SCHOOL ATTENDANCE POLICY

SCHOOL ATTENDANCE POLICY Policy No.: GRSS30 Version: 000 Drafted/Rev By: SS Status: Current Responsibility: Management Scheduled review Date: 9/5/14 1.0 INTRODUCTION The Education Act 1990 and the Education Amendment (School Attendance) Bill 2009 state that it is the parent or guardian s duty to ensure that their child(ren) attend the school at all times when the school is open for the child s instruction or participation in school activities except when reasonable causes prevent attendance All parents with a child(ren) enrolled at Glenaeon must adhere to the rules regarding student attendance at both school itself and at each timetabled class. Inconsistent attendance is considered to be detrimental to children s progress, and holidays extended into term time are firmly discouraged for the same reason. 2.0 PURPOSE To monitor the attendance of students at school in accordance with the provisions of the Education Act and to properly document student absences. To set out the requirements for maintenance and retention of attendance and enrolment records. 3.0 POLICY 3.1 ATTENDANCE & PUNCTUALITY Rhythm and form are intrinsic to the school day, and punctuality which engenders a healthy respect for work and study is considered very important. Students should be at school with enough time to feel relaxed and ready when classes begin. The continuity and rhythm of lessons from day to day and from week to week are important and require attendance from beginning to end. If a student arrives late to class, they must wait for permission from the teacher before entering so as not to disrupt the lesson in progress. It is essential that all students arrive at school on time It is essential to the curriculum and the class that all students experience the opening of the day together. It is expected that students attend school except in cases of illness. It is expected that the students complete the full school term with their class before going on vacation. All students should be at school 5 minutes before classes start for the day. Students are to report to the office for late notes if they arrive after bell time or later during the day. Late notes are to be handed either to the Class Teacher/Guardian, or to the teacher taking the class at the time of arrival. Year 12 attendance may vary after timetabled study periods are confirmed. Year 12 students, with permission from Class Guardians, may leave school early when they have study periods, but must sign out before leaving the premises. Students who leave early for any other reason, e.g. medical/dental

appointments, must also sign out. The sign out book is held at reception at both Campuses. Class K-6 students leaving early must be signed out by the parent collecting them. 3.2 ATTENDANCE REQUIREMENTS Under the Education Act 1990 and the Education Amendment (School Attendance) Bill 2009, attendance at school is necessary at all times while the school is open for the child s instruction or participation in school activities, except when reasonable causes prevent attendance. Reasonable causes may include: Illness. Other special leave requested from and approved by the school. Such special leave would include medical, dental appointments, etc and other exceptional circumstances such as family emergencies. In respect of illness, parents should notify the school by telephone and an absence note should always be brought by the pupil on his or her return to school. In the case of absence for illness longer than two consecutive days the absence note should be accompanied by a doctor s certificate. Parents should be aware that if school attendance falls below acceptable levels without, reasonable cause, it may be necessary for the school to report the non attendance to the Department of Community Services under its obligations as a mandatory reporter. 3.3 REGISTER OF ENROLMENTS/ADMISSIONS Glenaeon maintains a Register of enrolments/ admissions via its SchoolPro Electronic Database System that includes the following information for each student: Name, age and address The name and contact number of parent(s)/ guardian(s) Date of enrolment and, where appropriate, that date of leaving the school and student s destination For students older than six (6) years, previous school or pre-enrolment situation Where the destination of a student under seventeen (17) years of age is unknown, evidence that a Department of Education and Training Officer with now school liaison responsibilities has been notified of the student s name, age and last known address. The Register of enrolments must be retained for a period of five (5) years preceding the current date. 3.4 MONITORING ATTENDANCE Attendance is monitored by the Class Teacher and Guardians, as well as subject teachers in the High School. Parents/Guardians will be contacted by the school via phone or SMS on the day of an absence without notice or at the end of a day where a student has absented his/herself from a single class during the day. Attendance is taken daily at the beginning of the school day by the Class Teachers/ Guardians in a roll book. This book is then returned to the office where attendance is recorded in the school s database. Reports are generated regularly and provided to the Management Group for review. Any students in danger of falling below the required attendance level are referred to their Class Teachers/ Guardians for follow up. 3.5 NOTICE OF LEAVE We require at least two weeks notice in writing where possible for special leave to be approved. In this case, the approval of the school may be granted by the Class Teacher or Guardian in respect of absences not exceeding one day and in other cases by the Daily Operations Manager or the Collegiate Chair. If there has been no notification of a reason for absence, which has continued for more than one day, it is the responsibility of the Class Teacher or Guardian to contact parents to determine the reason for absence. The school regards non-compliance with this policy very seriously and any departure from it is to be referred to the Class Teacher or Guardian for presentation to the Management Group. At all times we expect pupils to 2

