September 2008

PROTOCOL FOR THE WITHDRAWAL OF STUDENTS FROM APS

NON-TRUANT STUDENTS / TRUANT STUDENTSNOT IN COURT:
(TRUANCY FLAGGED IN IC) / TRUANT STUDENTS IN COURT:
(TRUANCY FLAG AND
LEGAL FLAG 06 IN IC)
The parent notifies the school that they are withdrawing the student to attend another school, not an APS public school. /
  • Withdraw per notification by parent
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct , backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
/
  • Withdraw per notification by parent
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct, backdate withdrawal to last date of attendance (CDE requirement)
  • Do not backdate if withdrawal is after October.
/
  • Do not withdraw immediately
  • Notify parent that student will be withdrawn upon confirmation that child has been enrolled in new school.
  • Obtain name and address of new school from parent.
  • Complete the “Request for Confirmation of Enrollment and Attendance” form and send/fax to the new school.
  • Withdraw student when you receive notice that student has been enrolled in new school.
  • Mark ADMIN as excuse code for every day of absence after notification by parent and prior to receiving word that child has enrolled in new school.
  • Notify truancy specialist who will advise the District Court.

The parent notifies the school that the family is moving /
  • Withdraw per notificationby parent
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct , backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
/
  • Withdraw per notification by parent
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct, backdate withdrawal to last date of attendance (CDE requirement)
  • Do not backdate if withdrawal is after October.
/
  • Do not withdraw immediately
  • Notify parent that student will be withdrawn upon confirmation that child has been enrolled in new school.
  • Obtain name and address of new school from parent.
  • Complete the “Request for Confirmation of Enrollment and Attendance” form and send/fax to the new school.
  • Withdraw student when you receive notice that student has been enrolled in new school.
  • Mark ADMIN as excuse code for every day of absence after notification by parent and prior to receiving word that child has enrolled in new school.
  • Notify truancy specialist who will advise the District Court.

If you substantiate that the family has not moved as the parent indicated, the student is of compulsory attendance age, is not enrolled in any school, thus the student is truant /
  • Attempt to contact the family to inquire about situation
  • Inform parent that child must be in school per Colorado Compulsory Attendance Law
  • If child does not return to school in a timely manner:
  • Notify truancy specialist to file in court and/or
  • File educational neglect with Social Services
/
  • Attempt to contact the family to inquire about situation
  • Inform parent that child must be in school per Colorado Compulsory Attendance Law
  • If child does not return to school in a timely manner:
  • Notify truancy specialist to file in court and/or
  • File educational neglect with Social Services
/
  • Notify Truancy Specialist who will advise the District Court

10 consecutive days of unexcused absences: student is of compulsory attendance age /
  • Send certified letter or do home visit. Document letter or home visit in attendance comments.
  • If you can verify that the family has moved, ie., if letter is returned non-deliverable or if you can determine home is vacant by a home visit, you may withdraw.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file.
  • If withdrawal is in Aug, Sept, Oct backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
  • If you are not able to verify that the family has moved:
  • Maintain the student on your roll until verification is possible or until student returns to school.
  • If student returns, determine if proceeding with truancy process is appropriate.
  • These 10 days of unexcused absence will trigger a ‘not continuously enrolled’ status for the purposes of CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
/
  • Send certified letter or do home visit. Document letter or home visit in truancy tab.
  • If you can verify that the family has moved, ie., if letter is returned non-deliverable or if you can determine home is vacant by a home visit, you may withdraw.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder. THIS MUST BE MAINTAINED IN THE STUDENT’S RECORDS AND MAY NEED TO BE ACCESSED IF THE CASE GOES TO TRUANCY COURT.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file.
  • If withdrawal is in Aug, Sept, Oct, backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
  • If you are not able to verify that the family has moved:
  • Maintain the student on your roll until verification is possible or until student returns to school.
  • If student returns, determine if proceeding with truancy process is appropriate.
  • These 10 days of unexcused absence will trigger a ‘not continuously enrolled’ status for the purposes of CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
/
  • Do not withdraw.
  • Send certified letter or do home visit in collaboration with Truancy Specialist and Case Manager
  • Truancy Specialist will advise Magistrate of outcomes
  • Court will give permission for district to withdraw when appropriate.
  • The Truancy Specialist will notify the school.
  • Do not backdate withdrawal.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file
  • These 10 days of unexcused absence will trigger a ‘not continuously enrolled’ status for the purposes of CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • If you are not able to verify that the family has moved:
  • Maintain the student on your roll
  • Notify Truancy Specialist and Case Manager. Truancy Specialist will notify Magistrate and keep school informed.
  • These 10 days of unexcused absence will trigger a ‘not continuously enrolled’ status for the purposes of CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.

