Cartersville-Bartow County. Student Attendance Protocol

Transcription

1 Cartersville-Bartow County Student Attendance Protocol Shepherd L. Howell, Judge Superior Courts Cherokee Judicial Circuit H. Boyd Pettit, Chairperson 1

2 TABLE OF CONTENTS PREFACE Purpose...3 Membership...3 Mission...4 ATTENDANCE PROCEDURES School Attendance Procedures...6 Consequences...6 Other School Procedures...7 APPENDIX A Cartersville City School Board Policy JBD...10 APPENDIX B Bartow County School Board Policy JDE...15 Bartow County School Board Regulation JBD-R...16 APPENDIX C Two Day Written Notice to Parents...19 Four Day Written Notice to Parents...20 Five Day Written Notice to Parents...21 APPENDIX D Letter to Health Care Providers...23 APPENDIX E School Heath Care Excuse

3 PREFACE 3

4 PREFACE The chief judge of the Bartow County superior court established a student attendance protocol committee in compliance with O. C. G. A for the following proposes: To ensure coordination and cooperation among officials, agencies, and programs involved in compulsory attendance issues; To reduce the number of unexcused absences from school; and To increase the percentage of students present to take required tests administered under the state law. Membership The following agencies, officials and programs designated a representative to serve on the committee: The chief judge of the superior court The juvenile court judge o Court Prosecutor The district attorney The Department of Juvenile Justice The Superintendent of the Cartersville City Schools o School Social Workers o Director of Student Support Services o School Board Member The Superintendent of the Bartow County School System o School Social Worker o Director of Student Support Services o Executive Director of Curriculum and Instruction o School Board Member The Department of Family and Children Services The Bartow County Health Department The Bartow County Mental Health System (Highland Rivers) The Bartow County Sheriff s Office The Cartersville Police Department The Emerson Police Department The Adairsville Police Department The White Police Department The Kingston Police Departmen The Euharlee Police Department The Family Connection Commission (Bartow Collaborative) The court approved risk reduction program (CASA) 4

5 Mission The Cartersville Bartow County Attendance Protocol Committee has these missions: a) To write the summary of possible consequences and penalties for failing to comply with compulsory attendance under Code Section for children and their parents, guardians, or other persons who have control or charge of children for distribution by schools in accordance with Code Section ; b) To write the summary is to include the possible dispositions for unruly children and possible denial or suspension of a driver s license for a child in accordance with Code Section ; c) To meet at least quarterly during the first year, and twice annually thereafter, to evaluate compliance with the protocol, effectiveness of the protocol and appropriate medications; and d) To review student attendance rates annually as present by each local board of education. To accomplish these missions, the Cartersville-Bartow County Student Attendance Protocol Committee meets regularly to ensure coordination and cooperation of the various agencies as they deal with student school attendance and related matters. The Protocol Committee strives to increase the efficiency of the member agencies as each deal with violation of the Compulsory School Attendance law created by the legal and investigatory process. 5

6 Attendance Procedures 6

7 School Attendance Procedures In order to receive maximum benefit from the instructional activities, students are expected to be in school each day unless excused for legitimate reasons. Good attendance habits positively impact the learning process and carry over into the world of work. It is the position of the Cartersville-Bartow County Student Attendance Protocol Commitee that every day at school is important and that no student should be absent except for extraordinary reasons. In accordance with Georgia Board of Education Rule , students may be temporarily excused from school who are: (1) personally ill and whose attendance in school would endanger their health or the health of others; (2) in whose immediate family there is a serious illness or death which would reasonably necessitate absence from school; (3) on special and recognized religious holidays observed by their faith; (4) serving as Pages of the General Assembly during the school year (Pages shall be credited as present by the school in which enrolled); (5) registering to vote or voting for a period not to exceed one day; (6) when conditions render school attendance impossible or hazardous to the student s health or safety; or (7) mandated by order of governmental agencies, including preinduction physical examinations for services in the armed forces and court orders. Any absences, which are not permitted under the Compulsory School Attendance Law and by policies and regulations of the school system Board of Education will be considered unlawful (unexcused). Consequences As of July 1, 2004, Georgia s Compulsory School Attendance Law became much stricter in regard to truancy. The new law states that more than five (5) unexcused absences constitute truancy. The law also states that possible consequences for parent(s)/guardian(s) of student s whose unexcused absences exceed five (5) days may be: at least a $25 and not more than a $100 fine; up to 30 days of jail time; community service; or any combination of these penalties. 7

