OH eSchoolPLUS Compliance – HB410 - PowerPoint Presentation

OH eSchoolPLUS Compliance – HB410

Agenda Welcome HB410 2

HB410 – Reporting Requirements Section 3321.191(E) of the Revised Code requires districts to report the information below, beginning with the 2017-2018 school year: When a district notifies a parent that a student has excessive absences ; When a child has been absent without legitimate excuse from the public school that the child is supposed to attend for 30 or more consecutive hours, 42 or more hours in one school month, or 72 or more hours in one school year; When a child of compulsory school age who has been adjudicated an unruly child for being a habitual truant violates the court order regarding that adjudication; When an absence intervention plan has been implemented for a child under Section 3321.191 of the Ohio Revised Code. 3

Process for HB410 To capture habitual truancy and excessive absence monthly and year-to-date totals by using Attendance Views calculated as Minutes. Day Totals and Intervals calculations get the cumulative hours. Attendance Notification Criteria check student attendance to determine if the student meets cumulative hour or consecutive hour thresholds defined in HB410.Modifications have been made to allow cross-building calculation as well as consecutive minutesEMIS Reporting District defined list pageDue to all the possible exceptions, data to reported to EMIS will be captured on a new district defined screen 4

HB410 – Attendance Criteria Setup 5 30 Consecutive Hours - Uses Attendance Bottom Line

HB410 – Attendance Criteria Setup 6 38 hours per month with or without excuse - Uses Day Totals

HB410 – Attendance Criteria Setup 7 Other attendance criteria to setup for using Day Totals 42 hours without legitimate excuse 65 hours per year with or without an excuse 72 hours per year without excuse Include Student Attendance Y – All Buildings Using this criteria option will include students absences if they were in other buildings previously to the building that this calculation is being run for. N – This Building Only Using this criteria option attendance will only be considered for the building the student is currently enrolled in . Consecutive Minutes An input field to set the number of consecutive minutes that will trigger the criteria . NOTE: Criteria needs to match across buildings.

HB410 - Attendance View Setup Calculate Totals as Minutes 8

HB410 – Notification Criteria Validation Table New Table called OHTB_NOTIFICATION_CRITERIA This is the list of notification criteria that will display on the HB410 page. This table will need to be populated by the district with their notification criteria We use the State Code Equiv to pull the information into the FT Submission file when the download is run. 9

HB410 – Attendance Criteria Calculation 10

HB410 - Attendance Criteria Generate Communications List Can be used to generate a report of students which met one or more criteria thresholds 11

When the Attendance > All > Attendance Communications > Attendance Criteria Calculation is run, the Registration > Entry & Reports > Student District Defined > HB410 page will be populated for the student. The Absent Threshold Date will be populated with the Trigger dateThe Notification Criteria will be populated with the Criteria code that triggered the notification. The Notification Criteria will be validated against the ohtb_notification_criteria table. 12 Ability to automate Attendance Notification data HB410 district defined page

HB410 Instructional Minutes Cap Displaying capped minutes The Attendance > All > Attendance Communications > Attendance Criteria Calculations has been modified to save the capped minute to the attendance detail records This means that the attendance detail will display the capped minutes instead of the full minutes. For example in the Remove Attendance Communications it will show the capped minutes value for that day instead of the full absence minutes for the student and date. 13

When running the Attendance Criteria Calculation and you have the Default Instructional Time set on the calendar record or the Instructional Time set on the calendar day record, the attendance for that day will be capped at that value. Administration > Registration Setup > Calendars > Calendar HB410 – Default instructional minute cap 14

HB410 Instructional Minutes Cap The Attendance Criteria Calculation has been modified to use the minutes from the Day Types Crosswalk. The calculation will look at Day Type on the Administration > Registration Setup > Calendars > Calendar > View Detail> Day Type field. 15

