Attendance

A reasonable effort will be made to contact a parent/guardian of each absent student every day and to obtain an explanation for the student’s absence, where there is no indication that the student’s parent is aware of and supports the absence. A log will be kept of call attempts. 

The following procedures apply when a student fails to report to school for scheduled school days: 

Upon Fifth Absence Without Parental Awareness and Support: 

After a total of five (5) scheduled school days missed, where there is no indication that the student’s parent is aware of and supports the absences, the principal or the principal’s designee or the attendance officer will make a reasonable effort to ensure that direct contact is made with the parent, either in person or through a telephone conversation, to obtain an explanation for the pupil’s absence and to explain to the parent consequences of continued non-attendance. The principal or the principal’s designee or the attendance officer, the pupil, and the pupil’s parent will develop a plan to resolve the pupil’s non-attendance. The plan must include documentation of the reasons for the pupil’s non-attendance. 

Upon Sixth Absence Without Parental Awareness and Support: 

If the pupil is absent a sixth (6th) day, after direct contact with the pupil’s parent, if the principal or the principal’s designee or the attendance officer has received no indication that the pupil’s parent is aware of and supports the pupil’s absence, the principal or the principal’s designee shall schedule a conference within ten (10) school days with the pupil, his/her parent, and school personnel. The conference shall be held no later than fifteen (15) school days after the sixth absence. At the conference, the pupil, his/her parent, and school personnel, shall meet to resolve issues relating to the pupil’s non-attendance. Other community service providers may also be included in the conference. 

Upon Additional Absence Without Parental Awareness and Support: 

Upon the next absence after the conference, without indication that the pupil’s parent is aware of and supports the pupil’s absence, the principal or the principal’s designee shall notify the division superintendent or his/her designee, who shall enforce the compulsory attendance rolls by either or both of the following: 

1. filing a complaint with the Juvenile and Domestic Relations Court alleging that the pupil is a child in need of supervision as defined in Virginia Code § 16.1-228; and/or 
2. instituting proceedings against the parents pursuant to § 18.2-371 or § 22.1-262. In filing a complaint against the parents, the division superintendent’s designee shall provide written documentation of the efforts already undertaken to resolve the pupil’s absence. If the student’s parents have joint physical custody of the student and the school has notice of the custody arrangement, then both parents shall be notified at their last known addresses. 

It is expected that parents will cooperate with school officials to remedy the student’s attendance problem. When direct contact with the parent cannot be made despite reasonable efforts, or when parents otherwise fail to cooperate in remedying the student’s attendance problem, the division superintendent or his/her designee may seek immediate compliance with compulsory school attendance laws. The division superintendent’s designee, with the knowledge and approval of the division superintendent, shall institute proceedings against any parent who fails to comply with the requirements of the compulsory attendance laws. When the complaint arises out of the parent’s failure to comply with the requirements of the law relating to compulsory attendance, the division superintendent’s designee shall document the school division’s compliance with procedures for enforcing compulsory attendance. 

Student attendance will be monitored and reported as required by state law and regulations. At the end of each school year, each public school principal will report to the division superintendent the number of pupils by grade level for whom a conference was scheduled as set forth above. The division superintendent will compile this information and will submit a report annually to the Virginia Superintendent of Public Instruction. 

Ten or More Unexcused Absences Without Parental Awareness and Support: 

If the pupil has ten or more consecutive unexcused absences, the principal, or his or her designee, in addition to any other actions required by applicable law or this Policy, may petition the juvenile and domestic relations court to suspend the pupil’s driver’s license. 

Student absences, tardies, check-ins, and checkouts will be recorded on a daily basis for each class in the following manner: 

a. A student is counted present only when he/she is present in the classroom or other approved designated area at the time of the tardy bell or is attending or participating in an approved school-sponsored field trip or event. 

b. A student reporting after the tardy bell or after the designated starting time for the class period will be recorded as present and tardy. 

c. If a student is being transported by a County bus or vehicle that arrives late, the student will not be counted as tardy. 

d. A student shall be considered absent when he/she does not report to class during the class period. 

e. A student who reports to the school attendance office late, with or without documentation will be marked as a check-in. 

f. A student who requests an early dismissal with documentation shall be marked as a checkout at the school attendance office. 

g. At the beginning of the school year, teachers should inform students of how the tardy policy is implemented in their classrooms for middle and high school students. 

Teachers are responsible for initiating the necessary communications with parents any time absences, check-ins or checkouts are jeopardizing the student’s progress in class. Absences for each grading period will be reported to the parent(s)/guardian(s) on the report card. 

For elementary school students, if a student misses five (5) days within any grading period, a letter may be sent to the parent to encourage improved attendance. Retention may be considered for any student missing twenty (20) days of school. 

All absences shall be identified as excused or unexcused. Each student should present to the school attendance office a written note which includes the date(s), cause(s), and the parent’s/guardian’s signature for daily absences, early dismissal or late arrival of the student. Parental permission for early dismissal must be presented to school officials on or before the day requested. Notes of explanation for student absences or check-ins should be received the day following the absence or check-in. 

Absences for any of the reasons listed below shall be excused. 

1. state mandated testing or other school/division testing programs; 
2. school-sponsored field trips or activities; 
3. all VHSL activities; 
4. late bus or buses which fail to run; 
5. conference with guidance counselor, administrator, or other related staff members; 
6. in-school suspension (I.S.S.); 
7. involuntary court appearance (copy of court order or subpoena required); 
8. death in the family or household (verification may be required); 
9. religious holidays (verification may be required); 
10. college visit or work based learning opportunity (verification required) up to 3 school days 
11. illness (if over 3 days, the school may require verification) 
12. doctor/dental appointments (verification required) 
13. extenuating circumstances which are determined by the school administration 

Any excessive check-ins, checkouts, or patterns of absences may result in administrative intervention including the development of an attendance improvement plan and/or disciplinary action. 

All notes of excuse, requests, or any other correspondence concerning student absences, check-ins, and check-outs shall be preserved for a minimum of sixty (60) calendar days after the close of the school year. 

It shall be the responsibility of the student and/or parent to request make-up work for absences and for the student to complete all assigned make-up work within one school day for every day missed (Example: miss 3 days, 3 school days to make up the work) unless the teacher extends his/her time. Teachers shall have the discretion to extend the time limit because of extenuating circumstances. Make-up work shall be provided for all absences, including absences caused by out-of-school suspensions. 

A student may be excused from school for the observance of a religious holiday. The parent/guardian of such student shall provide a letter to the student’s school in advance of the planned absence notifying the school of the planned absence, the dates of the planned absence and the religious holiday being observed. 

A student who is absent in accordance with this policy shall not be deprived of any award or eligibility or opportunity to compete for any award, or of the right to take an alternate test or examination, for any which he or she missed by reason of such absence. Make-up work shall be completed as described in “Make-Up Work,” above. 

Students are marked tardy after 9:15 A.M. Students that arrive tardy to school must be accompanied into the front office by a parent/guardian to sign the student in and provide a reason for being tardy. 

Early checkouts are also part of a student’s attendance record. 

Students will not be dismissed from class after 3:15 P.M. (12:45 P.M. on early dismissal days) unless they have a doctor’s appointment. 

If your child must be absent from school, parents are asked to:  

notify the school between 8:30-9:30 the morning of the absence.  

provide a written excuse to the teacher on the day your child returns from an absence.