5100
Comprehensive Attendance Policy
A. Introduction
Whereas, New York State Education Law and Commissioner’s Rules require attendance upon instruction for public schools, and
Whereas, according to the School Law of the State of New York, all children between the ages of 6 and 16 must be in attendance at all times during which school is in session, and
Whereas the Board of Education has the responsibility to establish local standards of attendance, and
Whereas, the Board of Education believes that a student’s learning is achieved through the dynamics of scholarly interchange between the student, the teacher, and his or her classmates, and
The Phoenix Central School District, in accordance with Section 104.1 of the Regulations of the Commissioner of Education, establishes this comprehensive attendance policy.
Objectives
1. To accurately track the attendance, absence, tardiness and early departure of students to and from school.
2. To ensure sufficient pupil attendance of classes so that pupils may achieve academic success including State
mandated education standards.
3. To track student location for safety reasons and to account to parents/guardians regarding the location of
children during school hours.
B. Daily Attendance – Excused vs. Unexcused
The compulsory education law requires the attendance of every pupil between the ages of 6 and 16. Students absent must supply a written excuse, signed by a parent or guardian, indicating one of the reasons below for the absence to be considered legal.
Legal excuses include the following:
Illness
Impassable Roads
Illness or Death in Family
Religious Observance
Quarantine Required
Court Appearance
Attendance at Health Clinic
Approved College Visits
Military Obligations
If an excuse is not supplied or the reason for the absence is not part of the list above, then the absence is an illegal excuse. Requests to go shopping, visiting, working, vacationing, babysitting, oversleeping, missing the bus, etc. shall be considered an illegal or unexcused absence. It is important that students attend full days of school to take advantage of all learning activities. For this reason, tardiness (late arrival) and early departures will also be recorded. This will allow for tracking of a student’s attendance for the entire school day. Codes will be developed and used to properly record each occurrence.
Late Arrivals: i.e. T 9:30 Student is tardy – arrived at 9:30
Early Departure: i.e. E 06 11:30 Student excused at 11:30 for reason #6,
Doctors Appointment.
C. In order to inform parents/guardians of their child’s absence, each building will contact the appropriate person
when a child is absent from school. This may be a computerized system or a school’s attendance clerk’s function.
D. The attendance record of each school shall be reviewed periodically to determine students who have established
harmful habits in their learning experience. Appropriate interventions shall be taken, as outlined in each building’s
policy (As in F below). The school principal has the responsibility to provide a report to the Board of Education on
an annual basis.
E. The Board of Education must hold at least one public hearing before adapting this policy or any amendments to it.
The Board will review the policy along with the principal’s report and recommendations annually, and if necessary,
adapt any revisions to this Comprehensive Attendance Policy.
F. Since each of the school buildings house a unique population, there will be a separate attendance policy for each
level:
Elm Street Elementary
E. J. Dillon Middle School
J. C. Birdlebough High School, including the Pennellville Learning Center
Each building will establish the specific policies for its level, including
Strategies
Incentives for good attendance, and
Consequences for poor attendance
At the secondary level (6-12), procedures will be developed to maintain a central record of attendance by class period, where students freely move from period to period. Each building will publicize its particular policy to the parents of the students prior to the beginning of the school year. All teachers will also receive a copy of the attendance policy.
F-1 Elm Street Elementary School (Grades K-5)
Elm Street Elementary will establish the specific policies for its level, including -
Strategies
Incentives for good attendance, and
Consequences for poor attendance
Elm Street Elementary will publicize its particular policy to the parents of the students prior to the beginning of the school year. All teachers will receive a copy of the attendance policy.
1. When a child’s absences reach the levels listed below, the building staff will actively monitor attendance and
maintain contact with the parents:
7 days within the first 10 weeks
14 days within 20 weeks
21 days within 30 weeks
28 days within 40 weeks.
2. The attendance clerk will run an attendance printout on each child when the absence rate has reached the
above mentioned limits.
3. This list will be sent to the school nurse so that she/he can check absences for long-term illnesses or
extenuating circumstances.
4. The building principal will initiate and maintain contact with the parent(s) according to the following schedule:
1st Contact – initial letter sent expressing concern when the child’s absences reach the above mentioned
levels.
2nd Contact – second letter and conference initiated by the principal.
3rd Contact – third letter and appropriate action taken by the principal.
F-2 E. J. Dillon Middle School (Grades 6-8)
E. J. Dillon Middle School will establish the specific policies for its level, including -
Strategies
Incentives for good attendance, and
Consequences for poor attendance
At the secondary level (6-12), procedures will be developed to maintain a central record of attendance by class period, where students freely move from period to period. E. J. Dillon Middle School will publicize its particular policy to the parents of the students prior to the beginning of the school year. All teachers will receive a copy of the attendance policy.
