THIS IS AN ARCHIVE FOR THE ADSY PEP SUMMER COMMUNITY

Strategic Plan Guidance

STUDENT RECRUITMENT
AND ATTENDANCE

RAND found that students needed to attend at least 20 days over the course of the summer program to experience academic benefits. Ensuring strong attendance is no easy task; it requires a thoughtful student recruitment plan and an engaging program. So what kinds of programs do students and families like? A variety. RAND found that the two districts with the highest average attendance rates included one that looked like the school year and one designed like a camp. No matter the program’s focus, timing, messages and messengers were all found to be critical components of a successful student-recruitment effort.

Recruit Students to a Voluntary Program

Programs should communicate with families early and often, leading right up to the first day of the program, and equip trusted messengers with customized messaging. RAND found that districts with the lowest no-show rates made personal connections with families in their program reminders, including handwritten notes from teachers and phone calls from district and site leaders.

Best Practice: Set an overall enrollment goal based on your projected rate of no-shows and attrition.

Planning Tips

Use historical data (if possible) to understand what percentage of students are typically “no-shows” for the program and what percentage fail to attend after the first week.
If you don’t have that data, consider using the average no-show rate of 20% and attrition rate of 7% from the National Summer Learning Project.
To calculate your total enrollment/recruitment goal, take your Total Enrollment Capacity divided by (1 minus the no-show rate) divided by (1 minus the attrition rate). For example, if your enrollment capacity is 250 and you use the average rates of 20% and 7%, your calculation would be: 250/(.8)/(.93)= 336. This means you would want to recruit 336 students to ensure consistent attendance from 250 students.

Best Practice: Identify and equip the right recruiters.

Planning Tips

RAND found that teachers and principals were the most trusted messengers for families.
Consider how you will orient them to the program’s goals and prepare them to be enthusiastic and informed recruiters for the program.

Best Practice: Use positive, evidence-based messaging and a variety of communications tactics.

Planning Tips

Use the Summer Learning Recruitment Guide for sample messages. Craft a message that describes the need your program meets for students and families, how they will benefit and what’s unique about it.
Use a variety of methods to reach families, such as mailers, phone calls, handwritten notes, confirmation letters and postcards, information on the school/district website, email blasts, fliers, program shirts and posters, and social media.

Showcase field trips, high-quality enrichment and other rewards for participation as a “hook” for students and families.
Set a firm enrollment deadline and launch enrollment by Spring Break at the latest.
Once families are enrolled, maintain a line of communication through the first day of the program to prevent a drop-off in interest. Consider sending a special postcard or packet home congratulating students on their acceptance.

Resource

In the following video clip, presented on February 9, 2023, ADSY PEP Summer LEAs share strategies to prioritize students and engage families.

Prioritizing Students : Family Engagment Content (2.9.23).mp4

EXAMPLES

Lytle ISD Family Contract

Part 3 - Student Recruitment and Retention - Lytle ISD - Student Summer Academy Committment

Hawkins ISD Daily Attendance Tracker

Add your 2024 ADSY PEP Summer Program Fliers!

Create Strong Attendance Systems

For students in a five-week summer program to receive RAND’s recommended 25 hours of mathematics and 34 hours of ELA instruction, the program should aim for a minimum rate of 80 percent attendance. This high bar requires clear attendance policies and tracking.

Best Practice: Set an expectation with families, in writing, of high attendance during the summer program.

Planning Tip

Consider using a family contract (or compact) to communicate expectations and benefits and secure a family commitment to meeting them.

Best Practice: Have a clear and timely plan for following up with families when a student is absent.

Planning Tips

Assign staff responsibilities related to daily attendance tracking and follow up. The more personalized and timely the follow-up, the stronger the likelihood of success.
Track "no-shows" as well as daily attendance to spot issues and help plan for next year's program.

Resource