STUDENT ATTENDANCE REGULATION 5100R Grade Levels 9-12 The learning experience requires more than textbooks, workbooks and worksheets. The most important learning resource any student can have is the interaction between the teacher and the students in a class. A student who misses class cannot duplicate this learning environment: independent study or one-onone sessions with a teacher will not yield the same richness of experience. It is imperative, then, that class attendance be a priority and that absenteeism be strictly limited. Each student has the responsibility to attend all classes and to participate fully in class activities and experiences. Further, it is each student s responsibility to make up all classes from which he/she has been absent. Parents have the responsibility to see to it that their children understand the importance of class attendance and to monitor their children s attendance. It is this belief in the unarguable connection between attendance and success at learning which has moved us to develop the following attendance procedures for students at the John C. Birdlebough High School. The following requirements shall be in effect concerning student class attendance in grades nine through twelve: 1. a. 1992-1993 School Year A student s attendance for the first semester of the 1992-1993 school year shall be determined under the policy in force at the beginning of the 1992-1993 school year. The second semester of the 1992-1993 school year will be governed by the terms of this procedure. During the second semester of the 1992-1993 school year a student will be required to have no more than twelve (12) absences from a course. b. Subsequent School Years During all subsequent school years, students will be required to have no more than eighteen (18) absences from a full year course or nine (9) absences from a semester course. c. For the purpose of these attendance procedures, physical education shall be considered a semester course.
2. There is no differentiation between types of absences for class attendance procedure purposes. 3. The consequences of failure to meet the required class attendance are as follows: a. unless the student has made up for class absences pursuant to the makeup opportunities provided below, no credit shall be given for a course and the student shall receive an Incomplete ; 5100-R.1 b. written assignments, quizzes, examinations or other course work submitted by the student after failing to meet the class attendance requirements will not be graded unless the student obtains a favorable resolution on appeal from the denial of credit pursuant to the appeal procedures described in section 11 of these procedures (below); and c. the student must remain in class for the minimum requirement outlined in section 10(b) and (c) (below). 4. An absence from class shall be defined as entering a class late by missing twenty (20) minutes or more OR missing the entire class. 5. A student shall be considered in attendance if the student is: a. physically present in the classroom; b. working under the direction of the teacher outside the classroom; or c. receiving homebound instruction. 6. This procedure is intended to be administered in each individual course by each teacher. When a student is absent from class the appropriate action as identified in section 7 (below) will be administered. Individual teachers must document each absence in their records. Teachers will record student attendance on the report card each quarter for all students. 7. Notification Procedure a. 1992-1993 School Year - Second Semester 1st Notification - on 4th absence - a letter to responsible parent/guardian, initiated by teacher, with copies to appropriate administrator and counselor, sent home and student contact made by counselor; 2nd Notification - on 9th absence - conference with student, parent/guardian, teacher(s), guidance counselor, Assistant Principal
and/or Building Principal. Guidance counselor will initiate conference; and 3rd Notification - on 13th absence - certified letter deliverable only to responsible parent/guardian, sent home stating student shall receive an Incomplete for the course, subject to appeal to the Principal. b. Subsequent School Years - Full Year Course 1st Notification - on 5th absence - a letter to responsible parent/guardian, initiated by teacher, and sent home by appropriate administrative office, with copies to guidance; 2nd Notification - on 10th absence - a letter to responsible parent/guardian, initiated by teacher, with copies to appropriate administrator and counselor, sent home and student contact made by counselor; 3rd Notification - on 15th absence - conference with student, parent/guardian, teacher(s), guidance counselor, Assistant Principal and/or Principal. Guidance counselor will initiate conference; and 4th Notification - on 19th absence - certified letter deliverable only to responsible parent/guardian, sent home stating student shall receive an Incomplete for the course, subject to appeal to the Principal. 5100-R.1 One Semester Course and 1st Notification - on 4th absence; 2nd Notification - on 7th absence (same as 3rd for full year course); 3rd Notification - on 10th absence (same as 4th for full year course). 8. The administration reserves the right to refuse to let a student sit for any Regents or local examination in a particular course when a student fails to meet the attendance requirements. 9. Opportunity to Make Up Class Work a. When a student is absent, the teacher will make every effort to help him/her catch up with the class. However, it is the student s responsibility to check with his/her teacher to determine what work has to be made up and to make arrangements for extra help, if necessary. If a student becomes ill and foresees that he/she will not return to school for several days, the student should call the guidance office and ask to have teachers list assignments, and
