ATTENDANCE

POLICY 7-2.3
STUDENT ATTENDANCE AND ABSENCES

Public education is a right available to all young people of school age in Montgomery County.  It is provided at considerable expense to parents and other citizens of the county.

 

Student attendance is a cooperative effort among schools, parents, and students.  To achieve optimum learning, good attendance by students K-12 is crucial.  Tardies (check-ins) and early dismissals (checkouts) are disruptive to the instructional time of the entire class.  Each parent or guardian is responsible for the student’s regular and punctual attendance.

 

Regular class attendance is considered by the Montgomery County School Board to be essential to the educational process and to the satisfactory completion of the requirements of any class and subject offered.  Regular school attendance also is directly related to the development of good habits, which are important in the world of work and in higher education.  A ninety-five percent (95%) or better attendance rate is the goal.

School personnel shall recognize their responsibilities to motivate students to attend school and to conduct the curriculum in such a manner as to provide for the individual needs of students.

 

Nothing in this policy shall be construed to limit in any way the authority of any attendance officer or the division superintendent to seek immediate compliance with the compulsory attendance law.

Student Absences/Tardies/Early Dismissals

 Student absences, tardies, check-ins, and checkouts will be recorded on a daily basis for each class in the following manner:

a.   A student is counted present only when he/she is present in the classroom or other approved designated area at the time of the tardy bell or is attending or participating in an approved school-sponsored field trip or event.

b.   A student reporting after the tardy bell or after the designated starting time for the class period will be recorded as present and tardy.

c.   If a student is being transported by a County bus or vehicle that arrives late, the student will not be counted as tardy. 

d.   A student shall be considered absent when he/she does not report to class during the class period. 

e.   A student who reports to the school attendance office late with or without documentation will be marked as a check-in.

f.    A student who requests an early dismissal with documentation shall be marked as a checkout at the school attendance office. 

g.   At the beginning of the school year, teachers should inform students of how the tardy policy is implemented in their classrooms for middle and high school students.

 

Teachers are responsible for initiating the necessary communications with parents any time absences, check-ins or checkouts are jeopardizing the student’s progress in class.  Absences, check-ins and checkouts for each grading period will be reported to the parent(s)/guardian(s) on the report card.  Any pattern of excessive absences, check-ins, check-outs, may result in a written plan to improve attendance.

 

For middle and high school students, in addition to complying with the grading policy to earn credit for any course, a student may not exceed eighteen (18) total absences per school year.  Students and their parents/guardians shall be notified in writing by the principal or the principal’s designee when a student’s total absences in any courses have accumulated to the following levels:

 

Schools Using Traditional Scheduling

Ten (10) Absences                                  Warning Letter

Fifteen (15) Absences                              Warning Letter

Exceed Eighteen (18) Absences               Excessive Absences Loss of Credit Letter

                               

When a student’s total absences exceed eighteen (18) parents/guardians shall be notified in writing of loss of credit and of the credit review process to create a plan for potentially avoiding a loss of credit if necessary. 

 

Documenting Absences

School officials shall not consider absences as excused or unexcused.  All absences shall be identified as documented (note received) or not documented (no note received). Each student should present to the school attendance office a written note which includes the date(s), cause(s), and the parent’s/guardian’s signature for daily absences, early dismissal or late arrival of the student.  Parental permission for early dismissal must be presented to school officials on or before the day requested.  Notes of explanation for student absences or check-ins should be received the day following the absence or check-in. 

 

Absences, check-ins, or checkouts for any of the reasons listed below shall not contribute to the maximum number of absences allowed by this policy.

 

a.     state mandated testing or other school/division testing programs;

b.     school-sponsored field trips or activities;

c.     all VHSL activities;

d.     late bus or buses which fail to run;

e.     conference with guidance counselor, administrator, or other related staff members;

f.       in-school suspension (I.S.S.);  

g.     involuntary court appearance (copy of court order or subpoena required);

h.     death in the family or household (verification may be required);

i.       religious holidays (verification may be required);

 

Absences, check-ins, and checkouts for reasons other than those listed above shall contribute to the total absences allowed by this policy.  For the purpose of record keeping in attendance, three (3) check-ins and/or checkouts shall be equal to one (1) absence towards the maximum number allowed.  Any excessive check-ins, checkouts, or patterns of absences may result in a review of the attendance plan.

 

All notes of excuse, requests, or any other correspondence concerning student absences, check-ins, and check-outs shall be preserved for a minimum of sixty (60) calendar days after the close of the school year.

 

Make-Up Work

It shall be the responsibility of the student and/or parent to request make-up work for absences and for the student to complete all assigned make-up work within one school day for every day missed  (Example:  miss 3 days, 3 school days to make up the work) unless the teacher extends his/her time.  Teachers shall have the discretion to extend the time limit because of extenuating circumstances.  Make-up work shall be provided for all absences, including absences caused by out-of-school suspensions.

