STUDENT ATTENDANCE. Background. The School Act requires attendance at school for eligible students who, at September 1 o
Administrative Procedure 330
STUDENT ATTENDANCE Background The School Act requires attendance at school for eligible students who, at September 1 of that school year, are 6 years of age or older, and younger than 16 years of age. In addition to this legal requirement, the district recognizes that regular school attendance is critical to student academic excellence and personal growth. In most instances, high school completion signifies the minimum academic preparation for life. Consequently, students who do not regularly attend school, and/or withdraw before completing high school, may have less than the desired minimal preparation. There is a definite correlation between chronic truancy and dropout rates. Student attendance is a concern at every grade level and begins as early as Grade 1. Early identification and intervention of poor attendance patterns are of utmost importance in ensuring a successful school experience. When identified early, attitudes and behaviours can often be changed before they are deeply entrenched. This Administrative Procedure addresses the issue of consistency in all matters regarding attendance. There are a variety of reasons for ensuring a consistent process throughout the district: ● The expectation by Alberta Education to follow through in a uniform manner within all districts in Alberta; ● The benefits to students, parents/legal guardians and districts when students move from one district to another; ● The continuity in program planning for students; ● The district or school preparedness in the case of a student whose attendance has been problematic and/or an attendance hearing is required; ● The standardization of a process ensuring consistency in the use of language with regard to attendance. Procedures 1.
Students are expected to attend school regularly and punctually.
2.
Although student attendance at school is primarily the responsibility of the parents/legal guardians and the students, a high degree of communication between the home and the school is vital in ensuring optimal attendance standards are achieved. The district expects every teacher, counsellor, principal and parent/legal guardian to make every effort to influence keeping all students in school through high school completion. Staff must identify attendance issues at every grade level.
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
Dec. 2016 Page 1 of 5
3.
Each principal must develop, articulate and implement an effective plan for tracking student absences. The plan must ensure all student absences are either excused by a parent/guardian or failing such notice, the parent/legal guardian is advised of the absence within a reasonable amount of time by the school.
4.
In the event that a parent/legal guardian chooses to involve their child in an activity not organized by the school that occurs during school hours, the following must be clearly articulated to parents:
5.
4.1.
This process is not supported by CCSD
4.2.
The student will be marked as an unexcused absent.
4.3.
The parent/legal guardian assumes responsibility for ensuring their child will cover any missed material or assignments.
4.4.
The school is not responsible for preparing homework/assignment packages.
4.5.
The school can only assess what the child produces. Therefore, absences that remove the student from classroom instruction and assessment will limit the teacher’s ability to provide assessment feedback to the student and parent.
4.6.
The parent/legal guardian informs the school regarding the absence prior to it occurring or by providing an ongoing schedule.
4.7.
The district is not responsible for any costs incurred as a result of the child missing school or participating in aforementioned activity.
The following is a descriptor of unexcused and excused absences: 5.1.
Excused Absences: 5.1.1. Illness - a student is too sick to attend school, or is contagious; 5.1.2. Suspension - students who are formally sent home for a period of up to five (5) days; 5.1.3. Expulsion - students who are expelled from school following school board policy; Other acceptable reasons include unavoidable causes such as the following, when students are unable to attend school as a result of: 5.1.4. Specialist visit; 5.1.5. Court appearance; 5.1.6. Accident; 5.1.7. Death/or serious illness in the family; 5.1.8. Medical appointment;
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
Dec. 2016 Page 2 of 5
5.1.9. Administrative (approved by the principal with a valid documented reason); 5.1.10. Other (document valid reason). 5.2.
Unexcused Absences: 5.2.1. Truancy – student is away without parental/legal guardian permission; 5.2.2. Unknown – student is absent and there has been no contact with the parent/legal guardian; 5.2.3. No Acceptable Reason – absence is reported by parent/legal guardian for reasons not listed as excused in 5.1.
6.
Each principal must have procedures for monitoring and addressing irregular attendance, and must involve the School Resource Team (SRT) or counselor in proactive problem solving before the student is absent for ten days. This includes meetings with students/parents/legal guardians, implementation of an attendance improvement plan and the use of the SRT to address the issues at the school level. Communication between home and school must be well documented for possible future court purposes. 6.1.
A key principle that must be adhered to at all levels is problem solving to address the issues for what is best for the student. Each principal must engage in an Attendance Improvement Plan (Form 330-1) for any student who is in repeated violation of the attendance provisions of the School Act.
7.
Suspensions or expulsions are not effective intervention procedures for attendance problems and are not supported by the district.
