Pierce County Schools. Pierce Truancy Reduction Protocol. Dr. Joy B. Williams Superintendent

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1 Pierce County Schools Pierce Truancy Reduction Protocol Dr. Joy B. Williams Superintendent Mark Dixon Melvin Johnson Pat Park Ken Jorishie Russell Bell 1

2 Pierce County Truancy Reduction Protocol 2005 Purpose: This document includes a protocol for addressing and decreasing the incidence of truancy in Pierce County in accordance with the references below. This protocol reflects commitments that various local agencies, offices, and individuals have made to promote the educational progress of children and families in Pierce County. Background: In accordance with O.C.G.A , the chief judge of the superior court of each county shall establish a student attendance protocol committee for its county. The purpose of the committee shall be to ensure coordination and cooperation among officials, agencies, and programs involved in compulsory attendance issues, to reduce the number of unexcused absences from school, and to increase the percentage of students present to take tests which are required to be administered under the laws of this state. Furthermore, the committee shall adopt a written student attendance protocol for its county school system. The protocol shall outline in detail the procedures to be used in identifying, reporting, investigating and prosecuting cases of alleged violations of Code Section , relating to mandatory school attendance. The protocol shall outline in detail methods for determining the causes of failing to comply with compulsory attendance and appropriately address the issue with children and their parents or guardians. The protocol shall also include recommendations for policies relating to tardiness. Truancy Reduction Protocol Committee: This committee includes representatives of the following entities: Pierce County State Court Pierce County Juvenile Court Pierce County District Attorney s Office Georgia Department of Juvenile Justice Pierce County Board of Education Pierce County Sheriff s Office Pierce County Department of Family and Children Services Pierce County Health Department Pierce County Family Connections Pierce County Solicitor Blackshear Chief of Police Patterson Chief of Police Satilla Community Services Superintendent of Pierce County Schools Magistrate Principals 2

3 Definitions: Early Dismissal a student is dismissed early from class/school when he/she leaves the school premises prior to the end of the scheduled school day. Excused Absence As stated in the Georgia Board of Education Policy, student absences from school shall be counted as excused under the following circumstances, as a minimum: 1. Personal illness or attendance in school endangering a student s health or health of others; 2. A serious illness or death in the student s immediate family necessitating absence from school; 3. Celebrating religious holidays observed by the student s faith, necessitating absence from school; 4. A court order or an order by a governmental agency, including pre-induction physical examinations for service in the armed forces, mandating absence from school; 5. Conditions rendering school attendance impossible or hazardous to student health or safety; 6. Registering to vote or voting in a public election (not to exceed one day) The Principal has the authority to require additional proof of the legitimacy of the excuse. For example, the Principal may require doctor s statements justifying the absence of the student, and may require proof that the child s condition rendered the child incapable of attending school. Excuses must be submitted within 3 school days of the date of absence. (The school will receive any excuses after that period but will not change the absences to excused.) Unexcused Absence - the reason for a student being absent does not meet the established criteria set forth in the school board policy for consideration of excused absences. Parent - for purposes of this Protocol, the term Parent may include any adult who has charge and control over the child, including a biological, adoptive, foster, or step-parent, a guardian or any other person who has control or charge of the child s attendance at school. Tardy to Class a student is tardy to class when he/she arrives to class after the tardy bell. Tardy - Elementary, middle and high school students will be tardy to school when he/she arrives after the designated time of the tardy bell. Excused Tardy includes events that are physically out of the student s control such as an accident, road closings, power outage, illness, or principal s discretion. Unexcused Tardy includes over-sleeping, traffic too heavy, errand for parents, delayed at train crossing and other avoidable circumstances. Truant any child subject to compulsory attendance who during the school calendar year has more than five days of unexcused absences. Unruly Child a child who is habitually and without justification truant from school. 3

