5.5.9
Attendance Study Teams (AST)
Attendance Policy
Regular, on-time attendance is crucial for children to be well prepared for success in kindergarten and beyond. Shasta Head Start (SHS) will work with parents in a positive and proactive way to support regular attendance.
For more information, refer to Attendance Policy and Procedure and the Shasta Head Start Attendance Policy
Attendance Process
Once a child begins school, attendance is recorded using the Attendance/Meal Count form. When there is an attendance issue, refer to the Attendance Process flow shown below.
When attendance issues are identified:
- On the first instance of an unexcused absence, a verbal warning is given to the parent. The Family Worker/Home Visitor must contact the parent either by phone or during pick-up/drop off.
- On the second instance of an unexcused absence, a written warning is given to the parent using the Attendance Notification The Family Worker/Home Visitor must complete this form (select the “First Notice” option and any other options that apply) and mail the form and a copy of the Attendance Policy to the parent or handed to them during pick-up/drop-off. A copy of the Attendance Policy is included to ensure that the parent understands what qualifies as an unexcused absence and the requirements of the program.
- On the third instance of an unexcused absence, the Attendance Notification is again sent to the parent. The Family Worker/Home Visitor would complete the form (select “Second Notice” option and any other options that apply) and mail the form and a copy of the Attendance Policy to the parent or handed to them during drop-off/pick-up. An informal meeting is held with the parent and the parent is informed that if additional issues occur, their child is at risk of losing his/her enrollment slot.
- On the fourth instance, the Attendance Notification is again sent to the parent with the “Third Notice” option selected. The form and a copy of the Attendance Policy is mailed to the parent or handed to them during drop-off/pick-up. An Attendance Study Team meeting is scheduled during which an Attendance Contract is created. The Family Worker/Home Visitor should work with the Family Services Manager to schedule the AST meeting.
- An Enrollment Vacancy may occur if they do not attend the Attendance Study Team meeting, the Attendance Contract is not followed, or the child’s attendance does not improve. If all attempts to communicate with the family have failed and attendance issues are not resolved, the child’s slot will be considered open for enrollment. This requires approval by both the Executive Director and Family Services Manager.
Important Notes:
- All attendance notices (verbal and written) must be documented on the green Family Services coversheet found in the parent contact binder/traveling file.
- A copy of each Attendance Notification sent to parents must be filed in the parent contact binder/traveling file.
Attendance Study Team (AST)
If a child has two or more consecutive, unexcused absences, the Family Worker is responsible for notifying the Family Services Manager who will coordinate a course of action to improve the child’s attendance. This may include holding an Attendance Study Team (AST) meeting with the Teaching Staff, Family Worker and the child’s family.
An Attendance Study Team (AST) is designed to support a child’s consistent attendance in the program.
If an attendance issue is identified and the family cannot be reached by the usual means, staff will conduct a home visit or make direct contact with the parent in an attempt to schedule an AST meeting. If the family is unwilling to participate, the slot will be considered open for enrollment.
An Attendance Study Team meeting may be scheduled when:
- A total of five (5) unexcused or two (2) consecutive, unexcused absences have occurred;
- Multiple unexcused absences have occurred which have resulted in:
- Verbal warning (first instance)
- Attendance Notification (second and third instance)
- Chronic attendance concerns have been identified
During the AST, the Teaching staff and Family Worker/Home Visitor will:
- Identify the reasons for the absences
- Provide education to the parent about the benefits of regular attendance
- Review the Attendance Policy
- Create an Attendance Contract with the family
- Identify a date for establishing consistent attendance
Attendance Contract
An Attendance Contract is created by the SHS Staff and the family during the Attendance Study Team meeting. Its purpose is to establish clear guidelines on attendance when there was an attendance issue identified.
The Attendance Contract is used to notify the parents of a chronic attendance concern. The contract is used to state the concern, develop an improvement plan and include definitions of an excused absence, unexcused absence and a chronic attendance concern. The Family Services staff will review the Attendance Contract with the family and both the SHS staff members in attendance and the parent/guardian must sign the contract.
The signed contract is saved in the child’s file in Family Services section and documented on the Family
Attendance Notification
The Attendance Notification is used to notify parents of an attendance problem and to assist parents in problem-solving ways to ensure regular attendance. It is also meant to educate parents on the importance of regular, on time attendance and to document attempts to resolve attendance issues.
The Family Services staff will complete and distribute this notification to families after the second attendance issue and on subsequent issues (the first issue is communicated as a verbal warning). A copy of the Attendance Policy should be included with each notification.
When completing the form, check all options that apply.
A copy of each Attendance Notification sent to a parent must be saved in the child’s file in the Family Services section and documented on the Family Services cover sheet.
References
- Attendance Process Flow Chart
- Attendance Policy – Formster | Policy
- Attendance Notification – Formster | Notification
- Attendance Contract – Formster | Contract