This guidance provides assistance to schools for the use of attendance codes to record student attendance. The reason for attendance and type of documentation received determine which attendance code to use.
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1 | Attendance Codes | |||||||||||||||||||||||||||||||||||||||||
2 | Code | Definition | Situation | Status Type | Excuse Type | Documentation Needed | ||||||||||||||||||||||||||||||||||||
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3 |
| 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 | ||||||||||||||||||||||||||||||||||||
4 |
| Covid-19 Exposure | Family reports student exposure. Student exposed individually or as a small group ( not a cohort exposure). Siblings/students living in the same household of a symptomatic student. | Absent |
| Device Not Issued | Use this code when a student is unable to participate in/attend virtual learning because they have not yet been issued a Chromebook/device. | Absent |
| ANY OF THE FOLLOWING:
| 5 | |||||||||||||||||||||||||||||||
5 |
| Death of Relative | Death of immediate family member or relative. The absence is limited to a period of three days unless a reasonable cause may be shown by the applicant child for a longer absence. | Absent |
| Covid-19 Positive Case Reported | Family reports positive case. | Absent |
| Copy of Obituary, Memorial Card or Copy of Death Certificate. | ||||||||||||||||||||||||||||||||
6 |
| ANY OF THE FOLLOWING:
| Excused Absence | Verified student absences. Student excuse note 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. | |||||||||||||||||||||||||||||||||||
7 |
| Covid-19 Symptomatic | Student exhibits symptoms in school, as listed in COVID-19 TrackingEarly Leave | Parent/Guardian signs a student out of school and provides documentation that supports excused absence. | Absent |
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| 7 |
| Student must be signed out on Student Release Log and have same documentation as required for EXC. | ||||||||||||||||||||||||||||||||
8 | Use this code when a student is unable to participate in/attend virtual learning because they have not yet been issued a Chromebook/device
| Device Not Issued |
| Early Leave Unexcused | Parent/Guardian signs a student out of school and fails to provide documentation of excused absence. | Absent |
| 8Student Release Log | ||||||||||||||||||||||||||||||||||
9 | Death of immediate family member or relative. The absence is limited to a period of three days unless a reasonable cause may be shown by the applicant child for a longer absence
| Death of Relative |
| 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 |
| Copy of Obituary, Memorial Card or Copy of Death Certificate. | 9Addendum D of the ICCA (Individual Childcare Agreement) or court documentation. | |||||||||||||||||||||||||||||||||
10 |
| Excused Absence | Verified student absences. Student excuse note required to document absence. |
| Faculty Internet Connectivity Disruption | Used when a teacher who is working remotely cannot access the internet due to an Internet Connectivity or Technology Disruption and provide scheduled synchronous learning opportunities. | 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. | 10 |
Status | ||||
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Early Leave
Parent/Guardian signs a student out of school and provides documentation that supports excused absenceDocument email from teacher notifying of the ICD in your daily attendance file (digital).
Status | ||
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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
Status | |||
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Home Instruction Approval Letter
Status | ||||
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Early Leave Unexcused
Parent/Guardian signs a student out of school and fails to provide documentation of excused absence.
Absent
Status | ||||
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Student Release Log
Status | ||
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Student must be signed out on Student Release Log and have same documentation as required for EXC.
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Institutionalized
Code applies to those students admitted to a psychiatric hospital, treatment center, or substance abuse facility.
Absent
Status | ||
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Court Documents, Facility Document
Status | ||
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Staggered Start Kindergarten
Beginning of the Year Staggered Start
Absent
Status | ||
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Official District Calendar, Letter from School
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
Status | ||||
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Foster Care Excused
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Juvenile Intervention Center Admission Quarantine
This is used to reflect the mandatory quarantine due to COVID-19 prior to students receiving education when admitted to the Juvenile Intervention Center. This code will be used on the school of attendance calendar. Enrollment into the JIC will occur at the conclusion of the Quarantine.
Absent
Status | ||||
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Addendum D Documentation of the ICCA (Individual Childcare Agreement) or court documentation.
admission to the JIC.
Used when a teacher who is working remotely cannot access the internet due to an Internet Connectivity or Technology Disruption and provide scheduled synchronous learning opportunities
Status | ||||
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Faculty Internet Connectivity Disruption
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Late Bus
Student has been prevented from attending class due to district provided transportation issues.
