Absence Response Guide

Identify learning barriers before they pose a graduation risk. Absence Response creates standardized communications and tracks all correspondence to offer full transparency to parents and administrators. Additionally, dive into more detailed information with one click to ensure compliance and accurate reporting.

QUICKLINKS

GETTING STARTED

Locate the Absence Response (Ab) application in the Attendance Compliance (AC) bundle, which may be found in the top right navigation menu. Click Launch App.

When first logged in, you will be directed to the Home Screen. Notice in the left navigation menu your person role. While each role has specific views, most of the functionality in Absence Response is under the  Secretary role. 

Before an action table populates with students, you will be prompted to select which school you plan to take action for. If you aren’t prompted to select a school, one has already been chosen. Verify the school in the page data settings section. 

To select or change a school, click the blue Select option to pull up the list.

Scroll through the list or use the column text box to find a school. Then, select the school by clicking the checkmark to the left of the name and click Add School(s). Finish by clicking OK. 

Once a school is chosen, each table will list all students who have met the criteria for the specific condition. Each condition is tied to a student and requires action.  

Filtering 

The All Absence Actions Table has multiple filtering options. 

• School Filter: Select one school to populate students into the table. 
• Column Filters: 
  • Funnel Icon: Select one or more filter options to narrow the column and table.
  • Gear Icon: Sort, filter, or rearrange the column or table.
• Text Box: Narrow the column or table using keywords.

Columns 

1. Student: Students will be represented on one or more rows depending on the number of Attendance Conditions or the filters applied to the table.
2. Attendance Condition: This threshold must be met to trigger the need for action.
3. Required Action: This task aligns with the state requirements.
4. Action Status: Most commonly, actions are either “Required” or “Complete.” This field indicates the current status of a row action with an icon. By default, the column filters to “Action Required.” A yellow triangle will display if the notification is not completed yet but needs to be. If the notification has been completed, it will display as green. 
5. Letter: When a letter is printed, the downloaded file will be accessible in this column
6. Email Status: Letters can be emailed; the communication status is tracked in this column.
7. Data Informed Steps: As plans are created, a link will display in this column. 
8. Attendance Agreement: as plans are created, a link will display in this column. 
9. Student SSID: Additional student identifier.

Row Actions 

Each row identifies a unique pairing of a condition and an action. Therefore, the row action will be conditional on addressing the action type. 

1. Actions: actions can include letters, conferences, plans, assessments, etc. 
2. Status Update:
   1. Complete: Indicates the required action has been completed.
   2. Suppress: This is a way to communicate that a unique scenario exists for the student and their family, and other means of communication are necessary to manage this absence condition. 
   3. Postpone: Indicates the action will be addressed at a later date. The status will reset to Action Required when the date has passed. 

REFERENCE DATA  (back to quick links)

Reference Data and Law and Guidance (RCWs) are Informational and may be found in the left navigation menu.

Reference Data: State Requirements Absence Types Calculator Methods Absence Calculation Time Periods Condition Instances Absence Rpsonce Actions WARNS Assessment   Law and Guidance  RCW’s

The left navigation screen contains a number of actions the user may take.  Click the carot on the right to view additional options.

GENERATING AND PRINTING LETTERS (back to quick links)

While generated specifically for each student, these letters can also be downloaded in mass. You do this by clicking each student or "All Students" using the checkmarks to the left and then choosing from the blue Select Row Actions drop-down menu in the top right of the table.  

Note: The number of selected students will be listed on the Select Row Actions button.  

Each table also contains a gear icon for each student row. Clicking the Gear icon for each student row will launch various options depending on the Required Action.  (Print, Email, RoboCall, Text, Complete, or Suppress) The state guidance determines if a report is a reasonable action for an absence condition. 

For further information about columns, row actions, and examples, see Ab - More Absence about Response Actions

• Send Information Letter Filters and Row Actions
• Inform via Letter or Phone Filters and Row Actions
• Generate Ad Hoc Letters
• Refer Student to Community Engagement Board

One option in the list is "Print ___ Report." This option produces a PDF or DOCX file that can be printed or saved. 

