RATIONALE: St Patrick s Catholic Primary School is a welcoming and inclusive community that embraces compassion and respect for all. Responsibilities Parents are responsible for: Enrolling their children of compulsory school age in a school or registering them for home schooling Ensuring their children attend school regularly Explaining the absences of their children from school within seven days Taking measures to resolve attendance issues involving their children School staff are responsible for supporting the regular attendance of students by: Providing a caring teaching and learning environment Recognising and rewarding excellent and improved student attendance Maintaining accurate records of student attendance Implementing programs and practices to address attendance issues when they arise Providing clear information to students and parents regarding attendance requirements The Principal is responsible for ensuring that: Students are enrolled consistent with the requirements Attendance records are maintained in an approved format and are an accurate record Staff record accurately the attendance of each student in classes regularly conducted in locations other than the home classroom (e.g. RFF, Sport) A system is established for signing out students who need to leave the school premises during school hours All attendance records including details of transfers and exemptions are accessible as required Documented plans are developed to address the needs of students whose attendance is identified as being of concern The CSO is provided with regular information about students for whom chronic non-attendance is an issue and for whom school strategies have failed to restore regular attendance School staff are trained to implement school attendance policies and procedures Parents and students are regularly informed of attendance requirements All cases of unsatisfactory attendance and part or full day absences from school are investigated promptly and appropriate intervention strategies are implemented The Principal or delegate undertakes all reasonable measures to contact parents within two days of an unexplained absence occurring. Contact may be made by note, telephone, email or SMS The Principal or delegate ensures that where absences are recorded within seven days of the occurrence of the absence, the hard copy roll is not amended The Principal may grant: o Sick leave to students whose absences are satisfactorily explained as being due to illness o Full or part day exemption from school attendance for periods totalling up to 50 days in a 12 month period for any one student St Patrick s School, Walcha November 2012 1
The Principal may record up to 15 days in a school year for students of compulsory school age who have provided an explanation of the absence which has been accepted by the principal. This can only be due to: o Misadventure or unforseen event o Participation in special events not related to school o Domestic necessity such as serious illness of an immediate family member o Attendance at funerals o Recognised religious festivals or ceremonial occasions The Principal may decline to accept as satisfactory an explanation for an absence. Parents should be advised that the explanation has not been accepted and a reason for the decision provided The Principal may request medical certificates or other documentation when absences explained as being due to sickness are frequent or prolonged The Principal may delegate responsibility for the maintenance of attendance registers to teachers. In such case the principal must ensure that these staff: o Know the procedures for marking the document o Seek verbal or written advice promptly from parents regarding unexplained full or part day absences o Retain records of written, electronic and verbal explanations from parents. If teachers receive verbal explanations from parents, they should record, sign and date the explanation o Are aware of their responsibility to alert the principal when a student s pattern of attendance is of concern o Report chronic non-attendance and persistent lateness promptly to the principal School Attendance Records Requirements School attendance records must include: A Register of Admission to be retained permanently Notes and records of verbal explanations for absences from parents to be retained for two years Attendance Registers to be retained for three years. In the case where a student has an accident necessitating an accident report, all attendance records should be retained until the student reaches 24 years of age The student s record card detailing the number of absences each year to be retained for seven years after the student has left. In the case where a student has an accident necessitating an accident report, the student record card should be retained until the student reaches 24 years of age Attendance Registers must reflect the highest professional standards Registering the attendance of students Rolls are currently marked manually but may become electronic in the future Rolls must be maintained on all days on which the school is open for instruction The exception method (marking absences only) is to be followed School attendance must be recorded early in the school day and on a daily basis Students involved in off-site activities organised by the school must not be marked as absent Staff responsible for maintaining attendance registers must be acquainted with the requirements of the document and correct procedures St Patrick s School, Walcha November 2012 2
