This guidance provides assistance to schools for the use of attendance codes to record student attendance. The reason for attendance and The reason for an absence and the type of documentation received determine determines which attendance code to use.
Attendance events are modified when the reason code or comments are changed. This happens when the school receives either written or verbal notification of the reason for the absence.
With the exception of Absent Unknown and Absent Unexcused, a detailed comment must be entered in each period for the respective excuse codecodes are used to document a student absence.
For example, a teacher providing a list of students on a field trip would be coded as ‘CLS’ or Class Excused.However, a student who has a full day of absence for a medical reason and has documentation of the event received from the parent only would be PMD.
A comment must be entered when any attendance code is used, except for Absent Unknown and Absent Unexcused (UNX). The comment should be entered in each period that is affected by the absence.
Attendance events need to be modified when the reason for the absence or comments are changed.
Only building and substitute secretaries receive training on coding absences. Building staff, including administrators do not receive this training. If there are questions about attendance coding the SDS for the building should be consulted.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.
If an attendance event or code needs to be changed, see the guidelines here for more details on changing an attendance code.
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Frequently Asked Coding Questions and Common Coding Concerns |
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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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| 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 |
| Covid-19 Positive Case Reported | Family reports positive case. | Absent |
| ANY OF THE FOLLOWING:
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| 10 |
| Covid-19 Symptomatic | Student exhibits symptoms in school, as listed in COVID-19 Tracking. | Absent |
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| 11 |
| 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 |
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| 12 |
| 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 |
| Document email from teacher notifying of the ICD in your daily attendance file (digital). | ||||||||||||||||||
| 13 |
| 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 |
| Documentation of admission to the JIC. | ||||||||||||||||||
| 14 |
| 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 |
| Parent Note (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone) | ||||||||||||||||||
| 15 |
| 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 |
| Parent Note, (Must be signed by Parent/Guardian), Student Release Log, signed by Parent/Guardian. | ||||||||||||||||||
| 16 |
| 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 |
| Parent Note (Must be signed by Parent/Guardian), Student Late Arrival Log, signed by Parent/Guardian. | ||||||||||||||||||
| 17 |
| 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 |
| Upload notification from Student or Parent/Guardian to the student Attendance Document Repository. | ||||||||||||||||||
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