4 Pierce County School System Attendance Goal: Students should not miss more than ten (10) days of school each school year five per semester for grades 9 through 12. Days not in attendance because of official suspension or expulsion shall not be counted toward this limit. Students placed in hospital/homebound program shall be considered present in accordance with the policies and procedures governing the administration of the hospital/homebound program. Students in grades K-8 who are absent from the same class more than ten (10) times during a school year for any reason may risk being retained when attendance is considered with other factors outlined in school policy. Students in grades 9-12 who are absent from the same class more than 5 times per semester for any reason may lose course credit unless the course grade average is 70 or higher. As well, the consequences outlined in O.S.G.A. Code still apply. Tardiness/Early Checkouts: Each school will develop policies and procedures for reducing tardiness and early checkouts. A progressive system should be incorporated in each school whereby appropriate consequences increase based on the number of events. Rewards Program: Each school system will establish an incentive program to motivate students to improve their attendance. ATTENDANCE AND THE TEEN-AGE DRIVER RESPONSIBILITY ACT State law requires schools to report to the Department of Public Safety monthly enrollment, attendance and suspension information regarding students who are between the ages and who have: 1. Dropped out of school. 2. Had more than ten (10) school days of unexcused absences in any semester. 3. Been suspended from school for harming a teacher or other school personnel, possession or sale of drugs or alcohol on school property, possession or use of a weapon as defined in Code Section on school property, any sexual offense prohibited under Chapter 6 of Title 16 of state law, or causing substantial physical or visible bodily harm to or seriously disfiguring another person, including another student. This act states that a previously issued driver permit or license shall be suspended for minors with any of the violations listed above. Drivers License Denial The Pierce County Board of Education requires the local school s administrator to use his or her best efforts including certified mail to notify students age 14 and older when the student has seven (7) unexcused absences pursuant to O.C.G.A regarding the denial of the student driver s permit and license. (Attachment B) STUDENT CODE OF CONDUCT PROGRESSIVE DISCIPLINE PROCEDURES When it is necessary to impose discipline, school administrators and teachers will follow a progressive discipline process. The degree of discipline to be imposed by each school official will be in proportion to the severity of the behavior of a particular student and will take into account the student s discipline history, the age of the student and other relevant factors. 4

5 The Code of Conduct provides a systematic process of behavioral correction in which inappropriate behaviors are followed by consequences. Behaviors which will result in disciplinary procedures include failure to comply with compulsory attendance, unexcused absences, chronic tardiness, skipping class, leaving campus without permission. Procedures Notification of Policy By September 1 of each school year or within thirty (30) school days of a student s enrollment in the Pierce County School System, the parent, guardian, or other person having control or charge of each student enrolled in school must sign a statement indicating receipt of the school s student handbook and is aware of the included Code of Conduct s disciplinary procedures stating possible consequences and penalties for failure to comply with the attendance policy and procedures. In addition, students age ten or older by September 1 must sign a statement indicating receipt of written statement of possible consequences for non-compliance to the local system s policy. Absences During the School Year 1. Any student who has been absent from school shall bring a note signed by the parent or guardian explaining the reason for the absence. The note is due to the designated staff member the day the student returns to school. 2. Individual students who have situations necessitating their absence from school for a portion of the school day must be present for one half of the instructional day to be counted present for the day. However, the student will be counted absent from those classes that are missed due to the late arrival or early dismissal. When a student is to be excused for a portion of the school day, the student shall be released only to a legal parent or guardian, to a person properly identified to school authorities, or upon written request or verified telephone call from the parents. 3. Absences shall not penalize student grades if the following conditions are met: a. Absences are justified and validated for excusable reasons. b. Make-up work for excused absences is completed satisfactorily. Excessive Absences The following provisions apply to absences during a school year: 1. Days students are absent due to out-of-school suspension shall not count as unexcused absences for the purposes of determining truancy (S.B.O.E ). 2. After Three (3) Absences: The teacher will contact the parent or guardian by telephone or parent conference regarding attendance when possible. If contact is unsuccessful, then a letter or postcard will be sent. 5

6 3. After Five (5) Absences: a. Excused Absences: The teacher will contact the parent or guardian by telephone or parent conference regarding attendance when possible. If contact is unsuccessful, then a letter or postcard will be sent. b. Unexcused Absences: After two reasonable attempts to notify the parent, guardian, or other person who has control or charge of a child of five unexcused absences without response, the school shall send a notice to such parent, guardian, or other person by certified mail, return receipt requested. The letter is to include a copy of the Compulsory Attendance Law (O.C.G.A ) (Attachment A) 3. After seven (7) absences a. Excused: A letter will be sent from a school administrator to the parent or guardian regarding attendance. This letter should not be sent for a child with documented illness unless the school s administration and /or the school social worker determine it necessary. b. Unexcused absences: A mandatory conference with the parent and the principal or the principal s designee. If a parent does not attend the conference, there will be an automatic referral to the social worker. c. Unexcused absences by students 14 years old and older, schools shall notify students they have only three (3) unexcused absences remaining prior to violating the attendance requirements contained in subsection (a.1) of O.C.G.A (Attachment A) 4. After ten (10) Absences: a. Excused: A school administrator or his/her designee shall confer with the school social worker to determine if the excused absences are legitimate or if further interventions are necessary. b. Unexcused: A referral shall be made by the principal or his/her designee to the school social worker using the school social work form (Attachment C). When a referral is made to the school social worker, the school principal must sign the form and all relevant correspondence and documentation must be attached. The social worker will work with the student and family in order to address the attendance problem. The social worker shall involve agencies and services such as mental health, social service agencies, clinic assistant or school nurse, student and parent groups, and Department of Family and Children Services. If the social worker interventions are unsuccessful, a complaint/warrant shall be filed in the appropriate court of law. 6