HB410 Instructional Minutes Cap The program will then look up the state code equivalent of the day type in the General Setup > District > Validation Tables > Ohio State Reporting > Day Types Crosswalk If the Student checkbox is checked the value in the Minutes field will be used to cap the minutes 16

Administration > Registration Setup > Calendars > Calendar > View Detail HB410 –Instructional Minute cap 17

HB410 Instructional Minutes Cap In order of precedence: The program will look at the Administration > Registration Setup > Calendar > View Detail > Instructional time first .If there is no value in the Instructional Time, the program will then look at the Minutes value from the Day Totals Crosswalk table for the Day Type of that specific day.If there is no Day Type Crosswalk record for that day or the minutes are not populated, then the Administration > Registration Setup > Calendars > Calendar > Default Instructional Time will be used. 18

HB Remove Communications Issues with the Remove Communications program When the Attendance Criteria Calculation is run and the setup has “Include Student Attendance” set to all buildings, the notifications are generated with absence details for all the buildings the student has absences . When the Remove Communication is run the only the absence detail records associated with the student’s entry/withdrawal record are deleted, and the absence detail records for the other buildings are left being . We will be modifying the Remove Communications program remove all absence detail associated with that notification. 19

HB Remove Communications Issues with the Remove Communications program (cont.) When the Attendance Criteria Calculation is run after a student’s absences are changed, the notification for the original set of absence may be marked as invalid, because it no longer meets the criteria. When a notification is marked as invalid, new HB410 record be created.When the Remove Communications is run, the corresponding HB410 record is deleted unless the Keep flag is set.20 When the Keep flag is set, the HB410 record will not be deleted when the Remove Notifications program is run.

HB410 – District Defined These fields are based on current requirements set by ODE This data will remain year-over-year 21

HB410 – District Defined Keep When checked, the corresponding record will not be deleted if the attendance notification record is deleted . Ignore When checked, the corresponding record will not be included in the FT Submission Download and Extract. 22

The FT Download is available in the S and X reporting periods Data will be pulled if the students HB410 district defined screen has a Notification Criteria value with a State Code Equivalent value. In the example below 5 records would be generated for this student. 1 Record with an Absence Event of “A” ( 10/05/2017)2 Records with an Absence Event of “B” (10/01/2017, 10/24/2017)1 Record with an Absence Event of “C” (10/21/2017)1 Record with an Absence Event of “D” (10/04/2017) Student Truancy and Excessive Absence (FT) Record 23

Student Truancy and Excessive Absence (FT) Record 24

Student Truancy and Excessive Absence (FT) Extract 25

Student Truancy and Excessive Absence (FT) File Layout 26

FT Logic There shall one be one record created per student per event code. In other words it will grab the Student’s first Event for each type (A,B,C,D). Change logic if a Notification Criteria has a State Code Equiv of A it should only create an A, C And/or D Event. The ‘A’ Event date will come from the Parent Notified Date If there are multiple valid events, the earliest date will be used Change logic if a Notification Criteria has a State Code Equiv of B it should only create a B, C And/or D Event. The ‘B’ Event date will come from the Absent Threshold Date If there are multiple valid events, the earliest date will be used For C or D events, as long as there is a state code equiv in the Notification Criteria (does not matter what that value is, it will create a C or D event. The ‘C’ event date will come from the Court Order Violation Date The ‘D’ event date will come from the Intervention Plan Date If there are multiple valid events, the earliest date will be used 27

FT Logic - Example 28

Ohio HB410 FAQ’s Q : How will eSchoolPLUS handle HB410 requirements? A: To capture habitual truancy and excessive absence monthly and year-to-date totals, define Attendance Views using Minutes. Day Totals and Intervals calculations get you cumulative hours. Attendance Notification Criteria check student attendance to determine if the student meets cumulative hour or consecutive hour thresholds defined in HB410. To view information regarding students who have met attendance notification criteria, link At Risk Reasons to Attendance Notification Criteria. Define At Risk Factors to show when the student meets any of the HB410 absence thresholds. The District defined list page HB410 will capture the information needed for EMIS reporting. EMIS REPORTING CHANGES 1. When a district notifies a parent that a student has excessive absences; 2. When a child has been absent without a legitimate excuse for 30 or more consecutive hours, 42 or more hours in one school month, or 72 or more hours in one school year; 3. When a child, who has been adjudicated an unruly child for being a habitual truant, violates the court order regarding that adjudication; 4. When an absence intervention plan has been implemented for a child. 29

