

• 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

• 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

• 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

• 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

• 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

• What are the two PRIMARY What are the two PRIMARY functions of Resource Panel?functions of Resource Panel?

1. Case consultation for difficult cases2. Case presentation for SARB Referral

• Resource Panel Composition:Resource Panel Composition:– SARB Chairperson/s– PSA Administrator– PSA, School or District Staff (IEP

Nurse, etc.)

• What should you know What should you know about your student/family about your student/family when presenting a case when presenting a case to Resource Panel?to Resource Panel?

• 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

• 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

Accessing the

SARB

Intervention

Guide!

• 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

• 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.

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

• 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.

• Student is already on formal probation

• The family has an open case with DCFS *

• The IEP is out of compliance *• The student is 17-18 years of age*

* There are some exceptions

• 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

• 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

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

• 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

• 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

• 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

• 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

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

• 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.

The SARB Chairs and Lead The SARB Chairs and Lead Counselors are here to support all Counselors are here to support all

of you. of you.

Call us any time you have a Call us any time you have a question or need question or need

guidance/support on a caseguidance/support on a case