TPE Lead

Attendance Data

What This Data Is For

Attendance data helps you determine whether students are consistently accessing instruction. You cannot improve achievement, behavior, or culture if students aren't present. This data helps you identify early warning signs — before absenteeism becomes chronic.

Here is a simple, but clear, data sheet template that can help you identify patterns, trends, and decide where your focus should be when it comes to attendance across your building.

How to Use It

Start by analyzing grade-level trends, not individual students.

Look for:

  • Grades with higher chronic rates
  • Increases month to month
  • Large groups sitting in the 90–94% range
  • Disproportionate impact on specific grades

Then ask:

Is this an engagement issue? Is this an access/support issue? Is this a grade-level culture issue? Is early outreach happening soon enough? This data is most powerful when used proactively — not after students are already deeply chronic.

If You Notice This → Consider This

  • High chronic rate in one grade → Grade-level engagement or culture reset
  • Large group in 90–94% range → Immediate outreach before they cross 10%
  • Chronic numbers rising month to month → Prevention systems need strengthening
  • Low overall attendance but few chronic → Broad engagement or motivation issue
  • Consistent attendance in upper grades but dips in lower (or vice versa) → Developmental or transition support needed

Reflection Questions

  • Who is approaching chronic status right now?
  • What system ensures outreach before students hit 10% absence?
  • Are we reinforcing positive attendance consistently?
  • Is this a family communication issue, an engagement issue, or an access issue?
  • If your plan is "we'll send letters at 10%," you're reacting — not preventing.

Optional ChatGPT Prompts

1️⃣ Broad Trend Overview

"Below is our attendance data by grade, including total students, number chronically absent, number at 90–94%, and number below 90%. What overall patterns and trends do you see across grades?"

2️⃣ Early Warning Analysis

"Using the attendance data below (grade, total students, chronic, 90–94%, below 90%), identify which grades may need proactive intervention before absenteeism worsens. Explain your reasoning."

3️⃣ Systems vs. Engagement Check

"Review the attendance data below. Based on these numbers, does this appear to be a small-group chronic issue or a broader engagement concern? What evidence supports your conclusion?"

4️⃣ Narrowing to a Leadership Focus

"Based on the attendance breakdown below (grade-level totals, chronic, 90–94%, below 90%), what should be our ONE attendance focus for the next month, and what preventative strategy would you recommend?"