10 consecutive days of unexcused absences: student is not of compulsory attendance age /
  • For high school students: Ensure that counselor has attempted to make contact to explore alternative educational opportunities
  • Send certified letter or do home visit. If letter is returned non-deliverable or if you can determine home is vacant, you may withdraw. Document letter or home visit in attendance comments.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file.
  • After 10 consecutive days of unexcused absence, whether or not you have been able to confirm that the student has moved, the student may be withdrawn from school.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
/
  • For high school students: Ensure that counselor has attempted to make contact to explore other educational options with student.
  • Send certified letter or do home visit. If letter is returned non-deliverable or if you can determine home is vacant, you may withdraw. Document letter or home visit in attendance comments.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file.
  • After 10 consecutive days of unexcused absence, if every attempt to contact student and their family has failed, (whether or not you have been able to confirm that the student has moved), the student may be withdrawn from school.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • If withdrawal is in Aug, Sept, Oct backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
/
  • Notify Truancy Specialist to determine if District Court is still involved.
  • If court is no longer involved with student, ensure that counselor/ administrator has attempted to make contact to explore other educational options with student.
Student may be withdrawn.
  • Always print hard copy of attendance before withdrawing/backdating. Put hard copy in student’s cumulative record folder.
  • Include documentation (envelope, return receipt card, and certified letter which has been returned and/or email informing clerk of vacant home per home visit) in cumulative record folder or in withdrawal file.
  • If withdrawal is in Aug, Sept, Oct backdate withdrawal to last date of attendance (CDE requirement)
  • If withdrawal is after October, do not backdate
  • If District Court is still involved, student may not be withdrawn until approved by Magistrate. The Truancy Specialist will keep the school informed.

Runaways /
  • Parents should report the runaway to APD; bring school the case number.
  • In IC record excuse code RUN for each day of runaway absence and write case number in comment section of first absence.
  • If student is under 17 years of age, student should remain on rolls for at least 30 school days. Before withdrawing student, notify APD juvenile unit /SRO that student is still missing and that student is being withdrawn.
  • If student is 17 or above, school may withdraw student after 10 unexcused days. Before withdrawing, notify SRO that student is still missing and that student is being withdrawn.
  • If parent will not file report with APD, notify either Social Services or APD of disappearance of child.
  • Record absence as UNEXCUSED eachday of runaway absence.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • If student is of compulsory attendance age, student should remain on rolls for up to 30 school days. After that, notify police that student has not returned and withdraw from school.
  • If student is under the age of 17, school may withdraw student after 10 unexcused days.
Upon the student’s return, the school can determine if proceeding with the truancy process is appropriate. /
  • Parents should report the runaway to APD; bring school the case number.
  • In IC record excuse code RUN for each day of runaway absence and write case number in comment section of first absence.
  • If student is under 17 years of age, student should remain on rolls for up to 30 school days. Before withdrawing student, notify APD juvenile unit/SRO that student is still missing and is being withdrawn from school.
  • If student is 17 years of age or above, school may withdraw student after 10 unexcused days. Before withdrawing, notify SRO that student is still missing and that student is being withdrawn.
  • If parent will not file report with APD, notify either Social Services or APD of disappearance of child.
  • Record absence as UNEXCUSED each day of runaway absence.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • If student is of compulsory attendance age, student should remain on rolls for up to 30 school days. After that, notify police that student has not returned and withdraw from school.
  • If student is under the age of 17, school may withdraw student after 10 unexcused days.
Upon the student’s return, the school can determine if proceeding with the truancy process is appropriate. /
  • Parents should report the runaway to APD; bring school the case number.
  • Report case to Truancy Specialist and Case Manager. Truancy specialist will report to Magistrate.
  • If parent has provided case number, record excuse code RUN in IC and write case number in comment section of first absence.
  • If no case number, record absence as UNEXC.
  • Do not withdraw student unless informed to do so by Truancy Specialist.

