Comprehensive Attendance Policy - Taconic Hills Central School ...

Taconic Hills Central SchoolsTaconic HillsBuilding/DistrictComprehensive AttendancePolicyJune 2008

POLICY2004 71102 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICYStatement of Overall ObjectivesThe Board of Education of the Taconic Hills Central School District recognizes that regularschool attendance is a major component of academic success and that the responsibility for ensuringthat all students meet or exceed the NYS Learning Standards is shared by the student, the parent, andthe school. Teachers must motivate their students to participate and curriculum must be interestingand relevant, however, good classroom attendance is an essential ingredient for learning to occur.Classroom lessons and participation foster social interaction, development of effective communicationskills and critical thinking. Any absence from class is therefore detrimental to the learning process.Because the School District recognizes that consistent school attendance, academic success and schoolcompletion have a positive correlation, the School District will develop, review and, if necessary,revise a Comprehensive Student Attendance Policy to meet the following objectives:a) To increase school completion for all students;b) To raise student achievement and close gaps in student performance;c) To identify attendance patterns in order to design attendance improvement efforts;d) To know the whereabouts of every student for safety and other reasons;e) To verify that individual students are complying with education laws relating to compulsoryattendance;f) To determine the District's average daily attendance for State aid purposes.Description of Strategies to Meet ObjectivesThe School District will:a) Create and maintain a positive school culture by fostering a supportive physical and psychologicalenvironment where the presence of strong adult role models encourages respectful and nurturinginteractions between adults and students. This positive school culture is aimed at encouraging a highlevel of student bonding to the school, which in turn should lead to increased attendance.b) Develop a Comprehensive Student Attendance Policy based upon the recommendations of amultifaceted District Policy Development Team that includes representation from the Board ofEducation, administrators, teachers, students, parents and the community. The District will hold atleast one public hearing prior to the adoption of this collaboratively developed ComprehensiveStudent Attendance Policy.c) Maintain accurate records via a Register of Attendance to record attendance, absence, tardiness orearly departure of each student.(Continued)

POLICY2004 71103 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)d) Utilize data analysis systems for tracking individual student attendance as well as individual andgroup trends in student attendance problems.e) Develop early intervention strategies to improve school attendance for all students.f) Attendance is required and therefore grades will effect classroom participation.Determination of Excused and Unexcused Absences, Tardiness and Early DeparturesBased upon our District's educational and community needs, values and priorities, the SchoolDistrict has determined that absences, tardiness and early departures will be considered excused orunexcused according to the following standards. Notes explaining the reason for the absence(s) must bein written form from parents/guardians. Doctor’s notes and/or notes from other officials/agencies may berequired as well. If a parent/guardian does not provide an appropriate note or documentation within three(3) school days of the student’s return to school such absence will be recorded as unexcused.a) Excused: An absence, tardiness or early departure may be excused if due to personalillness, illness or death in the immediate family, impassable roads due to inclement weather(per police ban), religious observance, quarantine, required court appearances, attendanceat medical appointments, school approved college visits, school approved cooperative workprograms, military obligations or other such reasons as may be approved by the Board ofEducation.b) Unexcused: An absence, tardiness or early departure is considered unexcused if the reasongiven does not fall into the above categories (e.g., family vacation, hunting, babysitting, haircut, obtaining learner's permit, road test, oversleeping).Code Descriptions Used in the Attendance Register:Code Description Status Unexcused/EscusedD Unexcused Tardy Tardy UT Excused Tardy Tardy EE Early Departure Excused EA Early Departure – Returned Excused EB Unexcused Early Departure – Returned Early Departure UV Unexcused Early Departure Early Departure UI Unexcused Absence Absent UL Excused Absence Absent EH Excused Absence Medical –(with tutoring) Present EN Suspended Internal Present ES Suspended External (with tutoring) Present EW Suspended External (without tutoring) Absent EC School Closed (extraordinary circumstances) Not in session E

