Use Data to Determine Need for Additional Support

While a strong school-wide culture of attendance is an essential ingredient of academic success in all schools, it may not always be sufficient.

Some students, especially those who are chronically absent, may need a higher level of intervention. Chronic absence is defined as missing 10 percent or more of school days, at any point in the school year. The good news is chronic absence can be turned around if data are used to identify and connect students–as early as possible–to positive, engaging support strategies that motivate them to attend school and address challenging barriers.

As a principal, you can:

  1. Secure your school’s chronic absence data

  2. Review your school’s chronic absence data

  3. Use data to provide additional support for chronically absent students

  4. Establish data-informed goals and monitor progress

1. Secure your school’s chronic absence data

The Arkansas Campaign for Grade-Level Reading has partnered with the Arkansas Department of Education (ADE) and Attendance Works to adapt several tools developed by Attendance Works -  the School Attendance Tracking Tool (SATT) and the District Attendance Tracking Tool (DATT).  The SATT is a diagnostic tool that you can use throughout the school year to assess which students and subgroups of students are on track for being chronically absent so you can proactively and positively identify and address the reasons they are absent.  The DATT provides a similar analysis to help districts determine which schools need to focus on chronic absence and assess their progress on reducing chronic absence rates.  ADE has developed several reports in Cognos that pull the data you need to use the SATT and DATT.  The SATT report is called “ATT Works Absents,” and the DATT report is called “APSCN ATT Works Absence File - District Data.”

We have developed step-by-step directions for pulling the “ATT Works Absents” report, downloading the SATT(s) that is/are appropriate for your school, uploading the “ATT Works Absents” data into the SATT, and reviewing the analyses that that SATT produces.  You can also find similar step-by-step directions for the DATT.  

2. Review your school’s chronic absence data

The charts and tables in the SATT analyze chronic absence by grade, race/ethnicity, gender, income, geography, special education status, and whether or not a child is an English language learner. The data will help you determine whether chronic absence is a problem for your entire school, as well as for specific grades and student populations. The tool tracks attendance trends related to satisfactory attendance (missing less than 5 percent of school), at-risk attendance (missing 6-10 percent school), moderate chronic absence (missing 10-19 percent), and severe chronic absence (missing 20 percent or more).  The SATT also creates a watch list you can use to identify students who are chronically absent or at risk of being so. 

The DATT provides similar analyses that help district administrators identify both schools and subgroups of students that have high chronic absence rates or are on track for doing so.  School level chronic absence data is provided by grade and as a comparison to suspension rates.  In addition to the subgroup analyses provided in the SATT, the DATT also includes an analysis of gender breakdowns within each race and ethnic group, and race and ethnic groups within each grade. 

3. Use data to provide additional supports to chronically absent students

Attendance records from past years and from the first month or two of school can identify students at-risk of chronic absence and can be used to connect these students to a higher tier of support. Chronic absence can be a sign that the family needs help to overcome a particular attendance barrier.

Common Causes of Student Absenteeism

Attendance Works

Extra support typically involves helping students and their families build strong, positive, and caring relationships with school staff and other students, connect to engaging learning activities, and overcome any barriers to attendance.

When implemented early in the school year, this approach can help students, with their family’s support, start the year with good attendance, rather than find themselves struggling because they have fallen behind as a result of too many absences. 

For more tools and resources see this toolkit from Attendance Works: The Power of Positive Connections: Reducing Chronic Absence Through PEOPLE (Priority Early Outreach through Positive Linkages and Engagement)

If large numbers of students are affected by chronic absence, systemic barriers may be at play. Identifying these barriers can indicate the appropriate solutions, whether that involves establishing closets with school uniforms, improving access to health care, developing safe walking routes, tutoring, mentoring, offering morning or after-school care, or other approaches. 

In Arkansas, students who receive a free or reduced price lunch are twice as likely to be chronically absent. The challenges associated with limited financial resources directly contribute to whether students attend school regularly. Keeping in mind the barriers created by poverty can be important in addressing widespread chronic absence and generally requires involving city agencies and nonprofit and community partners.

See these resources for tips on addressing specific barriers:   

4. Establish data-informed goals and monitor progress

A common saying is that what gets measured is what gets done. This is particularly true with chronic absence. It is not enough to say that attendance is a priority. An essential ingredient for change is building in shared accountability for reducing chronic absence into how you assess your work as a school.

The Arkansas Campaign for Grade-Level Reading has set a statewide goal that no more than five percent of students will be chronically absent. 

Principals can create accountability by visibly recognizing contributions to improving attendance, as well as by building metrics into school-wide and individual performance measures.

  • Set annual attendance goals with your teaching staff and measure your progress along the way

  • Ensure attendance goals reflect multiple attendance measures: reductions in the percent of students who are chronically absent (absent more than 10 percent) and increases in students with satisfactory attendance (absent less than five percent)

  • Establish goals that are school-wide and also group-specific based on needs, such as reducing chronic absence among special education students or increasing regular attendance among kindergartners

  • Share classroom and school-wide attendance data with your teachers on a regular basis; recognize teachers and staff members who are making significant contributions toward achieving annual attendance goals

Together, with the support of your staff, you can, in a relatively short-time frame, put in place the practices that research and experience from across Arkansas and in communities across the country have found to make a difference.