arrange to have a parent or schoolmate bring them home. Students will be expected to have these assignments completed when they return to school. If a student has an extended illness or injury requiring an absence from school, the student will inform the school as soon as he/she is well enough to read and to receive visitors. The school will arrange for tutors who will visit the student at home. It is important that these arrangements be made promptly so the student does not go without instruction any longer than necessary. Whenever an absence is prearranged (e.g., field trip, music lessons or an absence/early dismissal due to medical, court appointment, or other reason) the student should make every effort to prearrange class make up time/work/activities with his/her teacher. If a student goes on vacation out of town while school is in session, either with or without family, he or she is obligated to notify teachers a week in advance before leaving to ask for assignments and class work. The student will be expected to have these assignments completed when he/she return to school. The student s absence will not be an excuse for not knowing the material covered during the absence. Upon returning to school, the student is expected to make up whatever additional work the teacher considers necessary. NOTE: These absences are considered Truancy or Unlawful Detention for school attendance purposes. b. The following options are available and acceptable as opportunities for the student to make up class absences. All class makeup time/work/activities will be determined by the teacher. All teachers will provide for class makeup opportunities for absences as follows: an open period; to the teacher; 1. attendance at another class during the day when the student has 5100-R.1 2. attendance for extra help from 2:35-3:05 PM; 3. work may be sent home, completed by the student and returned 4. homebound instruction for long term disabilities; or 5. other at the option of the classroom teacher. c. A student who makes up all missed work to the satisfaction of the individual classroom teacher will not have that absence counted toward the maximum absenteeism allowed before credit is denied for a course. Except as noted in section 9 (a) (above), a student will be given from one to ten school days, at the discretion of the classroom teacher, from the date he/she returns to class to complete these assignments.
d. A student s misconduct that is directly related to his/her academic performance (e.g., plagiarism, cheating on a test, avoiding an exam to secure more time to study, secure more time to complete assigned work) may be reflected in the student s grade. 10. A student not fulfilling the attendance requirements will have the option of attending summer school under the following conditions: a. the course is offered in summer school; b. the student has attended a full year course at least through the end of the first semester prior to receiving an Incomplete for the course; c. the student has attended a semester course at least through the end of the first marking period prior to receiving an Incomplete for the course; and d. a student who becomes disruptive in class after having been notified that due to their attendance they will receive an incomplete can be removed from the course and denied the opportunity to retake the course in summer school. 11. Parents of a student who may have been denied credit in a course as a result of the attendance procedures may appeal the denial of credit to the Building Principal on the grounds that there are extenuating circumstances which warrant special consideration. Requests for appeal should be made to the Building Principal in writing within three (3) days from the date of the signed return receipt request on the certified letter (see 4th notification above). The Building Principal will establish an Appeal Panel to review such appeals. This panel, prior to rendering a decision on an appeal from the parent, shall consult with the teacher(s) involved. Cross-ref: 4760, Makeup Opportunities Ref: Education Law 2503(2); (4)(c) New York State Administrative Manual Adoption date: January 1, 1993
5100-R.2 STUDENT ATTENDANCE REGULATION Grade Levels 7-8 In an effort to improve attendance at the middle school level, the following practices will be implemented: 1. When a student's absences reach the levels listed below, the building staff will actively monitor attendance and maintain contact with the parent(s). - 7 days within the first 10 weeks - 14 days within 20 weeks - 21 days within 30 weeks - 28 days within 40 weeks 2. The attendance clerk will run an attendance printout on each child when the absence rate has reached the above mentioned limits. 3. This list will be sent to the school nurse so that she/he can check absences for long term illnesses or extenuating circumstances. 4. The Building Principal will initiate and maintain contact with the parent(s) according to the following schedule: 1st Contact - initial letter sent expressing concern when the child's absences reach the above mentioned levels. 2nd Contact - second letter and request of medical statement from doctor. 3rd Contact - third letter, conference and appropriate action taken. Any high school credit-bearing courses offered at the middle school are subject to the high school policies and procedures. Adoption date: January 1, 1993
