Attendance Codes SY 24/25

The reason for an absence and the type of documentation received determines which attendance codes 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. 

1

Attendance Codes 

2

Code

Definition

Situation

Status Type

Excuse Type

Documentation Needed

3

CLS



Class Excused

Student not physically present, but is participating in a school approved activity. 

Present

Exempt



Attendance  Roster  of  School Structured Activity (Field Trip, Extra Curricular Club, Off Campus Event), Attendance Roster of Athletic Team 

4

DR



Death of Relative

Death of immediate family member or relative. 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

Excused

Copy of Obituary, Memorial Card or Copy of Death Certificate.

5

EXC



Excused Absence

Verified student absences. Student excuse note required to document absence.

Absent

Excused

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. 

6

ELV



Early Leave

Parent/Guardian signs a student out of school and  provides documentation that supports excused absence.

Absent

Excused

Student must be signed out on Student Release Log and have same documentation as required  for EXC.

7

EUX



Early Leave Unexcused

Parent/Guardian signs a student out of school and fails to provide documentation of excused absence.

Absent

Unexcused

Student Release Log

8

FCE



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

Excused

Addendum D of the ICCA (Individual Childcare Agreement) or  court documentation. 

9

HOM



Home Instruction or Home Tutoring

This code applies to students absent from school and assigned home instruction by the Home Instruction Office or Home Tutoring, and have a Secondary Enrollment to Home Instruction or Home Tutoring.

Absent

Exempt

Home  Instruction Approval Letter  and Secondary Enrollment to Home Instruction or Home Tutoring.

10

INS



Institutionalized

Code applies to those students admitted to a psychiatric hospital, treatment center, or substance abuse facility.

Absent

Exempt

Court Documents, Facility Document

11

KDG

Staggered Start Kindergarten

Beginning of the Year Staggered Start

Absent

Exempt

Official District Calendar, Letter from School

12

LB

Late Bus

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

Absent

EXCUSED

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

13

MED

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

EXCUSED

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.

 

14

MEL

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

EXCUSED

Student must be signed out on Student Release Log and have same documentation as required  for MED.

15

MLA

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.

Absent

EXCUSED

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

16

MAH



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

Excused

Documentation from Medical Professional, IEP, Documentation from teacher that work was completed.  See District Guidelines on Coding for Medical Issues.

17

NCH

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

Exempt

Nationwide Children’s Hospital Average Daily Membership (ADM) Report or Notification letter/email from CCS teachers at NCH or program supervisor.

18

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

19

PCE



Project Connect Excused

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

Absent

Excused

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.

20

PDR Added 6/27/24

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

Excused

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

21

PK



Staggered Start Pre-K

Beginning of the Year Staggered Start

Absent

Exempt

Official District Calendar, Letter from School

22

PMD

Parent 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

Excused

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

23

PMEL

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

Excused

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

24

PMLA

Parent Medical Late Arrival

A parental excuse for a late arrival for a medical reason. Student must be signed in on the Late Arrival Log and Parent signature is required on the documentation.

Absent

Excused

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

25

PSD Added 6/27/24

Parent Safety Determination

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

Absent

Excused

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

26

TEX



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.

Absent

Excused

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

27

TTC



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