| Attendance Codes |
| Code | Definition | Situation | Status Type | Excuse Type | Documentation Needed |
|---|
| Class Excused | Student not physically present, but is participating in a school-approved activity. | Present |
| Attendance Roster of School Structured Activity (Field Trip, Extra Curricular Club, Off Campus Event), Attendance Roster of Athletic Team |
| Death of Relative | Death of immediate family member or relative. The absence arising from this event is limited to a period of three days unless a reasonable cause may be shown by the applicant child for a longer absence. | Absent | | Copy of Obituary, Memorial Card or Copy of Death Certificate. |
| Excused Absence | Code is for verified student absences. Student excuse notes required to document absence. | Absent | | Court Notice, Observation of Religious Holiday documentation, College Visit Excuse Note from Admissions Office, Absences Excused by Principal on the Request for Principal Approval of an Excused Absence Form, or other documentation as outlined by Board Policy 5200.01. |
| Early Leave | Parent/Guardian is signing out a student and provides documentation of excuse. | Absent | | Student must be signed out on Student Release Log and have same documentation as required for EXC. |
| Early Leave Unexcused | Parent/Guardian is signing a student out of school and fails to provide documentation of excused absence. | Absent | | Student Release Log |
| Foster Care Excused | Student recently had a change in Foster Care Guardianship that has resulted in an absence or student was absent due to a Foster Care related court appearance. | Absent | | Addendum D of the ICCA (Individual Childcare Agreement) or court documentation. |
| Home Instruction | This code applies to students absent from school and assigned home instruction by the Home Instruction Office, and do not have a Secondary Enrollment to Home Instruction. | Absent | | Home Instruction Approval Letter |
| Institutionalized | Code applies to those students admitted to a psychiatric hospital, treatment center, or substance abuse facility. | Absent | | Court Documents, Facility Document |
| Staggered Start Kindergarten | Beginning of the Year Staggered Start | Absent | | Official District Calendar, Letter from School |
| Late Bus | Student has been prevented from attending class due to district provided transportation issues. | Absent | | Bus Route Roster/Log of Late Busses, Transportation Verification |
| Medical | Student was absent due to medical reasons such as illness, injury, medical appointment, or medical reasons indicated by Medical Professional or approved by Principal. | Absent | | Medical Professional Excuse Note or Letter from Medical Professional, Principal Approval for an Excused Absence Form indicating the absence is for medical reasons. |
| Medical Early Leave | Parent/Guardian is signing out a student due to medical reasons such as illness, injury, medical appointment or other medical reasons indicated by Medical Professional or approved by Principal and provides documentation of excuse (from Medical Professional or Request for Principal Approval of An Excused Absence Form) | Absent | | Student must be signed out on Student Release Log and have same documentation as required for MED. |
| Medical Late Arrival | This is used when a student is reporting to school after the official start of the school day and provides documentation of an absence due to illness, injury or medical appointment, as outlined by Board Policy 5200.01. | Absent | | Student must be signed in on Late Arrival Log and have same documentation as required for MED. |
| Medical with Class Work
| Code applies to students determined as medically fragile or chronically ill. These students are under physician care and have disabilities documented by a physician. | Absent | | Documentation from Medical Professional, IEP, Documentation from teacher that work was completed. See District Guidelines on Coding for Medical Issues. |
| Nationwide Children's Hospital | Students that are admitted to Nationwide Children’s Hospital and being taught by CCS teachers onsite at Nationwide Children’s Hospital. | Absent | | Nationwide Children’s Hospital Average Daily Membership (ADM) Report or Notification letter/email from CCS teachers at NCH or program supervisor. |
| Parent Authorized absence codes are absences reported by the parent/guardian for board approved excused activity that does not have supporting documentation. A parent/guardian is allowed to excuse 9 attendance days using these codes. After 9, additional documentation is required. |
| Parent Authorized Absence | Parent provides absence note for board approved excused activity but does not provide supporting documentation. To be used for full-day absences only. | Absent | | Parent Note
|
| Parent Authorized Early Leave | Parent provides dismissal note for board approved excused activity but does not provide the supporting documentation for the ELV code. Parent signature is required on the documentation. | Absent | | Parent Note, Student Release Log, signed by Parent/Guardian.
