Truancy Mediation for Chronic Absence – Student Support Services

"Truancy mediation is a school-based restorative justice intervention for students and families struggling with regular school attendance. Mediation is a process that uses the presence and skills of a neutral third party (mediator) to hep resolve the attendance problem in a safe environment where everyone's viewpoint is acknowledged. The mediator assists everyone involved to create and test possible solutions util a final agreement is reached that serves all.

Truancy mediation provides a relaxed atmosphere for the student, parents, and school personnel to discuss the truancy problem. The program uses a "team approach" rather than an adversarial approach to resolve the problem. The agreements are individualized to meet the needs of the student and the school. "

"Truancy mediations are held at the student's school in a private room with everyone involved sitting around a table. Usually the mediator will spend time alone with the student, the parent(s) and the school to allow them to talk privately and brainstorm possible solutions. After possible solutions are identified, the group is brought together to discuss and finalize the solutions in the form of a written agreement."

https://www.utcourts.gov/en/about/miscellaneous/mediation/rd/truancy.html

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Who are the Mediators?

The mediators are ADR staff from the Administrative Office of the Courts Alternative Dispute Resolution (ADR) Department. The mediators are not employed by the student's school or the school district.

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Who Should Receive Truancy Mediation?

Truancy mediation is for youth in grades 7-12th grade who are at least 12 years of age. A referral for mediation can be made at any time you are concerned about a student's attendance up to the point you would make a referral to JJYS youth services. Mediation can also be requested after a referral to JJYS services for other interventions. It is recommended schools follow the attendance problem solving protocol below prior to referral for mediation.

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What are the Benefits of Truancy Mediation?

Truancy mediation is supportive versus adversarial and attempts to get to the root cause of the truancy problem.
It puts the school staff, the parents and the students on a level playing field.
Communication between parents, the school, and students is improved. The student is also very active in the decision making process.
More information becomes available to all involved. This leads to better understanding of obstacles and challenges faced by both the school and the family.
Relationships between the student ad the school staff are strengthened as well as relationships between the parents and the school staff.

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Helpful Hints for Schools Using Truancy Mediation

Here you will find helpful hints that have been learned along the way to help increase the effectiveness of truancy mediation.

Scheduling a truancy mediation:
- Contact the parent or guardian of the student by phone or in person to schedule a date and time they are available to attend the mediation. Attendance mediation by the parent is usually better if the parent has a say in the scheduling process. This offers respect to the parent and their schedule and it improves their cooperation.
- Confirm the parent or guardian's attendance at the truancy mediation by sending a written letter or by making a reminder phone call the day before and/or the day of the mediation.
- Make sure the parents and students receive a copy of the Truancy Mediation Program: Information for Parents & Students. This information sheet can be mailed, faxed, or given to the parent in person. Parents are usually less apprehensive or defensive when they understand the mediation process. Some schools use the information sheet to talk to parents about truancy mediation when they first approach them with a suggestion to mediate.
- Many school administrators have their support staff schedule the mediations as administrator schedules are very busy and the scheduling may be put off to deal with more pressing issues.
At the truancy mediation:
- Holding the mediation in a private room (conference room, spare office) free from interruptions ad distractions works best. The room should be large enough for 6-10 people.
- The school administration's presence is VITAL to the process. Please make yourself (or a proxy) able to attend the entire mediation session. School counselors should also attend the mediation since students and families often need the counselor's services or a referral to a community agency. The most comprehensive plans are created by teams ad not just one person. The people in the team each bring something from their area of expertise. These additional participants could be present for only part of the mediation if need be.
- Be familiar with available resources within the school district and community that can help students and families. Many students/families have problems or issues that require an outside agency or school services to support and effectively resolve the attendance issues or problem.

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Tips for Talking to Parents About Truancy Mediation

In the meeting to discuss truancy mediation, in person or on the phone, very clear about:
- - What needs to happen
  - What is negotiable and what is not
  - The definition of truancy
  - The choices that are available for absence due to illness (H&H, STEP-anxiety & depression program, etc)
  - The choices that are being offered to the family (mediation or court referral)
    - If the choice if referral to Juvenile Court, you must be prepared to follow through on sending the truancy referral!
- Setting the Meeting:
  - Speaking script: "I would like to spend a few minutes talking with you about your student's attendance at school. So far, he/she has been absent ______ days of school this year. We understand that you may be facing some challenges in getting your student to school. I would like to meet to discuss ways we can help you remove some challenges and form a plan to help decrease your student’s absences and provide him/her with an excellent education. Would you be wiling to partner together with the school to form a plan? Our school is part of a mediation program that helps schools and families develop a plan to address problems with truancy. Would you be interested?
- Confusion about excused absences and truancy:
  - - Excess absences, for illness or not, may be considered truancy or chronic absence. (Refer to Utah truancy laws.) Reiterate the importance of being in school for a variety of benefits, including but not limited to: making friends, building relationships with teachers, learning a strong work ethic and other life skills, improving their learning, leading to higher graduation rates and better opportunities for their future. When students are sick a lot or are dealing with mental health issues, we offer programs through the district aimed at continuing their schooling through their illness. Would you like to hear these options? (Home & Hospital {short and long term Home & Hospital, including a program for anxiety and depression students through the STEP program} and virtual learning schools.)
      
