Office Truancy Referral Form (OTRF) Guidelines
Teachers are responsible for monitoring unexcused absences, completing the required interventions, and documenting all parent or guardian contact efforts.
When to Complete an OTRF
Complete and submit a separate OTRF when a student reaches each of the following attendance milestones:
3 unexcused absences — complete the 1st Attempt section
6 unexcused absences — complete the 2nd Attempt section
9 unexcused absences — complete the 3rd Attempt section
12 unexcused absences — complete an additional referral form as required
***A new and separate OTRF must be completed for each milestone: 3, 6, 9, and 12 unexcused absences.
Teachers should NOT wait until the student reaches the 3rd, 6th, or 9th absence to begin making contact.
For example:
Day 1: Conduct and document an intervention/contact attempt.
Day 2: Conduct and document another intervention/contact attempt.
Day 3: Conduct and document an intervention/contact attempt, complete the 1st Attempt section, and submit the OTRF.
Required Documentation
Each OTRF must include detailed documentation of all interventions and contact attempts, including:
Date and time of each attempt
Name of the parent, guardian, or individual contacted
Telephone number called
Method of communication used
Outcome of the communication
Additional follow-up actions taken
All interventions listed in the applicable section of the OTRF must be completed.
Important Contact Requirements
Leaving a voicemail or calling a disconnected, out-of-service, or incorrect telephone number does not constitute successful parent or guardian contact.
If the listed contact information is unsuccessful, teachers must use all available school resources to obtain updated information and continue outreach. This may include:
Contacting the school nurse or main office to review emergency contact information
Trying alternate telephone numbers listed in the student’s records
Requesting assistance from the school’s outreach program
Requesting a home visit when appropriate
Document every action and contact attempt on the OTRF.
Submission and Administrative Action
Once the appropriate section has been completed- Submit the OTRF to the administrator for review and administrative action.