West Clermont Local School District
Administrative Guidelines
 

5200 - ATTENDANCE

The Board of Education requires all students enrolled in the schools of this District to attend school regularly in accordance with the laws of the State. The District's educational program is predicated upon the presence of the student and requires continuity of instruction and classroom participation. The regular contact of students with one another in the classroom and their participation in a well-planned instructional activity under the tutelage of a competent teacher are vital to this purpose.

Excusable Reasons for Absence

The District accepts only the following as reasonable excuses for time missed at school. Each absence shall be explained in writing and signed by the student's parents. The excuse shall be submitted to the principal and filed as part of the student's school record.

A written excuse for absence from school may be approved for one (1) or more of the following reasons or conditions:

 

A.

Personal Illness

   
 

The principal may require a doctor's confirmation if s/he deems it advisable.

   
 

B.

Illness in the Family Necessitating the Presence of the Child

   
 

The principal may require a doctor's confirmation and an explanation as to why the child's absence was necessary.

     
 

C.

Quarantine of the Home

   
 

This is limited to the length of the quarantine as fixed by the proper health officials.

   
 

D.

Death in the Family

   
 

This is limited to a period of three (3) days unless a reasonable cause may be shown for a longer absence.

 

E.

Necessary Work at Home Due to Absence or Incapacity of Parent(s)/Guardian(s)

   
 

Any absence arising because of this condition shall only apply to a child over fourteen (14) years of age and shall not extend for a period longer than five (5) days and can be renewed for five (5) additional days. At no time, shall such excuse permit a student to be absent from school for a period of more than ten (10) consecutive days.

   
 

At the discretion of the Superintendent or his/her designee, a student may be excused for a longer period of time than ten (10) days if a child's parent or guardian has recently died or become totally or partially incapacitated and there is no older brother or sister living in the home who is out of school. In such cases, the Superintendent or his/her designee may request a certificate of a physician attesting to the physical condition of the parent or guardian.

   
 

F.

Observation or Celebration of a Bona Fide Religious Holiday

   
 

Any student shall be excused for the purpose of observing or celebrating a bona fide religious holiday consistent with his/her creed or belief.

   
 

G.

Absence During the School Day for Professional Appointments

   
 

Parents are to be encouraged to schedule medical, dental, legal, and other necessary appointments other than during the school day. Since this is not always possible, when a student is to be absent for part of the day:

   
 

1.

the student shall have a statement to that effect from his/her parents;

   
 

2.

the student shall bring a signed statement from the doctor, dentist, lawyer, counselor, etc. to the effect that s/he reported promptly for the appointment;

   
 

3.

the student shall report back to school immediately after his/her appointment if school is still in session.

 

H.

Emergency or Other Set of Circumstances

   
 

The Superintendent shall determine whether the reason for the absence constitutes good and sufficient cause.

   
 

I.

Service as Precinct Officer at a Primary, Special or General Election

   
 

Students selected as precinct officials through the program set forth in Policy 5725 shall be excused from school on the day of an election at which the student serves as a precinct official.

Absences that do not accumulate against this guideline include field trips and college visits, not to exceed three (3) in number.

Student Vacations During the School Year

Students are permitted to go on vacation during the school year without penalty (except the week ending each semester). The purpose of this administrative guideline is to accommodate parents who must take their vacations during the school year and the desire to enjoy that time as a family.

Whenever a proposed absence-for-vacation is requested, parents must discuss it with the principal. The length of absence should be made clear, and those involved should have an opportunity to express their views on the potential effects of the absence.

The District will only approve a student's absence for a vacation when s/he will be in the company of his/her own parent or other family relatives but not other students' parents, unless there are extenuating circumstances deemed appropriate by the principal.

If a student is absent for any other type of vacation, s/he will be considered unexcusably absent from school and subject to truancy regulations.

The student may be given approximate assignments and materials and pages to be completed.

The time missed will be counted as an authorized, unexcused absence, but shall not be a factor in determining grades unless make-up work is not completed.

Truancy and Habitual Absence

A student shall be considered truant each day s/he is absent without excuse from his/her assigned location.

Truancy demonstrates a deliberate disregard for the educational program and is considered a serious matter for which administrative action will be taken as follows:

 

A.

No credit will be recorded for work missed as result of truancy.

   
 

B.

A record of the truancy will be entered in the student's record file.

   
 

C.

A parent conference shall be held.

The disciplining of truant students shall be in accord with Board policies and due process (as defined in Policy 5611) and the Student Code of Conduct.

A student will be considered "habitually truant" under State law if the student is absent without a legitimate excuse for five (5) or more consecutive school days, for seven (7) or more school days in one (1) month, or twelve (12) or more school days in one (1) school year.

A student will be considered "chronically truant" under State law if the student is absent without a legitimate excuse for seven (7) or more consecutive school days, for ten (10) or more school days in one (1) month, or fifteen (15) or more school days in one (1) school year.

