Administrative​ ​Procedure​ ​330

STUDENT​ ​ATTENDANCE Background The​ ​School​ ​Act​ ​requires​ ​attendance​ ​at​ ​school​ ​for​ ​eligible​ ​students​ ​who,​ ​at​ ​September​ ​1​ ​of​ ​that school​ ​year,​ ​are​ ​6​ ​years​ ​of​ ​age​ ​or​ ​older,​ ​and​ ​younger​ ​than​ ​16​ ​years​ ​of​ ​age.​ ​In​ ​addition​ ​to​ ​this legal​ ​requirement,​ ​the​ ​district​ ​recognizes​ ​that​ ​regular​ ​school​ ​attendance​ ​is​ ​critical​ ​to​ ​student academic​ ​excellence​ ​and​ ​personal​ ​growth. In​ ​most​ ​instances,​ ​high​ ​school​ ​completion​ ​signifies​ ​the​ ​minimum​ ​academic​ ​preparation​ ​for​ ​life. Consequently,​ ​students​ ​who​ ​do​ ​not​ ​regularly​ ​attend​ ​school,​ ​and/or​ ​withdraw​ ​before​ ​completing high​ ​school,​ ​may​ ​have​ ​less​ ​than​ ​the​ ​desired​ ​minimal​ ​preparation.​ ​There​ ​is​ ​a​ ​definite​ ​correlation between​ ​chronic​ ​truancy​ ​and​ ​dropout​ ​rates. Student​ ​attendance​ ​is​ ​a​ ​concern​ ​at​ ​every​ ​grade​ ​level​ ​and​ ​begins​ ​as​ ​early​ ​as​ ​Grade​ ​1.​ ​Early identification​ ​and​ ​intervention​ ​of​ ​poor​ ​attendance​ ​patterns​ ​are​ ​of​ ​utmost​ ​importance​ ​in​ ​ensuring a​ ​successful​ ​school​ ​experience.​ ​When​ ​identified​ ​early,​ ​attitudes​ ​and​ ​behaviours​ ​can​ ​often​ ​be changed​ ​before​ ​they​ ​are​ ​deeply​ ​entrenched. This​ ​Administrative​ ​Procedure​ ​addresses​ ​the​ ​issue​ ​of​ ​consistency​ ​in​ ​all​ ​matters​ ​regarding attendance.​ ​There​ ​are​ ​a​ ​variety​ ​of​ ​reasons​ ​for​ ​ensuring​ ​a​ ​consistent​ ​process​ ​throughout​ ​the district: ● The​ ​expectation​ ​by​ ​Alberta​ ​Education​ ​to​ ​follow​ ​through​ ​in​ ​a​ ​uniform​ ​manner within​ ​all​ ​districts​ ​in​ ​Alberta; ● The​ ​benefits​ ​to​ ​students,​ ​parents/legal​ ​guardians​ ​and​ ​districts​ ​when​ ​students move​ ​from​ ​one​ ​district​ ​to​ ​another; ● The​ ​continuity​ ​in​ ​program​ ​planning​ ​for​ ​students; ● The​ ​district​ ​or​ ​school​ ​preparedness​ ​in​ ​the​ ​case​ ​of​ ​a​ ​student​ ​whose​ ​attendance has​ ​been​ ​problematic​ ​and/or​ ​an​ ​attendance​ ​hearing​ ​is​ ​required; ● The​ ​standardization​ ​of​ ​a​ ​process​ ​ensuring​ ​consistency​ ​in​ ​the​ ​use​ ​of​ ​language with​ ​regard​ ​to​ ​attendance. Procedures 1.

Students​ ​are​ ​expected​ ​to​ ​attend​ ​school​ ​regularly​ ​and​ ​punctually.

2.

Although​ ​student​ ​attendance​ ​at​ ​school​ ​is​ ​primarily​ ​the​ ​responsibility​ ​of​ ​the​ ​parents/legal guardians​ ​and​ ​the​ ​students,​ ​a​ ​high​ ​degree​ ​of​ ​communication​ ​between​ ​the​ ​home​ ​and​ ​the school​ ​is​ ​vital​ ​in​ ​ensuring​ ​optimal​ ​attendance​ ​standards​ ​are​ ​achieved.​ ​The​ ​district​ ​expects every​ ​teacher,​ ​counsellor,​ ​principal​ ​and​ ​parent/legal​ ​guardian​ ​to​ ​make​ ​every​ ​effort​ ​to influence​ ​keeping​ ​all​ ​students​ ​in​ ​school​ ​through​ ​high​ ​school​ ​completion.​ ​Staff​ ​must​ ​identify attendance​ ​issues​ ​at​ ​every​ ​grade​ ​level.

