Hey There!

This article will provide you with ways you can use the Portal in your attendance team meetings. We will provide you with an example attendance agenda you can use with your team and several quick 5-10 minute activities you can easily incorporate into your daily attendance routine.

By default, all NYC principals are able to log in to the Portal using their DOE credentials. From there, a principal can manage access for the staff who work in their school and delegate admin privileges to other staff members. To grant access to your team members please review, How to manage school-based users in the Portal.

Happy exploring! As always, feel free to share your feedback at schoolsupport@newvisions.org.


Overview


Monitor Daily Attendance

  • Navigate to the Attendance List from the main left sidenav

  • Click on the 1st dropdown to hone in on the attendance metric your team would like to focus on. NOTE: This will depend on the frequency of your attendance meetings. For example, if your team meets weekly then select the Attendance last 5 days from the dropdown.

    • What do you notice about the students missing more than 2 days and their current YTD attendance?

    • What do you notice about the distribution between chronically absent (80-89.9%) and severely chronically absent (60-79.9% and Less than 60%)?

  • Click on the second column header to sort the column in ascending order.

    • Example student groups for outreach:

      • At risk students who have missed 2 or more of the most recent school days

      • Chronically absent or Severely chronically absent who have had perfect attendance in the last 5 days

Review attendance trends for students receiving supports

  • Navigate to the Attendance List from the main left sidenav

  • Click on the 1st dropdown to hone in on the attendance metric your team would like to focus on

  • Use the third dropdown to group by Supports

Monitor students' attendance for this term

  • Navigate to the Attendance List from the main left sidenav

  • Click on the 1st dropdown to select Attendance this term

  • Use the second dropdown to select the students you want to view and the third dropdown to choose how you want to group these students

Monitor students’ progress assigned to Point People

  • Navigate to the Dashboard from the main left sidenav. Then click on the Chronically absent students tile

  • Use the third dropdown to group by Point person and select an Attendance point person

  • Use the second dropdown to explore additional ways to view student groups to identify trends

Create customized attendance views

  • Click the Data grid category on the left side-nav

  • To change the data being displayed select Edit Columns in the upper left-hand corner and choose relevant data

  • Click Apply columns when you have finished your customization

  • Any filtered view can be exported to a spreadsheet by clicking on Export CSV in the upper left-hand corner


Suggested Activities

Recommended staff: Attendance Team Members

Monitor Chronic Absenteeism and Assign Attendance Point People

Navigate to the Dashboard from the main left sidenav. Then click on the Chronically absent students tile.

  • What do you notice about chronic absenteeism across grade levels?

  • What do you notice about the distribution between chronically absent (80-89.9%) and severely chronically absent (60-79.9% and Less than 60%)?

Use the second dropdown to explore additional ways to view student groups to identify trends

  • Optional student groups to consider:

    • Grade 8 students by housing status

    • Black students by gender

    • SWD and MLL by grade

Navigate to the Student list by selecting a row from the table. Enable Batch Actions from the right sidenav and check the boxes next to the names of students to be assigned the same Point Person. Then select Edit fields and assign a staff member from the list. *Note: Only staff members with edit access can be Point People

Monitor Chronic Absenteeism Across Attendance Point Persons

Navigate to the Dashboard from the main left sidenav. Then click on the Chronically absent students tile. Use the third drop-down to group by the Attendance point person. *Note: Only staff members with edit access can be Point People

  • What do you notice about chronic absenteeism across each point people?

  • What do you notice about the distribution between chronically absent (80-89.9%) and severely chronically absent (60-79.9% and Less than 60%)?

View Student Profiles and Note Tier 2 and 3 Outreach

Click Batch actions and check the names of the students you are assigned Point Person for. Click View profiles from the right sidenav and add a note for each student as you conduct tier two and three outreach. NOTE: Having the student profile handy also allows you to have a holistic view of each student at your fingertips while you are conducting phone calls home

  • When you hone in on the attendance panel, what do you notice about the student’s attendance for the past 20 days, 10 days, and 5 days?

  • Is there a day of the week that the student is missing more than other days?

  • Historically, is there a month when the student’s attendance drops?

Next Steps

  • Set a date by which all outreach will be complete

  • Record additional actions that need to be taken, with who, by when

  • Set date for next meeting

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