A 10-Step Approach to Improving Attendance Rates

Assistant principals know the value of data—and with these five actions, they’ll be well-equipped to reach data-informed goals that result in collective efficacy and student growth.

Topics: Assistant Principals, Professional Learning

In the realm of education, one of the critical challenges school administrators face is maintaining high levels of student attendance. Regular attendance not only contributes to academic success but also fosters a positive school culture. 

But statistics show that chronic absenteeism doubled from the 2018-2019 school year to the 2021-2022 school year—from 8 million and 16 million students. It’s imperative that schools must address this issue, and administrators are increasingly turning to data-driven strategies to identify patterns, implement targeted interventions, and ultimately enhance attendance rates.

Data analysis plays a pivotal role in understanding and addressing attendance issues—which start to show signs of a problem as early as the first month of the school year. According to Attendance Works: 

  • Half the students who miss 2-4 days of school in September go on to miss nearly a month of school over the course of the school year; 
  • Poor attendance can influence whether children can read proficiently by the end of third grade or be held back; and 
  • By sixth grade, chronic absenteeism can be a leading indicator that a student will drop out of high school.

Administrators can leverage student information systems to collect and analyze attendance data effectively. By identifying trends and patterns, administrators can pinpoint areas that require intervention and tailor strategies to specific student populations. 

Identifying Patterns and Trends

Through careful examination of attendance data, administrators can identify patterns that might indicate challenges students face in attending school regularly. This includes analyzing attendance rates across grade levels, time periods, and demographic groups. Are there specific days or months with consistently lower attendance? Are certain student groups facing more significant challenges in attendance? These insights enable administrators to target interventions more effectively. 

After carefully analyzing the trends in our school’s attendance, the leadership team noticed that students were missing mostly Mondays or Fridays from school. To combat this issue, we placed special activities on Mondays and Fridays. Students did not want to miss out on these special events. Therefore, they pushed their parents to bring them to school.

Our team also changed the concept of Fridays being test days. Tests were given any day during the week and not necessarily on a Friday. This change helped to modify the notion that students were only taking tests on Friday, which could potentially be made up on another day.

In addition, the data revealed that pre-kindergarten consistently had the lowest monthly attendance. After speaking to several pre-kindergarten parents, they revealed that they really didn’t think pre-kindergarten counted. Therefore, they didn’t deem attendance as important. We held a meeting with the parents to express the importance of pre-kindergarten and showed them data on how it could set their child up for success in kindergarten.

Data-driven approaches allow administrators to implement early warning systems that identify students at risk of chronic absenteeism. By establishing specific criteria and using attendance data, schools can flag students who might need additional support.

At our school, we discuss attendance thoroughly at the beginning of the school year. We discuss it at Open House, orientation, parent meetings, and so on. Our teachers are the first line of defense. When students are absent, they are required to bring a parent, medical, or legal excuse within three days. If this does not happen, the teacher gives the student an excuse template that they take home and are required to return the next school day. Students that are absent for more than one day receive a wellness check by the teacher or administrator.

If the teachers see a trend with a student being chronically absent, that student is referred to the Response to Instruction and Intervention (RTI) Team. After the referral, the RTI Team meets and develops a plan for the student that consists of accommodations that will help the student be successful. This plan is monitored weekly and reviewed and revised every three weeks. This proactive approach enables administrators to intervene early, providing resources and assistance before absenteeism becomes a persistent issue.

Implementing Targeted Interventions

Armed with a deeper understanding of attendance patterns, administrators can develop and implement targeted interventions and collaborate with teachers, counselors, and parents to address the root causes of absenteeism. 

Effective communication with parents and the broader community is vital in addressing attendance concerns. Using data to share insights on attendance trends and collaborating with parents to identify potential barriers to attendance can foster a supportive environment. Community partnerships can also play a role, offering resources and support to families facing challenges that impact attendance. Our school has five community partners who provide incentives for good attendance. 

In the digital age, technology offers valuable tools for tracking and improving attendance. Automated systems can streamline the process of collecting and analyzing attendance data, freeing up administrators to focus on developing targeted interventions. 

Additionally, communication platforms can facilitate real-time interaction with parents, keeping them informed about their child’s attendance and any support services available.

The key is to tailor interventions to the specific needs identified through data analysis.

Monitoring and Evaluating Progress

Data-driven strategies are most effective when accompanied by ongoing monitoring and evaluation. Administrators should regularly assess the impact of interventions on attendance rates and adjust their approaches accordingly. Reviewing the RTI plan regularly and revising, if needed, is essential. The student is rewarded if their attendance improves. If their attendance does not improve, the RTI Team reconvenes to revise the plan with different accommodations. We include a visual aid so students can have a tangible understanding of their attendance. 

This iterative process allows for continuous improvement, ensuring that strategies remain responsive to the evolving needs of the student body.

Practical Tips and Takeaways for Attendance Improvement

To finetune your data-driven approach to improving student attendance, apply these 10 strategies to your school and student population’s unique needs.

  1. Engage Parents and Guardians: Foster open communication channels with parents to address concerns and highlight the importance of regular attendance.
  2. Create a Positive School Culture: Develop a school environment that students want to be a part of, where they feel valued, supported, and excited to learn.
  3. Implement Incentive Programs: Introduce rewards for good attendance, such as recognition, certificates, or small incentives, to motivate students to attend regularly.
  4. Intervene Early: Identify and address attendance issues promptly. Intervene early with students who show signs of chronic absenteeism to understand and mitigate underlying causes.
  5. Use Technology: Leverage attendance tracking systems and communication tools to streamline processes and keep parents informed about their child’s attendance.
  6. Provide Additional Support: Offer additional academic support or counseling for students facing challenges that might contribute to absenteeism.
  7. Involve the Community: Collaborate with community organizations to create a network of support, addressing external factors that may impact attendance.
  8. Set Clear Expectations: Clearly communicate attendance expectations to both students and parents, emphasizing its connection to academic success.
  9. Analyze Data Regularly: Continuously analyze attendance data to identify trends, assess the effectiveness of interventions, and adjust strategies accordingly.
  10. Prioritize Data Privacy: While data-driven approaches hold great promise, challenges such as data privacy concerns and the need for staff training must be addressed. Secure sensitive information and provide ongoing professional development that empowers staff to use data effectively.

In the pursuit of improving school attendance, administrators must harness the power of data. By analyzing attendance patterns, implementing targeted interventions, and using technology, schools can create a culture of regular attendance that positively impacts student success.

The commitment to a data-driven approach not only enhances the educational experience for students but also equips administrators with the tools needed to address attendance challenges proactively.

Tracy Jemison is assistant principal at Greensboro Elementary School in Greensboro, Alabama.