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3.

Each​ ​principal​ ​must​ ​develop,​ ​articulate​ ​and​ ​implement​ ​an​ ​effective​ ​plan​ ​for​ ​tracking​ ​student absences.​ ​The​ ​plan​ ​must​ ​ensure​ ​all​ ​student​ ​absences​ ​are​ ​either​ ​excused​ ​by​ ​a parent/guardian​ ​or​ ​failing​ ​such​ ​notice,​ ​the​ ​parent/legal​ ​guardian​ ​is​ ​advised​ ​of​ ​the​ ​absence within​ ​a​ ​reasonable​ ​amount​ ​of​ ​time​ ​by​ ​the​ ​school.

4.

In​ ​the​ ​event​ ​that​ ​a​ ​parent/legal​ ​guardian​ ​chooses​ ​to​ ​involve​ ​their​ ​child​ ​in​ ​an​ ​activity​ ​not organized​ ​by​ ​the​ ​school​ ​that​ ​occurs​ ​during​ ​school​ ​hours,​ ​the​ ​following​ ​must​ ​be​ ​clearly articulated​ ​to​ ​parents:

5.

4.1.

This​ ​process​ ​is​ ​not​ ​supported​ ​by​ ​CCSD

4.2.

The​ ​student​ ​will​ ​be​ ​marked​ ​as​ ​an​ ​unexcused​ ​absent.

4.3.

The​ ​parent/legal​ ​guardian​ ​assumes​ ​responsibility​ ​for​ ​ensuring​ ​their​ ​child​ ​will cover​ ​any​ ​missed​ ​material​ ​or​ ​assignments.

4.4.

The​ ​school​ ​is​ ​not​ ​responsible​ ​for​ ​preparing​ ​homework/assignment​ ​packages.

4.5.

The​ ​school​ ​can​ ​only​ ​assess​ ​what​ ​the​ ​child​ ​produces.​ ​Therefore,​ ​absences​ ​that remove​ ​the​ ​student​ ​from​ ​classroom​ ​instruction​ ​and​ ​assessment​ ​will​ ​limit​ ​the teacher’s​ ​ability​ ​to​ ​provide​ ​assessment​ ​feedback​ ​to​ ​the​ ​student​ ​and​ ​parent.

4.6.

The​ ​parent/legal​ ​guardian​ ​informs​ ​the​ ​school​ ​regarding​ ​the​ ​absence​ ​prior​ ​to​ ​it occurring​ ​or​ ​by​ ​providing​ ​an​ ​ongoing​ ​schedule.

4.7.

The​ ​district​ ​is​ ​not​ ​responsible​ ​for​ ​any​ ​costs​ ​incurred​ ​as​ ​a​ ​result​ ​of​ ​the​ ​child missing​ ​school​ ​or​ ​participating​ ​in​ ​aforementioned​ ​activity.

The​ ​following​ ​is​ ​a​ ​descriptor​ ​of​ ​unexcused​ ​and​ ​excused​ ​absences: 5.1.

Excused​ ​Absences: 5.1.1. Illness​ ​-​ ​a​ ​student​ ​is​ ​too​ ​sick​ ​to​ ​attend​ ​school,​ ​or​ ​is​ ​contagious; 5.1.2. Suspension​ ​-​ ​students​ ​who​ ​are​ ​formally​ ​sent​ ​home​ ​for​ ​a​ ​period​ ​of​ ​up​ ​to five​ ​(5)​ ​days; 5.1.3. Expulsion​ ​-​ ​students​ ​who​ ​are​ ​expelled​ ​from​ ​school​ ​following​ ​school​ ​board policy; Other​ ​acceptable​ ​reasons​ ​include​ ​unavoidable​ ​causes​ ​such​ ​as​ ​the​ ​following,​ ​when students​ ​are​ ​unable​ ​to​ ​attend​ ​school​ ​as​ ​a​ ​result​ ​of: 5.1.4. Specialist​ ​visit; 5.1.5. Court​ ​appearance; 5.1.6. Accident; 5.1.7. Death/or​ ​serious​ ​illness​ ​in​ ​the​ ​family; 5.1.8. Medical​ ​appointment;

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5.1.9. Administrative​ ​(approved​ ​by​ ​the​ ​principal​ ​with​ ​a​ ​valid​ ​documented reason); 5.1.10. Other​ ​(document​ ​valid​ ​reason). 5.2.

