Columbus City Schools Board Policy 5200 - Attendance Absence states that a maximum of nine (9) student absences from school will 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. Such documentation may include but is not limited to, written statements from a physician, dentist, or licensed mental health provider; a social services agency if the student was receiving consultation or services; or a college or university admissions office if a student was absent for a college visit.

Documentation shall be reviewed by the Principal. Based upon the evidence presented, the Principal shall either excuse the absence or cause the absence to be marked as unexcused. Forms shall be provided to the Principal. The Principal shall sign and date the form and retain the original on file. 

When a parent or guardian provides an absence excuse/note that has a Board approved reason for the absence, and has not exceeded the maximum (9) allowed, then the absence can be coded as:

• PSD – Parent Safety Determination - Parental excuse for absence due to parent concerns over student safety.

• PDR – Parental excuse for absence due to death of a relative.

• PMD – Parent Medical – Full Day Absence for medical reason

• PMEL – Parent Authorized Early Leave – for a medical reason

• PMLA – Parent Authorized Late Arrival – for a medical reason

For full descriptions of each code, look at the 24-25 Attendance Codes

Any additional parent notes must be given to the Principal to review, along with a Request for Principal Approval of an Excused Absence Form. 

Once the student has reached their (9) Parent Authorized Absence limit, a PA Limit Reach Flag must be added to the student’s information in Infinite Campus. If the flag is not added, you will receive a Certify violation on your score card.  Enter the flag to resolve this violation. If a student brings in higher documentation, such as a doctor’s note, for an absence, the absences should be edited from a parent authorized absence to an appropriate excused code such as MED.

How to enter a PA Limit Reach Flag

When students have accrued 9 Parent Authorized Absent codes, a flag can be started.  To view a list of students who have 4 or more equivalent days of Parent Authorized Absences staff can generate the ‘Parent Authorization Verification’ report.  This report can be found by clicking Main Menu > Attendance Office > CCS Attendance Reports > Parent Authorization Verification.

Open

The Parent Authorization Verification Report will run a list of students who have 4 or more equivalent days of the Parent Authorized Absences.  It includes absences on any calendar during the current school year.  Running this report regularly will help you identify which students are close to their 9 Parent Authorized Absence limit. The report requires that users select the ‘Grade Level’ of the students they wish to view.  All grade levels can be selected to run on one report as seen in this graphic.

Open

Once the students over their parent authorized absences have been identified, follow the directions below to add a flag.

1. Search for the student.

2. Click Main Menu > Student Information > Flags

3. Click New at the top of the screen.  The Student Flag Detail window will open. 

4. Select the flag “PA LIMIT REACHED” from the drop-down menu. (Hit the letter “P” on your keyboard)

5. Enter the current date in the Start Date field.

6.  Enter the end date – It is recommended that you put the last day of school. The PA LIMIT REACHED flag will expire on the last day of the school year or, if the student brings documentation that lowers the number of absences to less than 9. If this occurs, open the entered flag, and change the date from the end of the school year to the date the documentation was turned in. Failure to enter an end date will result in the flag rolling over to the next school year.

7. Click Save.  The flag will display next to the student’s name after refreshing the page.

Students with fewer than 9 days equivalent Parent Authorized Absent Minutes must have PA Limit Flag ENDED.

Users will receive a Certify notification when students have a PA Limit Reached flag but do not have an accumulation of 9 Parent Authorized Absences.  If this notification is received, end date the PA Limit Reached flag.

Classic Look

PATH: Index > Attendance > Reports > Parent Authorization Verification 

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