POLICY2004 71104 of 8STUDENTSR Truant Absent U8 Entered/left districtSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)Student Attendance Record-keeping/Data CollectionThe record of each student's presence, absence, tardiness and early departure shall be kept in aregister of attendance in a manner consistent with Commissioner's Regulations. An absence, tardiness orearly departure will be entered as "excused" or "unexcused" along with the District code for the reason.a) For students in non-departmentalized kindergarten through grade six (i.e., self-containedclassrooms and supervised group movement to other scheduled school activities such asphysical education in the gym, assembly, etc.), such student's presence or absence shall berecorded by the teacher or designated personnel after the taking of attendance once per schoolday. All attendance information shall be compiled and provided to the designated schoolpersonnel who are responsible for attendance. The nature of the absence, tardiness, or earlydeparture shall be coded on a student’s attendance record in accordance with the establishedDistrict/building procedures.b) For students in grades seven through twelve or in departmentalized schools at any gradelevel (i.e., students pass individually to different classes throughout the day), attendanceshall be taken and each student's presence or absence shall be recorded at the beginning ofeach period by the teacher or designated personnel. All attendance information shall becompiled and provided to the designated school personnel who are responsible forattendance. The nature of the absence, tardiness, or early departure shall be coded on astudent’s attendance record in accordance with District/building procedures. If students donot change classrooms for each period of scheduled instruction, attendance shall be takenin accordance with paragraph "a" above.c) Any absence for a school day or portion thereof shall be recorded as excused or unexcusedin accordance with the standards articulated in this policy.d) In the event that a student at any instructional level from kindergarten through grade twelvearrives late for or departs early from scheduled instruction, such tardiness or earlydeparture shall be recorded as excused or unexcused in accordance with the standardsarticulated in this policy.A record shall be kept of each scheduled day of instruction during which the school is closed forall or part of the day because of extraordinary circumstances including adverse weather conditions,impairment of heating facilities, insufficiency of water supply, shortage of fuel, destruction of ordamage to a school building, or such other cause as may be found satisfactory to the Commissioner ofEducation.

POLICY2004 71105 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)In the event that a student is absent from school without previous notification of such absence, theschool will call the student’s parent/guardian to confirm the student’s absence using the school’s voicemessaging system or other means. The parent/guardian will be instructed to send the student in with awritten excuse for the absence upon his/her return to school.Attendance records shall also indicate the date when a student withdraws from enrollment or isdropped from enrollment in accordance with Education Law Section 3202(1-a).Student Attendance/Course Credit (Primarily high school courses)The Taconic Hills Central School District believes that school attendance is related to and affectsa student's performance and grasp of the subject matter and, as such, should be linked to the grantingof course credit.Students are expected to attend all scheduled classes. Students will be considered in attendance if thestudent is:a) Physically present in the classroom or working under the direction of the classroom teacherduring the class scheduled meeting time; orb) Working pursuant to an approved independent study program; orc) Receiving approved alternative instruction.At the high school level, any student with 12 absences in a ½ year course or 24 absences in a fullyear course will not receive credit for the course. District procedures will specify how studenttardiness and early departures will be calculated and factored into the District's minimum attendancestandard. Upon the 12 th (1/2 year course) or 24 th (full year course) absence the Faculty Council willconvene to review the circumstances prior to denial of course credit. The student and his/herparent/guardian will be invited to attend the Faculty Council review.For summer school and courses meeting 1/4 year, the same policy will apply and a calculation ofthe absences will be prorated accordingly.However, where a student earns a passing grade, credit will not be denied for the course(s)providing all course requirements have been met.Transfer students and students re-enrolling after having dropped out will be expected to attend aprorated minimum number of the scheduled class meetings during their time of enrollment.(Continued)

POLICY2004 71106 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)Students who are absent from class due to their participation in a school sponsored activity are toarrange with their teachers to make up any work missed in a timely manner as determined by thestudent's teacher. Attendance at school sponsored events where instruction is substantially equivalentto the instruction which was missed shall be counted as the equivalent of regular attendance in class.Upon returning to school following an absence, tardiness or early departure, it shall be theresponsibility of the student to consult with his/her teacher(s) regarding arrangements to make upmissed work, assignments and/or tests in accordance with the time schedule specified by the teacher.Notice of Minimum Attendance Standard/Intervention Strategies Prior to the Denial of Course CreditIn order to ensure that parents/guardians and students are informed of the District's policyregarding minimum attendance and course credit, and the implementation of specific interventionstrategies to be employed prior to the denial of course credit to the student for insufficient attendance,the following guidelines shall be followed:a) Copies of the District's Comprehensive Student Attendance Policy will be mailed toparents/guardians in parental relation, and it will be provided and explained to students atthe beginning of each school year or at the time of enrollment in the District.b) School newsletters and publications will include periodic reminders of the components of theDistrict's Comprehensive Student Attendance Policy. A summary of the Attendance Policywill be included in the parent/student handbooks.c) At periodic intervals, a designated staff member(s) will notify, by telephone, theparent/guardian of the student's absence, tardiness, or early departure and explain therelationship of the student's attendance to his/her ability to receive course credit. If theparent/guardian cannot be reached by telephone, a letter shall be sent detailing thisinformation.d) A designated staff member will review the District's Attendance Policy with students whohave excessive and/or unexcused absences, tardiness or early departures. Further,appropriate student support services/personnel within the District, as well as the possiblecollaboration/referral to community support services and agencies, will be implementedprior to the denial of course credit for insufficient attendance by the student.e) Unexcused absences, tardiness or early departures will also subject a student to the range ofpenalties specified in the District’s Code of Conduct.(Continued)

