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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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Frequently Asked Coding Questions and Common Coding Concerns

  • 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). 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 PMEL. This code should be changed to MEL 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. The documentation required for this code is: Nationwide Children’s Hospital Average Daily Membership (ADM) Report or Notification letter/email from CCS teachers at NCH or program supervisor.

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

  • 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 must 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.

  • Court Excuse* - Court documentation must have student’s name as appearing or needing to be a witness. Attending with a family member is not an excusable absence.


Note

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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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

3

Status
titlePALS


Positive Alternative for Students

This code applies to students assigned to PALS Center as a result of discipline infraction

Absent

Status
titleExempt

Assignment to PALS Centers in agreement with school administrator and parent.

4

Status
titleTIC


Truancy Intervention Center

Code applies to students assigned to the Truancy Intervention Center.

Absent

Status
titleExempt

Documentation from Truancy Intervention Center

5

Status
colourRed
titleTPD

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
colourRed
titleUnexcused

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
colourYellow
titleImportant

The secretary must enter an attendance comment when updating the attendance. 

The comment shall read: 

"[Teacher Name]: Student did not participate”


6

Status
colourGreen
titleVPRT

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

Status
colourGreen
titleExcused

Student Absence Change Request Form or email documentation from the teacher or building administrator. 

7

Status
colourGreen
titleC19E

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

Status
colourGreen
titleEXCUSED

ANY OF THE FOLLOWING:

  • Printed email from Parent/Guardian,

  • Student Absence Notification Form,

  • Absence form from the nurse (Health Services only),

  • Copy of “Parent Letter for Students Sent Home”,

  • Documentation from doctor if provided, but not required.

  • Infinite Campus Tracking Tab

8

Status
colourGreen
titleC19E

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

Status
colourGreen
titleEXCUSED

ANY OF THE FOLLOWING:

  • Printed email from Parent/Guardian,

  • Student Absence Notification Form,

  • Absence form from the nurse (Health Services only),

  • Copy of “Parent Letter for Students Sent Home”,

  • Documentation from doctor if provided, but not required.

  • Infinite Campus Tracking Tab

9

Status
colourGreen
titleC19P

Covid-19 Positive Case Reported

Family reports positive case.

Absent

Status
colourGreen
titleEXCUSED

ANY OF THE FOLLOWING:

  • Printed email from Parent/Guardian

  • Student Absence Notification Form

  • Absence form from the nurse (Health Services only)

  • Copy of “Parent Letter for Students Sent Home”

  • Documentation from doctor if provided, but not required.

  • Infinite Campus Tracking Tab

10

Status
colourGreen
titleC19S

Covid-19 Symptomatic

Student exhibits symptoms in school, as listed in COVID-19 Tracking.

Absent

Status
colourGreen
titleEXCUSED

  • Absence form from the nurse (Health Services only)

  • Copy of “Parent Letter for Students Sent Home”

  • Infinite Campus Tracking Tab

11

Status
colourGreen
titleDNI
Removed 6/27/24

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

Status
colourGreen
titleEXCUSED

12

Status
colourGreen
titleFICD
Removed 6/27/24

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

Status
colourGreen
titleExcused

Document email from teacher notifying of the ICD in your daily attendance file (digital).

13

Status
colourGreen
titleJICQ
Removed 6/27/24

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
colourGreen
titleEXCUSED

Documentation of admission to the JIC.

14

Status
colourGreen
titlePAA
Removed 6/27/24

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
colourGreen
titleExcused

Parent Note (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone)

15

Status
colourGreen
titlePAEL
Removed 6/27/24

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
colourGreen
titleExcused

Parent Note, (Must be signed by Parent/Guardian), Student Release Log, signed by Parent/Guardian.

16

Status
colourGreen
titlePALA
Removed 6/27/24

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
colourGreen
titleExcused

Parent Note (Must be signed by Parent/Guardian), Student Late Arrival Log, signed by Parent/Guardian.

17

Status
colourGreen
titleSICD
Removed 6/27/24

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
colourGreen
titleExcused

Upload notification from Student or Parent/Guardian to the student Attendance Document Repository.

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