Absent
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
Status | ||||
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Document email from teacher notifying of the ICD in your daily attendance file (digital).
Status | ||
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Bus Route Roster/Log of Late Busses, Documented Verification with Transportation Office
Status | ||||
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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.
*This code is also permissible during the pandemic for symptomatic students whose parents/guardians keep them home from school based upon COVID symptoms observed outside of school.
Absent
Status |
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Status | ||
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Home Instruction Approval Letter
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Institutionalized
Code applies to those students admitted to a psychiatric hospital, treatment center, or substance abuse facility.
Absent
Status | ||
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Court Documents, Facility Document
Status | ||
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Staggered Start Kindergarten
Beginning of the Year Staggered Start
Absent
Status | ||
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Official District Calendar, Letter from School
Status | ||||
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Juvenile Intervention Center Admission Quarantine
This is used to reflect the mandatory quarantine due to COVID-19 prior to students receiving education when admitted to the Juvenile Intervention Center. This code will be used on the school of attendance calendar. Enrollment into the JIC will occur at the conclusion of the Quarantine.
Absent
Status | ||||
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Documentation of admission to the JIC.
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Medical Professional Excuse Note or Letter from Medical Professional, Principal Approval for an Excused Absence Form indicating the absence is for medical reasons.
Documentation that the student is being treated/followed by a medical professional for a condition which the medical professional determines may cause the student to be absent from school. This documentation does not need to specifically identify the date of absence but must be updated annually for the current school year. Parent/guardian should reference the documented condition when requesting excusal of absence from school.
As of 1/10/2022 you will use PMD when verification is received from parent/guardian that their student is exhibiting COVID symptoms.
Student was absent
Status | ||||
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Late Bus
Student has been prevented from attending class due to district provided transportation issues.
Absent
Status | ||||
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Bus Route Roster/Log of Late Busses, Documented Verification with Transportation Office
Status | ||||
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Medical
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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 . *This code is also permissible during the pandemic for symptomatic students whose parents/guardians keep them home from school based upon COVID symptoms observed outside of school.and provides documentation of excuse (from Medical Professional or Request for Principal Approval of An Excused Absence Form)
Absent
Status | ||||
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Medical Professional Excuse Note or Letter from Medical Professional, Principal Approval for an Excused Absence Form indicating the absence is for medical reasons.
Documentation that the student is being treated/followed by a medical professional for a condition which the medical professional determines may cause the student to be absent from school. This documentation does not need to specifically identify the date of absence but must be updated annually for the current school year. Parent/guardian should reference the documented condition when requesting excusal of absence from school.
As of 1/10/2022 you will use PMD when verification is received from parent/guardian that their student is exhibiting COVID symptoms.
Student must be signed out on Student Release Log and have same documentation as required for MED.
Status | ||||
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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
Status | ||||
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Student must be signed in on Late Arrival Log and have same documentation as required for MED.
Status | ||||
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Medical Early LeaveParent/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)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
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
Status | ||||
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Student must be signed out on Student Release Log and have same documentation as required for MED.
Status | ||||
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Medical Late Arrival
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Documentation from Medical Professional, IEP, Documentation from teacher that work was completed. See District Guidelines on Coding for Medical Issues.
Status | ||
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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
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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. Board Approved Reasons: Attendance Notes
Status | ||||
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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
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Parent Authorized Absence
Parent provides absence note for board approved excused activity but does not provide supporting documentation. Written parent notes must be signed by the parent. To be used for full-day absences only.
Note: If for a medical reason, use PMD code
Absent
Status | ||||
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Documentation from Medical Professional, IEP, Documentation from teacher that work was completed. See District Guidelines on Coding for Medical Issues.Parent Note (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone)
Status | ||||
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Parent Authorized Absence
Parent provides absence
Status | ||||
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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
Status | ||
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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. Board Approved Reasons: Attendance Notes
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Parent Authorized Early Leave
Parent provides dismissal note for board approved excused activity but does not provide the supporting documentation for the ELV code. Student must be signed out on the Student Release log and Parent signature is required on the documentation.
Note: If absence is for medical reason, use PMEL code
Absent
Status | ||||
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Parent Note, (Must be signed by Parent/Guardian), Student Release Log, signed by Parent/Guardian.
