5110

 Comprehensive Attendance Policy

 Objectives to be Accomplished

Educational success demands consistent school attendance.  The Patchogue-Medford School District seeks to ensure that all of its students receive an education which maximizes opportunities for each pupil to realize his/her potential.  Studies have shown that consistent school attendance, academic success, and graduation from high school have a positive correlation.

The purpose of the Attendance Policy is:

• To confirm that students are meeting compulsory attendance requirements;
• To know the whereabouts of every student for safety and school management reasons;
• To identify individual and group attendance patterns;
• To provide data to develop interventions to help close the gap in student performance, given the high correlation between attendance and achievement;
• To determine the district’s average daily attendance for State Aid purposes;
• To ensure the maintenance of an adequate record verifying the attendance of all children at instruction in accordance with Education law, Section 3205;
• To establish a mechanism to account for the whereabouts of students throughout each school day; and
• To ensure sufficient pupil attendance at all scheduled periods of actual instruction or supervised study activities to permit pupils to succeed at meeting the State learning standards.

 School attendance is both a right and responsibility in New York State.  Children who turn six years old on or before December 1 in any school year must receive full-time instruction from the first day school is in session in September.  Children who turn six years old after December 1 of a school year must receive full-time instruction from the first day of school in the following September.  All children must remain in attendance until the last day of the school year in which they reach the age of 16.

 The Patchogue-Medford School District will strive to provide a welcoming, caring environment, whereby each member of the school community feels wanted and secure.  Parents/Guardians are expected to make sure that their children attend school on a regular basis.   To implement a successful attendance policy, the cooperation of all members of the educational community, including parents, students, teachers, administrators, and support staff is needed. 

Strategies Employed to Accomplish Objectives

The administration and support staff would like to work closely with parents/guardians to ensure regular attendance for all students.  The Patchogue-Medford School District will implement the following strategies to ensure the effectiveness of this attendance policy.

      Increase awareness of  the policy among parents/guardians by:

• Sending home a plain language summary of this policy at the start of the school year.
• Requiring a parent/guardian signature on the policy indicating that the parent/guardian has read and understands what is expected of each student.
• Discussing the policy at Open School Night annually.
• Including references of the components of this policy in district newsletters and publications.
• Including a summary of attendance requirements in the district calendar.
• Reminding them of attendance requirements when daily phone calls are made to verify student absence. 
• Including a copy of policy on the District’s Web site. (www.pmschools.org)

Increase awareness of the policy among students by:

• Including a copy in the student handbook for 6^th – 12^th grade students.
• Requiring signatures from students in grades 6 through 12 indicating that they have read and understand the goals and consequences established for them in the District’s Attendance Policy.
• Discussing attendance requirements at grade level assemblies at the beginning of each school year.
• Including reminders of attendance expectations in student publications such as the school newspaper.
• Including a copy of policy on the District’s Web site. (www.pmschools.org)

Increase awareness of the policy among staff by:

• Including a copy of the policy in each teacher’s handbook.
• Explaining the policy at new teacher orientation.
• Reviewing the policy at the beginning of the school year with all faculty and staff to clarify individual roles in its implementation.
• Re-emphasizing policy specifics at grade level and departmental meetings throughout the year.

General Procedures/Data Collection

Each absence, late, and early dismissal will be recorded as excused or unexcused along with a code noting the specific reason for absence.  If an absence is not noted in the District’s electronic database, the student will be deemed present.  Excused absences are defined as: 

• an absence due to personal illness;
• illness or death in the family;
• medical appointments that cannot be scheduled outside the school day;
• religious observance;
• quarantine;
• required court appearances;
• approved college visits;
• approved cooperative work programs, or
• military obligations. 

All other absences, lateness, or early dismissals will be considered unexcused.  Building principals will review attendance data on a monthly basis to identify patterns/trends.

Attendance data at the building level can be used to:

• Identify absent students, particularly for safety reasons;
• Identify individual and group attendance patterns (the consistent absence of a group from a particular period, e.g., first period, the period after lunch, last period of the day); and
• Identify and initiate strategies to improve the attendance of individuals, targeted groups or the student body as a whole.