 

Credit Review Process (Secondary Schools)

Upon notification of a student’s excessive absenteeism and loss of credit, the student or parent/guardian may initiate a credit review meeting with a school administrator (principal or designee) to discuss the circumstances of the student’s absences and any supportive documentation.  A school employee, parent, guardian, or student advocate with permission of a student’s parent or guardian may also initiate a credit review.  The student’s guidance counselor or teacher may also attend this meeting. Parents/guardians and teachers of the student will be encouraged to provide information concerning the student’s attendance and academic standing to the school administrator for review prior to the meeting. 

 

The outcome of the credit review process may be one of the following:

 1.     Student Placed on “Probation” – Students whose absences have exceeded the maximum number of days specified in this policy, will be       required to make up all absences which exceed the policy limitations.  An “Hours Reclamation Plan” for credit recovery may be required in order to make up time for days missed and maintain credit in affected courses.
2.     “Hours Reclamation Plan” for credit recovery – Student must fulfill the requirements of an “Hours Reclamation Plan” developed by the school administrator in order to make up time for days missed and earn credit in affected courses.  Continued absences after the development of a plan may result in additional hours of reclamation or a loss of credit in affected courses.
3.     No Action – The school administrator may waive the need for a credit review meeting when he/she is made aware that the excessive absenteeism is due to legitimate chronic medical conditions, catastrophic illness, major medical injuries, or other catastrophic circumstances.

 

All decisions related to absences and credit will be reviewed each grading period. Failure to follow-through on any required stipulations will result in a loss of credit for affected courses.  Decisions made by an assistant principal should be appealed to the building principal.  Decisions made by the building principal should be appealed to the central office staff member charged with supervision of the attendance program whose decision will be final. 

   

Each student should present to the attendance office (7:25 - 7:40 in the commons) a written note which includes the date(s), cause(s), and the parent’s/guardian’s signature for daily absences (no phone calls will be made to verify if no note is brought). Parental permission for early dismissal must be presented to school officials on or before the day requested; notes of explanation for student absences or check-ins should be received the day following the absences or check-ins. 

 

Students who miss class due to field trips and athletic events MUST see the teacher(s) two days prior to the day of the trip for assignments. They must have each teacher sign their permission slip with appropriate assignments.  This is NOT a class absence; therefore, all work should be up-to-date upon return.  Should this involve a test, project or any other written assignment, the student should be prepared to take the test or hand in assignments at the time specified by the teacher.  Students who miss school on exam days will be required to work through a teacher/Guidance to set up make-up exam.

 

Checking In to School 

When it is necessary for a student to arrive late to school (after 7:45 a.m.) he/she will report to the attendance desk in the Main Office to sign in.  The student will be given an admit slip to class.

 

Early Dismissal/Checking Out 

When it is necessary for a student to leave school early, he/she will present a note from home to the attendance desk before school.  An early dismissal note will be issued which the student will show to his/her teacher at the departure time at which time, she/he must leave school grounds and must sign in if she/he returns.  The parent may be called to verify the written note. The student will keep the early dismissal slip in order to be admitted to class the next day.  If a student becomes ill during the school day or needs to check out for any reason, he/she shall use an agenda/hall pass from his/her teacher and report to the attendance desk.  The attendance secretary will contact the student's parent or guardian to make arrangements for the student to leave school.  Students cannot leave the grounds even when they are sick unless their dismissal has been approved by their parents through the Main Office before leaving.  Students leaving without proper authorization are considered to be skipping school and the appropriate disciplinary action will be taken.  THE OFFICE MUST HAVE PERMISSION FROM THE PARENT/GUARDIAN BEFORE THE STUDENT LEAVES SCHOOL GROUNDS.  Students should be aware that school grounds do not extend to the sidewalk or beyond, on Grove Ave. or Patrick Henry Dr.  Under no circumstances will notes be accepted when a student has signed a parent's signature or after the student has left.

 

Returning to School 

If a student returns to school on the same day that he/she has previously checked out (early dismissal), the student must report to the Main Office before returning to class.  He/She will be given an admit slip.  Work release and early release students are not to return to campus for the remainder of the day without previous approval from school authorities.

"Senior Skip Day" is not school sanctioned and the day will count as an absence.  Classroom instruction (which may include tests) will continue as usual.

 

Participation in After-School Activities  

Students who are absent from school during the school day are not allowed to participate in after-school activities, including athletics, that particular day.  Students who arrive late to school or check out early shall be in attendance for at least four of their scheduled classes in order to participate in any extra-curricular or co-curricular activities that day, including all sports, games, practices, student activities, and cooperative education or work programs.