Content Comparison

The Attendance Accountability Committee has developed and adopted specific forms for the collection and documentation of attendance information. 

Students who arrive after the official start of school are considered tardy and must sign in or check in using the attendance kiosk if applicable. Students who leave before the official end of the school day must be signed out or check out using the attendance kiosk if applicable.  Remind parents that we require the following information to be recorded on each log:

• Students First and Last Name (not initials)

• Time of arrival

• Reason for late arrival/early leave”

• Parent/Guardian Signature

Late Arrival Logs

These logs are required and are used to record the date and time student's students arrive to school after the start of the school day if they are not using the kiosk. 

To correctly calculate the minutes a student was absent, when recording late arrivals in the Attendance Wizard:

• Elementary Schools use Check-In Mode – student must be marked absent in Infinite Campus first to use this feature.

• Secondary Schools use Batch Mode - add the time and reason in the comments section.

Late Arrival logs must be set out daily with the school name and current date indicated at the top of each page. 

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Student Release Logs

These logs are required and are used to record the date and time students are released from school before the end of the school day .   if they are not using the kiosk.

To correctly calculate the minutes a student was absent, when recording early releases in the Attendance Wizard:

• Elementary Schools use Check-Out Mode

• Secondary Schools use Batch Mode - add the time and reason in the comments section.

Student Release logs must be set out daily with the school name and current date indicated at the top of each page. 

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Student Absence Notification Form

Schools are required to keep records of every excused and unexcused absence for each student. This form is completed by ANY STAFF MEMBER who records a verbal notification of an absent reason from the Parent/Guardian, such as a phone call to the school.

Parents and guardians should call the school to report a student’s absence before 9:30 AM for elementary schools and 7:30 AM for secondary schools, for each day a student is absent. This form is completed by any staff member to record the verbal notification of an absent reason. The school must maintain documentation of every phone call used to modify an attendance event.The District reserves the right to request additional information to excuse any absence. It’s critical that students check in with the Attendance Office when they arrive. The completed form must be uploaded to the Student's Attendance Repository.

Request For Principal Approval Of An Excused Absence Form

This form can only be approved and signed by the Building Principal.

Download and type your school name into the top field.

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Absence excuse received more than one week from the date of absence - The parent or guardian must supply the school with a verbal or written excuse within one week of the student’s return. Any verbal or written excuse provided after this time will not be accepted unless approved, in writing, by the principal. If no valid excuse is received, the absence will be considered unexcused, which may result in a referral to juvenile court for educational neglect or truancy.

Parent Authorized Absence Limit of 9 has been reached -  A maximum of nine (9) student absences from school may be considered excused with parental notification. After nine (9) absences, additional information and/or documentation in addition to the parent notification may be required in order for the absence to be excused. Documentation shall be reviewed by the principal. If approved by the Principal the  The absence will be coded as EXC (Excused)using the attendance code marked by the building principal at the bottom of the Request For Principal Approval Of An Excused Absence Form.

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 should be changed to EXC (Excused) The absence will be coded using the attendance code marked by the building principal at the bottom of the Request For Principal Approval Of An Excused Absence Form.

Not Otherwise Specified - There are instances, not outlined in Board Policy, but are circumstances that may warrant an excused absence (i.e. court appearance, Charity Newsies appointment, Immigration appointment, etc.). These absences will require the use of the attached Principal Approval Form and if approved by the Principal, the . The absence will be coded as EXC (Excused) for an all day absence; TEX (Tardy Excused) for a late arrival; ELV (Early Leave Excused) for an early leave.  using the attendance code marked by the building principal at the bottom of the Request For Principal Approval Of An Excused Absence Form.

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

The completed form must be uploaded to the Student's Attendance Repository.

Info

Signature Required

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Class Excused Form

Student The student is not physically present in class but is participating in a school-approved activity.  Staff will complete this form to capture when a student is absent from class, due to receiving authorized services within the school day. The completed form must be uploaded to the Student's Attendance Repository. 

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Health Services Form to Excuse Student Absence

A Student Absence Excuse form This form is only to be used by school nurses and health services staff when excusing a student from school. This is a standardized form and will be used district-wide.  The completed   This form must should be uploaded to the Student's Attendance Repositoryfiled in the student’s attendance repository when complete.

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VCAP Sign-In/Sign-Out Daily Log

Due to Internal Audit review of appropriate supervision during the 2017-18 school year, attendance logs must be kept as follows according to the standards below, in order to address our deficiency as of November 26, 2018.

• All logs are to be kept on a daily basis.  (See attached log that is to be used.)  

• All logs are to be scanned and emailed or hand delivered to the attendance secretary at each individual High School within two school days of the VCAP lab closing. 

• All after-school VCAP teachers are responsible for entering their positive attendance into the student information system on a daily basis. 

• The sign-in/sign-out logs should be stored in the attendance office for daily attendance and made available to the SDCS’s and other management team members in order to complete quarterly and periodic checksrespective Daily Attendance File.

• During boot camps or any weekend activities, a sign-in/sign-out log should be maintained and scanned and emailed or hand delivered to the attendance secretary at each individual high school within two school days of the VCAP Boot Camp ending time.