Recording and Maintaining Student Attendance Reference Guide · 2019. 9. 18. · Recording and Maintaining Student Attendance . Reference Guide . Recording and Maintaining Student

Recording and Maintaining Student Attendance

Reference Guide

Recording and Maintaining Student Attendance Reference Guide

References ............................................................................................................................... 1

SCDSB Attendance Codes ...................................................................................................... 2

Daily Attendance ...................................................................................................................... 2

General Attendance ................................................................................................................. 3 Student is present .................................................................................................................. 3 Student is absent and the reason for the absence is known ................................................... 3 Student is absent and the reason for the absence is not known ............................................. 3 Student is late and the reason for the lateness is known ........................................................ 3 Student is late and the reason for the lateness is unknown .................................................... 3 Student is participating in a school organized activity (field trip, athletics, etc.) ....................... 3

Other Attendance ..................................................................................................................... 3 General Absence Day (“G” Day) ............................................................................................ 3

Absence of all Students at the School ................................................................................ 3 Absence of an Individual Student ....................................................................................... 4

Non-Instructional Day (“N” Day) ............................................................................................. 4 Suspended Student ................................................................................................................ 5 Expelled Student .................................................................................................................... 5 Secondary Student Participating in Program for Expelled Students (Right Turn) .................... 5 Student is Absent for Medical Reasons .................................................................................. 5

Medical Absence Procedural Flowchart .............................................................................. 6 Student Receiving Home Instruction ...................................................................................... 7

Home Instruction Procedural Flowchart .............................................................................. 8 Secondary School Examination Period .................................................................................. 8 Elementary School Safe-Arrival Program ............................................................................... 9 Inclement Weather – Busses Cancelled ................................................................................. 9

Inclement Weather Day Attendance Scenarios .................................................................. 9 Students Excused from Attendance at School .......................................................................10

Students Excused from Attendance Procedural Flowchart ................................................11 Student is Away on Vacation .................................................................................................11 Excluded Students ................................................................................................................12 Prolonged Absence ...............................................................................................................12

Student Absent 15 Consecutive School Days ....................................................................12 Cumulative Absences 16 to 30 Consecutive School Days .................................................13

Cumulative Absences 31 to 45 Consecutive School Days .................................................15 Cumulative Absences 46 to 60 Consecutive School Days .................................................17 Length of Time a Student with an Active Attendance File may Remain on the Register ....19 Prolonged Absence Procedural Flowchart .........................................................................20 Recording and Maintaining Attendance Information for Prolonged Absences in PowerSchool .....................................................................................................................21

Elementary Example .....................................................................................................21 Secondary Example ......................................................................................................24

Secondary Student with 15 Consecutive Absences in a Course ............................................28 Secondary Students Scheduled in CATND Following 15 Consecutive Absences ..................28 Responsibilities after a Student’s Name has been Removed from the Register ....................29 Secondary Cooperative Education Courses ..........................................................................29 Secondary eLearning Courses ..............................................................................................29 Supervised Alternative Learning (SAL) ..................................................................................30 Students Participating in Educational Exchange Programs ...................................................31 Secondary Dual Credit Courses ............................................................................................32 Students Receiving Home Schooling ....................................................................................32 Students Attending Care and/or Treatment, Custody, or Correctional Programs, Hospital Board Schools, or Provincial or Demonstration Schools (Section 23 Programs) ...................32 Students Participating in an Intensive Behavioural Intervention (IBI) Program ......................32

Attendance Counsellor Referrals ...........................................................................................33 Reasons for Referring a Student to an Attendance Counsellor..............................................33 Referral .................................................................................................................................33

Attendance Concerns and Referral to an Attendance Counsellor Procedural Flowchart ....34

Adult and Continuing Education Attendance .......................................................................35 SCDSB Adult and Continuing Education Attendance Codes .................................................35 Continuing Education Credit Courses ....................................................................................36 Summer School Courses ......................................................................................................36 Correspondence, Self-Study and eLearning Courses ............................................................37 International and Indigenous Languages Elementary (IILE) Program ....................................38 Literacy and Numeracy Program ...........................................................................................39 Adult Indigenous Language Instruction .................................................................................40

Notice to Parent/Guardian Letter Regarding Student Attendance Concerns .....................41

Referral to Attendance Counsellor Letter – Notice to Parent/Guardian ..............................42

Letter to Parent/Guardian Advising the Student has been Withdrawn from the Secondary School Register .......................................................................................................................43

School Referral to an Attendance Counsellor Form .............................................................44

