Transcript Case Management of Truant Students and SARB:

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
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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.
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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 postSARB 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.
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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
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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
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Use only the current approved letters printed with accurate school
letterhead
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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
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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.
b.
c.
d.
e.
“See attached”
Plenty
11/2/12, 11/5/12 and 11/7/12
11/2 – 11/10/2010
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)
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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:
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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.
FALSE
FALSE
FALSE
• 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
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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
• 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
• 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 NonCompliant” in ISIS
• What are the two PRIMARY functions of
Resource Panel?
1. Case consultation for difficult cases
2. Case presentation for SARB Referral
• Resource Panel Composition:
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SARB Chairperson/s
PSA Administrator
PSA, School or District Staff (IEP Nurse, etc.)
• What should you know about
your student/family when
presenting a case 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 (singlesided 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
• 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.
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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
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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 Counselors
are here to support all of you.
Call us any time you have a question or
need guidance/support on a case