Ohio HB410 FAQ’s Q : We have two buildings that are preschool thru grade 1. The preschool and kindergarten classes are 1/2 day. The first grade is full day. Below are the attendance periods for one of the schools. I had to add a third line in order for the first graders to compute with the correct number of minutes. Since it wouldn't let me overlap times, I just tacked on the missing minutes and the Attendance View for the first grade calendar use all three periods. Will the gap between am and pm be an issue when computing consecutive minutes? If so, how do we resolve this? Homeroom Attendance vs Period Attendance? A : eSchoolPLUS handles both homeroom and period attendance, including buildings with both AM and PM attendance periods, and buildings with non-standard periods. Notification criteria needs to take these scenarios into consideration. For homeroom attendance, our recommendation would be to have a morning and an afternoon period. You will need to have 3 calendars in the building, morning, afternoon and full day. Criteria would be setup to morning only, afternoon only and all day. When you run the calculation, you would need to run the program 3 times filtering on calendar. For period attendance, the attendance notification calculation looks at scheduled periods set to take attendance. Non-standard periods must be scheduled if they need to be included. If the non-standard period should not be included, either do not schedule them, do not take attendance in them or do not list them in the letter criteria. These setups should be in place before school starts and attendance is taken. 30

Ohio HB410 FAQ’s Q : How do we handle students that get caught by the Attendance Criteria calculation with excessive absences and now have excuses from doctors for example? A: To account for your District’s policy regarding excuse submission, we recommend you adjust the Start and End Dates you use when running the Notification Calculation. For instance, suppose you allow students three days to provide an excuse following an absence. If you ran Notification Calculation with an End Date of Today, you could end up with students marked as At Risk for unexcused absences, leaving them without a chance to submit an excuse for the last three dates. However, if you run Notification Calculation through an End Date four days before today, you successfully grant students the three-day window for excuse submission. Following this practice, make sure your next Start Date is the day after the End Date from your last run of the Notification Calculation. When the attendance notification calculation is ran, if an unexcused absence is now excused and therefore the student no longer meets the criteria, the notification record will be updated to ‘invalid’. 31

Ohio HB410 FAQ’s Q : The requirements state that if a student 18 years old, an intervention plan is not needed. Do these students still need to be tracked for excessive absences? A: We are asking the state for clarification on this. Should these students be excluded, we will publish setups to exclude them. Also, only students with data in the new HB410 District Defined screen will be reported to EMIS. Q: How do we handle attendance calculation across school years? A: eSchoolPLUS does not handle this, should EMIS define this as a requirement, it will need to be entered into the HB410 district defined screen. Q: How do we handle attendance from other districts? A: You will be able to enter information in the HB410 student district defined page that needs to be reported to the state even if the absences are not in eSchoolPLUS. Q: Is the time passing between classes included in the consecutive hours absent? A: Since the state spoke of instructional time, we were not considering passing time in the consecutive minutes calculation. One way to include it would be to have your time tables include passing time. 32