be present during the normal hours of attendance. Absence for any of the following reasons is considered unsatisfactory: Holidays during term time, especially in the first and last week of term During study periods in senior classes. During examinations when an examination in a student s own subject is not scheduled. (NB special consideration MAY be given to students if requested by the student and the appropriate Coordinator gives approval) When a student is unable to participate in sport or has given cause not to attend a school camp or excursion. 4.0 RESPONSIBILITIES All teaching staff are responsible for ensuring that the requirements of this policy are met and the correct procedures are followed appropriately. The Management Group is responsible for ensuring this policy is adhered to throughout the school. 5.0 RELATED DOCUMENTS None 6.0 AUTHORISATION On behalf of The Management Group Name Signature Date 3

SCHOOL ATTENDANCE PROCEDURES 201 Policy No.: GRSS31 Version: 000 Drafted/Rev By: SS Status: Current Responsibility: Management Scheduled review Date: 9/5/14 1.0 PURPOSE The purpose of the attendance procedures is to facilitate the following expectations and requirements: To ensure that all students arrive at school on time 5 minutes before classes start for the day. To support the curriculum and the class by ensuring that all students experience the opening of the day together. To ensure that students attend school (regular classes and school activities) except in cases of illness. To ensure that students complete the full school term with their class before going on vacation. To ensure that all cases of unexplained absence are investigated promptly and appropriate intervention strategies are implemented. To ensure that school staff are trained to implement school attendance policies and procedures. To ensure that parents and students are regularly informed of attendance requirements. 2.0 PROCEDURES 2.1 The Attendance Roll Rolls are provided to all Class Teachers and Guardians at the beginning of each school year in a format that is in accordance with the Education Act (1990) (Section 24). Rolls must be maintained on all days on which the school is open for instruction, including school sports days, swimming carnivals, excursions, camps and similar events. The exception method (marking absences only) is to be followed by all teachers. Only the codes listed in the front of the Roll are to be used. School attendance must be recorded on the Roll early in the school day and the Roll should be returned to the Office by 9.30am (only acceptable exception is when classes are away on camps or excursions).

Students involved in off-site activities organised by the school or must not be marked as absent. Staff responsible for maintaining Rolls must be acquainted with requirements of this document and correct procedures for maintaining the Roll. The Class Teachers and/or Guardians responsible for maintaining the Rolls are to sign the Roll each day in the place indicated. Where an alteration is necessary on the Roll a line is to be ruled entry and the correct entry made above. Correction fluid must not be used. 2.2 Overseas Exchange Students Students participating in accredited overseas exchange programs for periods of up to 12 months are to remain on the school Roll. They are not to be marked absent for the duration of their exchange. A note is to be attached to the Roll regarding the place an duration of the exchange. For statistical purposes students on overseas exchange are to be considered present. 2.3 Senior College Students on Flexible Timetables The attendance of senior college students on flexible timetables must be recorded in the same manner as other students. However, scheduled days or periods of non-attendance must not be marked as absences. The symbol noted in the Roll regarding timetabled days or periods of nonattendance should be used F The scheduled non-attendance of senior college students participating in flexible timetables is not recorded as an absence for statistical purposes. 2.4 Students who are Suspended from School The correct attendance register code symbol for suspension is to be used to denote the absences of students whilst on (out of school) suspension, E. This symbol 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. In such cases, the student s absence would be unjustified and recorded accordingly as A. 2.5 Security of Rolls Rolls must be stored in a secure location within the school. Roll must not be removed from school premises unless removal is warranted by exceptional circumstances such as fire or flood. Teachers must not take Rolls home. The loss of a Roll is a serious occurrence and must be reported immediately to the Daily Operations Manager. A new Roll should be commenced immediately. Attendance information referring to absences on occasions prior to the commencement of the new Roll must not be included. A notice signed by the Collegiate Chair must be attached to the new Roll. The notice must state the period for which the original Roll was a record of student attendance and the date from which the replacement Roll commences. At the end of each school year the Management Group must ensure that the Rolls and attached special circumstances are preserved as a complete record of student s absences for that year. 2

