Page Comparison

Attendance is to be taken every day on every student enrolled in your school.  The absence is unexcused unless the parent has notified the school of the reason for non-attendance, and it is a board approved reason.  A consecutive absence report should be generated regularly to identify students who are enrolled but not attending.  Social Workers and the Attendance Team in your building will work together to contact the homes of these students to determine their whereabouts and enrollment status. All attempts to locate the student MUST be recorded on the Unable to Locate Student Checklist.  Once all efforts have been exhausted and the student still cannot be located, the principal will sign the Unable to Locate Student Checklist indicating the student is not attending school and should be withdrawn.  After the student is withdrawn, the checklist will be uploaded to the student's documents tab by Central Enrollment.  The school will NOT upload to the documents tab.

Getting the Attendance Office Ready for the Day

• It Be ready when the telephone rings.  It is suggested to keep a stack of "Student Absence Notification" forms near the telephone so they are easily accessible when parents call in to report an absence.
  Be ready when the telephone rings.  
  
  
• Greet the caller with a welcoming greeting, such as "Good Morning or Good Afternoon, School's name, and give your name".  It is important to identify yourself so that the caller will immediately know whom he/she is speaking to.
  
  
• If a parent/guardian is calling to notify the school of an absence, complete a "Student Absence Notification" form for this student.  Thank the parent/guardian for calling and let them know they may receive an automated phone call from the District regarding their student’s absence.  Remind the parent/guardian it is required for them to send a note with their student when he/she returns to school.  The note should indicate the student’s first and last name as well as the date(s) and reason for the absence. When  
  
  
• When you receive a phone call for a full day absence it is suggested that you record the absence in IC as soon as possible.  This will prevent gaps in attendance and will also allow teachers to see that the parent has already reported this student absent for the day.
  
  
• The Student Absence Notification form may be used to code a student's attendance event in lieu of a parent’s written note, if the absence is for a board approved reason.  If the student has already accumulated 9 full day absences (9 full days is calculated by total minutes absent and an accumulation of any/all parent authorized codes) the Principal must review the absence and determine if the absence should be excused or unexcused.  
  
  
• Late Arrival and Early Leave logs must be set out daily and the current date indicated at the top of each page. 
  
  
• Every Minute Counts!  All students arriving after the school's designated start time must be recorded on the Late Arrival Log.  Likewise, all student's leaving before the end of the school day must be recorded on the Early Leave log.  There are no "grace" minutes.  Attendance is to be taken every day on every student enrolled in your school.  
  
  
• Absences are unexcused unless the parent has notified the school of the reason for non-attendance, and it is a board approved reason. 
  
  
• A consecutive absence report can be generated regularly to identify students who are enrolled but not attending.  

Attendance Accountability 

Guidelines for Verifying Proper Attendance Coding & Correcting Attendance Data Errors

Guideline for coding transportation issues

Guideline for Correcting Attendance Data Errors

Certify Rule for Filling Down

Behavior Attendance Audit - Making changes

Attendance Phone Calls

Attendance Notes

Sibling on same note

At the end of each school year you should store all attendance documentation in the approved box clearly labeled and appropriately stored in your building.

Family Emergency – Initially coded as UNX (Unexcused); A Request for Principal Approval Form can be submitted for approval. If approved by Principal the absence coding can be changed to EXC* (Excused).

Family Vacation - See Administrative Guidelines On Coding For Family Vacations (5200.01). A Request for Principal Approval Form must be submitted for approval.

Early Dismissal for Doctor’s Appointment – Parent has signed the Student Release Log and indicated the reason of Doctor’s Appointment, written note from Doctor was not provided. This should be coded as PAEL (Parent Authorized Early Leave). This code should be changed to ELV once documentation is received from the Doctor.

Nationwide Children’s Hospital – This code is only to be used for students that are admitted to Nationwide Children’s Hospital AND BEING TAUGHT by CCS teachers onsite at Nationwide Children’s Hospital. This code is NOT to be used for regular doctor appointments at Nationwide Children’s Hospital facilities. These regular appointments should be coded as EXC, TEX or ELV provided proper documentation is received.

Late Arrival for Car Trouble – This is not an excusable reason and is to be coded as TUX (Tardy Unexcused).  

Late Arrival because CCS Transportation did not come - See Administrative Guidelines for Coding Attendance Due to Transportation Issues (5200f).

Field Trips – When students participate in a field trip, it is important that all parties understand their role in the attendance taking procedures. On the day of the trip, the supervising individual should provide a roster indicating who is actually attending the field trip. This list must be provided to the attendance office prior to leaving the building. The attendance office will use the provided roster to edit the attendance code to CLS (class excused) for the period of time that the students were out of the building. Teachers that are not participating in the field trip should take electronic attendance. If the teacher has students absent, due to their participation in a field trip, the teacher should mark those students absent.

Attendance for Blockers

The "No Show" blocker on a student schedule is used to record absences for students that have not attended your school.  Attendance must be entered daily on this course. 

The Attendance Team in your building will work together to contact the homes of these students to determine their whereabouts and enrollment status. All attempts to locate the student MUST be recorded on the Unable to Locate Student Checklist.  Once all efforts have been exhausted and the student still cannot be located, the principal will sign the Unable to Locate Student Checklist indicating the student is not attending school and should be withdrawn.  After the student is withdrawn, the checklist will be uploaded to the student's documents tab by Central Enrollment.  The school will NOT upload to the documents tab.

Attendance Forms 

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