Attendance Counsellor Report to the School for a Prolonged Absence.............................46

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Recording and Maintaining Student Attendance In accordance with the Education Act Section 21(1), all students between the ages of six years and 18 years shall attend an elementary or secondary school on every scheduled school day unless the student is excused from attendance at school. A student shall attend classes punctually and regularly. It is the duty of the principal of a school, in addition to their duties as a teacher, to register the students and to ensure that the attendance of students for every school day is recorded in accordance with the enrolment register instructions defined and published by the Ministry of Education. The principal must ensure that enrolment and attendance records are accurate and up to date; and that all required enrolment and attendance records and related documents are retained for audit purposes. References Education Act Ontario Regulation 298 – Operation of Schools – General Ontario Regulation 374/10 – Supervised Alternative Learning and Other Excusals from Attendance at School Ministry Enrolment Register Instructions for Elementary and Secondary Schools APM A7060 – Student Attendance Policy 4235 – Elementary Schools Safe Arrival Program Policy 4431 – Student Exchanges Policy 2410 – Transportation of Students APM A7015 – National/International Student Exchanges - Grades 6-12 APM A7600 – Elementary School Safe-Arrival Program APM A7635 – Student Discipline Procedures APM A7650 – Home Instruction APM A7660 – Home Schooling APM A7633 – Appeal of Exclusion Pursuant to Section 265(m) of the Education Act APM A8050 – Cooperative Education and Other Forms of Experiential Learning

https://www.ontario.ca/laws/statute/90e02https://www.ontario.ca/laws/statute/90e02https://www.ontario.ca/laws/regulation/900298#BK9https://www.ontario.ca/laws/regulation/100374https://www.ontario.ca/laws/regulation/100374http://edu.gov.on.ca/eng/policyfunding/forms.htmlhttps://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916326https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=5591316https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=5591316https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=915558https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916882https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916882https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=4976732https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=4976732https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916955https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916955https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916958https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916958https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916962https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916962https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916950https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916950https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=6465031https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=6465031

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SCDSB Attendance Codes PowerSchool Attendance Code Description

Ministry Daily Attendance Record

Code No code entered, leave blank Present Blank

EAB Absent Known A

UAE Absent Unknown A

ELA Late Known L

ULA Late Unknown L

SA School Activity Present (blank)

G General Absence Day G

WEA Inclement Weather (bus cancelled) G

MED Medical Document on File G

N Non-instructional Day N

C Contact with Pupil – attendance counsellor referral C

CSAL Contact SAL C

HIN Home Instruction Present (blank)

SUS Suspension G

Daily Attendance Attendance shall be recorded every school day for all currently enrolled students in the school for every scheduled period. The classroom teacher will enter attendance for all students scheduled in their class using PowerTeacher. When a supply teacher is present, attendance shall be manually recorded on a class list and forwarded to the office where it will be entered into PowerSchool. Elementary Schools – Attendance must be taken and recorded for the morning and afternoon attendance periods. Secondary Schools – Attendance must be taken and recorded for all scheduled periods (e.g. Period 1, Period 2, Period 3 and Period 4).

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General Attendance Student is present No attendance code is required to be entered. Blank attendance code means the student is present in PowerSchool and on the Daily Attendance Record. Student is absent and the reason for the absence is known Attendance code “EAB” (Absent Known) shall be entered where the student is absent and the school knows the reason for the absence. For example, the parent/guardian calls to advise the school that the student is sick and will not be in attendance. Student is absent and the reason for the absence is not known Attendance code “UAE” (Absent Unknown) shall be entered where the student is absent and the school does not know the reason for the absence. For example, the student is absent from class and the parent/guardian did not contact the school advising of the absence. Student is late and the reason for the lateness is known Attendance code “ELA” (Late Known) shall be entered when a student reports late for school or class. When a student arrives late for school they must report to the office prior to going to the class. For example, the student arrives at school 30 minutes after the first attendance period because they had a dentist appointment and a note or call from the parent/guardian is received. Student is late and the reason for the lateness is unknown Attendance code “ULA” (Late Unknown) shall be entered when a student reports late for school or class. When a student arrives late for school they must report to the office prior to going to the class. For example, the student arrives late and there is no reason to support the lateness. Student is participating in a school organized activity (field trip, athletics, etc.) Elementary Students – Attendance code “SA” (School Activity) shall be entered when a student is participating in a school organized activity. For example, the student is on the basketball team and the team is playing a game; the student is attending the leadership camp as a representative of the school; the student is attending a class field trip. Secondary Students – Attendance code “SA” (School Activity) shall be entered when a student is participating in class field trip or school organized activity for the course/period the activity is organized for. Attendance for the other courses/periods will be recorded as “G” (General Absence Day). For example, a class field trip is organized by the English teacher for their period 1 class, attendance for all students in the class participating in the field trip will be recorded as “SA” for period 1 English. If the field trip is an all day trip “G” will be recorded for the other scheduled courses. Other Attendance General Absence Day (“G” Day) Absence of all Students at the School – Enter “G” for a general absence day and specify the reason for the absence. The following are examples of reasons for assigning a “G” day for all students:

