HCPS STANDARD OPERATING PROCEDURE TITLE ATTENDANCE PLAN AND TRUANCY

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HCPS Standard Operating Procedure

HCPS Standard Operating Procedure

Title: Attendance Plan and Truancy Procedures

HCPS Department: Exceptional Education and Support Services

SOP #

SOP Owner: Nyah Hamlett, Director

SOP Approver: Bondy Shay Gibson, Assistant Superintendent of Exceptional Education and Research & Planning

Effective Date: July 1, 2012

Revision # 0

1. Purpose: This process is designed to ensure consistency with providing proactive interventions for students who are having difficulty attending school and for filing court referrals for truancy. The purpose for this SOP is also to streamline collaboration among HCPS staff in order to benchmark division efforts to reduce truancy and increase on-time graduation rates for HCPS.

2. Scope: The scope of this process outlines the expectations and procedures to be followed by school social workers and select school staff when addressing truancy in HCPS. This process will include steps to be followed in three phases: pre-intake, intake/staffing, and filing of a CHINS petition or show cause.

3. Responsibilities: School Social Workers, the School Social Work Supervisor, and designated building staff (i.e. attendance secretary, administrator/designee, and school counselor) are responsible for collaborating to carry out the procedures set forth in this SOP.

4. Changes since Last Revision: N/A this is a new process

5. Documents/Resources Needed for this SOP:

5-day attendance plan
- Parent Invitation Letter
- Contact Note (documents date and time of contact with parent)
6^th day Attendance Documentation of School Conference Form
Initial Referral Packet (for a student who has never been before the court for truancy before) to include:
- Juvenile Face Sheet
- CHINS referral form
- Cover Sheet (which includes the current attendance, interventions attempted by School Social Worker, and a summary of the student’s household dynamics)
- Attach: attendance record, attendance plan (5 day plan and 6 day), any documented contact with family (i.e. phone log, letters, etc.)

* Access to the documents above can be found at <insert HCPS ExEd website address here>

Motion for Show Cause (for a student who has violated a previous court order to attend school) to include:
- Motion for show cause
- Attach: attendance record, grades, narrative summary of the case, and a copy of the prior court order
Henrico County CHINSup Truancy Review Committee Report

6. Related Documents/Policies/Resources:

Compulsory Attendance Law
Virginia Department of Education (VDOE): Improving School Attendance: A Resource Guide for Virginia Schools PDF
HCPS Truancy procedures document.

* Access to these related documents can be found at http://blogs.henrico.k12.va.us/exed/

7. Definitions:

Truancy- Truancy is addressed in the Code of Virginia § 16.1-228 as part of the definition of a Child in Need of Supervision (CHINSup) which contains several important elements.
CHINSup- A Child in Need of Supervision (CHINSup) means a child who is subject to the compulsory attendance law yet remains habitually absent, and:
- the child has been offered adequate opportunity to benefit from all education services that are required to be provided by law;
- the school or other appropriate agency has made a reasonable effort to effect the student’s attendance without success; and
- the school system has provided the court with documentation that it has complied with all the provisions of Code of Virginia § 22.1-258.

