Best Practices and Staff Role for Elementary and Middle Schools Attendance

February 2009

Kampta PersaudBrooklyn ISC

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ATTENDANCE LAW AND POLICYChancellor’s Regulation A-210

ATTENDANCE LAW

Children between the ages of 6 through 21 have the right to a free public education.

Children between the ages of 6 through the completion of the school year in which they

turn 17 are required to attend school.

ATTENDANCE POLICY

Student attendance must be recorded and tracked daily.

Student absences must be followed up with telephone calls, letters/postcards

or home visits.

Schools must make every effort to ensure the regular attendance of students

and to address any problems or issues that inhibit regular attendance.

Students who are being discharged or transferred to programs that will not

result in a regular high school diploma must be provided with counseling

about their educational options and must be informed of their right to return to

school through the school year in which they turn 21.

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BEST PRACTICES

This will be discussed in two parts

- As School wide Policy

- As Operational Procedure

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Effective School Attendance Program

Attendance is scanned daily Regular attendance

committee meetings are conducted

407’s are Investigated, documented and resolved if possible within 10 days

There is an attendance coordinator monitoring the program

Attendancereports are generated and reviewedregularly

Incentives are rewardedto students

All resourcesavailable to the school,are utilized.

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Identify absent students on a daily basis and make home Identify absent students on a daily basis and make home contact contact early in the dayearly in the day

Clear registers in September Clear registers in September

Ensure the accuracy of telephone numbers and contact Ensure the accuracy of telephone numbers and contact informationinformation

Develop an effective attendance committeeDevelop an effective attendance committee

Monitor the school attendance rate on a daily basisMonitor the school attendance rate on a daily basis

Compare current attendance rates with those of previous Compare current attendance rates with those of previous yearsyears

Set attendance goalsSet attendance goals

Make attendance a priorityMake attendance a priority

Involve the entire school staff in attendance improvementInvolve the entire school staff in attendance improvement

COMPONENTS OF A SUCCESSFUL SCHOOL ATTENDANCE COMPONENTS OF A SUCCESSFUL SCHOOL ATTENDANCE PROGRAMPROGRAM

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Best Practice - Policy•The school has a current comprehensive attendance plan that is reviewed regularly, distributed and discussed with all staff.

•The school has a designated attendance coordinator who is given adequate time to oversee the attendance program.

•The school has an attendance committee that is comprised of the principal, assistant principals, teachers, attendance teacher, guidance counselors, family assistants, social workers and school aides who meet regularly to discuss progress in attendance and plan strategies for improvement. The committee will also discuss specific cases and attendance issues.

All attendance committee members should be familiar with:> Chancellor’s Regulation A-101, 210 and 240> Transfer, Discharge and Graduation Code Guidelines

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Best Practice – Policy (ctd.)

Establish an effective attendance outreach program to contact absentees. Outreach efforts such as telephone calls, letters, postcards and home visits should be coordinated and implemented in a timely manner.

The school should have an effective attendance incentive program

The school attendance coordinator should provide on-going professional development sessions for school staff on attendance procedures and effective attendance improvement strategies.

The school has a process in place to appropriately address and document lateness.

All open 407s are investigated and, wherever possible, interventions are provided by school staff for resolution of the Form 407

The school has a program for supporting and integrating students in temporary housing

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Attendance Initiative

Elementary and Middle School

- Attendance Improvement Initiative

- Chronically Absent Students – Report, The New School Center for New York City Affairs

(Strengthening Schools by Strengthening Families October 2008)

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RecommendationsReview monthly attendance with students

Distribute to parents the school calendar and a letter referring to the negative impact of extended vacations

Refer to Chancellor Regulations A-101, A-210http://schools.nyc.gov/RulesPolicies/ChancellorsRegulations

Use the Attendance Rate Chart to demonstrate to students, parents and staff the negative impact of absence on school success.

