Please refer to your Data Sheet: Staff @ 96%

1. Understanding Your Staff AttendancePresented by:Valerie Corcoran, ISIC PSA CoordinatorandMarty Russell, Absence CoordinatorIntegrated Disability ManagementDivision of Risk Management & Insurance Services

2. Please refer to your Data Sheet: Staff @ 96%

3. Introduction The Absence Management Program allows you to: • Develop strategies and tactics to improve staff attendance and reduce the costs and impact of absenteeism • Recognizing excellent attendance • Collect and analyze absence data to identify absence trends and patterns

4. Staff Attendance Goal for 2012-2013: 79% of employees at 96% or better attendance • This is an increase of 5% over last year’s target • Attendance data is now published monthly so that you can track your division’s progress. • You can also run your own detailed attendance report (HR098) for your school or office.

5. What is 96% Attendance? In a fiscal year, this is approximately: • 10 unprotected absences for A Basis • 9 unprotected absences for E Basis • 8 unprotected absences for B Basis • 7 unprotected absences for C Basis

6. Attendance Formula To calculate the attendance rate, we use the following formula: Worked Hours (Workable Hours – Protected Hours) To calculate the percentage at 96% or better: Sum of employees who met the goal Total number of employees

7. Definitions • Workable Hours – Basic Assigned hours minus vacation and holiday hours • Unprotected Hours – absences that are not protected under State and Federal Law, such as: *Illness time taken that is not protected under State and Federal Law

8. Definitions • Protected Hours – Absences that fall under the protections of State and Federal laws. including, but are not limited to:

9. Frequently Asked Questions

10. What types of absences affect my attendance rate? Any absences that are not protected under State or Federal law can negatively affect your attendance rate. • These include unprotected absences such as illness and bereavement* • Personal Necessity (unless FMLA protected) • Furlough, vacation, holidays, and paid time off days are excluded from absence report • Religious Holidays* * Allowed and do not result in action affecting the employee

11. What absences do not affect my attendance rate? • Furlough Days • Paid Time Off: Vacation, holidays, comp time • Professional Development Time (PD) • District-sponsored training • Miscellaneous Time (MS) • Time off to attend a child’s school function (Labor Code 230.8 allows up to 8 hrs/month and 40 hrs/year)

12. Is Workers’ Compensation (WC) Time Protected? • If the WC injury is also an FMLA-qualifying serious medical condition, then the WC absence is protected for up to twelve (12) weeks. (Coded FWC) • After the 12 weeks, WC absences are unprotected. • The system will allow you to make adjustments if unprotected time was entered in error

13. What categories of absence should an Administrator focus on? • An Administrator should focus on the areas where the most unprotected time is used. This is usually illness time.

14. Who’s Missing? • Teachers with low performing students • Teachers who feel ineffective • Staff with less connection to the workplace • Classified staff generally miss more days Miller, R., Murnane R. & Willett, J. (2007). Do Teacher Absences Impact Student Achievement? Longitudinal Evidence From One Urban School District. National Bureau of Economic Research.

15. Factors Influencing Absences • Stress • Lack of job satisfaction • Boredom at work • Low morale • Environmental working conditions • School climate • Excessive workload • Inadequate leadership and poor supervision • Availability of income protection plans Obeng-Denteh, W., Yeboah, E. & Monkah, J. (2011). The Impact of Student and Teacher Absenteeism on Student Performance: The Case of the Kumasi-Metro School District. Wilolud Journals, 4(1): 7-17.

16. Impact of Staff Absences on Schools • Lack of consistency reduces effective teaching • Reduced test scores • Increased cost for substitutes affects budget • Decrease in classroom management and participation • Increased office referrals and suspensions • Creates a culture of absence in a school • Impacts colleagues and their behavior

17. Impact of Staff Absences on Students • Lack of consistency and structure • Students feel less connected/trust/motivation • Decrease in class participation • Negatively affects student achievement, test scores and ranking • Reading and math scores fall as teacher absences increase

18. LAUSD Expects • Employees • To maintain regular attendance • To work every hour they are assigned • To comply with rules of reporting absences • Supervisors • To maintain accurate employee attendance records • To monitor employee attendance • To provide feedback to employee • To enforce attendance policies and standards

19. Best Practices – School Level • School safety • School beautification • Maintain welcoming staff areas (break, work) • Encourage parent center to demonstrate staff appreciation • Create a sense of community • Provide incentives encouraging attendance • Share aggregate staff attendance data • Use BTS to monitor, analyze data and address frequency, reasons, days of week, etc.

20. How can I run my own HR098 Staff Absence Analysis report? • If you are a time certifier, you already have access to the report through BTS. • Download the user’s guide by visiting the Absence Management Website: http://disabilitymanagement.lausd.net/attendance • The guide can be found under the “Resources/Forms” tab.

21. I don’t have access to reports but need it. How do I get access? • Visit the Absence Management website at: http://disabilitymanagement.lausd.net/attendance • Click on “Resources/Forms” tab to find the link to the SAP security access application form. Fill the form out, print it, and send it to Risk Management for approval. You should receive access in approximately 5 business days.

22. Is there a web-based training on how to run the Absence report? • A webinar on the Staff Absence Analysis Report currently in production. We are hoping to have it available in the first quarter of 2013. • Absence Management has also developed a User’s Guide which can walk you through how to run an absence analysis report. You can access this guide under the “Resources/Forms” tab on the Absence Management website: http://disabilitymanagement.lausd.net/attendance

23. When is the attendance data available? • Attendance data runs about a month behind, because of the payroll cycles and adjustments. • The data for the previous month is usually available on or about the 21st of the current month.

24. Upcoming Training: Disability Management Workshop – Beyond the Basics in Workers’ Compensation, FMLA, and Reasonable Accommodations • May 9, 2013 8:30 – 11:30 a.m. • To register for this class, please visit http://classifiedtraining.lausd.net

25. Training Offered by IDM The Integrated Disability Management Branch offers group training on the following topics: • Workers’ Compensation • Reasonable Accommodations/Return to Work • FMLA and Protected Leaves Please call (213)241-3138 to schedule a training session.

26. Resources • For more information regarding FMLA and CFRA, please visit: http://fmla.lausd.net • Information about Absence Management, please visit: http://disabilitymanagement.lausd.net/attendance.

27. Thank you!