If a student is "habitually truant" or "chronically truant" and the studentís parent(s), guardian(s), or custodian(s) has failed to cause the studentís attendance, a complaint shall be filed with the Judge of the Juvenile Court. The principal may also take any of the following intervention actions:

 

A.

assign the student to a truancy intervention program

   
 

B.

provide counseling to the student

   
 

C.

request or require the studentís parent to attend a parental involvement program

   
 

D.

request or require a parent to attend a truancy prevention mediation program

   
 

E.

notify the Registrar of Motor Vehicles of the studentís absences

     
 

F.

take appropriate legal action

   
 

G.

assignment to an alternative school (Note: If the District has established an alternative school, it must appear as an alternative intervention strategy.)

A student will be considered "habitually absent" under state law when s/he has accumulated during a semester or term ten (10) consecutive school days or fifteen (15) total school days of absence without legitimate excuses. The principal shall inform the student and his/her parent(s), guardian(s), or custodian(s) of the record of excessive absences as well as of the Districtís intent to notify the Registrar of Motor Vehicles, if appropriate, and the Judge of the Juvenile Court of the studentís excessive absences.

Each teacher is to notify his/her principal when the number of unexcused absences comes within two (2) days of a student being considered "habitually absent". The principal should attempt to rectify the pattern of excessive absences through contact with the student or his/her parents, utilizing one of the intervention actions listed above.

If the truancy persists, and the student becomes "habitually truant", "chronically truant", or "habitually absent", the Superintendent shall notify the student and his/her parents, guardian, or custodian, in writing, that the Superintendent will notify the Registrar of Motor Vehicles and the Judge of the Juvenile Court of the child's persistent absence unless the student or his/her parents wish to challenge the record. They are to be notified that the absence information has been provided to the Superintendent, that as a result of that information the childís temporary driver instruction permit or driverís license will be suspended or the opportunity to obtain such a permit or license will be denied, and that they may appear in the principal's office to challenge such information at a scheduled date and time which shall be no earlier than three (3) days or later than five (5) days after the date of the notification. The principal may grant an extension, if requested by the child or the childís parent, guardian, or custodian.

Notification will be sent within two (2) weeks after the Superintendent receives the information or the conclusion of the hearing if the determination that the student did not have a legitimate excuse for the absences is upheld. The student's name, address, birthdate, school, district, and attendance record shall be sent to the Juvenile Judge in writing and to the Registrar of Motor Vehicles in the manner designated by the Registrar.

Encouraging Attendance

Promoting and fostering desired student attendance habits requires a commitment from the administration, faculty, and parents. No single individual or group can - in and of itself - successfully accomplish this task.

A professional staff member's responsibility must include, but not be limited to:

 

A.

providing meaningful learning experiences every day;

   
 

Therefore, a student who is absent from any given class period would be missing a significant component of the course.

   
 

B.

speaking frequently of the importance of students being in class, on time, ready to participate;

   
 

C.

keeping accurate attendance records (excused vs. unexcused);

   
 

D.

requiring an admit slip from a student when s/he returns from an absence and invoking a consequence if s/he does not have one;

   
 

E.

incorporating defined, daily participation as part of the teaching/learning process and each grading period (See AG 2220);

   
 

F.

requiring students to make up missed quizzes, tests, and other pertinent assignments before or after the regular school day and not permitting students to use instructional time to do make-up work.

Students Leaving School During School Day

 

A.

No staff member shall permit or cause any student to leave the school prior to the regular hour of dismissal except with the knowledge and approval of the principal and with the knowledge and approval of the student's parents. (see Form 5230 F1)

   
 

B.

No student will be released to any government agency without proper warrant or written parental permission except in the event of an emergency as determined by the principal.

Make-Up Opportunities

A student may make-up units of study with a properly licensed teacher if prior approval has been granted by the principal.

 

A.

Students will be given the opportunity for making up work missed due to approved absences. The length of time for completion of make-up work shall be commensurate with the length of the absence.

   
 

B.

Students will be given the opportunity to make-up work missed due to suspension. The make-up work must be completed and presented to the teacher upon his/her return to school. Tests missed during the period of suspension may be made up by the students by contacting the teacher on the day of his/her return to school. The teacher, at his/her convenience, may administer the test or assign alternate written work in lieu of the test missed.

   
 

C.

A student wishing to make-up work should contact his/her counselor to obtain assignments.

Tardiness

 

A.

Students not in homeroom or in class when the late bell rings are considered tardy.

   
 

B.

All students who are tardy to school must report to the principal's office to sign in.

   
 

C.

When a teacher detains a student after class, s/he shall issue a late pass for the student's next class.

   
 

D.

Teachers are to refer cases of chronic tardiness to the principal.

© Neola 2011