Page Comparison

Attendance Codes 

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.

Covid-19 Exposure

Family reports student exposure.

Absent

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.

Covid-19 Positive Case Reported

Family reports positive case.

Absent

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.

Covid-19 Symptomatic

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

Absent

• Absence form from the nurse (Health Services only)

• Copy of “Parent Letter for Students Sent Home”

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.

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.

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 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”

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).

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.

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

• 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 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).

• Late Arrival because CCS Transportation did not come - See Guidelines for Coding Attendance Due to Transportation Issues

• 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.