New NSW Attendance Register Codes are to be used from the start of the 2012 school year Supplementary comments regarding absences may be made in the notes column The precise times of late arrival or departure must be recorded The teacher responsible for maintaining the roll is required to sign the register each day. The Principal or delegated school executive should endorse the register at least once per term Where an alteration is necessary a line is to be ruled through the existing entry and the correct entry made above. Correction fluid must not be used NSW Attendance Register Codes Manual Attendance Registers X a Pa First and last day that the student attended for each term The student was absent on that day The student was late or was absent for part of a day. The time of arrival or departure must be recorded Electronic Attendance Registers W P The student was absent on that day The student was late or was absent for part of a day. The time of arrival or departure must be recorded The following symbols should be recorded above the a or Pa symbol as appropriate (Manual Attendance Registers) (The following symbols should be recorded beside the W or P symbol as appropriate (Electronic Attendance Registers) when in use) A S L E M The student s absence is unexplained or unjustified. This symbol must be used if no notice has been provided by parents within seven days of the absence The student s absence is due to sickness or as a result of a medical or paramedical appointment. The Principal may request a medical certificate in addition to the explanations if the explanation is doubted or the duration of the absence is more than four days The Principal may record up to 15 days in a school year for students of compulsory school age who have provided an explanation which has been accepted by the principal. Additional days for students not of compulsory school age may be recorded at the principal s discretion. The student s absence may be due to: Misadventure or unforseen event Participation in special events not related to the school Domestic necessity such as serious illness of an immediate family member Attendance at funerals Recognised religious festivals or ceremonial occasions The student was suspended from school The student was exempted from attending school St Patrick s School, Walcha November 2012 3
B H The student is absent from school on official school business e.g. school sport (regional and state carnivals), school excursions The student is attending two or more education settings for a period of time. The symbol is recorded where a student accesses education settings separate to St Patrick s such as: Tutorial centre and programs Behaviour schools Hospital schools Special Circumstance Registers Attendance registers must be maintained each day the school is open for instruction with the exemption of: Days on which there is part or full day industrial action involving teachers Approved staff development days Days on which the school is inaccessible due to natural occurrences such as fire or flood Special circumstances registers are to be maintained on days as outlined above. They should: Specify the dates and times of the variation Indicate the reason for the variation List students attending on that day Be signed by the teacher maintaining the register Be permanently attached to attendance registers For schools maintaining manual rolls, a broken line must be ruled through that day s column and the notation Roll not marked see special circumstance register recorded within Absences on these days are not recorded on student record cards or counted as absences for statistical purposes Students attending specialist education settings the mainstream school can mark the attendance register with Attendance Register Code H Security of Attendance Registers Rolls must be stored in a secure location within the school They must not be removed from the school premises unless warranted by exceptional circumstance e.g. fire or flood. Teachers must not take attendance registers home The loss of an attendance register is a serious occurrence and must be reported immediately. A new roll must be commenced immediately. Attendance information referring to absences prior to the commencement of the new roll must not be included A notice signed by the Principal must be attached to the new register stating the period of the original register and the date of commencement of the replacement register At the end of each school year the Principal must ensure rolls and attached special circumstance registers are preserved Copies only of the register of daily attendance should be stored offsite at regular intervals St Patrick s School, Walcha November 2012 4