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SCHOOL YEAR 2008 2009Attendance Rate and # of Days Absent

Number of school days in year - 183

Average number of school days per month - 18

STUDENT

% Present # Days # Days Translate into Present Absent MONTH(s) Absent

90 165 18 185 156 27 1 1/280 146 37 275 137 46 2 1/270 128 55 365 119 64 3 1/260 110 73 4

Attendance Rate

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Attendance DistributionYTD Attendance Interval Report (RYIS) Use this report to target specific group of students

Attendance Distribution as of January , 2009 School

0 1 1 04

1 3

9

25

55

107

81

0

20

40

60

80

100

120

0 1-09 10-19 20-29 30-39 40-49 50-59 60-69 70-79 80-89 90-99 100

% Time student attends

# o

f S

tud

ents

Register as of January 9, 2009 - 287 ATS report for student in range - RRSA

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STAT Screen Information (Page 1)

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STAT Screen Information (Page 2)

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STAFF ROLE in the Attendance Process

-Attendance Procedure

-Staff Role

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CREATE AWARENESS OF YOUR ATTENDANCE PROGRAM

MAKE ATTENDANCE A PRIORITY

WHERE’S MY RSAL

REPORT?!

IS SCANNING COMPLETED?

!!

ATTENDANCE COMMITTEE

MEETING AT 8 O’CLOCK

HOW’S ATTENDANCE?

!

HOW MANY CLASSES HAD

100% ATTENDANCE?

WERE ABSENTEE STUDENTS

CALLED TODAY?!

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Best Practices – Operational ProceduresStaff Roles in the Attendance Program

Principal – Responsible for implementing an effective attendance program in the school

Assistant Principal – Oversees daily operation of the attendance program

Attendance Coordinator – Implements the attendance program

School Counselor – Provides the connection between the students and the attendance program

Classroom Teachers – Supports and nurtures excellence in attendance and school achievement

Pupil Accounting Secretary – Maintains student records and enters admissions and discharges

Family Assistant – Provides outreach and follow up services

Attendance Teachers – Investigates and resolves attendance issues

School Aide – Scans attendance, conducts outreach and generates reports

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Operational Procedure – Attendance Office

Daily > Distribute, collect and scan attendance sheets, generate

appropriate reports. Update student biographical information and review reports

Weekly > Conduct attendance meetings, review the open 407s and

appropriate attendance reports, discuss plans for addressing attendance improvement. Provide training to staff on various aspects of attendance procedures.

Monthly> Review the names of students in LTA classes and monthly

attendance reports, generate the Period Attendance Report (RPAR) review information and sign off on it. Identify the students to receive attendance awards.

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ENERGIZE YOUR ATTENDANCE PROGRAM

Raise the consciousness of staff and students

Discuss attendance improvement approaches on a

regular basis

Share attendance reports and identify critical data and percentages with staff

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Class SchedulingPrincipal, Guidance Counselors/Grade Advisor, Pupil Accounting Secretary.

CREATE

Official Class > Official Class List – list of students (ROCL)> Class Information List (RACL)> Appropriate Special Ed LTA class

No student should be in the 000 Class - Interclass transfer

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Attendance Procedure/Process

ALL Students have been :> admitted.> placed in appropriate class/grade level

Official Attendance (Daily Scan sheet)

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Official Attendance – Primary Attendance

Official Attendance

Attendance scan sheets are distributed to teachers before first period.

If a substitute teacher is covering a class, an attendance instruction sheet will accompany the attendance scan sheet.

Schools taking attendance in the afternoon will distribute the rosters at the designated period to the teachers.

Attendance is to be recorded on the scan sheets (NO erasure).

Schools taking period attendance will distribute the attendance rosters every Monday.

Attendance scan sheets are collected and accounted for after the morning attendance taking period.

Correct bubbling and signatures are checked before scanning

Schools taking attendance in the afternoon will collect the attendance rosters in time to scan attendance before the end of the day

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DAILY ATTENDANCE SCAN SHEET

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Official Attendance

After Scanning

RUN the non compliance report – RNOC

This report should indicate if all sheets (roster)

have been scanned, if the report indicate that they

are un-scanned or missing sheets (rosters) those

should be collected and scanned.

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Attendance Reversal

Attendance reversal Policy is to be implemented The late forms are collected and students’ attendance is changed from absent to late on the CIND screen.

These signed forms are filed with the appropriate attendance scan sheets

Separate notes from the teachers regarding attendance changes or class changes should be corrected as soon as possible.