8.
A formal referral may be initiated on any student who is required to attend school who accumulates ten days of unexcused absences during the school year. “Ten” absences are used as a guideline for this process to move from the school level to the district level.
9.
A Referral for Irregular School Attendance form (Form 330-2) including the interventions implemented at the school level and the attendance improvement plan are submitted to the Instructional Services social worker/attendance officer by the principal. This provides further support to the school, student and the family in the problem solving process. 9.1
Levels of involvement: In cases where there are severe chronic attendance challenges, more than one system may be involved; 9.1.1
School level;
9.1.2
District level;
9.1.3
External community supports that may be utilized. (E.g. Child and Family Services, Youth Criminal Justice System and Mental Health Services are a few of the external agencies that might become involved);
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
Dec. 2016 Page 3 of 5
9.2
9.1.4
An independent Attendance Board;
9.1.5
Court of Queen’s Bench.
The following procedure outlines the actions to be taken by the school in addressing attendance concerns: School Level: 9.2.1
At the school level, discuss with the student and/or parent/legal guardian any unexcused absence;
9.2.2
Phone or meet with the parent/legal guardian to outline expectations regarding school attendance (School Act, District Administrative Procedure);
9.2.3
Develop a plan of action which must include an Individual Attendance Improvement Plan (Form 330-1), as well as, one or both of the following: 9.2.3.1 Attendance contract 9.2.3.2 Appropriate programming
9.2.4
Failing resolutions at the school level, submit a Referral for Irregular Attendance (Form 330-2), as well as, the Attendance Improvement Plan (Form 330-1) to the social worker/attendance officer.
District Level: 9.2.5
9.3
Formal referral to the Instructional Services social worker/attendance officer is a collaborative effort. This referral must include: 9.2.5.1
Accurate documentation of absences and reasons given;
9.2.5.2
Whether the absences are excused or unexcused
9.2.5.3
Any notes or doctor notes which have been provided;
9.2.5.4
Documentations of actions taken at the school level.
9.2.6
The social worker/attendance officer will discuss with the student and the parent/legal guardian the consequences of continued unexcused absences.
9.2.7
Failing results, a registered Letter of Warning regarding consequences will be sent to the family by the social worker/attendance officer, from the area superintendent’s office.
9.2.8
Failing this process, the matter will be referred to the Attendance Board by the social worker/attendance officer. Reports and documentation will be submitted including the Alberta Education Notice of Referral to Attendance Board.
Attendance Board: (School Act) 9.3.1
“The Attendance Board provides a means to address and seek solutions to issues or problems regarding attendance at school. Referrals to the Attendance Board, under section 14, are made when a student who is required to attend school under section 13 does not attend school, and where attempts by the school authority to enforce school attendance under
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
Dec. 2016 Page 4 of 5
section 14 have not been effective. Under section 126, before referring a matter to the Attendance Board, a school authority shall ensure that the student has been advised of the student’s duty to attend school under section 13 and shall ensure that all reasonable efforts have been made to enforce the student’s attendance at school; 9.3.2
9.4
Upon hearing a matter, the Attendance Board may issue an order under section 128 directing the student and the parent/legal guardian to do a number of things, including directing the student to attend school, directing the parent/legal guardian to send the student to school and directing the student to take a program or course. An order of the Attendance Board, when filed with the Court of Queen’s Bench, has the same force and effect as if the order were an order of that Court. Failure to comply with a filed order of the Attendance Board may lead to civil contempt proceedings before the Court of Queen’s Bench.
The district does not support the withdrawing of students under the age of 16 from school. In order to formalize a withdrawal of a student from a district school, under 16 years of age, it is necessary to confirm the student has been registered in a program accredited by Alberta Education. This is usually done by contact with the receiving educational institution and through their request for the student’s cumulative file. The student remains the district’s legal responsibility until they are formally registered elsewhere. 9.4.1
Exemption: At a parent/legal guardian’s request, an exemption may be made for students who are close to 16 years of age and there is confirmation of full-time employment or alternative programming in place. In such a case, the student may be excused from school by the superintendent of Instructional Services or designate for a period of time as prescribed by the chief superintendent or the Minister of Education.
Approval Date:
December 13, 2016
Reference:
School Act 1, 12, 13, 14, 15, 18, 20, 22, 60, 61, 113, 126, 127, 128, 129, 130 School Administrators’ Handbook http://intranet/default.asp?V_ITEM_ID=681
Calgary Roman Catholic Separate School District No. 1 Administrative Procedures Manual
Dec. 2016 Page 5 of 5