Status | ||||
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Parent Authorized Late Arrival
Parent provides tardy note for board approved excused activity but does not provide the supporting documentation . Written parent notes for the TEX code. Student must be signed by the parent. To be used for full-day absences onlyin on the Late Arrival Log and Parent signature is required on the documentation.
Note: If absence is for a medical reason, use PMD PMLA code
Absent
Status | ||||
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Parent Note (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone)
Late Arrival Log, signed by Parent/Guardian.
Parent provides dismissal note for board approved excused activity but does not provide the supporting documentation for the ELV code. Student must be signed out on the Student Release log and Parent signature is required on the documentation.
Note: If absence is for medical reason, use PMEL code
Status | ||||
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Parent Authorized Early Leave
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Project Connect Excused
Student is homeless or in transition and has been identified by Project Connect.
Absent
Status | ||||
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Status | ||||
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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. Student must be signed in on the Late Arrival Log and Parent signature is required on the documentation.
Note: If absence is for medical reason, use PMLA code
Absent
Status | ||||
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28
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.
Status | ||
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Staggered Start Pre-K
Beginning of the Year Staggered Start
Absent
Status | ||
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Official District Calendar, Letter from School
Status | ||||
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Project Connect Excused
Student is homeless or in transition and has been identified by Project Connect.
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Parent Medical
A parental excuse for a full day of absence for a medical reason. Written parent notes must be signed by the parent. To be used for full-day absences only.
Absent
Status | ||||
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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.
Status | ||
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Staggered Start Pre-K
Beginning of the Year Staggered Start
Absent
Status | ||
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Official District Calendar, Letter from School
Parent Note (Must be signed by Parent/Guardian) , Student Absence Notification Form (Completed by staff, if taken via phone)
As of 1/10 this code is also being used when verification is received from parent/guardian that their student is exhibiting COVID symptoms.
Status | ||||
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Parent Medical Early Leave
A parental excuse for a full day of absence an early leave for a medical reason. Written parent notes Student must be signed by the parent. To be used for full-day absences onlyout on the Student Release log and Parent signature is required on the documentation.
Absent
Status | ||||
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Parent Note, (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone)
As of 1/10 this code is also being used when verification is received from parent/guardian that their student is exhibiting COVID symptoms.
statusRelease Log, signed by Parent/Guardian.
Status | ||||
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Parent Medical Early LeaveLate Arrival
A parental excuse for an early leave a late arrival for a medical reason. Student must be signed out in on the Student Release log Late Arrival Log and Parent signature is required on the documentation.
Absent
Status | ||||
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Parent Note , (Must be signed by Parent/Guardian), , Student Release Late Arrival Log, signed by Parent/Guardian.
A parental excuse for a late arrival for a medical reason. Student must be signed in on the Late Arrival Log and Parent signature is required on the documentation
Status | ||||
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Parent Medical Late Arrival
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Student Internet Connectivity Disruption
Used with a student who scheduled for remote learning cannot access the internet due to an Internet Connectivity or Technology Disruption and participate in learning opportunities.
Absent
Status | ||||
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Parent Note (Must be signed by Parent/Guardian), , Student Late Arrival Log, signed by Parent/Guardian.
Upload notification from Student or Parent/Guardian to the student Attendance Document Repository.
Used with a student who scheduled for remote learning cannot access the internet due to an Internet Connectivity or Technology Disruption and participate in learning opportunities
Status | ||||
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Student Internet Connectivity Disruption
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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. Student must be signed in on the Late Arrival Log.
Absent
Status | ||||
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Upload notification from Student or Parent/Guardian to the student Attendance Document Repository.
Student must be signed in on Late Arrival Log and have same documentation as required for EXC.
Status | ||||
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Tardy Excusedto Class
This is used when documents 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. Student must be signed in on the Late Arrival Log.Absentthat 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
Status | ||||
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Student must be signed in on Late Arrival Log and have same documentation as required for EXC.
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Teacher Attendance Entry
Status | ||||
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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.
PresentUnexcused
This is used when a student is reporting to school after the official start of the school day.
Absent
Status | ||||
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Teacher Attendance Entry
Status | ||||
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Tardy Unexcused
This is used when a student is reporting to school after the official start of the school day.
Absent
Status | ||||
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Student Late Arrival Log
Status
Status | ||||
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Transportation Wait Period
This is used when there is an absence due to a scheduling delay in district provided transportation.
This code can be used for Project Connect students or students with a Special Education plan where the bus route assignment may take a little longer to be routed.