File the attendance rosters and Change of Attendance sheets together with the RSAL report for the day

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Missing Attendance Due to Retroactive Admission (RRAI)

Run/Print the RRAI report - If students exist in this report the attendance should be entered immediately using the CIND function

WARN Screen/Report

Pending discharges are indicated on the (WARN) screen, must be reviewed by the pupil accounting secretary or assigned staff who should respond to this function immediately

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Daily Attendance ( RSAL)

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LTA ( Long Term Absence)

Any student who has been absent for the entire month is identified as an LTA for that month.

Create appropriate LTA class – inter class transfer LTA students to the appropriate LTA class.

Special ED students must be transferred to Special ED LTA class

Monitor the LTA classes to ensure the following:

- Students are appropriately placed in these classes, by grade level, General ED and Special Ed

- Accurate attendance is recorded, if students returned that should be verified and students are interclass transferred

appropriately

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407 407 PROCEDURESPROCEDURES

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FORM 407A Form 407 Attendance Follow-up and Outreach Referral automatically generates at the school under the following conditions:

a) When a student has been absent for:

· 10 consecutive days

· 20 aggregate days (over a 4 month period)

· 8 consecutive days (if there has been a prior 407)

b) 30 days after a student has been discharged as “Address

Unknown” (Code 12), a second Form 407 generates in order to

re-investigate the status of the discharge to ensure that no new

information concerning the student or family has become available.

c) In September of the new school year, any student who was discharged

during the previous year as “Under 6 Years Old” (Code 04), who will

turn 6 years of age in the current year (by December 31) and does not

appear as active on a school register, requires the generation of a 407

to ensure investigation of his/her status.

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407 Procedures for Students in Grades Pre-K through 8

Schools are to complete the attendance investigations for pre-k through grade 8 within 10 days after issuance of a 407.

If case can be resolved, the 407 is closed at the school level. All 407s closed at the school level must be reviewed by the

attendance coordinator

Complete investigation of all Pre-K – 8 cases

within 10 days

Complete investigation of all Pre-K – 8 cases

within 10 days

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ATTENDANCE REFERRAL TRAIL

Attendance is scanned daily. The following ATS reports are generated to ensure all attendance has been recorded: (RCUA) Cumulative Absence, RNOC (Non-Compliance) and (RRAI) Retroactive Attendance. Scan sheets and Change of Attendance forms are filed.

When a student is absent, parent/guardian is contacted by telephone. Letters or postcards are mailed to the home. If the student does not return to school, a Form 407 automatically generates after 10 consecutive days of absence or 8 consecutive for a repeat 407 or 20 aggregated days after a 4 month period.

If the case can be resolved, the 407 is closed at the school level. All 407s closed at the school must be reviewed and signed by the attendance coordinator.

If the school cannot resolve the case after all interventions, the 407 is forwarded to the attendance teacher.

The attendance teacher contacts the home and works with the school and family to resolve the case.

The attendance teacher returns the closed/ resolved 407 to the school. The school closes out the 407 on the ATS system on the U407 file.

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U407 Screen

333333Updated 01-29-09

School Absence Alert

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School Absence Alert

Every Monday, schools automatically receive a “School Absence Alert” that provides a list of names of students in grades pre-k through

8 who have 407s open for over 10 days.

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THE REPORT INCLUDES

Student biographical data- Name, ID#, Grade Code & Level , Class Code

Investigation Complete - an indicator to designate if the investigation is completed (default is “no”) and the date entered on the system

Comment Code- explaining the finding of the case i.e., student is ill, reported to ACS

State Central Register (SCR)- an indicator to designate if the case has been reported to the State Central Register for educational neglect (default is “no”)

407 Issue Data- 407 Register Number, 407 Date Issued, Days Open

407 History- information about previous 407s issued during the current year along with discharge code and date

Number of weeks student’s record was listed on the report

Summary by grade of the number of students listed on the report along with a grand total and the school’s register number.

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Schools must make every effort to complete the attendance investigation for Pre-K through grade 8 students within 10 days after issuance of a 407.

Investigations that are not completed are to be actively followed up on until possible closure.

SCHOOL ABSENCE ALERT

If the case remains open, and the school has completed the investigation and/or provided support and interventions; but the student has not returned to school, a report should be made to the State Central Register when appropriate. The date of the report to the State Central Register will be entered into ATS, on the U407 file.