Students who are suspended Attendance Register Code E is to be used to denote absences of students whilst on suspension. This is to be used only for the duration of the suspension and must not be applied to students who fail to return to school following the suspension period The absence of students who are suspended are counted as absences for statistical purposes Students who are exempted from school Attendance Register Code M is to be used when the absences are the result of students being exempted from attending school The absences of students who have been exempted from school are not counted as absences for statistical purposes Removal from Attendance Roll A student s name must be removed from an attendance register if: A student moves out of NSW The student enrols in another school Advice has been received from parents that the student is enrolled in another school or is registered for home schooling The student has been expelled from the school The student is of compulsory school age and has been marked as absent for periods exceeding a total of 10 consecutive school days over a three week period where the school is open for instruction and is believed to have left the school Exemption from Attendance at School Certificates of Exemption from the compulsory education requirements of the Act may be granted by a delegated officer when it has been clearly demonstrated by the applicant that an exemption is in the best interests in the short and long term and that alternatives to exemption have been considered e.g. Distance Education Procedural fairness must be accorded Generally, certificates of Exemption should not be approved in the case of students who have been the subject of a community Services report or Child Wellbeing Unit report and for whom unresolved issues concerning a risk of harm remain Applications for exemption from school attendance must be made in writing. In exceptional circumstances an oral request can be made to the School Principal seeking assistance on completing an application for exemption from school attendance In the case of students of compulsory school age who are enrolled in a school, applications for exemption from school attendance must be submitted in advance Exemptions from school attendance cannot be granted retrospectively Principals may grant exemption from school attendance for periods totalling up to 50 days in a 12 month period for any one student For periods more than 50 days in a 12 month period applications should be forwarded through the Diocesan Office to the Catholic Education Commission NSW Principals may grant exemptions due to: St Patrick s School, Walcha November 2012 5
Exceptional domestic circumstances, including but not limited to participation in family holidays during school term subject to being satisfied that this is in the best educational interests of the child Other exceptional circumstances such as health of the student where sick leave or alternative enrolment is not appropriate Employment in the entertainment industry or participation in elite sporting events for short periods of time i.e. for one or two days and at short notice For any other matter, the principal must consult their consultant The attendance register must indicate full day exemptions with the code M Conditions attached to Exemptions from Attendance at School Certificates of Exemption issued by Principals must: Include the specific conditions that apply to the exemption State that the exemption may be cancelled if these conditions cease to apply Specify a period for which the exemption had been granted The original Certificates of Exemption will be provided to the parents or carer A copy of the Certificates of Exemption must be attached to the student s record The principal should retain a copy of the Certificate of Exemption in the principal s official records PROCEDURES: Register of Daily Attendances Class Rolls are the responsibility of each Classroom Teacher. Casual Teachers have been taken through the correct procedure for marking rolls and are required to complete the roll to indicate absences. All rolls must be completed in black pen and liquid paper is never to be used. Address and other contact details for each student must be kept up-to-date in the Class Roll. These details may be hand written or included as a print out form distributed by the School Secretary. If a print out is used it must be glued or otherwise securely attached to the roll. Data relating to additional needs e.g. medication etc is to be recorded in the Special Notes column. Queries concerning completion of the Class Roll are discussed with the Principal. The Principal is responsible for monitoring roll marking and providing written feedback for class teachers (see Appendix 3.) This is done twice each term. Corrections required to Class Rolls as indicated by the Principal are to be completed as soon as possible. The Class Roll is a legal document that can be used in legal proceedings and as such it must be marked every day. Class Rolls must be retained by the school. Teachers are to ensure Rolls are well maintained and clearly labelled. Covering of class Rolls is one way of maintaining their professional appearance and longevity. Documentation: Records of written, electronic and verbal explanations to substantiate reasons for student absence from parents/guardians are retained by class teachers. If teachers receive verbal explanations from parents, they should record, sign and date the explanation. St Patrick s School, Walcha November 2012 6