POLICY2004 71107 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)Notice of Students who are Absent, Tardy or Depart Early Without Proper ExcuseA designated staff member shall notify by telephone the parent/guardian of a student who isabsent, tardy or departs early without proper excuse. The staff member shall explain the District'sComprehensive Student Attendance Policy, the District's/building level intervention procedures, and,if appropriate, the relationship between student attendance and course credit. If the parent/guardiancannot be reached by telephone, the staff member will provide such notification by mail. Further, theDistrict's Attendance Policy will be mailed to the parent/guardian to promote awareness and helpensure compliance with the policy.If deemed necessary by appropriate school officials, or if requested by the parent/guardian, aschool conference shall be scheduled between the parent/guardian and appropriate staff members inorder to address the student's attendance. The student may also be requested to attend this conferencein order to address appropriate intervention strategies that best meet the needs of the student.Attendance IncentivesIn order to encourage student attendance, the District will develop and implement gradeappropriate/building-levelstrategies and programs such as, but not limited to:a) Attendance honor rolls may be posted in prominent places in District buildings and includedin District newsletters and, with parent/guardian in parental relation consent, in communitypublications;b) Prizes at each grade level to reward perfect attendance.c) Special events (e.g., assemblies, guest speakers, field days) scheduled on days that historicallyhave high absenteeism (e.g., Mondays, Fridays, day before vacation);d) Grade-level rewards at each building for best attendance;e) Classroom acknowledgment of the importance of good attendance (e.g., individualcertificates, recognition chart, bulletin boards);f) Annual poster/essay contest on importance of good attendance;g) Assemblies collaboratively developed and promoted by student council, administration, PTOand other community groups to promote good attendance.(Continued)

POLICY2004 71108 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)Disciplinary ConsequencesUnexcused absences, tardiness and early departures will result in disciplinary sanctions as describedin the District's Code of Conduct. Consequences may include, but are not limited to, in-schoolsuspension, detention and denial of privileges and/or participation in interscholastic and extracurricularactivities. Parents/guardians will be notified by designated District personnel at periodic intervals todiscuss their child's absences, tardiness or early departures and the importance of class attendance andappropriate interventions. Individual buildings/grade levels will address procedures to implement thenotification process to the parent/guardian.Intervention Strategy ProcessIn order to effectively intervene when an identified pattern of unexcused absences, tardiness orearly departures occur, designated District personnel will pursue the following:a) Identify specific element(s) of the pattern (e.g., grade level, building, time frame, type ofunexcused absences, tardiness or early departures);b) Contact the District staff most closely associated with the element. In specific cases wherethe pattern involves an individual student, the student and parent/guardian will becontacted;c) Discuss strategies to directly intervene with specific element;d) Recommend intervention to Superintendent or his/her designee if it relates to change inDistrict policy or procedure;e) Implement changes, as approved by appropriate administration;f) Utilize appropriate District and/or community resources to address and help preventstudent unexcused absences, tardiness or early departures;g) Monitor and report short and long term effects of intervention.Appeal ProcessA parent/guardian may request a building level review of their child's attendance record.(Continued)

POLICY2004 71109 of 8STUDENTSSUBJECT:COMPREHENSIVE STUDENT ATTENDANCE POLICY (Cont'd.)Building Review of Attendance RecordsCommencing with the 2002-03 school year, the building principal will work in conjunction withthe building attendance clerk and other designated staff in reviewing attendance records at the end ofeach term. This review is conducted to identify individual and group attendance patterns and toinitiate appropriate action to address the problem of unexcused absences, tardiness and earlydepartures.Annual Review by the Board of EducationThe Board of Education shall annually review the building level student attendance records andif such records show a decline in student attendance, the Board shall make any revisions to the Policyand plan deemed necessary to improve student attendance.Community AwarenessThe Board of Education shall promote necessary community awareness of the District'sComprehensive Student Attendance Policy by:a) Providing a plain language summary of the policy to students and parents/guardians at thebeginning of the each school year and promoting the understanding of such a policy tostudents and their parents/guardians;b) Providing each teacher, at the beginning of the school year or upon employment, with acopy of the policy; andc) Providing copies of the policy to any other member of the community upon request.Education Law Sections 3024, 3025, 3202, 3205,3206, 3210, 3211, and 32138 New York Code of Rules and Regulations(NYCRR) Sections 104.1, 109.2 and 175.6Adopted: June 25, 2008