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| Parent Authorized Late Arrival | Parent provides tardy note for board approved excused activity but does not provide the supporting documentation for the TEX code. Parent signature is required on the documentation. | Absent | | Parent Note, Student Release Log, signed by Parent/Guardian.
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| Project Connect Excused | Student is homeless or in transition and has been identified by Project Connect. | Absent | | Student must be flagged as Project Connect for the date associated with the absence. Parent note documenting reason related to a student’s homeless/in-transition situation. |
| Staggered Start Pre-K | Beginning of the Year Staggered Start | Absent | | Official District Calendar, Letter from School |
| Parent Medical | A parental excuse for a full day of absence for a medical reason. | Absent | | Parent Note
|
| Parent Medical Early Leave | A parental excuse for an early leave for a medical reason. | Absent | | Parent Note, Student Release Log, signed by Parent/Guardian. |
| Parent Medical Late Arrival | A parental excuse for a late arrival for a medical reason. | Absent | | Parent Note, Student Release Log, signed by Parent/Guardian. |
| Tardy Excused | This is used when a student is reporting to school after the official start of the school day and provides documentation of an excused absence as outlined by Board Policy 5200.01. | Absent | | Student must be signed in on Late Arrival Log and have same documentation as required for EXC. |
| Truancy Intervention Center | Code applies to students assigned to the Truancy Intervention Center. | Absent | | Documentation from Truancy Intervention Center |
| Tardy to Class | This documents a student that was present in the building, but tardy to class. Not to be used when student is late to the building and signed in tardy. | Present | | Teacher Attendance Entry |
| Tardy Unexcused | This is used when a student is reporting to school after the official start of the school day. | Absent | | Student Late Arrival Log |
| Transportation Wait Period | This is used when there is an absence due to a scheduling delay in district provided transportation. | Absent | | Documentation verifying delay (such as an email or written documentation of verbal conversation confirming delay). |
| Unexcused Absence | Student absences that have not been verified. School office has not received parent excuse note, documentation or notification as to the reason for absence or the reason for absence is not excusable as per Board Policy 5200.01. | Absent | | N/A |
| Participated in Virtual Day | Used to replace the Unexcused Absence Code when a student was not checked-in for virtual learning but documentation was received from the parent, teacher or admin that the student participated. | Present | | Student Absence Change Request Form or email documentation from the teacher or building administrator. |
| Teacher Participation Discrepancy | Used when a teacher is electing to use option 2 to indicate that a student indicated they participated in virtual learning but did not meet the participation standard as determined by teacher discretion. | Absent | | Teacher must document the discrepancy in the PLP Contact Log and then email the building administrator notifying them of the discrepancy. The building administrator will in form the secretary via email to update the attendance if appropriate. | Status |
|---|
| colour | Yellow |
|---|
| title | Important |
|---|
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The secretary must enter an attendance comment when updating the attendance. The comment shall read: "[Teach Teacher Name] has indicated the student has not met the participation standard.
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| Attendance Codes Associated with Behavior Resolutions |
Code
| Definition | Situation | Status Type | Excuse Type | Documentation Needed |
| In School Suspension | This code applies to a student assigned to In-School Suspension status. | Present | | Behavior Resolution, ISS, Attendance Roster |
| Out-of-school suspension with homework | Student is absent from class because of an out-of-school suspension. Homework is assigned during the length of suspension. | Absent | | See out of School Suspension Procedures Guidelines.
|
| Positive Alternative for Students | This code applies to students assigned to PALS Center as a result of discipline infraction | Absent | | Assignment to PALS Centers in agreement with school administrator and parent. |
| Disciplinary Removal | Student is removed from school pending a parent/guardian hearing | Absent | | Hearing Resolution, Behavior Letter |