Ohio HB410 FAQ’s Q : It is possible in TAC that the teachers may not have the ability to put in arrival and dismissal times. This means that if a student arrives late or leaves early, we would have to assume that they were gone the whole day, because that is what it would look like in att_bottomline. Do districts need to be trained to always put in times for truants and early dismissals, or do we assume that if the student is absent they are absent the whole day? A : We recommend you update your Attendance Codes to allow entry of Arrival and Dismissal Times. This way, in TAC, teachers can correctly record arrival times when a student is Tardy and dismissal times when a student leaves a class early. eSchoolPLUS records the student as absent for the entire period if it sees an Absence Code without an Arrival Time for a tardy student or without a Dismissal Time for an early dismissal. Please consider updating your Absence Codes and training teachers to record the student’s time when needed. Q: Would the lunch period or any course you would not normally take attendance count toward the hours absent? A: Per Roger Holbrook, do not include any period that would not have been counted as part of instructional time in the past. As long as a course has Take Attendance un-checked in the Master Schedule, it is not counted in the totals tracked for HB410. Lunch periods, if scheduled, should have Take Attendance un-checked, for example. 33

Ohio HB410 FAQ’s Q : If the student has a partial schedule, are the periods the student does not have a course count towards the hours absent? For example, if a school day has seven periods and a student does not have a class period 5, does the time for period 5 count towards the consecutive hours? A : Absence time is not recorded for unscheduled parts of the student’s day. For scheduled courses, attendance is not recorded if the Master Schedule course-section has Take Attendance un-checked. Only scheduled courses taking attendance will be considered when determining consecutive minutes absent. Q: If the student missed the last day of school, would consecutive hours count extend into summer school? A : We have that question out to the state. If needed, you will be able to enter information in the HB410 student district defined page to be reported to the state even if the absences are not in eSchoolPLUS. 34

Ohio HB410 FAQ’s Q : The requirements state that if a student is in an outside program during the school day, the time during that program needs to be tracked. Does that apply to any program the student is in, or is there a certain set of programs that are included? A : The state said this was defined by local policy. If you would like to report them, these periods should be scheduled and take attendance to include them in the excessive absence counts. Make sure their Master Schedule course-sections have the Take Attendance box checked (based on the Take Attendance setting from the Course Catalog). Then, in the Attendance View setup criteria rows for converting to the Excused Absence code, make sure to include the non-standard periods among the Periods you select. Q: We currently use Late In or Early Out ‘courses’ that are set to NOT take attendance. A: If you don’t take attendance, the attendance notification calculation will not process these courses. Q: Can you provide useful links related to this requirement? A: http://education.ohio.gov/Media/Ed-Connection/July-24-2017/House-Bill-410-FAQ-guidance-document-released 35

Ohio HB410 FAQ’s Q : Has there been any discussion as to how we will report when a student has actually been placed on an intervention plan within eSchoolPLUS? Also to mark that a complaint in court has been filed against a student after the 60 days? A: We will be using the District defined list page HB410 to capture the information needed for EMIS reporting. Q: We have a career academy where some students are enrolled half time. They attend one of our high schools the other half. Is the ‘residential’ district responsible for sending notices and/or creating an intervention plan for these students if the student reaches a criteria collectively? Or is it up to each district to track their half of the student’s attendance and then report only if the student reaches a criteria within that district? A: We have contacted the state about this. Our recommendation for now is that you would need to schedule the kids to be reported. Q: For students who are already on an intervention plan, does that ‘turn off’ the counter for them to receive a notice if they miss 38 hours or 42 hours in a month? If they are reported to juvenile court, is the district still responsible for continuing to report to EMIS when that student reaches the monthly criteria? A: They are separate criteria. If they meet the criteria on the same day they will need to be in separate groups to be caught by both criteria. If its 2 separate days, they will be caught by both criteria. This is our recommendation as the student must be reported for both. We have contacted the state to find out if the district is responsible for the latter half of the question. 36

Ohio HB410 FAQ’s Q: Does the Day Calculation need to change in order to report correctly? A: The gist is that you have a regular school day, but the students can make it up later by logging on later in the day. So, you could be marking the student absent in the regular school day, but the student really counts as present. Our recommendation is that you mark the child absent, then if they show up, mark the child with another code that maps to present for the amount of time they made up. This code would not be part of the Letter criteria, so the student would not appear absent. 37

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