1. When a student’s absences reach the levels listed below, the building staff will actively monitor attendance
and maintain contact with the parent(s).
7 days within the first 10 weeks
14 days within 20 weeks
21 days within 30 weeks
28 days within 40 weeks.
2. The attendance clerk will run an attendance printout on each child when the absence rate has reached the
above mentioned limits.
3. This list will be sent to the school nurse so that she/he can check absences for long-term illnesses or
extenuating circumstances.
4. The building principal will initiate and maintain contact with the parent(s) according to the following schedule:
1st Contact – initial letter sent expressing concern when the child’s absences reach the above mentioned
levels.
2nd Contact – second letter and request of medical statement from doctor.
3rd Contact – third letter, conference and appropriate action taken.
Any high school credit bearing courses offered at the middle school are subject to the high school policies
and procedures.
F-3 J. C. Birdlebough High School (Grades 9-12)
J. C. Birdlebough High School will establish the specific policies for it’s level including -
Strategies
Incentives for good attendance, and
Consequences for poor attendance
At the secondary level (6-12), procedures will be developed to maintain a central record of attendance by class period, where students freely move from period to period. J. C. Birdlebough High School will publicize its particular policy to the parents of the students prior to the beginning of the school year. All teachers will also receive a copy of the attendance policy.
1. Attendance Requirement for Credit
a. A pupil must be in attendance a minimum of 85% of the total number of days a course is in session
during the academic year in order to receive credit for that course, notwithstanding the fact that the
student may pass the examination for that course.
b. This chart illustrates the 85% rule in several variations of courses that exist at JCB:
Course Type No. of Days Absence Allowed
Full Year – Block Schedule – Alt. Day 14
Half Year – Block Schedule – Alt. Day 7
Full Year – Every Day Schedule 28
Half Year – Every Day Schedule 14
Science w/Lab – Block Schedule – Alt. Day 21
c. For the purpose of these attendance procedures, physical education shall be considered a semester
course.
2. There is no differentiation between types of absences for class attendance procedure purposes.
3. The consequences of failure to meet the required class attendance are as follows:
a. unless the student has made up for class absences pursuant to the makeup opportunities provided
below, no credit shall be given for a course and the student shall receive an “Incomplete”.
b. Written assignments, quizzes, examinations or other course work submitted by the student after failing to
meet the class attendance requirements will not be graded unless the student obtains a favorable
resolution on appeal from the denial of credit pursuant to the appeal procedures described in section 11
of these procedures (below); and
c. The student must remain in class for the minimum requirement outlined in section 10(b) and (c) (below).
4. An absence from class shall be defined as entering a class late by missing one-half the class or more OR
missing the entire class.
5. A student shall be considered in attendance if the student is:
a. physically present in the classroom;
b. working under the direction of the teacher outside the classroom; or
c. received homebound instruction
6. This procedure is intended to be administered in each individual course by each teacher. When a student is
absent from class, the appropriate action as identified in section 7 (below) will be administered. Individual
teachers must document each absence in their records. Teachers will record student attendance on the report
card each quarter for all students.
7. Notification Procedure
a. Full Year Course
1st Notification – on 5th absence – a letter to responsible parent/guardian, initiated by teacher, and sent
home by appropriate administrative office, with copies to guidance;
2nd Notification – on 10th absence – a letter to responsible parent/guardian, initiated by teacher, with
copies to appropriate administrator and counselor, sent home and student contact made by counselor;
3rd Notification – on 15th absence – Over the limit letter – need make-up, conference with student,
parent/guardian, teacher(s), guidance counselor, Assistant Principal or Principal. Guidance counselor will
initiate conference; and
4th Notification – Final Notice – certified letter deliverable only to responsible parent/guardian, sent home
stating student shall receive an “Incomplete” for the course, subject to appeal to the Principal.
b. One Semester Course
1st Notification – 4th absence;
2nd Notification – on 8th absence (same as 3rd for full year course); and
3rd Notification – on 10th absence (same as 4th for full year course)
8. The administration reserves the right to refuse to let a student sit for any Regents or local examination in a
particular course when a student fails to meet the attendance requirements.
9. Opportunity to make Up Class Work
a. When a student is absent, the teacher will make every effort to help him/her catch up with the class.
However, it is the student’s responsibility to check with his/her teacher to determine what work has to be
made up and to make arrangements for extra help, if necessary.
If a student becomes ill and foresees that he/she will not return to school for several days, the student
should call the guidance office and ask to have teachers list assignments, and arrange to have a parent
or schoolmate bring the home. Students will be expected to have these assignments completed when
they return to school.
