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REQUIRED WRITTEN NOTICE

The student and parent shall be given written notice by the school when the student’s attendance drops below the
required percent of attendance in any class. When students drop below 90% attendance, parents are notified in writing
by an automated letter generated in Skyward. The attendance staff is responsible for generating, printing, and mailing
the letters. The letters should be mailed when generated (on the dates of designated generation) and the list of
students given to a campus administrator to begin creating the Principal’s Plans. Letters are generated on a schedule.
Elementary letters are generated each week on each Thursday once they begin. Middle school letters are generated
each Thursday for a designated period each semester. High school letters are generated each Monday and each
Thursday for a designated period each semester. A schedule is available on the Intranet in the Student Services
Department/ Attendance Page. Letters are accessed at the same site as truancy warning letters: WS\OF\AT\AL\LB
(Work Student, Office, Attendance, Attendance Letters, Attendance Letter Batches \ View \ View All) -- instructions
below.

RUNNING SKYWARD ATTENDANCE LETTER BATCHES

Look for letters that say “S1 or S2 90% Attend Ltr” for secondary or “90% Elem Yr – Part 2” for elementary. Then
choose/click “View” button on the right. Your list of letters will come up (you should print this list by choosing the
browse print – magnifying lens over a printer icon) and give it to your administrator in charge of attendance. You can
then choose “view all” button on the right and the “processing request” box will come up until all letters are pulled.
After “view report”, hover over the printer icon in the upper right to print. You may also print from your print queue. All
letters are created in English and Spanish; so, be sure to print them on a duplex printer and print both sides. Mail the
letters created. You will be able to see that a student has had a letter created in the “letters” section of the student,
student profile, attendance screen just like the 3-day warning letters, and 10-day court filing letters. These letters are
available for the entire school year and can be re-run at any time.

REPORTS TO CHECK 90% ATTENDANCE

If you would like to check for students below 90% at times other than those provided by the automated letter process,
do so by using the Absence Occurrence Report. Find it under Office / Attendance / Reports / Absence Occurrence Report
(AO). Set it to look for “E”s, “U”s, and “A”s only. Use the appropriate minimum limit for your level (by semester and A/B
day for high school, by semester for middle school, and by year for elementary.) For secondary campuses, the
Accumulative Absences Report may work better. Once again, choose "“E”s, “A”s, and “U”s; set the “low” number of
absences but not the “high”. Choose Report Option “By Period”. Set your grade ranges and “Active” student status.
Sort by, grade, student, and course.

Another report easily used to check 90% attendance is the Accumulative Absences Report. Find it in the same section
Office / Attendance / Reports / Accumulative Absences Report (AA). Title the report “90% Check”; add the Attendance
Low Date as the first day of school; add the Attendance High Date as the last day of school. For elementary change Low
and High Attendance periods to “02” and “02”. Secondary Campuses need to use the dates appropriate for the semester
for secondary – no need to adjust periods; for number of absences use one absence below the 90% threshold (I.e. for
elementary 17). Use absence types “E”, “A”, and “U”. In the "“Report Ranges” section, under student status, change
“both” to “active”; add a sort for grade level and save and print.
THE PRINCIPAL’S PLAN

If a student is not below 75% attendance but is below 90%, the campus administrator will create a “Principal’s Plan” for
the student. Fillable PDF documents for both elementary and secondary students are available on the Attendance Page in
the Student Services Department on the Intranet. There are no required elements for the Principal’s Plan. Frequently
used strategies include: tutorial hours, additional assignments, and special projects. Administrators should work
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