7 STUDENT WITHDRAWALS Administrators in the Pierce County School System are authorized to withdraw a student who: Has missed more than ten (10) consecutive days of unexcused absences (administrators need to make a valiant effort to determine cause(s) of absence); Is not subject to compulsory school attendance; and Is not receiving instructional services from the local school system through homebound instruction or instructional services required by the federal Individuals with Disabilities Education Act (IDEA). Parental Notification of Student Withdrawal The Principal or his/her designee shall use his or her best efforts to notify the parent(s), guardian(s), or other person(s) who has charge of a student if the school system plans to withdraw such student who is younger than 18 years of age and is not subject to compulsory school attendance. The school system is authorized to withdraw a student subject to compulsory attendance if the local superintendent or the superintendent s designee has determined the student is no longer a resident of the local school system or is enrolled in a private school or home study program. PIERCE COUNTY SCHOOL SYSTEM ATTENDANCE CHECKLIST (Steps to be taken prior to Court referral) 1. Before any court referral is considered, contact should have been initiated with students and their families, including a home visit or other forms of direct contact (phone call) with the family (where a home visit is not possible or appropriate). 2. For families where there has been little or no direct contact, court referrals should be considered where the family has consistently failed to comply with appointments or refused to work with school personnel. 3. Court referral will also be considered in cases where students are not attending school at all and no resolution can be reached; in cases where poor attendance is ongoing over a period of time and no sustained improvement is seen, and in certain cases where tardiness is a chronic problem in certain cases where students chronically leave school early. 4. If there is no improvement, the school social worker shall submit a Juvenile Court Truancy Complaint and may seek prosecution of the parent in the designated court. 5. The social worker or designated school official is expected to attend hearings at the designated court. 7

8 ATTACHMENT A 5 Days Unexcused Letter School Letterhead Parent name Address Date To the parent(s)/guardian(s) of: In compliance with Georgia Law (Official Code of Georgia Annotated (O.C.G.A.) Section ), this letter is to notify you that our school records indicate your child has missed unexcused days of school this school year. Your child has missed excused days of school this school year. Total days missed is days of school. O.C.G.A. Section requires any person in this State who has control or charge of a child between the ages of six and sixteen to enroll and send that child to school, including public, private and home schooling. This law further states that any parent, guardian, or other person residing in this state who has control or charge of a child or children and who shall violate this Code section shall be guilty of a misdemeanor and, upon conviction thereof, shall be subject to a fine not less than $25.00 and not greater than $100.00, imprisonment not to exceed 30 days, community service, or any combination of such penalties, at the discretion of the court having jurisdiction. Each day s absence from school in violation of this part after the child s school system notifies the parent, guardian, or other person who has control or charge of a child of five unexcused days of absence for a child shall constitute a separate offense. If you feel as though our records are in error and/or you wish to schedule an appointment to discuss this information, please contact at. Sincerely, Principal 8

9 ATTACHMENT B School Letterhead Drivers License Letter Parent name Address Date To the parent(s)/guardian(s) of In accordance with the Official Code of Georgia Annotated (O.C.G.A.), section , the instructional permit or driver s license will be suspended for one full year or until the student reaches the age of 18 for the following: student drops out of school; student has 10 school days of unexcused absences (not necessarily consecutive) in a semester or two consecutive quarters; is suspended from school for threatening, striking or harming a teacher or school office, possession or sale of alcohol or drugs on school property, possession or use of weapon on school property or any sexual offense. According to the attendance records at our school, your child has seven (7) unexcused absences. The intent of this letter is to officially notify you in accordance with the provision of Georgia law that states that the school system will use their best efforts to notify any child 14 years of age or older who has only three absences remaining prior to violating the attendance requirements contained in subsection (a.1) of Code Section In accordance with this same law, if your child reaches 10 unexcused absences, his/her name, current address, and social security number, will be sent through the proper chains to the Department of Motor Vehicle Safety for violating this law and for their action. If you feel as though this information is incorrect, please contact at this school at. Sincerely, Principal 9

10 Pierce County Schools Social Work Referral ATTACHMENT C Student Name Date of Birth School Grade Special Education Yes No Name/Title of Referring Person Date of Referral Parent or guardian Address Phone Student lives with: ( ) both parents ( ) father ( ) mother ( ) other Mother s employer Phone Father s employer Phone Emergency phone if no home phone Problem: (Check appropriate items) Abuse Deprivation Economic Pregnancy Academic Drop out Family Health Attendance Drug abuse School discipline Delinquent Emotional Referral to special education Briefly describe problem. (If attendance, attach all documentation of student s attendance record.) What has been attempted? (Check all that apply.) Letter to parent Referral to office Conference with parent(s) Referral to SST Phone contacts Referral to special education Conference with student Has the parent been informed of this referral yes no For office use only Date received Revised 5/05 10