8. Procedure:

Step	Action	Time Frame	Responsibility	Artifact
1.	Once a student reaches 5 unexcused absences, the attendance secretary will email a copy of the students individualized attendance record to the school social worker (notification via email).	The same day that student(s) reach 5 unexcused absences.	The Attendance Secretary	Attendance record from Mac School or Win School (depending on level).
2.	The school social worker will make a reasonable and documented attempt to contact the parent, either in person or via telephone, to schedule an appointment to develop an Attendance Compliance Plan (ACP) to correct the student’s non-attendance. School social worker will document parent contact via letter of invite to attend ACP meeting in cases where the parent cannot be reached by telephone or other means. If parent contact is made by telephone, the social worker will document via contact note. In cases where the parent has been invited to attend the ACP meeting and does not attend or refuses to attend, the social worker shall proceed in developing the ACP. The student shall be included in the ACP meeting in cases where it is appropriate to do so. A copy of the ACP shall be mailed to the parent.	Within 48 hours of receiving notification from attendance secretary.	The school social worker will jointly develop a plan with the parents to resolve the juvenile’s nonattendance, including documentation of the reasons for the juvenile’s nonattendance.	5-day attendance plan Parent invitation letter Contact note
3.	Once a student reaches 6 unexcused absences, the attendance secretary will email a copy of the student’s individualized attendance record to: (1) the social work supervisor’s office, (2) the school social worker and (3) the appropriate school counselor (notification via email). School social work supervisor will review and send all attendance records to the Commonwealth Attorney’s Office (CA). CA will mail a letter the parents. The attendance secretary is responsible for notifying the school social worker supervisor of any changes to the student’s attendance record based on the receipt of a note or other documentation from the parent that excuses the absence. Notification shall be provided in a timely manner (within 7 days of sending the record) to prevent the unwarranted referral of a student’s attendance record to the CA’s office.	The same day that student(s) reach 6 unexcused absences.	The Attendance Secretary is responsible for generating the attendance record daily.	Attendance record from Mac School or Win School (depending on level).
4.	Upon receipt of notification of 6 unexcused absences, the school counselor or school counseling secretary schedules the meeting with parents (via phone contact and letter) and emails notification of scheduled meeting to the School Social Worker. Use template for documentation to contact the parent.	The same day that student(s) reach 6 unexcused absences. *law requires that meeting is scheduled within 15 business days of the 6^th unexcused absence.	School Counselor or designee (i.e. secretary)	Contact log for documentation and letter to parent.
5.	Hold 6^th unexcused absence school conference (see meeting participants at each level below): Secondary Schools: school counselor and grade level administrator (necessary to review credit standing and review whether an alternative program is needed – i.e. GED) Elementary Schools: Principal/Designee for schools that do have a SW- to be scheduled on day SW will be present. Schools without a SW need to submit ticket through ticketing system.	Scheduled within 15 business days of the 6th unexcused absence.	School staff w/assistance of social worker. *SW strongly encouraged to attend, but not required to attend. Documentation form to be placed in student’s cumulative file. In the event that social worker is not in attendance, email it to the school SW.	6th day Attendance Documentation of School Conference Form
6.	Once a student reaches 7 unexcused absences, the attendance secretary will email a copy of the student’s individualized attendance record to the school social worker.	The same day that student(s) reaches 7 unexcused absences.	The Attendance Secretary is responsible for generating the attendance record daily.	Attendance record from Mac School or Win School (depending on level).
7.	The School Social Worker prepares the Initial Referral Packet. at the elementary level a warrant is filed vs. a CHINS. once a warrant or a CHINS is filed- unexcused absences should not* be changed to excused absences (even with a doctor’s note).	Submitted to the Social Work Supervisor by 10:00am on a Tuesday morning (after the 7^th unexcused absence and/or prior to the 10^th unexcused absence).	The School Social Worker will scan and email packet to the Social Work Supervisor.	Initial Referral to include: Juvenile Face Sheet, CHINS referral form, attendance record, grade report, disciplinary report, case summary, ACP, School Conference Form; Signed Parent Release Of Information Form.
8.	The School Social Work Supervisor will submit all necessary paper work on CHINS referrals to Intake supervisor.	Submitted to the Intake Supervisor prior to the staffing meeting on Tuesday afternoon.	HCPS Social Work Supervisor	Henrico County CHINS Truancy Review Committee Report
9.	This step is included as an FYI, but is not the responsibility of HCPS employees. Intake Supervisor forwards the names of all juveniles to the designated staff to be placed on the truancy staffing agenda. The truancy committee (which includes other Henrico agencies and the HCPS Social Work Supervisor) staffs all cases and make appropriate recommendations for the adjudication of the case. A court date is established/scheduled at the staffing meeting.	N/A	Intake Supervisor and truancy staffing committee. Note: The Social Work Supervisor uses the form to document and report court date to School Social Workers.	N/A

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