8 Other School Procedures Beginning the school year, the each school will make a reasonable attempt to contact the family each day a student is absent. The schools will accept excuses from parents/guardians for 4 total days of absence each semester and will use the Georgia Board of Education Rules above to determine whether the absence is excused or unexcused. While a parent can write an excuse for 4 total days each semester, if the student is out more than 2 consecutive days, a medical excuse will be required. If a student accrues two (2) unexcused absences for any reason, the school will attempt to reach the family by first class mail in addition to the routine absence contact. At four (4) unexcused absences, the school will mail a second notice to the family, requesting that a family member schedule a meeting with school staff to resolve the absence status of the student. If the student reaches five (5) unexcused absences, the family will receive a certified letter with official notification that any further unexcused absences will result in charges being filed as required by state law and local protocols. Certain unexcused educational absences may be permitted without the make-up work penalty, provided arrangements are made with the local school administration prior to the absence. Family vacations are not excused absences in accordance with state Georgia Board of Education Rules. If the student accumulates three unexcused tardies, three unexcused check outs or any combinations of the two constitutes one unexcused absence for truancy purposes only. Unexcused tardies and check outs can be defined as convenience tardies or check outs. If a student wishes to obtain an employment certificate (Worker s Permit), the student must obtain a letter from the school principal indicating that they are enrolled in school full-time and has an attendance record in good standing for the academic year. If a student is younger than 18 years of age, a driver s permit or license can only be received if the student is enrolled in and not under suspension from school and have satisfied relevant attendance requirements for a period of one academic year prior to their application. 8

9 If a student has more than ten school days of unexcused absences (cumulative) in any semester, the school system will submit a Certificate of Non-Compliance to the Department of Motor Vehicles (DMV) and the student s license will be revoked by the DMV. If a student drops out of school without graduating and has remained out of school for ten consecutive days, the school system will submit a Certificate of Non- Compliance to the Department of Motor Vehicles and the student s license will be revoked by the DMV. All students 10 years are older by September 1 and all parents will be asked to sign an Acknowledgement Form verifying that they have been given a copy of, and are aware of these Attendance Procedures. 9

10 APPENDIX A Cartersville City School Board Policies 10

11 Date Adopted: 9/13/04 Descriptor Code: JBD-1 ABSENCES, TRUANCY, AND EXCUSES The Cartersville School Board recognizes the value of regular and punctual attendance in the overall education of each child. Students shall be in attendance in accordance with requirements of the compulsory school attendance law and for the number of full-length days prescribed by law. Absences and Excuses Excused absences are defined by the Cartersville School Board in accordance with authority granted by the compulsory school attendance law and the guidelines given in this policy. Submission of appropriate documentation for excusable absences may be required by the school. Students may be temporarily excused from school: 1. When personally ill and when attendance in school would endanger their health or the health of others; 2. When in their immediate family there is a serious illness or death which would reasonably necessitate absence from school; 3. On special and recognized religious holidays observed by their faith, necessitating absence from school; 4. When mandated by order of governmental agencies or court order, including pre-induction physical examinations for services in the armed forces. 5. When conditions rendering attendance impossible or hazardous to student health or safety; 6. When serving as a page for the Georgia General Assembly; 7. When necessary, one day, for registering to vote or voting in a public election. In accordance with Georgia Department of Education rules, any student subject to compulsory attendance law, who during the school year, is absent from school more than five (5) days without a valid written excuse is considered truant. School days missed as a result of an out of school suspension shall not count as unexcused days for the purpose of determining student truancy. A valid excuse is a written explanation of one of the approved reasons listed in this policy. The written excuse shall be provided to the school within three (3) days of a student s absence signed by the student s parent or guardian. 11