The code can also be used for students in grades 9-12 from the day they opt-in for transportation until the start date of the transportation assignment. The Transportation 9-12 tab will indicate whether a student chose to “opt-in” for transportation.
The attendance code can be used for the entire duration that the student is not provided CCS transportation and the parent can’t bring the student to school.
As long as the student has not been assigned CCS transportation and they are eligible (and opt-in if necessary) the code can be used.
Absent
Status | ||||
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Documentation verifying delay (such as an email or written documentation of verbal conversation confirming delay) AND it is confirmed that the student is eligible for transportation.
Status | ||||
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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
Status | ||||
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N/A
Attendance Codes Associated with Behavior Resolutions
Code
Definition
Situation
Status Type
Excuse Type
Documentation Needed
Status | ||
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In School Suspension
This code applies to a student assigned to In-School Suspension status.
Present
Status | ||
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Behavior Resolution, ISS, Attendance Roster
Status | ||||
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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
Status | ||||
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See out of School Suspension Procedures Guidelines.
Status | ||||
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Disciplinary Removal
Student is removed from school pending a parent/guardian hearing
Absent
Status | ||||
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Hearing Resolution, Behavior Letter
Inactive Attendance Codes - These are codes used previous years that are not currently in use.
Code
Definition
Situation
Status Type
Excuse Type
Documentation Needed
Status | ||
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Positive Alternative for Students
This code applies to students assigned to PALS Center as a result of discipline infraction
Absent
Status | ||
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Assignment to PALS Centers in agreement with school administrator and parent.
Status | ||
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Truancy Intervention Center
Code applies to students assigned to the Truancy Intervention Center.
Absent
Status | ||
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Documentation from Truancy Intervention Center
Status | ||||
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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
Status | ||||
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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 inform the secretary via email to update the attendance if appropriate.
Status | ||||
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The secretary must enter an attendance comment when updating the attendance.
The comment shall read:"[Teacher Name]: Student did not participate”
6Frequently Asked Coding Questions and Common Coding Concerns |
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Note |
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Coding "Appointments"When a parent indicates in a phone call, attendance note, or on the Late Arrival/Early Release Log, that a student's absence was due to an "appointment", the type of appointment must be specified. The reason "appointment" is not a board approved reason for an excused absence. The appointment type, such as a doctor/dentist appointment, must be indicated. |
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Note |
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Coding "Appointments"When a parent indicates in a phone call, attendance note, or on the Late Arrival/Early Release Log, that a student's absence was due to an "appointment", the type of appointment must be specified. The reason "appointment" is not a board approved reason for an excused absence. The appointment type, such as a doctor/dentist appointment, must be indicated. |
1 | Inactive Attendance Codes - These are codes used previous years that are not currently in use. | ||||||||||||||||||||||||
2 | Code | Definition | Situation | Status Type | Excuse Type | Documentation Needed | |||||||||||||||||||
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3 |
| 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. | |||||||||||||||||||
4 |
| Truancy Intervention Center | Code applies to students assigned to the Truancy Intervention Center. | Absent |
| Documentation from Truancy Intervention Center | |||||||||||||||||||
5 |
| 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 inform the secretary via email to update the attendance if appropriate.
The secretary must enter an attendance comment when updating the attendance. The comment shall read: "[Teacher Name]: Student did not participate” | |||||||||||||||||||
6 |
| 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. | |||||||||||||||||||
7 |
| Covid-19 Exposure | Family reports student exposure. Student exposed individually or as a small group ( not a cohort exposure). Siblings/students living in the same household of a symptomatic student. | Absent |
| ANY OF THE FOLLOWING:
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8 |
| Covid-19 Exposure | Family reports student exposure. Student exposed individually or as a small group ( not a cohort exposure). Siblings/students living in the same household of a symptomatic student. | Absent |
| ANY OF THE FOLLOWING:
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9 | Present
| 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. |
| Covid-19 Positive Case Reported | Family reports positive case. | Absent |
| ANY OF THE FOLLOWING:
| 7
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10 |
| Covid-19 Exposure Family reports student exposure. Student exposed individually or as a small group ( not a cohort exposure). Siblings/students living in the same household of a symptomatic student19 Symptomatic | Student exhibits symptoms in school, as listed in COVID-19 Tracking. | Absent |
| ANY OF THE FOLLOWING:
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