You will receive an email when the requested letter(s) have been generated, as well as an in-app notification.  The letters will be available as individual files and one combined PDF for easy printing. 

CONFERENCE / ASSESSMENT  SCHEDULING  (back to quick links)

Conferences are set on a student-by-student basis. On the main screen is a gear icon for each row. Clicking the Gear icon will launch a variety of options. 

When scheduling a conference, a  further popover will appear.

Select the Responsible Educator, Supplemental Educator (as applicable), Conference Date and Time, Conference Location, and Scheduling Notes and Instructions provided by the district (as applicable). Click Save.

A similar popover screen to be filled will appear when scheduling a WARNS Assessment.

Select the Responsible Eductor and Scheduled Date. As Applicable, select Aggression-Defiance, Depression-Anxiety, Substance Abuse, Peer Deviance, Family Environment, School Engagement, Total Risk Score, and Student has complete WARNS Assessment.

For further information about columns and row actions, see Ab - More Absence about Response Actions

• Schedule Attendance Conference
• Convene IEP/504 Team - More about Absence Response Articles
• Schedule and Complete WARNS Assessment

DEVELOPING AN INTERVENTION PLAN (back to quick links)

Intervention Plans are created when students require a Data-Informed Steps Plan or Attendance Contract. Intervention plans must be created one student at a time. Click the Row Actions & Options for a student and select Create Intervention Plan. A plan will be created based on the Recommended Action for that row. 

The above action will refresh the table, and now View Plan will display in the Data Informed Steps column. Next, click the blue hyperlink View Plan to open the Intervention Plan.

In the Interventions application, you will see a Details page that requires a couple of edits before moving on.

1. Select a Responsible Educator and Supplemental Educator (if applicable)
2. Select a Targeted Condition and Intervention Support 
3. Edit the Start/End Date  and any Detailed Schedule Information (if applicable)
4. Add a Frequency and Duration (if applicable)
5. Edit the Label, and add a Description and Outcome (if applicable)
6. Click Save and move to the Success Plan or Attendance Contract tab (to the right of the Details tab) Note: the Success Plan has two separate sections (1) Parent (2) Student.

Complete the details of the Success Plan and/or Attendance Contract as needed. To return to Absence Response, find the correct tab in your browser and return to the action table.

For further information about columns, row actions, and examples, see Ab - More Absence about Response Actions

• Take Data Informed Steps (Success Plans)
• Schedule and Complete WARNS Assessment
• Enter into Agreement (Attendance Contract Plans)
• Refer Student to Community Engagement Board
• File Truancy Petition

ALL ABSENCE ACTIONS NEEDED (back to quick links)

This table includes all possible actions for a group of students. For example, students might be displayed multiple times, depending on the number of conditions they triggered. Therefore, this table combines state-required actions as well as custom conditions. 

Supplemental Reports

A few default reports are found in the All Absence Actions Needed Table that summarizes attendance details and efforts taken by the district to remedy the behavior. 

1. Student Details: Provides an attendance history that shows the day the absence occurred, excused or unexcused, and the class period. 
2. Student Summary: Provides a comprehensive outline of all the conditions and actions accrued by the student.  More information may be found here:  Ab - Student Attendance Summary.
3. Attendance Calendar: Visually displays each calendar month for the year and identifies where absences occurred, the type of absence, and the overall attendance rate for the student. 

For further information about columns, row actions, and examples, see Ab - More Absence about Response Actions

Custom Conditions & Actions

Districts can also choose to build custom conditions and actions beyond the state-required actions. The district's custom conditions are accessible in the All Actions Needed table. 

REVIEW TABLES (back to quick links)

Data Table Actions & Options

Use the Actions & Options menu to show/hide columns, alter the layout or download to a spreadsheet. 

STUDENT ATTENDANCE SUMMARY (back to quick links)

The Student Attendance Summary is a data collection on a single student. Page actions provide the option to download the summary in a PDF report.  More information about it may be found here Ab - Student Attendance Summary