      Discuss the options if they are willing to hear them, including how they can access these special programs. If they choose to move their student to one of these programs, ensure the pathway towards that option is successful by offering help and follow-up, until you know they have been able to successfully enroll the student in the program.
- Choices:
  - Right now, your student has missed so many days that I will soon be required to make a referral to the juvenile court for truancy. I would like your family to be able to avoid that as the court process is very time consuming and can be costly. Recently our school has become part of a truancy mediation program that provides families with an alternative to appearing in court. I would like to give you the option of attending mediation. Would you be interested in this program?
- No time:
  - I am very sympathetic of your time constraints, however, if you choose not to participate in the mediation, I will be obligated to send a truancy referral to the court. It could end up that you would have to spend even more time for a court process. How would you like to proceed?
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Best Practices for Improving Attendance

Here you will find links to best practices to help your team in your attendance improvement efforts! Addressing attendance is found to be the most successful when you use a multi-tiered (MTSS) approach.

Steps to Follow Prior to Referral for Truancy Mediation
1. Multi-Tiered System of Support (MTSS) Plan for Attendance in Place
2. Team Monitoring Attendance Data & MTSS Efficacy
3. Foundational, Tier 1 Practices Solidly in Place
4. Tier 2 Response in Place: Actions & Interventions
5. Tier 3 Response in Place: Actions & Interventions
6. Referral to Truancy Mediation or Outside Assistance
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Attendance Problem Solving

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Referral Process
When Should I Request Truancy Mediation for a Student?
- Truancy mediation is for youth in grades 7th - 12th and are at least 12 years old.
- Any time you are concerned about a student’s attendance up to the point you would make a referral to JJYS youth services and/or other interventions (Jordan District would suggest referring tier 3 students where all other interventions have been unsuccessful.)
- Mediation may also be requested after a referral to JJYS youth services for other interventions.
- See attendance flowchart for suggested processes and procedures to follow leading up to the need for a truancy mediation referral.
How Do I Request Mediation?
The school will meet with the family to discuss the problem and need for mediation, and suggest truancy mediation as a possible solution. If the family is willing to participate in the mediation, the school and family will come up with at least three possible dates the family can meet for mediation. The school will then fill out a truancy mediation request form to alert the program coordinator of the need for a mediator and a truancy mediation. The school is responsible for:
- Contacting and/or meeting with the family, discussing the need for mediation, and exploring at least three possible dates/times for the mediation.
  
  Sending/providing truancy mediation information sheet to the family.
  
  Filling out the google referral form to request/schedule mediation services with the mediation program.
  
  The google form will ask for the following information:
  
  School administrator or contact person with email address and phone number
  
  The school and school district where the youth attends school and county of residence.
  
  Name, date of birth, and grade level of the student.
  
  Parent(s)/Guardian(s) name and home address.
  
  Three possible dates/times parent, student, and school staff are available for a mediation.
  
  Confirming the determined mediation time with the parent(s) or guardian(s).
  
  Truancy Mediation Program staff will arrange for a mediator and notify the school of the mediator's name and phone number.
Who Should Attend the Truancy Mediation?
- The student
- The parent/legal guardian(s)
- A school administrator or authorized representative w/authority to make agreements on behalf of the school.
- Other school staff involved to help with the student’s attendance-any or all of the following:
  
  Principal
  
  Assistant Principal
  
  School Counselor
  
  School Psychologist
  
  Social Worker
  
  Teacher
- Assigned Mediator
What Does a Mediation Session Look Like?

Truancy mediation can be held in-person or online depending on the circumstances. Plan for a mediation session to last about 2 hours. If a translator is needed, the duration will increase.

In-Person:
- The school will provide a private room with a 6-8 person capacity.
- In-person mediation sessions can be changed to an online mediation if needed (due to illness, weather, etc.) without rescheduling. However, advanced notice is required to change the format from in-person to online so the mediator can create a Zoom link and email it out to the participants. Depending on the circumstances, the mediation may need to be rescheduled.
Online(Zoom):
- Online mediations will be held via Zoom.
- Students & parents can participate via Zoom from a location of their choosing OR in a room set up at the school.
- Everyone will need a device with a working camera and microphone to join the online mediation session
- Cannot be changed to in-person without rescheduling due to travel time and arrangements needed for the mediator, but it can be rescheduled.
Both:
- The mediator will begin the session by describing the process and ground rules to all involved parties.
- The mediator will spend time alone with the student, parents, and school staff in order for all parties to share their points of view and to try to brainstorm solutions to the problem.
- When possible solutions have been identified, the group will meet back together to discuss and finalize the solutions in a written plan or agreement (Memorandum of Understanding-MOU).
- The school is responsible for providing reports on grades, attendance & transcripts.
During the mediation the school contact person provides:
- School reports such as grades, attendance record, and transcripts that can be shared with the mediator, student, and family. These can also be shared via screen sharing on Zoom.
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Follow-Up Procedures After a Truancy Mediation

The school will:
- consistently communicate with the family
- monitor compliance with the Memorandum of Understanding (MOU)
- follows through with next step actions and interventions to aid the student's success.
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