5100-R.3 Grade Levels K-6 STUDENT ATTENDANCE REGULATION In an effort to improve attendance at the elementary level, the following practices will be implemented: 1. When a child's absences reach the levels listed below, the building staff will actively monitor attendance and maintain contact with the parents: - 7 days within the first 10 weeks - 14 days within 20 weeks - 21 days within 30 weeks - 28 days within 40 weeks 2. The attendance clerk will run an attendance printout on each child when the absence rate has reached the above mentioned limits. 3. This list will be sent to the school nurse so that she/he can check absences for long term illnesses or extenuating circumstances. 4. The Building Principal will initiate and maintain contact with the parent(s) according to the following schedule: 1st Contact - initial letter sent expressing concern when the child's absences reach the above mentioned levels. 2nd Contact - second letter and conference initiated by Principal. 3rd Contact - third letter and appropriate action taken by the Principal. Adoption date: January 1, 1993
5100-E.1 Dear Parent/Guardian: STUDENT ATTENDANCE EXHIBIT Please remember that if a student exceeds 12 absences in a course, that student may be denied all credit for the course. This is in accordance with Regulation 5100-R, Student Attendance which states that an absence is defined as entering a class late by missing twenty (20) minutes or more OR missing the entire class. Your son/daughter has been given the opportunity to reduce the number of absences in a particular class. In order to do this, your son/daughter must have arranged with the teacher to make up the work, both within a fixed period of time and to the satisfaction of the teacher. Unfortunately, your son/daughter has neglected to make up this work. Therefore, please be advised that your son/daughter has been absent from my class since the beginning of the course as indicated below. Once again, I stress the importance of regular attendance not only as a requirement for your child to receive credit for a course, but also as a procedure in developing the child to his/her fullest potential. If you have any questions please contact me or the Guidance Office. Sincerely, Date Student ID Student Name Class Number of Absences to Date cc. Classroom Teacher Building Administrator Guidance
Contact Letter 9-12
5100-E.2 STUDENT ATTENDANCE EXHIBIT Dear Parent or Guardian: We are writing you to inform you that your son/daughter has an excessive number of absences. As of, has been absent times and illegally absent time(s), for a total of absences. If the constant absenteeism continues, we will have to take stronger measures to insure that your child attends school on a regular basis. Very truly yours,
1st contact letter - 7-8
5100-E.3 Dear : STUDENT ATTENDANCE EXHIBIT Part of your parental responsibility is to see that your child receives a formal education. This means a student must be in school and on time each day school is in session unless the student is ill, there is a death in the family, or attendance is required to be in court. So far this year, has been absent from school times. Due to these excessive absences, it is necessary that you furnish a medical statement by your doctor stating that you child in unable to attend school. If you have any questions, please feel free to call this office. Sincerely,
2nd contact letter - 7-8
5100-E.4 Dear : STUDENT ATTENDANCE EXHIBIT We have tried to work with you concerning 's attendance. We have sent letters indicating your son/daughter will be in very serious difficulties if the attendance does not improve. Since our last letter to you has had legal absences, illegal absences and tardies. We need to set up a parent conference to discuss your child's attendance. If attendance pattern continues, we will be forced to contact family court or protective services as soon as possible concerning this matter. Your child's educational future is in jeopardy. Sincerely,
3rd contact letter - 7-8
5100-E.5 Dear Parent or Guardian: STUDENT ATTENDANCE EXHIBIT Our attendance records indicate that has been absent from school days, or % of the total school days this year. We believe that your child's school attendance directly influences his/her academic progress. Missing even a short time of instruction, particularly during the first few critical years of school, can cause a serious disruption in your child's education. If you are aware that a specific physical problem is contributing to your child's poor attendance, we ask that you have your physician write us a note explaining the situation. The school nurse and the classroom teacher can then be aware of the problem and follow any course of action necessary. Otherwise, if our school nurse can be of assistance, please do not hesitate to call. Thank you in advance for your attention in this matter. Sincerely, 1st contact letter - K-6