Unexcused​​ ​Absences​: 5.2.1. Truancy​ ​–​ ​student​ ​is​ ​away​ ​without​ ​parental/legal​ ​guardian​ ​permission; 5.2.2. Unknown​ ​–​ ​student​ ​is​ ​absent​ ​and​ ​there​ ​has​ ​been​ ​no​ ​contact​ ​with​ ​the parent/legal​ ​guardian; 5.2.3. No​ ​Acceptable​ ​Reason​ ​–​ ​absence​ ​is​ ​reported​ ​by​ ​parent/legal​ ​guardian​ ​for reasons​ ​not​ ​listed​ ​as​ ​excused​ ​in​ ​5.1.

6.

Each​ ​principal​ ​must​ ​have​ ​procedures​ ​for​ ​monitoring​ ​and​ ​addressing​ ​irregular​ ​attendance, and​ ​must​ ​involve​ ​the​ ​School​ ​Resource​ ​Team​ ​(SRT)​ ​or​ ​counselor​ ​in​ ​proactive​ ​problem solving​ ​before​ ​the​ ​student​ ​is​ ​absent​ ​for​ ​ten​ ​days.​ ​This​ ​includes​ ​meetings​ ​with students/parents/legal​ ​guardians,​ ​implementation​ ​of​ ​an​ ​attendance​ ​improvement​ ​plan​ ​and the​ ​use​ ​of​ ​the​ ​SRT​ ​to​ ​address​ ​the​ ​issues​ ​at​ ​the​ ​school​ ​level.​ ​Communication​ ​between​ ​home and​ ​school​ ​must​ ​be​ ​well​ ​documented​ ​for​ ​possible​ ​future​ ​court​ ​purposes. 6.1.

A​ ​key​ ​principle​ ​that​ ​must​ ​be​ ​adhered​ ​to​ ​at​ ​all​ ​levels​ ​is​ ​problem​ ​solving​ ​to​ ​address the​ ​issues​ ​for​ ​what​ ​is​ ​best​ ​for​ ​the​ ​student.​ ​Each​ ​principal​ ​must​ ​engage​ ​in​ ​an Attendance​ ​Improvement​ ​Plan​ ​(​Form​ ​330-1​)​ ​for​ ​any​ ​student​ ​who​ ​is​ ​in​ ​repeated violation​ ​of​ ​the​ ​attendance​ ​provisions​ ​of​ ​the​ ​School​ ​Act.

7.

Suspensions​ ​or​ ​expulsions​ ​are​ ​not​ ​effective​ ​intervention​ ​procedures​ ​for​ ​attendance problems​ ​and​ ​are​ ​not​ ​supported​ ​by​ ​the​ ​district.

8.

A​ ​formal​ ​referral​ ​may​ ​be​ ​initiated​ ​on​ ​any​ ​student​ ​who​ ​is​ ​required​ ​to​ ​attend​ ​school​ ​who accumulates​ ​ten​ ​days​ ​of​ ​unexcused​ ​absences​ ​during​ ​the​ ​school​ ​year.​ ​“Ten”​ ​absences​ ​are used​ ​as​ ​a​ ​guideline​ ​for​ ​this​ ​process​ ​to​ ​move​ ​from​ ​the​ ​school​ ​level​ ​to​ ​the​ ​district​ ​level.

9.

A​ ​Referral​ ​for​ ​Irregular​ ​School​ ​Attendance​ ​form​ ​(​Form​ ​330-2​)​ ​including​ ​the​ ​interventions implemented​ ​at​ ​the​ ​school​ ​level​ ​and​ ​the​ ​attendance​ ​improvement​ ​plan​ ​are​ ​submitted​ ​to​ ​the Instructional​ ​Services​ ​social​ ​worker/attendance​ ​officer​ ​by​ ​the​ ​principal.​ ​This​ ​provides​ ​further support​ ​to​ ​the​ ​school,​ ​student​ ​and​ ​the​ ​family​ ​in​ ​the​ ​problem​ ​solving​ ​process. 9.1

Levels​ ​of​ ​involvement: In​ ​cases​ ​where​ ​there​ ​are​ ​severe​ ​chronic​ ​attendance​ ​challenges,​ ​more​ ​than​ ​one system​ ​may​ ​be​ ​involved; 9.1.1