12 Date Adopted: 9/13/04 Descriptor Code: JBD-2 Furthermore, any student in grades 6-12 who exceeds five (5) days absence in a class during a semester without documentation of an excused absence shall not receive credit for the course. Students denied credit for a course due to excessive absences may appeal for credit to the Student Attendance Committee of the school. Final course grades of students shall not be penalized because of absences if the following conditions are met: 1. Absences are justified and validated for excusable reasons; and 2. Makeup work for excused absences was completed satisfactorily. Individual students who have emergencies necessitating their absence from school for a portion of the school day must have been present for at least one-half of the instructional day in order to be counted present and included in the average daily attendance count. When there is cause necessitating an individual student to be excused from school for a portion of the school day, the student shall be released from school only to his or her parent(s), to a person properly identified to school authorities; or upon request by verifiable letter or verifiable telephone from/to the parent(s). Principals shall require verification of right of custody of anyone requesting early dismissal of a student. A change of custody cannot occur at the school. Tardiness/Early Checkouts Being tardy to school and/or leaving school early is not only an interruption to the educational process for the individual student involved, but may also be a disruption to the instructional program for other students. Any student who is tardy to school or who leaves early during the school day without a valid excusable reason according to this policy is considered unexcused for attendance purposes. An accumulation of three (3) unexcused tardies and/or early checkouts shall be considered as an unexcused absence for the student. For the purposes of determining truancy, unexcused absences resulting from tardy days and early checkouts during a school day shall be treated the same as all other unexcused absences. 12

13 Date Adopted: 9/13/04 Descriptor Code: JBD-3 Notification The school shall notify the parent, guardian or other person who has charge of the child when such child has five (5) unexcused absences. Each subsequent unexcused absence shall constitute a separate offense. After two reasonable attempts to notify the parent, guardian or other person who has charge of the child, the school system shall send written notice via certified mail with return receipt requested. Parents shall be notified and involved prior to referring students to juvenile or other courts having jurisdiction. The school system shall use their best efforts, including first class mail, to notify students age 14 and older when they have only three (3) absences remaining in accordance with the state s attendance requirements pursuant to O.C.G.A regarding denial of driver s permits and licenses. Each school shall establish a Student Attendance Committee chaired by a school administrator. This committee shall be responsible for monitoring and implementing policies to reduce tardy days, early checkouts, and truancies at the school. At a minimum the committee shall assess a student s failure to attend school and develop strategies and interventions to correct the student s truancy. Schools shall provide to the parent, guardian, or other person having control or charge of each student enrolled a written summary of possible consequences and penalties for failing to comply with compulsory attendance. By September 1 of each school year or within 30 school days of a student s enrollment in the school, the parent, guardian, or other person having control or charge of such student shall sign a statement indicating receipt of such written statement of possible consequences and penalties. In addition, students age ten (10) or older shall be required to sign a statement indicating receipt of written statement of possible consequences for non-compliance to this policy by September 1 of each year or upon enrollment thereafter. This statement may be included in the school s student handbook for which the student signs for in receipt thereof. Withdrawal of Students A student who has more than ten (10) consecutive days of unexcused absences, who is not subject to compulsory school attendance, and who is not receiving instructional services through homebound instruction or services required by the federal Individual with Disabilities Education Act (IDEA) may be withdrawn from school. The student will be withdrawn retroactive to the first day of the student s absence. The Superintendent or Superintendent s designee shall use his or her best efforts to notify the parent, guardian, or other person who has control or charge of a student if the school system plans to withdraw such student who is younger than 18 years of age. 13

