Page Comparison

Staggered Start Kindergarten

Beginning of the Year Staggered Start

Absent

Official District Calendar, Letter from School

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.

Late Bus

Student has been prevented from attending class due to district provided transportation issues.

Absent

Documentation of admission to the JIC.

Late Bus

Student has been prevented from attending class due to district provided transportation issues.

Absent

Bus Route Roster/Log of Late Bus Route Roster/Log of Late Busses, Documented Verification with Transportation Office

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

Statuscolour

Absent

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.

1714

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.

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 Board Policy 5200: Attendance

Absent

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

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.

Parent Death of Relative

Parental excuse for death of relative, but does not provide copy of Obituary, Memorial Card or Copy of Death Certificate. 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

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 Absence Notification Form (Completed by staff, if taken via phone).

Staggered Start Pre-K

Beginning of the Year Staggered Start

Absent

Official District Calendar, Letter from School

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

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

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

Absence Notification Form (Completed by staff, if taken via phone)

Student is homeless or in transition and has been identified by Project Connect

Project Connect Excused

Parent Medical Early Leave

A parental excuse for an early leave for a medical reason. Student must be signed out on the Student Release log and Parent signature is required on the documentation.

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

Parent Medical Late Arrival

A parental excuse for a full day of absence late arrival for a medical reason. Written parent notes 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.

Absent

Parent Note (Must be signed by Parent/Guardian), Student Absence Notification Form (Completed by staff, if taken via phone)
As of 1/10/2022 this code is also being used when verification is received from parent/guardian that their student is exhibiting COVID symptoms.

Late Arrival Log, signed by Parent/Guardian.

A parental excuse for an early leave for a medical reason. Student must be signed out on the Student Release log and Parent signature is required on the documentation.

Parent Medical Early Leave

Parent Safety Determination

Parental excuse for absence due to parent concerns over student safety.

Absent

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

Absence Notification Form (Completed by staff, if taken via phone)

A parental excuse for a late arrival for a medical reason

Parent Medical Late Arrival

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 520. Student must be signed in on the Late Arrival Log and Parent signature is required on the documentation.

Absent

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

Student must be signed in on Late Arrival Log and have same documentation as required for EXC.

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

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

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

Teacher Attendance Entry

Tardy ExcusedUnexcused 

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

. 

Absent

Student must be signed in on Late Arrival Log and have same documentation as required for EXC.

29

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.

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

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.

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

Attendance Codes Associated with Behavior Resolutions

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

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.

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.

Absent

N/A

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.

Disciplinary Removal

Student is removed from school pending a parent/guardian hearing

Absent

Hearing Resolution, Behavior Letter

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.

Disciplinary Removal

Student is removed from school pending a parent/guardian hearing

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.

Truancy Intervention Center

Code applies to students assigned to the Truancy Intervention Center.

Absent

Documentation from Truancy Intervention Center

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. 

"[Teacher Name]: Student did not participate”

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

Hearing Resolution, Behavior Letter

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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 (5200.01). 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.