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407 Case Remains Open, 407 Case Remains Open, Investigation Is CompleteInvestigation Is Complete

If the 407 case has not been closed, but the school has If the 407 case has not been closed, but the school has completed the investigation (the school knows why the student is absent) completed the investigation (the school knows why the student is absent) and/or provided support and interventions, the following information is and/or provided support and interventions, the following information is entered on the U407 screen: entered on the U407 screen:

A “Y” is entered in the A “Y” is entered in the Investigation CompleteInvestigation Complete (IC)(IC) column along column along with a Comment Code in the CMT column.with a Comment Code in the CMT column.

If the case was reported to the State Central Register, a “Y” is If the case was reported to the State Central Register, a “Y” is entered in the entered in the SRSR column along with a date in the column along with a date in the Report DateReport Date column. column.

Please note that a report to the State Central Register can be Please note that a report to the State Central Register can be made at any time. It is not necessary for the investigation to be made at any time. It is not necessary for the investigation to be completed.completed.

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IF THE CASE REMAINS OPEN, BUT THE INVESTIGATION IS COMPLETE

U407 (UPDATE 407) SCREEN

SCHOOL NUM: 400 407 REGISTER NUMBER: ____ STUDENT ID: ___ ___ ___ YEAR: ____ - __ GRADE LEVEL: __ GRADE: ___ OFFICIAL CLASS: ___ (BLANK FOR ALL) ----DATES----- RS I S REPORT SEL NAME STUDENT ID PR DC GRD GL CLS REG# ISSUED| CLOSED CD CMT C R DATE = ============= ========= == == === == === ==== ======= ======== == === = = === _ MC, ANTHONNER 222222222 Y 210 11 505 0000 010909| __ __ __ __ NEW _ N _ PARKER, RONN 222222222 Y 962 09 180 0000 010909| __ __ __ __ LIL Y _ PEREZ, PERE 222222222 Y 200 10 307 0000 010909| __ __ __ __ LCI Y Y 122208

Enter the Comment Code.

Enter a “Y” if the investigation is complete.

Enter a “Y” if the case was reported to the State Central Registry.

Enter the report date to the State Central Registry.

If the case is closed, enter a close date (CLOSED) and a Resolution Code (RS) in the appropriate fields on the screen.

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5 and 10 Day Absence Report

As of the 2008-2009 school year all schools receive a weekly report which provides the names of students who have been absent for 5 aggregate days and for 10 aggregate days.

This report is sent to each school’s ATS printer on Wednesday.

Schools should review these reports and contact parents immediately to discuss their child/ren’s attendance.

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PLANNING INTERVIEWPROCESS and PROCEDURE

Principal’s Weekly, Attendance Memo, 09-03-2008

It is our goal to ensure that all students who are discharged and/or transferred prior to attainment of a regular high school diploma are provided with appropriate intervention services, counseling and support to encourage them to remain in school or to facilitate their return to school at a future date.

• A planning interview must be provided to all students who leave school without having attained a diploma.

• Each school with students 16 years of age or older must designate an assistant principal or identify guidance counselors to conduct the planning interviews and to be responsible for discharges.

• The principal is responsible for ensuring that all planning interviews are conducted according to requirements.

• All planning interviews must be approved by the borough Senior Youth Development Director prior to discharge.

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LINK TO DOE WEBSITE

Principal’s Weekly September 3, 2008

Planning Interview Guidelines and associated documents

Attendance and Related Mandates: http://portal.nycboe.net/sites/FinanceAdmin/OSYD/SchoolPortal/Guidelines%20and%20Procedures/ATTENDANCE%20%20AND%20RELATED%20MANDATES%20MEMO%20%202008%208-28-08.doc

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COMPLETION OF THE PLANNING INTERVIEW

After the completion of the planning interview, the parent and student receives the completed Planning Interview Form, the Planning Interview Packet, the student’s transcript and Letter #2 if appropriate.

The Senior Youth Development Director receives copies of the Planning Interview Form, student’s transcript, Letter #1 and Letter #2 if appropriate.