This documentation is then stored for a period of 2 years from the date received. Backup copies of class rolls and attendance registers will be stored off site. Backup copies will be made at the end of each Term. Absence Reminder Notes Absence reminder notes are sent to parents/guardians if an absence is unexplained after two days (see Appendix 1.) The sending of the note is recorded by the school secretary in the Absence Reminder Notes Table (see Appendix 2.) Excessive or unusual unexplained absences (eg if there is no response to the notes above,) are followed up by the Principal by phone or in writing by official letter. Occasionally, home visits are necessary. Where a child has more than 5 unexplained/unjustified absences (not necessarily consecutive) the School Action Plan for the Management of Habitual Non Attendance will be followed. All notes are to be kept in an organised manner for the calendar year. Absence notes are to be handed into the Office for storage at the end of each term/year.. Students representing the school for sporting/cultural activities will not be marked absent from school (consideration will also be given for travel). Siblings who travel with the competing student must be marked absent. Attendance -Late Arrivals Children are not permitted to leave the school premises unaccompanied unless they have written permission from their parent/guardian or a direct phone call is made to the office by the parents. When parents call to collect children during class time, they should come to the office. The child will be sent for. This allows us to maintain safety of the children. The appropriate register must be signed by parents before any child leaves the school premises. Children arriving to school late are required to sign the register at the office and receive a note to take to the class teacher. The Principal is to check the register regularly and follow up on regular late arrivals. Monitoring: Attendance rates are monitored twice each term to identify students with unacceptable attendance patterns and/or patterns of consistently late arrival Attendance and absence (including unexplained absences) are indicated twice yearly on Student Reports. Concerns are raised with parents as part of the reporting/interview process. Copies of Student Reports are retained in student files. Follow Up Letters are sent to parents/guardians of students with unacceptable attendance patterns and/or patterns of consistently late arrival as identified in the mid and end of term attendance checks. Parents/guardians are asked to meet with the Principal to discuss the reasons for the absences/late arrival and strategies to improve attendance. St Patrick s School, Walcha November 2012 7
Consistent identification of students with unacceptable attendance patterns and/or patterns of consistently late arrival will require implementation of additional strategies including completion of the Keep Them Safe Online Mandatory Reporters Guide. Failure of parents/guardians to attend requested meetings and support the school may result in the termination of student enrolment. This would be done in consultation with the Parish and CSO. Staff Absences All teachers are to ring the Principal before 7am if they will not be in for work. If teachers can give a guide as to what work should be covered either verbally or via email, it would benefit the children. If teachers know in advance of their absence they are required to leave a skeleton plan of the day for the relief teacher to implement. Relief staff is available for teacher illness. A Medical Certificate is required after the third day of absence. If absence is required for a special purpose, staff must see the Principal as soon as they anticipate requiring leave. Staff are requested to keep leave to a minimum, especially leave outside the guidelines. Each teacher is required to fill in the leave form upon their return to school. These forms are available on the CSO Intranet or in the school office. Electronic Attendance Registers (not currently in use) A hard copy of the electronic record is to be generated weekly for the previous two week period and endorsed by the principal or delegated school executive certifying its accuracy The precise times of late arrival or departure must be recorded Where an alteration is necessary a line is to be ruled through the existing entry and the correct entry made above. The Attendance Register Code B is to be used where a student is absent from the school site on official school business e.g. school sport and school, excursions. B is not an absence code and is not included as an absence for statistical purposes. Electronic rolls will automatically display Staff Development Day message but similar notations must be made on hard copies of electronic attendance registers regarding other reasons for special circumstance registers CONSULTATION/DISSEMINATION: Procedures reviewed at first Staff Meeting each year POLICY REVIEW: 2014 RELATED POLICIES: St Patrick s Pastoral Care Policy St Patrick s Security Management Policy References SOC 56.11 Guidelines for the Management of Student Attendance Document: Guidelines for the Management of Student Attendance in the Armidale Diocesan Schools System St Patrick s School, Walcha November 2012 8
SOC 20.11 NSW Attendance Amendments: New Delegations to Principals Document: Guidelines for Exemption from Attendance at NSW Catholic Systemic Schools SOC 17.10 New Attendance Requirements Document: Student Attendance in Government Schools Procedures 2010 Keep Them Safe Mandatory Reporter Guide: Neglect education habitually absent is where a child/young person is of compulsory school age and is enrolled and is habitually absent. Habitually absent is a minimum of 30 days absence within the past 100 school days. However this is context/age dependent. The number of days should be taken as a guide only. For example, consideration needs to be given to earlier action being taken for younger children, as the impact of missing schooling is likely to be much greater the younger the child. Similar consideration may need to be given to the impact for a child/young person with a cognitive disability or learning difficulties. St Patrick s School, Walcha November 2012 9