2.6 Database entry of Attendance Data From Term 4 of 2010 school attendance information will be entered daily into the Schoolpro database. This data entry will be completed by Reception administrative staff who have been trained to use the Schoolpro Attendance Module. On Friday afternoon of every week an attendance report will be generated, printed and forwarded to the Daily Operations Manager for review by the Management Group. 2.7 Follow up of Unexplained Absences Each morning when completed Rolls have been returned to the office administrative staff are to check each Roll for any unexplained absences of students. Unexplained absences are as follows: Absences where no phone call, phone message or email explaining the absence has been received by either the Reception staff or by the responsible Teacher or Guardian and where the student is not known to be unwell via prior recent communication. The student has not arrived late to school and signed into the Late Book on arrival. In each instance of an unexplained absence Reception staff are to contact the student s parents or guardian by phone or SMS to enquire about the reason for the absence. A written memo outlining the reason for absence is to be inserted into the Roll. Parents are to be courteously reminded that it is their responsibility to advise the school about their child s absence from school. If parents or guardians cannot be contacted a letter should be sent to them in the format attached. (refer to Absentee Notices 1 & 2) The Management Group may decline to accept as satisfactory an explanation for an absence. The parent should be advised that the explanation has not been accepted and a reason for the decision provided. The Management Group may request medical certificates or other documentation when absences explained as being due to illness are frequent or prolonged. 2.8 Approved Leave The Management Group 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 Management Group. Additional days for students not of compulsory school age may be recorded at the discretion of the Management Group. At least two days notice in writing is required for special leave to be approved. In this case, the approval of the school may be granted by the Class Teacher or Guardian in respect of absences not exceeding one day and in other cases by the Management Group. 3

2.9 Exemption from Attendance The Management Group may grant an exemption from school attendance for periods totalling up to 50 days in a 12 month period for any one student in accordance with the provisions of Section 25 of the Education Act (1990). 3.0 MARKING OF ROLLS 3.1 Manual Rolls Symbols to be used where students are absent from school Symbol Meaning a The student was absent on that day. Pa The student was late or was absent for part of a day. The time of arrival or departure must be recorded. Symbols to be used for explanation of student absence Note: The following symbols should be recorded above the a or Pa symbol as appropriate Symbol Meaning A 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 occurrence of the absence. S The student s absence is due to sickness or as the result of a medical or paramedical appointment. In these cases: a medical certificate is provided or the absence was due to sickness and the principal accepts this explanation. The Management Group may request a medical certificate in addition to explanations if the explanation is doubted or the duration of the absence is more than four days. L The Management Group 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. Additional days for students not of compulsory school age may be recorded at the principal s discretion. This symbol is recorded where a student s absence is due to reasons accepted by the principal. This 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. E The student was suspended from school. M The student was exempted from attending school. F Senior student participating in flexible timetable not present because they are not required to be at school. B The student is absent from the school on official school business. This symbol is recorded where the principal approves the student leaving the school site to undertake: work experience school sport (regional and state carnivals) school excursions. H The student is attending two or more education settings for a period of time (shared enrolment). This symbol is recorded where a student accesses a specialist educational setting on a sessional or full-time basis with the full knowledge and approval of the school. The symbol is recorded where a student accesses education settings separate to their mainstream school such as: tutorial centre and programs 4

behaviour centres such as the OASIS centres hospital schools. 3.2 Electronic Rolls Symbols to be used where students are absent from school Symbol Meaning W The student was absent on that day. P The student was late or was absent for part of a day. The time of arrival or departure must be recorded. Symbols to be used for explanation of student absence Note: The following symbols should be recorded above the a or Pa symbol as appropriate Symbol Meaning A 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 occurrence of the absence. S The student s absence is due to sickness or as the result of a medical or paramedical appointment. In these cases: a medical certificate is provided or the absence was due to sickness and the principal accepts this explanation. The Management Group may request a medical certificate in addition to explanations if the explanation is doubted or the duration of the absence is more than four days. L The Management Group 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. Additional days for students not of compulsory school age may be recorded at the principal s discretion. This symbol is recorded where a student s absence is due to reasons accepted by the principal. This 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. E The student was suspended from school. M The student was exempted from attending school. F Senior student participating in flexible timetable not present because they are not required to be at school. B The student is absent from the school on official school business. This symbol is recorded where the principal approves the student leaving the school site to undertake: work experience school sport (regional and state carnivals) school excursions. H The student is attending two or more education settings for a period of time (shared enrolment). This symbol is recorded where a student accesses a specialist educational setting on a sessional or full-time basis with the full knowledge and approval of the school. The symbol is recorded where a student accesses education settings separate to their mainstream school such as: tutorial centre and programs behaviour centres such as the OASIS centres hospital schools. 5

