ATTENDANCE | Administrative Guideline Manual | Jefferson, School District of

5200 - ATTENDANCE

School Attendance Officer

The principal or associate principal shall be the School Attendance Officer. The School Attendance Officer shall be responsible for dealing with matters relating to school attendance and truancy and have all of the powers and duties specified in state law. The duties of the School Attendance Officer shall include, but not be limited to the following:

Determining daily, from attendance reports submitted by teachers, which students enrolled in the school are absent from school, or failed to fulfill the attendance requirements of a virtual instruction program component, and whether the absence is excused in accordance with Board policy.

If a parent/guardian fails to notify the school of a student’s absence by 8:30 a.m. on the day of the absence, attempt to contact the parent/guardian at all phone numbers listed on the emergency card. If a parent/guardian cannot be contacted, the emergency contact person will be notified. School officials may request a well check by law enforcement if the school is unable to make any contact.
Review and act on requests for and notifications of pre-arranged, parent/guardian-excused absences.
Informing students and their parents/guardians annually of student attendance policy and procedure requirements. The parents/guardians of open enrollment students will also be informed upon the student’s initial enrollment (a) about the student attendance policy and procedures and (b) that the student’s open enrollment may be terminated due to habitual truancy in accordance with the Board’s open enrollment policy and procedures.
Reviewing student attendance data. If a review of the data reveals concerns, the school attendance officer will work with pupil services and classroom teachers to identify and address barriers to school attendance and develop a plan of intervention.
In the event of a challenge to or possible error in a student’s attendance records, evaluate the totality of circumstances and whether a student’s official attendance records should ultimately reflect that the student was attending, tardy, or absent with or without an acceptable excuse. The reason for any discretionary changes to a student’s existing official attendance record will be sufficiently documented.
Review and follow-up on accumulative student absences (excused and unexcused) as outlined below:
1. An attendance notification letter will be mailed to the student’s parent/guardian after the student has a total of five days (5) days absent (excused and unexcused). If the five (5) absences are in the first semester, the school attendance officer will review the student’s attendance records for the last three (3) years. Exceptions to mailing this letter are rare and at the principal’s discretion. Reference Form 5200(3)
2. When a student has absences, which total ten (10) days, a second attendance letter will be sent. At this time the school attendance officer will review prior attendance records to see if the student has a pattern of excessive absences. If such a pattern exists, the attendance officer will request a meeting with the parent/guardian. Reference Form 5200(4)
3. If absences are excessive and/or a pattern has existed over the past school years, the attendance officer may refer the student and his/her parents/guardians to the county Department of Health and Human Services for assistance.
Submitting to the District Administrator, on or before August 1st of each year, a report of the number of students enrolled in the school who were absent in the previous year and whether the absences were excused. The District Administrator shall then submit this information to the State Superintendent. To the extent feasible, absentee data shall be separated by absences for in-person instruction periods and absences based on virtual instruction attendance requirements.
Providing student attendance information to individuals and agencies for purposes authorized by State law and the Board's Student Records Policy (see Board Policy 8330).
When a student is truant, the School Attendance Officer shall ensure that all applicable provisions of the District's Truancy Plan are carried out.
When a student initially becomes a habitual truant, the School Attendance Officer shall ensure that all applicable provisions of the District's Truancy Plan are carried out.
Performing the duties and responsibilities assigned to him/her under this Administrative Guideline.

Students with Special Needs

School administrators and teachers shall ensure that any student who, due to a specifically identifiable physical or mental impairment, exceeds or may exceed the District's limit on excused absence is referred for evaluation for eligibility either under the Individuals with Disabilities Education Act (IDEA) or Section 504 of the Rehabilitation Act of 1973 and Chapter 115, Wis. Stats.

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.

Professional Staff Member

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

providing meaningful learning experiences every daysuch that a student absent from any given class period would miss a significant component of the course;
speaking frequently of the importance of students being in class, on time, ready to participate;
keeping accurate and timely attendance records (excused vs. unexcused) as directed by the School Attendance Officer, or School Attendance Officer designee;
1. Elementary school teachers are required to take student attendance by 8:15 a.m.
2. Secondary school teachers are required to take student attendance within the first ten (10) minutes of each class period.
requiring an admit slip from a student when they return from an absence and invoking a consequence if the student does not have one;
incorporating defined, daily participation as part of the teaching/learning process and each grading period (see AG 2220 - Preparation for the World of Work);
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. Teachers may establish reasonable deadlines for the completion of make-up work.

Parent/Guardian Responsibilities

It is the responsibility of the student's parent or guardian to ensure that their child attends school regularly. Parents are expected to provide a written excuse for all absences as required under this Guideline.

Parents/Guardians should keep their contact information up-to-date and notify the school secretary of any address or phone number changes.
Parents/Guardians must call the school by 8:30 a.m. on the day their child is absent from school to explain the reason for the absence, except that no such call is necessary for any absence(s) that the parent/guardian arranged and that the school excused in advance. Parents/Guardians must identify the date(s) the student will be (or was) absent from school and the reason(s) for the absence as required by state law.
Parents/Guardians may pre-arrange a student’s absence from school by calling the student’s school with the information about the scheduled absence and by providing a written excuse. Parents/Guardians must notify the school at least one (1) full day prior to the absence.
1. If a student will be absent more than three (3) days, the parent/guardian should request assignments for the student from the school. Parents/Guardians of elementary students should ask the school secretary or the child’s teacher for assignments; middle/high school parents/guardians should notify the school office and fill out prearranged absence form.
2. For absences less than three (3) days or for suspended students, parents/guardians should contact teachers directly.

Student Responsibilities

Students are required to attend all classes and other school activities on their daily schedule unless they have been excused from school as set forth in this Guideline.

During the entirety of the scheduled school day for students, students are required to attend all of their classes, study halls, lunch periods, and other school-approved activities on time, unless either they are absent from school for an excused (or excusable) reason or some other school-approved or school-directed exception applies. Failing to attend all or a portion of a scheduled class, lunch period, or other activity (e.g., skipping class) without an appropriate excuse or school approval subjects a student to appropriate consequences as both an attendance matter and as a violation of school rules.
Other than at the regular student arrival and departure times for the day in question, students are required to check in and check out at the school office whenever they arrive at, leave from, or return to school during the scheduled school day for students.
When the student returns to school following an absence (excused or unexcused), or before a pre-arranged absence if applicable, he/she should consult with teachers about the work that has (or will be) missed and needs to be made up. A student with an absence will be permitted to make up all assignments, quizzes, and tests missed during the absence. Students will make up work missed during the absence according to procedures published in the school’s Student Handbook.

Parents and students shall be informed of the provisions of Policy 5200 - Attendance and AG 5200 - Attendance.