5100-E.6 Dear Parent or Guardian: STUDENT ATTENDANCE EXHIBIT Our attendance records indicate that has been absent from school days, or % of the total school days this year. Since we feel your child's attendance problems are affecting his/her schooling, we would like to meet with you. Please call me within the week to arrange the time. The number is 695-. Sincerely, 2nd contact letter - K-6
5100-E.7 Dear Parent or Guardian: STUDENT ATTENDANCE EXHIBIT Our attendance records indicate that has been absent from school days, or % of the total school days this year. This third letter is being sent because your child's attendance continues to be unacceptable. You have left us with no recourse but to take the following action: Sincerely,
3rd contact letter - K-6 Adoption date: January 1, 1993
5160-R STUDENT ABSENCES AND EXCUSES REGULATION In an effort to improve attendance at the high school level, the following practices will be implemented: 1. Students are expected to attend all assigned classes during both the regular and extended school day for the entire time the classes are in session. A student shall be deemed to have attended a class if that student is: classroom; a. physically present in the classroom; b. working under the direction of the classroom teacher outside of the c. working pursuant to an approved independent study program; d. receiving homebound instruction, or; and e. receiving alternative instruction pursuant to Education Law 3214. 2. If a student is scheduled to be in two classes during a single class period, the Building Principal shall determine at the beginning of the semester which class is the "assigned" class for the purpose of this policy. 3. Absence from required attendance shall be permitted only for causes specified by the administration. All other absences shall be deemed "unexcused", as the term is used in this policy. 4. Homeroom teachers shall compile absence lists daily and forward them to attendance clerks. The coding of attendance registers is to be completed by designated attendance clerks. Building-wide absence lists are to be developed by attendance clerks daily. Copies are to be distributed to instructional staff, the attendance officer, and the Director of Pupil Personnel Services. 5. The Building Principal shall investigate reasons for student absences and make parental contacts where appropriate. A home contact shall be made on the third consecutive day of a student' s absence. 6. Student are required to attend all BOCES classes, unless properly excused. On any day a student is absent from a BOCES class, it is the responsibility of the parent or legal guardian to contact the House office and provide the reason for said absence. Failure to contact the House office will result in an unexcused absence being recorded. 7. This policy shall be administered in each course by each teacher. teachers shall maintain an accurate record of the classroom attendance of each student in each class and shall report to the Building Principal on at least a quarterly basis the names of those students in danger of not satisfying the minimum
required attendance. The Building Principal shall then make reasonable efforts to notify the parent. 8. A student who is deemed to be absent from a class shall be permitted to appeal to the Superintendent of Schools on the issue of whether he or she was, in fact, absent.
5160-R Disciplinary Sanction 9. Unexcused absences from the regular or extended school day or BOCES classes shall continue insubordination and may be the subject of discipline in accordance with the School District policy and pursuant to Section 3214 of the Education Law. Academic Sanction 10. Credit for any given course is contingent upon: a. meeting the attendance requirement; and b. obtaining a passing grade. In order to receive credit for a course, each student must attend at least 85% of the classes in any given course. 11. Students who do not meet the minimum attendance requirement: a. shall be denied credit for the course; and b. may be dropped from the course after compliance with the procedures set forth in Section 3214 of the Education Law. 12. Students who are absent shall be permitted the opportunity to make up written assignments, quiz examinations and other course work missed due to absence. Such opportunity shall not extend to the lecture or other oral instruction provided by the teacher. 13. Students in jeopardy of losing course credit due to excessive absences will be given the opportunity to make up the time and work from missed classes. This doe not apply to classes missed due to truancy or class cuts. Adoption date: January 1, 1993
5160-E Dear Parent or Guardian, STUDENT ABSENCES AND EXCUSES EXHIBIT (Date) It is necessary for the school authorities to have on file, definite information concerning causes of absences. Written excuses shall be signed by the parent or guardian. Please write below in the space provided the cause of the absences noted. Being late (tardiness) is a particular kind of absence. If an excuse is not received in a reasonable length of time, then the absence or tardiness is recorded as illegal. NAME OF STUDENT GRADE DATE OF ABSENCE(S) DATE OF TARDINESS CAUSES OF ABSENCE OR TARDINESS Signature EDUCATION LAW, ARTICLE 65 STATES THAT IT IS THE RESPONSIBILITY OF THE PARENT OR GUARDIAN TO SEE THAT MINORS (ages 6-16) ATTEND SCHOOL REGULARLY FOR THE ENTIRE TIME THE SCHOOL IS IN SESSION.