14 Date Adopted: 9/13/04 Descriptor Code: JBD-4 Consequences Possible consequences for non-compliance to the provisions of the attendance policy include but are not limited to: Parental notification and/or conferencing Referral to Student Attendance Committee Referral to Social Worker Referral to juvenile or other appropriate court jurisdiction Withdrawal from school Class failure resulting in grade level retention Disposition for unruly children in accordance with O.C.G.A , including the possible denial or suspension of a driver s license for the student Student Attendance Protocol Committee Pursuant to O.C.G.A , the school system shall participate in a student attendance protocol committee. 1. The Superintendent or the Superintendent s designee shall fully and actively assist in planning, implementation and evaluation activities of the system student attendance protocol committee. 2. The Superintendent, a certified school employee, a school board member, and a certified school social worker shall serve on the system student attendance protocol committee. 3. The Board of Education shall consider and publicly announce its decisions regarding the recommendations of the student attendance protocol committee. 4. The school system shall report annual student attendance rates to the student attendance protocol committee and the State Board of Education by September 1 following each school year. 5. The school system shall be responsible for providing a copy of the written student attendance protocol to the State Department of Education by July 1, 2005, and upon any subsequent revisions and amendments. LEGAL REF.: O.C.G.A., ; (b); ; ; ; ; ; ; ; ; ; ; ; ; ; ; Rescinds JBD Adopted: 5/13/02 14

15 APPENDIX B Bartow County School Board Policies 15

16 Board Policy Truancy Descriptor Code: JBE Excessive and Unlawful Absences In order to receive maximum benefit from the instructional activities, students are expected to be in school each day unless excused for legitimate reasons. Good attendance habits positively impact the learning process and carry over into the world of work. While teachers and administrators are charged with the responsibility of providing worthwhile daily activities for students, the students and their parents must assume responsibility for being punctual and regular in attendance. It is the position of the Bartow County Board of Education that every day at school is important and that no student should be absent except for extraordinary reasons. In compliance with accreditation regulations, a student in high school who misses more than thirty (30) class sessions shall not receive credit for the course. In the event of prolonged absence, with extenuating circumstances, the case shall be reviewed at the school level and permission may be given to make up the time and work missed. Any student less than 16 years of age with more than five (5) unexcused absences will be referred to the appropriate authorities in accordance with state law and local protocols. ADOPTED: JULY 19, 2004 BARTOW COUNTY BOARD OF EDUCATION 16

17 Administrative Regulation Absences and Excuses Descriptor Code: JBD-R Attendance The minimum annual attendance requirement is 180 days as specified by state law and State Board rules. 1. The school and the home have a joint obligation in seeing that students attend school regularly. Each school will ensure that a local procedure is in place to account for absentees and notify parents of student absences. 2. A student returning to school after being absent shall bring an excuse statement from a parent or guardian explaining the reason for the absence. Each school will determine whether an absence is excused or unexcused based on criteria consistent with State Board Rules for lawful and unlawful absences, respectively, and will enter the correct coding in the student information system. Failure to bring an excuse will automatically result in an unexcused absence for each day absent. Each school will have a system for filing and, if necessary, investigating excuses. 3. Any student leaving school for personal reasons must have parental permission prior to leaving. Any student so leaving shall be marked absent in the classes missed and the proper coding for the checkout shall be accounted for in the student information system. 4. Any elementary student who misses over 8 school days during a given school year may not receive credit for the course in which the absences occur unless a doctor s statement is secured for those days absent in excess of 8 days per year. Exception to this section of the regulation will be made only through a local appeals process. This requirement is for course credit only and is not to be construed as being a necessity for determining the status (excused or unexcused) of an absence. 5. Any middle or high school student who misses over 4 school days during a given semester may not receive credit for the course in which the absence occurs unless a doctor s statement is secured for those days absent in excess of 4 days per semester. Exception to this section will be made only through a local appeals process. This requirement is for course credit only and is not to be construed as being a necessity for determining the status (excused or unexcused) of an absence. 6. If a student accumulates unexcused absences, the school must make two reasonable attempts to contact the family by letter before the fifth unexcused absence. If a student reaches five unexcused absences, the school will notify the family by certified mail and a referral to the school social worker shall be made. 17