School​ ​level;

9.1.2

District​ ​level;

9.1.3

External​ ​community​ ​supports​ ​that​ ​may​ ​be​ ​utilized.​ ​(E.g.​ ​Child​ ​and​ ​Family Services,​ ​Youth​ ​Criminal​ ​Justice​ ​System​ ​and​ ​Mental​ ​Health​ ​Services​ ​are​ ​a few​ ​of​ ​the​ ​external​ ​agencies​ ​that​ ​might​ ​become​ ​involved);

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9.2

9.1.4

An​ ​independent​ ​Attendance​ ​Board;

9.1.5

Court​ ​of​ ​Queen’s​ ​Bench.

The​ ​following​ ​procedure​ ​outlines​ ​the​ ​actions​ ​to​ ​be​ ​taken​ ​by​ ​the​ ​school​ ​in​ ​addressing attendance​ ​concerns: School​ ​Level: 9.2.1

At​ ​the​ ​school​ ​level,​ ​discuss​ ​with​ ​the​ ​student​ ​and/or​ ​parent/legal​ ​guardian​ ​any unexcused​ ​absence;

9.2.2

Phone​ ​or​ ​meet​ ​with​ ​the​ ​parent/legal​ ​guardian​ ​to​ ​outline​ ​expectations regarding​ ​school​ ​attendance​ ​(School​ ​Act,​ ​District​ ​Administrative​ ​Procedure);

9.2.3

Develop​ ​a​ ​plan​ ​of​ ​action​ ​which​ ​must​ ​include​ ​an​ ​Individual​ ​Attendance Improvement​ ​Plan​ ​(​Form​ ​330-1​),​ ​as​ ​well​ ​as,​ ​one​ ​or​ ​both​ ​of​ ​the​ ​following: 9.2.3.1 Attendance​ ​contract 9.2.3.2 Appropriate​ ​programming

9.2.4

Failing​ ​resolutions​ ​at​ ​the​ ​school​ ​level,​ ​submit​ ​a​ ​Referral​ ​for​ ​Irregular Attendance​ ​(​Form​ ​330-2​),​ ​as​ ​well​ ​as,​ ​the​ ​Attendance​ ​Improvement​ ​Plan (​Form​ ​330-1​)​ ​to​ ​the​ ​social​ ​worker/attendance​ ​officer.

District​ ​Level: 9.2.5

9.3

Formal​ ​referral​ ​to​ ​the​ ​Instructional​ ​Services​ ​social​ ​worker/attendance​ ​officer is​ ​a​ ​collaborative​ ​effort.​ ​This​ ​referral​ ​must​ ​include: 9.2.5.1

Accurate​ ​documentation​ ​of​ ​absences​ ​and​ ​reasons​ ​given;

9.2.5.2

Whether​ ​the​ ​absences​ ​are​ ​excused​ ​or​ ​unexcused

9.2.5.3

Any​ ​notes​ ​or​ ​doctor​ ​notes​ ​which​ ​have​ ​been​ ​provided;

9.2.5.4

Documentations​ ​of​ ​actions​ ​taken​ ​at​ ​the​ ​school​ ​level.

9.2.6

The​ ​social​ ​worker/attendance​ ​officer​ ​will​ ​discuss​ ​with​ ​the​ ​student​ ​and​ ​the parent/legal​ ​guardian​ ​the​ ​consequences​ ​of​ ​continued​ ​unexcused​ ​absences.

9.2.7

Failing​ ​results,​ ​a​ ​registered​ ​Letter​ ​of​ ​Warning​ ​regarding​ ​consequences​ ​will​ ​be sent​ ​to​ ​the​ ​family​ ​by​ ​the​ ​social​ ​worker/attendance​ ​officer,​ ​from​ ​the​ ​area superintendent’s​ ​office.

9.2.8

Failing​ ​this​ ​process,​ ​the​ ​matter​ ​will​ ​be​ ​referred​ ​to​ ​the​ ​Attendance​ ​Board​ ​by the​ ​social​ ​worker/attendance​ ​officer.​ ​Reports​ ​and​ ​documentation​ ​will​ ​be submitted​ ​including​ ​the​ ​Alberta​ ​Education​ ​Notice​ ​of​ ​Referral​ ​to​ ​Attendance Board.