On the elementary level, grades K-5, attendance will be taken once at the beginning of each day.  The teacher, or adult supervisor in-charge, will know the whereabouts of each child throughout the day.

On the secondary level, grades 6-12, attendance will be taken during each class period and compiled in a central location within each school.

Any absence, lateness, or early dismissal must be accounted for.  It is the parent’s/guardian’s responsibility to notify the school within 24 hours of the absence AND to provide a written excuse upon the student’s return to school.  The written note should include the student’s name, date of absence, reason for the absence, and the parent’s signature.  On the elementary level, this note should be given to the child’s teacher.  On the secondary level, this note should be submitted to the Attendance Office when he/she returns to school.  Each day a child is absent, a phone call from the parent is requested; however, all absences will be recorded as unexcused until a written note is received.

When a student is out of school for 10 or more consecutive days or is hospitalized for any period of time, the parent/guardian must contact the building principal prior to the student returning to school to schedule a re-entry interview.  The parent/guardian must submit a doctor’s note detailing the nature of the illness.  If the student has been hospitalized, a physician should provide medical clearance for the student to return to school.

Parents will be notified by phone or mail if their child is absent or late.  Students in grades 9-12, who enter school late with an unexcused reason, will be assigned detention.

Student attendance during summer school is mandatory.  According to District Policy, any student who misses more than two sessions will be dropped from the program.   This includes absences for any reason, i.e. illness, death in the family, etc.  Additionally, three late arrivals  to any session will constitute an absence. 

Minimum Attendance Requirement for K-5^th Grade Students

The Elementary Schools’ attendance requirement is consistent with the District’s Attendance Policy.  All students must attend class a minimum of 85% of the time unless stated otherwise on an individual student’s Individualized Education Program or 504 Plan.   Students who arrive at school more than ten (10) minutes after the start of the official school day shall be considered tardy.  The school staff will discuss the importance of school attendance and offer assistance to parents and guardians of students who are excessively absent. 

Notification Sequence

·        As soon as possible after the fifth day of absence and/or tardiness, the school administrator shall send written notification of the number of absences to the student’s parent(s) or guardian(s) reminding them of the importance of regular attendance.

·        As soon as possible after the tenth day of absence and/or tardiness, the school administrator shall send written notification of the number of absences to the student’s parent(s) or guardian(s) reminding them of the importance of regular attendance.  The school social worker shall call the student’s parent(s) or guardian(s) to discuss the student’s attendance pattern. 

·        As soon as possible after the twentieth day of absence and/or tardiness, the school administrator shall send written notification of the number of absences to the student’s parent(s) or guardian(s) expressing concern about the impact of excessive absences on the student’s education and request a conference.

·        As soon as possible after the twenty-fifth day of absence and/or tardiness, the school administrator shall arrange for a conference with the parent(s) or guardian(s) and shall consider contacting outside agencies to protect the interests of the child. 

Consequences of Excessive Absenteeism at the Elementary Level:

·        A doctor’s note may be required;

·        Referral to the Instructional Support Team to review student profile and develop specific interventions; and

·        Referrals will be made to outside agencies for additional support towards attendance problem.

Minimum Attendance Requirements for 6^th-8^th Grade Students

The Middle School attendance requirement is consistent with the District’s Attendance Policy.  All students must attend each class a minimum of 85% of the time.  This shall apply to all students in grades 6-8, unless otherwise stated on a classified student’s Individualized Education Program or 504 Plan.  Eighth grade students taking courses for high school credit must maintain the minimum attendance requirements for students in grades 9-12. 

Absences

• All absences from class will be covered by this policy.  No distinction will be made between the classifications of excused or unexcused when determining the total number of days absent from each course.

• Students shall not be considered absent when they are authorized by school officials to be somewhere other than in their regularly scheduled class.  For example, if school personnel expect a student to report elsewhere during the student’s regularly scheduled class time for such activities as meetings, conferences with school personnel, testing, physical exams, music lessons, or field trips, the student shall not be considered absent.  It is the responsibility of the student and/or the designated staff member to provide the classroom teacher with written documentation to attend these sessions before the student is permitted to leave the class. 