18 The school social worker will proceed in these cases in accordance with compulsory attendance requirements and local protocols. 7. In regard to unexcused (i.e., unlawful) absences, students shall normally be given a zero for any tests or other graded assignments missed during the unlawful absence and shall not be permitted to make up work for a grade. The only exception to this is an educational experience which would be deemed unlawful by State Board Rules for which prior make-up approval has been granted by the principal. A list of students with unlawful absences shall be compiled by each school and distributed to all teachers for uniform application of this policy. 8. A student in the elementary and middle schools must be present at least one day more than one-half of the reporting period in order to receive a report card. 9. The regulations of the State Board of Education as set down in State board policies shall determine all cases not hereby provided for. Lawful and unlawful absences are defined by the State Board of Education as follows: Lawful Absences Children may be temporarily excused from school who are: (1) personally ill and whose attendance in school would endanger their health or the health of others; (2) in whose immediate family there is a serious illness or death which would reasonably necessitate absence from school; (3) on special and recognized religious holidays observed by their faith; (4) serving as pages of the General Assembly during the school year. (Pages shall be credited as present by the school in which enrolled); (5) registering to vote or voting for a period not to exceed one day; or when; (6) conditions render school attendance impossible or hazardous to the student s health or safety; or (7) mandated by order of governmental agencies, including preinduction physical examinations for services in the armed forces and court orders. Unlawful Absences Any absences which are not permitted under the compulsory school attendance law and by policies and regulations of the school system Board of Education will be considered unlawful. Certain unexcused educational absences may be permitted without the make-up work penalty, provided arrangements are made with the principal prior to the absences. ADOPTED: July 19, 2004 BARTOW COUNTY BOARD OF EDUCATION 18

19 APPENDIX C Written Notices to Parents 19

20 Dear Parent/Guardian: As you are aware, the state law regarding compulsory attendance and truancy changed on July 1, A student with more than 5 unexcused absences must be referred to the appropriate authorities in accordance with the law and local attendance protocols. Possible consequences for violating this law are listed below: at least a $25 and not more than a $100 fine; up to 30 days of jail time; community service; or any combination of these penalties. School records now indicate that your child has two (2) unexcused absences. We need for you to contact (Name of School Personnel) at (Name of School/Telephone Number) to discuss this. While we regret any inconvenience this may cause you and your family, unexcused absences are not acceptable in the Cartersville School System and are ultimately a violation of state law. If you require assistance in getting your child to school as required, this will be an opportunity for you to make that known. It is the goal of the Cartersville School System and the Bartow County School System to reduce student absenteeism in general, and truancy in particular. We feel that this will better prepare our students to become employable adults with a strong work ethic. Please assist us in preparing our children to assume the roles of providers and leaders in the 21 st century. Sincerely, Principal (ABC School) 20

21 Dear Parent/Guardian: As you are aware, the state law regarding compulsory attendance and truancy changed on July 1, A student with more than five (5) unexcused absences must be referred to the appropriate authorities in accordance with the law and local attendance protocols. Possible consequences for violating this law are listed below: at least a $25 and not more than a $100 fine; up to 30 days of jail time; community service; or any combination of these penalties. School records now indicate that your child has four (4) unexcused absences. The new law makes this an extremely serious situation. You must call (Name of School Personnel at phone number) to set up an appointment to meet with school staff to discuss this. You need to schedule this appointment as soon as possible. If possible, you should bring any documentation that would support changing the status of these absences to excused. If you require assistance in complying with the law, this can be discussed at the meeting, also. The Cartersville School System and the Bartow County School System does not want to file charges against you and/or your child. We do have to comply with the law, however, and will do as the law requires in this matter. Sincerely, Principal (ABC School) 21