• the school is closed under the Health Protection and Promotion Act; • the day is a legally proclaimed municipal holiday;

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• the day is a holy day; • inclement weather (e.g. a snowstorm) prevents the students from going to school, including

students who take the school bus, are driven to school, or walk to school. See Inclement Weather for further details;

• the school heating plant breaks down or a similar emergency occurs; • the school is closed for the day by the Lieutenant-Governor or the Minister; or, • the school is closed because of a withdrawal of services by board employees.

Absence of an Individual Student – Enter “G” for a general absence day and specify the reason for the absence. The following are examples of reasons for assigning a “G” day for an individual student:

• the day is a holy day for the student; • the day is a cultural day for the student; • the student is under bereavement; • the student is participating in the non-academic component of a Supervised Alternative

Learning (SAL) program in accordance with Ontario Regulation 374/10. See SAL for further details;

• inclement weather (e.g. a snowstorm) prevents the student from going to school, including a student who takes the school bus, is driven to school, or walks to school. See Inclement Weather for further details;

• the student is receiving private instruction in music for up to a half day in any week; • the student is serving in the Ontario Legislature as a legislative page; • the student is a Kindergarten or Junior Kindergarten pupil who is excused from class during

a period of staggered admission; • the student is absent for reasons of safety during a period when services have been

withdrawn by board employees; • the student is participating in a short-term educational exchange program (less than five

months). See Short-term Exchange; • the student is unable to attend school because of a public transit strike; • the student is absent or excused, as authorized under the Education Act and/or regulations

made under the act. See Excused from Attendance at School; • the student is not scheduled for an examination during the examination period. See

Secondary Examination Period; • the student has been excused from writing the OSSLT; • the student is under suspension. See Suspended Student; • the student is absent for medical reasons and has provided supporting medical

documentation. See Medical; or, • the student has provided supporting medical documentation that would change their

absence from a “Regular Absence” to an excused “General Absence”. See Medical. Non-Instructional Day (“N” Day) Non-instructional, or “N” days are full days, mornings, or afternoons in the school calendar for which an individual student is not scheduled for instruction. Enter “N” for the appropriate full days, mornings, or afternoons in a pupil’s Daily Attendance Record for:

• part-time students who are not scheduled for classes on certain full days, mornings, or afternoons in their school cycle (e.g. a student on a part-time, modified schedule);

• students receiving private instruction in music exceeding half of the day in any week; • students receiving private training/instruction in athletics;

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• students enrolled in Intensive Behavioural Intervention programs (IBI); and, • students provided with initial academic assessment services by the board immediately prior

to entering school.

For example, a Grade 5 student is attending school on a modified schedule as defined by the student’s IEP. The student is attending school three days a week (Monday, Tuesday and Wednesday). Regular attendance will be taken and recorded every Monday, Tuesday and Wednesday. “N” will be recorded in the student’s attendance record for Thursday and Friday as the student is not scheduled for instruction and expected to attend school. The student’s FTE for the register will be calculated based on the actual scheduled minutes of instruction.

Suspended Student Enter a “SUS” for all days the student is suspended from attending school. Attendance will appear as a “G” on the student’s Daily Attendance Record (APM A7635 – Student Discipline Procedures). Expelled Student A student who has been expelled from school or the board should be withdrawn from the register the day following their last day of attendance. Where the Discipline Committee of the Board decides to impose a school expulsion, the Discipline Committee of the Board must assign the student to another school. Where the Discipline Committee of the Board decides to impose a board expulsion, the Discipline Committee of the Board must assign the student to the program for expelled students (APM A7635 – Student Discipline Procedures). Secondary Student Participating in Program for Expelled Students (Right Turn) When the student is participating in the program for expelled students, they will be enrolled at their designated home school as a full-time student and scheduled using the Right Turn course code (RTNPRZ). Attendance will be sent from the Right Turn Program to the home school and entered the same as regular class attendance – if the student is absent enter EAB or UAE for the day/period they are absent. If the student does not complete the program requirements, or stops attending the program, the student will be withdrawn from the home school the day following the last day of attendance in the program for expelled students. Because the program for an expelled student is voluntary, referral to an attendance counsellor is not required following the withdrawal of the student. Student is Absent for Medical Reasons In the case of a student who is unable to attend school for medical reasons, the student’s name will be kept on the register for the period of time specified on the supporting medical documentation provided by a regulated health professional or up until the end of the current school year, whichever is applicable. The supporting medical documentation received from the regulated