Family Vacations /Family Business:
Family vacations have been considered excused absences previously until the adoption of the new attendance regulations JE-R in February,2008. The new regulations state that in order for the vacation to be approved by the school, the following must be in place:
A student’s parent/guardian may request approval for an excused absence to attend to family business/family vacation (i.e. wedding, family trip etc.). Approval shall be left to the discretion of the school’s principal. This excused absence is not to exceed three (3) days per year if the following conditions are met:
1. Student is in good academic standing (passing all classes with a minimum grade of “C”);
2. Student has no unexcused absences
3. Student has four or fewer excused absences in a semester or seven or fewer excused absences for the school year. / Non-truant students can expect to be excused for three days for family vacation/family business, at the principal’s discretion, if the student is in good academic standing and has four or fewer excused absences in a semester or seven or fewer excused absences for the school year.
A parent may request approval for an extended time and, if the principal excuses, it is conceivable that a student could have ten days of excused absences.
  • DO NOT WITHDRAW students who have been approved for excused absences for family vacations.
  • Excused days will NOT trigger ‘not continuously enrolled’ status for CSAP.
If the parent does not seek approval prior to leaving on vacation, the days would be considered unexcused. The principal should determine, upon the student’s return, whether or not to excuse the vacation days retroactively. This is not required.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • 10 days of unexcused absences should not result in the withdrawal of the student unless you are able to determine that the student has moved.
/ Students who have any unexcused absences would not be approved for family vacations. If the family chooses to proceed with a family vacation, the absences would be considered unexcused. If these absences move a student into a habitual truant status, the school may proceed with the truancy process, if deemed appropriate.
Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
10 days of unexcused absences should not result in the withdrawal of the student unless you are able to determine that the student has moved. / Students who have any unexcused absences would not be approved for family vacations. If the family chooses to proceed with a family vacation, the absences would be considered unexcused.
Notify the Truancy Specialist who will advise the District Court of the unexcused absences.
Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
10 days of unexcused absences should not result in the withdrawal of the student.
Funerals
Parents may request approval for an absence to be excused to attend a funeral. This excused absence shall not exceed three days.
Additional time may be requested on a case by case basis. Approval shall be left to the discretion of the principal. / Students can expect to be excused for three days for a funeral, at the principal’s discretion. Families may request an extended period of time on a case by case basis. Approval is at the principal’s discretion.
If the parent does not seek approval prior to leaving for the funeral, the days would be considered unexcused.
  • The principal should determine, upon the student’s return, whether or not to excuse the funeral days retroactively. This is not required.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • Do not withdraw the student who is of compulsory attendance age unless you are able to determine that the family moved.
/ Students can expect to be excused for three days for a funeral, at the principal’s discretion. Families may request an extended period of time on a case by case basis. Approval is at the principal’s discretion.
If the parent does not seek approval prior to leaving for the funeral, the days would be considered unexcused.
  • The principal should determine, upon the student’s return, whether or not to excuse the funeral days retroactively. This is not required.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • Do not withdraw the student who is of compulsory attendance age unless you are able to determine that the family moved.
/ Students can expect to be excused for three days for a funeral, at the principal’s discretion. Families may request an extended period of time on a case by case basis. Approval is at the principal’s discretion.
If the parent does not seek approval prior to leaving for the funeral, the days would be considered unexcused.
  • The principal should determine, upon the student’s return, whether or not to excuse the funeral days retroactively. This is not required.
  • Ten days of unexcused absences will trigger ‘not continuously enrolled’ status for CSAP. The Division of Accountability and Research will take care of this field electronically, thus CSAP books do not need to be hand-coded.
  • Do not withdraw the student.
  • Inform the Truancy Specialist of the absences. The Truancy Specialist will inform the Magistrate.

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