22 Dear Parent/Guardian: In accordance with O.C.G.A , this letter serves as official notification that your child, (Child s Name), has five (5) unexcused absences from school. Each further unexcused absence from school is a separate violation of the law and you are subject, upon conviction, to any combination of the following: at least a $25 and not more than a $100 fine; up to 30 days of jail time; community service; or any combination of these penalties. The next unexcused absence (the sixth) will cause charges to be filed against you and/or your child. This is regrettable, but the law must be enforced if our community is going to reduce the number of unexcused absences from our schools. You will be notified by a separate letter, if/when charges are filed against you and/or your child. If charges are filed, they will be carried forward regardless of any attempts by you to reconcile the attendance record by producing doctor s notes, or any other excuse. This is due to the opportunities we have already provided you to reconcile the attendance record. If this is the first notice that you have received, due to your child s absences being consecutive for a five-day period, you must present excuses to the school office, in person, immediately. As the principal of the school, I am the person that determines whether an absence is excused or unexcused, based on the merits of each absence, in accordance with the Georgia Department of Education rules. Sincerely, Principal (ABC School) 22

23 APPENDIX D Letter to Health Care Providers 23

24 Dr. Mike Bryans Dr. Craig Bangtson Superintendent Superintendent P. O. Box 3310 P. O. Box Cartersville, GA Cartersville, GA30120 July 23, 2004 Dear Healthcare Provider, As you may be aware, the Georgia General Assembly enacted O.C.G.A establishing a Student Attendance Protocol Committee in each county. The chief judge of the superior court of each county was given the responsibility of creating such a committee. The purpose of this committee is to ensure coordination and cooperation among officials, agencies, and programs involved in compulsory attendance issues, to reduce the number of unexcused absences from school, and to increase the percentage of students present to take tests that are required under the laws of this state. Also, No Child Left Behind legislation and state accountability requirements are utilizing attendance data as an indicator of adequate yearly progress. Schools that have 15% (or more) students absent 15 or more days may be labeled as under-performing. The Cartersville-Bartow County Student Attendance Committee is working to develop strategies to address these issues, but we cannot do this alone. It is critical that schools rally the support of the entire community to assure that children are in school as much as possible. With this in mind, we are asking for your assistance. Parents must now provide more detailed documentation regarding student absences and excuses. To facilitate this process, we are supplying each healthcare facility in our community with standardized Healthcare Excuse Forms. These forms will provide information that will assist us in verifying reasons for absences and will make it possible for schools to make appropriate accommodations for students with health-related concerns. We also ask that as many appointments as possible be scheduled after school hours. Beginning this school year, both of our school systems request that all medical excuses be submitted using this form. A copy of the form is attached. A packet of forms will be delivered to you soon. Please contact Bibby Morgan at for the city schools or Steve Buffington at x 3880 for the county schools if you have any questions or concerns. Thank you for your help in this matter. 24

25 APPENDIX E School Healthcare Excuse Coordinated with Heath providers in the Community 25

26 School Healthcare Excuse Due to federal and state guidelines, it is necessary for school systems to require specific information related to student absences. Child s Name: Date of Visit: Nature of Illness/Complaint: Time of Visit: Healthcare Provider: Is this a chronic or episodic condition that may require future absences? Yes or No In your opinion, does this illness prevent patient from attending school today? Yes or No Date child can return to school: Follow-up Date? Restrictions: Is a follow-up visit required? Yes or No If possible, please schedule after school. Authorized Signature/Stamp Date White School Copy Yellow Provider Copy Pink Parent/Guardian Copy 26

27 APPENDIX F School Telephone Log Documentation 27

28 Absent/Tardy Student Contact Name: Date of Absence & Contact: Method of Contact: Telephone # No answer Left message on machine Left message with Spoke with Mail Results: Absent/Tardy Student Contact Name: Date of Absence & Contact: Method of Contact: Telephone # No answer Left message on machine Left message with Spoke with Mail Results: I verify that this information is true and accurate. I verify that this information is true and accurate. Signature (Turn in to Attendance Clerk daily.) Signature (Turn in to Attendance Clerk daily.) 28

29 Signature Page Chief Judge of the Superior Court Juvenile Court Judge District Attorney Superintendent, Cartersville City Schools Superintendent, Bartow County Schools Department of Family and Children Services Department of Family and Children Services Bartow County Health Department Highland Rivers Bartow County Sheriff Office Cartersville Police Department Emerson Police Department Adairsville Police Department Kingston Police Department Euharlee Police Department Bartow Collaborative CASA Committee Chairman 29