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health professional must be retained on file for audit purposes and is only valid for the current school year (Regulated Health Professionals - Ministry of Health and Long-Term Care). A student who is unable to attend school on the first day of the school year for medical reasons cannot be recorded on the register until they have physically attended school. The student may only be retained on the register in cases where medical documentation has been made available after the student has been in attendance at school. Where medical documentation has been received from a regulated health professional, record attendance using the “MED” (Medical Document on File) attendance code. Attendance will appear as a “G” on the student’s Daily Attendance Record. Elementary Student – The student will remain scheduled in a homeroom class and all report card subjects. The “MED” attendance code must be entered for each school day for both the a.m. and p.m. attendance periods for the period of time specified on the medical documentation. Where the student is absent for medical reasons, the teacher will complete a Provincial Report Card and using their professional judgement to determine when the use of “I” is appropriate and in the best interests of the student. For example, the student has been absent for three months due to illness, the teacher may enter “I” indicating insufficient evidence is available to determine a letter grade or percentage mark for the report card subjects and strands. Secondary Student – The student will remain scheduled in all current year courses. The “MED” attendance code must be entered for each school day for all scheduled courses for the period of time specified on the medical documentation. Where a student is scheduled in Grade 9 or Grade 10 courses, the student will remain in their courses for the duration of the course while they are absent for medical reasons. The teacher may enter an “I” on the final report card to indicate there is insufficient evidence to determine a percentage mark and a credit will not be granted. Where a student is scheduled in Grade 11 or Grade 12 courses and is not able to attend for medical reasons and will not earn the course credits because of the absence, the student should be withdrawn from the ministry defined course and scheduled into a medical holding code course (UMD3OZ for a Grade 11 course or UMD4OZ for a Grade 12 course) prior to the full disclosure date. The student will be maintained on the register and attendance will be recorded with “MED”. Enrolment in the medical course code will not appear on the student’s transcript. In the case where a secondary student has been referred to an attendance counsellor, the file is active and the student provides medical documentation supporting their absence while they are scheduled in CATND, the school will enter the “MED” (Medical Document on File) attendance code for all periods scheduled with CATNDZ. The student will remain scheduled in CATNDZ for all periods and the “MED” attendance code will be entered for the period of time specified on the medical documentation. Two-way communication reports are not required from the attendance counsellor while the student is unable to attend school for medical reasons. Upon expiry of the medical documentation (during the current school year) if the student has not returned to school, attendance for the periods scheduled with CATNDZ will be recorded as “UAE” (Absent Unknown), starting the day following the expiry of the medical excusal. Following 15 consecutive recorded absences after the expiry of the medical excusal, the student’s file must be re-referred to the attendance counsellor on the 16th day of consecutive absence. See Prolonged Absence; Attendance Counsellor Referrals. Medical Absence Procedural Flowchart

http://www.health.gov.on.ca/en/pro/programs/hhrsd/about/regulated_professions.aspx

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Student is unable to attend school for medical reasons, supported by medical documentation provided by a regulated health professional.

Student Receiving Home Instruction If a student is unable to attend school for medical reasons, the principal may make a teacher available to provide the student with home instruction in accordance with Reg. 298 s. 11(11) (Ontario Regulation 298 – Operation of Schools – General), (APM A7650 – Home Instruction). Elementary Student – An elementary student who is receiving home instruction shall remain on the register as full-time. The student will remain scheduled in their homeroom class and all report card subjects. Attendance will be recorded using the attendance code “HIN” (Home Instruction). This will display as present on the Daily Attendance Record, the same as if the student was attending school for the period of time they are receiving home instruction. The school will create a “Special Program” record in PowerSchool by selecting the “Home Instruction” program and entering a start date. When the student returns to school or the home instruction period ends, the school will enter an end date for home instruction special program in PowerSchool. Secondary Student – A secondary student receiving home instruction will only be scheduled in the course or courses they are receiving instruction in. The student must be scheduled in a Ministry defined course code and working towards a credit while receiving home instruction. For example, the student is only receiving instruction in the course ENG1D1, this will be the only

Student has attended school during the current school year prior to providing medical documentationsupporting a medical absence.