If a student has an extended illness or injury requiring an absence from school, the student will inform the
school as soon as he/she is well enough to read and to receive visitors. The school will arrange for tutors
who will visit the student at home. It is important that these arrangements be made promptly so the
student does not go without instruction any longer than necessary.
Whenever an absence is prearranged (e.g. field trip, music lessons or an absence/early dismissal due to
medical, court appointment, or other reason) the student should make every effort to prearrange class
make up time/work/activities with his/her teacher.
If a student goes on vacation out of town while school is in session, either with or without family, he or she
is obligated to notify teachers a week in advance before leaving to ask for assignments and class work.
The student will be expected to have these assignments completed when he/she returns to school. The
student’s absence will not be an excuse for not knowing the material covered during the absence. Upon
returning to school, the student is expected to make up whatever additional work the teacher considers
necessary. NOTE: These absences are considered Truancy or Unlawful Detention for school attendance
purposes.
b. The following options are available and acceptable as opportunities for the student to make up class
absences. All class make up time/work/activities will be determined by the teacher. All teachers will
provide for class make up opportunities for absences as follows:
1. Attendance at another class during the day when the student has an open period;
2. Attendance for extra help from 2:35 – 3:05 pm;
3. Academic Resource with teacher
4. Work may be sent home, completed by the student and returned to the teacher;
5. Homebound instruction for long term disabilities; or
6. Other at the option of the classroom teacher
c. A student who makes up all missed work to the satisfaction of the individual classroom teacher will not
have that absence counted toward the maximum absenteeism allowed before credit is denied for a
course. Except as noted in section 9 (a) (above), a student will be given from one to ten schools days, at
the discretion of the classroom teacher, form the date he/she returns to class to complete these
assignments.
d. A student’s misconduct that is directly related to his/her academic performance (e.g. plagiarism, cheating
on a test, avoiding an exam to secure more time to study, secure more time to complete assigned work)
may be reflected in the student’s grade.
10. A student not fulfilling the attendance requirements will have the option of attending summer school under the
following conditions:
a. The course is offered in summer school;
b. The student has attended a full year course at least through the end of the first semester prior to receiving
an “Incomplete” for the course;
c. The student has attended a semester course at least through the end of the first marking period prior to
receiving an “Incomplete” for the course; and
d. A student who becomes disruptive in class after having been notified that due to their attendance they
will receive an incomplete can be removed from the course and denied the opportunity to retake the
course in summer school.
11. Parents of a student who may have been denied credit in a course as a result of the attendance procedures
may appeal the denial of credit to the Building Principal on the grounds that there are extenuating
circumstances, which warrant special consideration. Requests for appeal should be made to the Building
Principal in writing within three (3) days from the date of the signed return receipt request on the certified letter
(see 4th notification above). The Building Principal will establish an Appeal Panel to review such appeals.
This panel, prior to rendering a decision on an appeal from the parent, shall consult the teacher(s) involved.
A-1
Definitions
Whenever used within the Comprehensive Attendance Policy, the following terms shall mean:
1. Scheduled Instruction – Every period that a pupil is scheduled to attend instructional or supervised study
activities during the course of a school day during the school year.
2. Absent – The pupil is not present for the entire period of the pupil’s scheduled instruction.
3. Tardy – The pupil arrives later than the starting time of the pupil’s scheduled instruction.
4. Early Departure – the pupil leaves prior to the end of the pupil’s scheduled instruction.
5. Excused – Any absence, tardiness, or early departure for which the pupil has a valid school approved excuse.
Such excuses shall include: personal illness, illness or death in the family, religious observance, quarantine,
required court appearances, attendance at health clinics or other medical visits, approved college visits, military
obligations, absences approved in advance by the principal, and other reasons as may be approved by the
Commissioner of Education.
6. Unexcused – Any absence, tardiness or early departure for which the pupil has no valid school approved
excuse. Such unexcused absences shall include: shopping trips, family vacation, oversleeping, absence to
allow for more time to complete school work or study for a test, missed the bus, skipping class, and any other
absence that is not excused.
7. Truant – Illegally absent without permission or knowledge from home or school.
8. Suspension – Absence from school by Principal or Superintendent’s direction for disciplinary reasons.
A-2
Coding System
The following coding system shall be used to indicate the nature and reason for a pupil’s missing all or part of scheduled instruction:
S = Suspension
L = Absent
01 = ISS
02 = OSS
T = Tardy
E = Excused
R = Truant
I – Illegal absence
Med = Medical Absence
The time that the pupil arrived or departed will be recorded next to the entry code describing the nature and reason for the student missing all or part of scheduled instruction.
For example, if a student left at 11:30 am for a doctor’s appointment, the code would read:
E 06 11:30
Adopted: April 23, 2003