Planning Interview Form

_________________________

Name of School

_____________________________

School Address

_________________________

This form is required for codes: 02,34,35,36,37,38,39,41,43

STUDENT INFORMATION

________________________________

GRADUATION REQUIREMENTS

_______________________________

ACADEMIC PERFORMANCE

________________________________

ATTENDANCE HISTORY

OUTREACH SERVICES______________________

SUPPORT SERVICES/ PROVIDED______________________

PLANNING INTERVIEW INFORMATION PACKET

________________________

2008-2009 School Year

STUDENT TRANSCRIPT

SUBJ CRSE SECT DESCRIPTION SCHL YEAR TERM SCHOOL SCORE P/F CRED EARND ----------------------------------------------- 5 FS2+ SPAN YR 1 2002-2003 A 72X470 080 P 2.00 2.00 6 BB1T 03 ENTRPSH1 2002-2003 1 72X470 075 P 1.00 1.00 1 E1T 03 ENG 1 2002-2003 1 72X470 070 P 1.00 1.00 9 GG2 01 GRP GUID 2 2002-2003 1 72X470 075 P 1.00 1.00 2 H5$T 03 AM HIST 1 2002-2003 1 72X470 070 P 1.00 1.00 3 ME1T 03

COLLMTH1 2002-2003 1 72X470 075 P 1.00 1.00

Letter #2 for either General

Education or Special Education

StudentsSchool Letter Head

Date

To: Parent/ Student

Re: ________________

Name of Student

Dear _________________

_________________________________________________________________________________________________________________________________________________________________

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Student Intervention ScreenILOG

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STUDENT INTERVENTION SCREEN (ILOG) ON ATS SYSTEM

The ILOG function on ATS is provided to allow schools to enter on a screen, the outreach and interventions that have been undertaken by school staff to return students to school.

The purpose of this function is to provide greater coordination of interventions provided to students by allowing for a universal recording process among school staff who have interfaced with the student and or parent.

Outreach events to be recorded include; telephone calls, mailings, home visits, and counseling. The school will also be able to enter notations regarding the outreach.

Intervention Source are:

Principal, Assistant Principal, Guidance Counselor, Attendance Teacher, Pupil Accounting Secretary, Supervisor, Instructional Teacher, Dean, Community Associate, Family Assistant, School Aide, Sapis/Spark Counselor, School Psychologist and Social Worker have access to this function.

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ILOG Selection Screen

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Student Search functions

- SPGN - Search Parent/Guardian Information

- SSAP - Search Student Address/Phone

-ANYWHO.COM

-AOL Whitepages

-Infospace.com

-Verizon.com/utilities/reverselookup

-www.schoolmatch.com

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Attendance Reports

RNOC – Non Compliance Missing scan sheets

RRAI – Missing Attendance due to Retroactive Admission

RSAL – School Attendance List

RYIS – YTD Attendance Interval Report

RDAL – School Absent List

RSNS – No Show Report

U407 - Form 407 Update Screen

R4SS - 407 School Summary

RSIV – Student Intervention Log Report

RCUA – Cumulative Absence Report

RISA – Individual Student Attendance Report

RRSA – Aggregate Student Attendance Report

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Summary

Set goals for improving attendance

Raise consciousness of all staff members

Conduct regular attendance committee meetings

Provide incentives

Process discharges in a timely manner

Review attendance reports regularly

Complete investigations on time

Conduct planning interviews

Keep accurate attendance

MAKE ATTENDANCE A PRIORITY!

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Attendance Content Expert Contact Information

Bronx ISC Districts 8, 9, 10, 11, 12

Andaye De La Cruz, Senior Youth Development Director

Antonio Guerrero, Content Area Expert

Brooklyn ISC Districts 13, 14, 15, 16, 19, 23, 32

Clarence Ellis, Senior Youth Development Director

Kampta Persaud, Content Area Expert

Manhattan ISC Districts 1, 2, 3, 4, 5, 6, 7

Dr. Brian Kaplan, Senior Youth Development Director

Kenneth Lowenstein, Content Area Expert

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Queens – ISC Districts 24, 25, 26, 27, 28, 29, 30

Tracy Collins, Senior Youth Development Director

Vincent Dioguardi, Content Area Expert

Brooklyn – Staten Island ISC Districts 17, 18, 20, 21, 22, 31

Diane Costagliola, Youth Development Director

Kevin O’Hanlon, Content Area Expert

District 75 Home Schooling

Amy Kissel-Steiger , Director of Attendance

Attendance Content Expert Contact Information