• Absences resulting from the student being assigned to in-school suspension will not count as a class absence. 

• Students who, for any reason, are removed from the Regular Attendance Register and placed on Homebound Instruction, shall not be considered absent from their regular classes during that time.

 Notification Sequence and Consequences

After the 5^th absence:  The principal shall send written notification of the student’s absences and schedule a meeting with the student, the student’s parent/guardian, and a guidance counselor or assistant principal.

After the 10^th absence:    The principal shall send written notification of the student’s absences and schedule a meeting with the student, the student’s parent/guardian, and a guidance counselor or assistant principal.  If the parent/guardian reports six (6) or more absences as personal illness, a doctor’s note will be required.

After the 15^th absence:  The principal shall send written notification of the student’s absences and shall mandate a meeting with the parent/guardian and the student.  The student will be referred to the Instructional Support Team.

After the 20^th absence:  The principal shall send written notification of the student’s absences.  The parent/guardian and student will be required to meet with the principal.   A PINS  petition will be considered as well as a referral to an outside agency.

After the 25^th absence:   The principal shall send written notification.  The parent/guardian and student will be required to meet with the principal.    A PINS petition will be filed if no medical documentation is provided.  An outside agency will be contacted if no medical documentation is provided.

After the 28^th absence:  The principal shall send written notification of the student’s absences.     The principal will determine if  the student should be retained regardless of academic standing.

 Minimum Attendance Requirements for 9^th – 12^th Grade Students

The high school attendance requirement states, in part, that to be granted academic credit for any course, a student must earn a passing grade in the course and attend each class a minimum of 85% of the time.

Students will not receive course credit if absent for more than:

Full year course---28 days

Full year alternating day course---14 days

Half year course---14 days

·        In each course, when a student exceeds the maximum number of absences, this student’s work will no longer be evaluated.  A notation of “no grade” for all subsequent reporting periods and exams will be entered on the report card.  Students who have failed to meet the attendance requirements will be denied academic credit but will be responsible to complete course assignments while they audit the course.  The student will forfeit his/her right to attend summer school at Patchogue-Medford for each course he/she audits if he/she is absent.  Summer school requires previous and continuous seat time in the particular course.  If a student is eligible to take a Regents Examination, pursuant to Commissioner’s Regulations, the score will be noted on the student’s permanent record. 

Applicability

·        This policy shall apply to students in grades 9-12 and for accelerated 8^th grade students enrolled in courses where they earn high school credit.

·        This policy shall apply to each course independently.

·        This policy shall apply to classified students unless otherwise noted in their Individualized Educational Program or 504 Plan.

Students attending classes at other facilities, such as a BOCES center, shall be subject to the attendance policies at those other facilities.  If the student attends Patchogue-Medford High School on a part-time basis,  this policy shall apply to the portion of the student’s program that requires his/her attendance at Patchogue-Medford High School.

·        New students to the high school, who enroll after the first semester, shall be entitled to half the number of allowable absences for each scheduled course.

·        Students who transfer from one class to another during the school year will have their class attendance transfer to the new class. 

Absences

• All absences from class will be covered by this policy.  No distinction will be made between the classifications of excused or unexcused when determining the total number of days absent from each course.

• Students shall not be considered absent when they are authorized by school officials to be somewhere other than in their regularly scheduled class.  For example, if school personnel expect a student to report elsewhere during their regularly scheduled class time for such activities as meetings, conferences with school personnel, testing, physical exams, music lessons, or field trips, the student shall not be considered absent.  It is the responsibility of the student and/or the designated staff member to provide the classroom teacher with written documentation to attend these sessions before they are permitted to leave the class. 

• Absences resulting from the student being assigned to in-school suspension will not count as a class absence. 

• Students who, for any reason, are removed from the Regular Attendance Register and placed on Homebound Instruction, shall not be considered absent from their regular classes during that time.