Attendance​ ​Board:​ ​(School​ ​Act) 9.3.1

“The​ ​Attendance​ ​Board​ ​provides​ ​a​ ​means​ ​to​ ​address​ ​and​ ​seek​ ​solutions​ ​to issues​ ​or​ ​problems​ ​regarding​ ​attendance​ ​at​ ​school.​ ​Referrals​ ​to​ ​the Attendance​ ​Board,​ ​under​ ​section​ ​14,​ ​are​ ​made​ ​when​ ​a​ ​student​ ​who​ ​is required​ ​to​ ​attend​ ​school​ ​under​ ​section​ ​13​ ​does​ ​not​ ​attend​ ​school,​ ​and where​ ​attempts​ ​by​ ​the​ ​school​ ​authority​ ​to​ ​enforce​ ​school​ ​attendance​ ​under

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section​ ​14​ ​have​ ​not​ ​been​ ​effective.​ ​Under​ ​section​ ​126,​ ​before​ ​referring​ ​a matter​ ​to​ ​the​ ​Attendance​ ​Board,​ ​a​ ​school​ ​authority​ ​shall​ ​ensure​ ​that​ ​the student​ ​has​ ​been​ ​advised​ ​of​ ​the​ ​student’s​ ​duty​ ​to​ ​attend​ ​school​ ​under section​ ​13​ ​and​ ​shall​ ​ensure​ ​that​ ​all​ ​reasonable​ ​efforts​ ​have​ ​been​ ​made​ ​to enforce​ ​the​ ​student’s​ ​attendance​ ​at​ ​school; 9.3.2

9.4

Upon hearing a matter, the Attendance Board may issue an order under section 128 directing the student and the parent/legal guardian to do a number of things, including directing the student to attend school, directing the parent/legal guardian to send the student to school and directing the student to take a program or course. An order of the Attendance Board, when filed with the Court of Queen’s Bench, has the same force and effect as if the order were an order of that Court. Failure to comply with a filed order of the Attendance Board may lead to civil contempt proceedings before the Court of Queen’s​ ​Bench.

The​ ​district​ ​does​ ​not​ ​support​ ​the​ ​withdrawing​ ​of​ ​students​ ​under​ ​the​ ​age​ ​of​ ​16​ ​from school.​ ​In​ ​order​ ​to​ ​formalize​ ​a​ ​withdrawal​ ​of​ ​a​ ​student​ ​from​ ​a​ ​district​ ​school,​ ​under​ ​16 years​ ​of​ ​age,​ ​it​ ​is​ ​necessary​ ​to​ ​confirm​ ​the​ ​student​ ​has​ ​been​ ​registered​ ​in​ ​a​ ​program accredited​ ​by​ ​Alberta​ ​Education.​ ​This​ ​is​ ​usually​ ​done​ ​by​ ​contact​ ​with​ ​the​ ​receiving educational​ ​institution​ ​and​ ​through​ ​their​ ​request​ ​for​ ​the​ ​student’s​ ​cumulative​ ​file.​ ​The student​ ​remains​ ​the​ ​district’s​ ​legal​ ​responsibility​ ​until​ ​they​ ​are​ ​formally​ ​registered elsewhere. 9.4.1

Exemption: At​ ​a​ ​parent/legal​ ​guardian’s​ ​request,​ ​an​ ​exemption​ ​may​ ​be​ ​made​ ​for​ ​students who​ ​are​ ​close​ ​to​ ​16​ ​years​ ​of​ ​age​ ​and​ ​there​ ​is​ ​confirmation​ ​of​ ​full-time employment​ ​or​ ​alternative​ ​programming​ ​in​ ​place.​ ​In​ ​such​ ​a​ ​case,​ ​the​ ​student may​ ​be​ ​excused​ ​from​ ​school​ ​by​ ​the​ ​superintendent​ ​of​ ​Instructional​ ​Services or​ ​designate​ ​for​ ​a​ ​period​ ​of​ ​time​ ​as​ ​prescribed​ ​by​ ​the​ ​chief​ ​superintendent​ ​or the​ ​Minister​ ​of​ ​Education.

Approval​ ​Date:

December​ ​13,​ ​2016

Reference:

School​ ​Act​​ ​1,​ ​12,​ ​13,​ ​14,​ ​15,​ ​18,​ ​20,​ ​22,​ ​60,​ ​61,​ ​113,​ ​126,​ ​127,​ ​128,​ ​129,​ ​130 School​ ​Administrators’​ ​Handbook​​ ​ ​ ​http://intranet/default.asp?V_ITEM_ID=681

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