4.0 RESPONSIBILITIES All teaching staff are responsible for ensuring that the requirements of this procedure are met and the correct procedures are followed appropriately. The Management Group is responsible for ensuring this policy is adhered to throughout the school. 5.0 RELATED DOCUMENTS Attendance Policy Overseas Students Attendance Policy 6.0 AUTHORISATION On behalf of The Management Group Name Signature Date Date created : 5 December 1995 Date Revised: 4 May 2009 6

Absentee Notice 1 Compulsory School Attendance (Print on school letterhead and retain photocopy with attendance records) ABSENTEE NOTICE (1) COMPULSORY SCHOOL ATTENDANCE Dear, Regular attendance at school is important for students to reach their potential. The school is required to record the reason for any absences as a way of ensuring that students are absent from school only when they are sick or have another good reason for missing school. Your child,, was absent from school on and, as we have been unable to contact you, no explanation has been received. Please assist us by completing the attached form and returning it to school with your child, or by mail, as soon as possible. Alternatively, you may wish to contact the school by telephone on 9417 3193 to discuss your child s attendance. Yours sincerely... COLLEGIATE CHAIR CHILD S NAME CLASS DATE(S) OF ABSENCE REASON FOR ABSENCE: Signed Date

Absentee Notice 2 Compulsory School Attendance (Print on school letterhead and retain photocopy with attendance records) ABSENTEE NOTICE (2) COMPULSORY SCHOOL ATTENDANCE Dear, Your child,, was absent from school on and no satisfactory explanation has been received. The Education Act 1990 requires your child to attend school each day that instruction is provided unless prevented from doing so by sickness or other good reason. The Act requires you to explain your child s absences within seven days of their occurrence. Failure to do so will result in an unjustified absence being recorded. Please provide an explanation in the space below and return this form to the school as soon as possible. Alternatively, you may wish to contact the school to discuss your child s attendance. Yours sincerely Yours sincerely... COLLEGIATE CHAIR CHILD S NAME CLASS DATE(S) OF ABSENCE REASON FOR ABSENCE: Signed Date

Application for Exemption from Attendance at School PART A STUDENT DETAILS NOTE: This form is to be completed by the student s parent and returned to the Collegiate Chair. If exemption is sought for more than one student, separate applications must be made for each student. Family name: Given name(s): Age: Date of birth: (dd) / (mm) / (year) Class: Student's address: Postcode: Dates of exemption applied for: / / Number of School Days: to / / REASON FOR APPLICATION FOR EXEMPTION (Please tick ) Exceptional domestic circumstances Other exceptional circumstance Direction under section 42D of the Public Health Act 1991 Employment in entertainment industry / participation in elite sporting event for short periods of time i.e. for one or two days, and at short notice Please provide more detail about the reason for the application for exemption here: NOTE: Where the reason for application for exemption includes long term travel arrangements, of more than 20 school days, copies of travel documentation should be included with the application. For more information telephone the student welfare consultant at your local school area office on telephone 131 536

DETAILS OF PRIOR/CURRENT EXEMPTIONS (If applicable) Date of prior/current exemption from: / / Number of school days: to: / / Copy of Certificate of Exemption attached (Please tick one box ): Yes No ------------------------------------------------------------------------------------------------------------------------- PARENT DETAILS Family name: Given name(s) Address: Postcode: Telephone number: Relationship to student: As the parent of the above mentioned student, I hereby apply for a Certificate of Exemption from attendance at school, under the Education Act 1990. I understand that if the exemption is granted: - I am responsible for his/her supervision during the period of exemption - the exemption is limited to the period indicated - the exemption is subject to the conditions listed on the Certificate of Exemption - the exemption may be cancelled at any time. I declare the information provided in this application for a certificate of exemption is to the best of my knowledge and belief accurate and complete. I recognise that should statements in this application later prove to be false or misleading any decision made as a result of this application may be reversed. I further recognise that a failure to comply with any condition set out in the exemption may result in the exemption being revoked. Signature of applicant/s: Date: / / SCHOOL USE ONLY Application Approved Refused Signature of Collegiate Chair Date: / / For more information telephone the student welfare consultant at your local school area office on telephone 131 536