• All students assigned to the PASS Program (Positive Alternative to Student Suspension) must attend on a daily basis.

 Notification Sequence

The following refers to the notification process pertaining to the number of absences in a single course.  A student may be notified several different times if excessive absences exist in more than one class.

·        As soon as possible after the fourteenth, twenty-first, and twenty-eighth absence from a full year course, the high school administration shall send written notification to the student’s parent/guardian and guidance counselor.  The letters shall notify the parent/guardian as follows:

After the 21^st absence:  The student has only seven absences remaining and will lose credit if absences exceed the limit.

After the 28^th absence:  The student will not receive credit due to excessive absenteeism.

 ·        Similarly, as soon as possible after the sixth, tenth, and fourteenth absence from a half-year course, or a full-year alternating day course, the high school administration shall send written notification to the student’s parent/guardian and guidance counselor.  The letters shall notify the parent(s) as follows:

 After the 6^th absence:  The student has been absent nearly half the number of maximum absences and may lose credit if absences continue.

After the 10^th absence:  The student has only four absences remaining and will lose credit if absences exceed the limit.

After the 14^th absence:  The student will not receive credit due to excessive absenteeism.

In every letter to a student’s parent/guardian, a request will be made for the parent/guardian to meet with the child’s guidance counselor and/or school attendance teacher.  The impact of excessive absences on the student’s education, possible intervention strategies to eliminate the problem, and the consequences associated with the student’s absenteeism will be discussed.  If contact between the parent/guardian and school personnel is not made, school personnel may contact outside agencies for additional support in addressing the attendance problem.  The parent/guardian will have an opportunity to confer with the school staff; however, a conference with the parent/guardian is not a prerequisite to denying academic credit to a student who has failed to meet the attendance requirements.  The prime responsibility for the student’s attendance in class rests with the student. 

Appeals Process

For catastrophic or extenuating circumstances only, a parent has the right to file a written appeal for review by the appeals committee.   The appeals committee will consist of one administrator, one guidance counselor, and one teacher.  The written appeal, including all supporting documentation, must be received by the building principal within ten days of the date of the loss of credit letter.  The committee will then rule on whether the student will continue as a regular student in the class or be placed on audit.  The final decision will rest with the principal.  Any further absence during the appeals process may result in dismissal of appeal and loss of credit. 

Incentives and Consequences for Attendance Patterns

Each school, where administration deems appropriate, may use the following list of incentives to encourage good attendance.

• Students who meet the attendance standard can eat in a special area or with a special person in the school.
• Field trip arranged for students who meet the attendance standards.
• Participation in extra-curricula activities for students who meet attendance standards.
• Recognition award for 100% attendance each term.
• Students with perfect attendance selected to park in choice locations.
• Attendance record used when considering issuance of working papers.

Each school, where the administration deems appropriate, may use the following list of sanctions to discourage poor attendance.

• Loss of the right to play sports.
• Loss of the right to participate in extra-curricula activities.
• Loss of the right to attend school-related field trips.
• Loss of parking privileges.
• Revocation of student’s employment permit.
• Attendance at meeting with parents, administration, and counselor to discuss impact of excessive absences.
• Repetition of course or grade level due to excessive absences.

Students who have an unexcused absence from class will not receive a grade on any exam that was given during the student’s absence and will lose credit towards any participation grade that the teacher factors into the quarterly grade.       

Procedure Review

Each building principal or designee will initiate appropriate action to address excused and unexcused absence patterns.  Personnel should have a good understanding of the intent of the District’s Attendance Policy and knowledge of successful strategies to overcome negative attendance patterns and encourage positive attendance, learning and achievement. 

The High School Principal and Middle School Principals will provide the Superintendent and the Board of Education with evaluation data and statistics on the implementation of this procedure at the end of each school year.         

The Student Support Services Committee will meet each year to review attendance data and the attendance policy.

The Board shall annually review building-level student attendance records, and, if such records show a decline in student attendance, the Board shall revise this comprehensive attendance policy and make any revisions to the plan it deems necessary to improve student attendance.