Medical documentation has been provided by a regulated health professional.

Medical documentation received will be retained on file by the school for the current plus next two schoolyears.

Elementary SecondaryStudent will remain scheduled in their homeroom class and all report card subjects.

Student will remain scheduled in all current year/semester courses.

"MED" attendance code entered for a.m. and p.m. attendance periods.

MED attendance code will be entered for the period of time specified on the medical documentation or until the end of the current school year.

Where a student is scheduled into Grade 11 and/or 12 courses and will not earn the course credits as a result of their medical absence, the school should withdraw the student from those courses and schedule the student into a medical holding code course code (UMD3OZ or UMD4OZ) prior to the full disclosure date for the semester.

Student to remain on the register for the period of time specified on the medical documentation or up until the end of the current school year.

Medical documentation is only valid for the current school year.

https://www.ontario.ca/laws/regulation/900298#BK9https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916958

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course appearing on the student’s timetable while the student is on home instruction. Student FTE is calculated based on the number of credits the student is scheduled in (receiving home instruction for) – 1 credit = 0.25 FTE; 2 credits = 0.50 FTE and 3 or more credits = 1.00 FTE. Attendance will be recorded using the attendance code “HIN” Home Instruction for the period of time the student is receiving home instruction. The school will create a “Special Program” record in PowerSchool by selecting the “Home Instruction” program and entering a start date. When the student returns to school, or the home instruction period ends, the school will enter an end date for home instruction special program in PowerSchool. Note, for home instruction a teacher must be assigned to work with the student. If only homework is provided by the school to help the student keep up with school work, attendance must be recorded as “EAB” (Absent Known) or “MED” (Medical Document on File) if documentation has been received from a regulated health professional – the provision of homework only is not considered home instruction. Home Instruction Procedural Flowchart If a student is unable to attend school for medical reasons, the principal may make a teacher available to provide the student with home instruction.

Secondary School Examination Period When a student is not scheduled for an exam during the examination period, enter attendance code “G” (General Absence Day). If a student is absent from a scheduled exam enter attendance code “EAB” (Absent Known) or “UAE” (Absent Unknown). If a student is scheduled in CATNDZ during the examination period, enter attendance code “G” (General Absence Day).

Elementary SecondaryStudent shall remain on the register as full-time. Student will only be scheduled in the course or

courses they are receiving instruction in.

Student will remain scheduled in their homeroom class and all report card subjects.

Student must be scheduled in a Ministry defined course and working towards a credit while receiving home instruction.

Attendance will be recorded using the "HIN" attendance code for the period of time the student is receiving home instruction.

Student FTE is calculated based on the number of credits the student is scheduled in (receiving home instruction for) – 1 credit = 0.25 FTE; 2 credits = 0.50 FTE and 3 or more credits = 1.00 FTE.

Attendance will be recorded using the "HIN" attendance code for the period of time the student is receiving home instruction.

For home instruction, a teacher must be assigned to work with the student. If only homework is provided by the school to help the student keep up with school work, attendance must be recorded as “EAB” Absent Known or “MED” Medical if documentation has been received from a regulated health professional – the provision of homework only is not considered home instruction.

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Elementary School Safe-Arrival Program Attendance must be completed accurately and in a timely manner following the guidelines and procedures set out in Policy 4235 – Elementary School Safe-Arrival Program and APM A7600 – Elementary School Safe-Arrival Program. Inclement Weather – Busses Cancelled On inclement weather days when busses have been cancelled for the school, the “WEA” (Inclement Weather (bus cancelled)) attendance code is to be used. The “WEA” code is to be assigned to all students absent unless the school is previously aware the student will be absent. “WEA” will display as “G” on the student’s Daily Attendance Record. Inclement Weather Day Attendance Scenarios Student arrives at school on an inclement weather day (walker or transportation eligible student) The student will be recorded as “Present” – no entry in PowerTeacher/PowerSchool is required. Bus eligible student is absent from school (transportation eligible school) Enter attendance code “WEA” (Inclement Weather (bus cancelled)). Walker is absent from school (transportation eligible school) Enter attendance code “WEA” (Inclement Weather (bus cancelled)). The school knows a student will not be in attendance (walker or transportation eligible student) Enter attendance code “EAB” (Absent Known). For example, the parent/guardian notifies the school that the student will be on a family vacation and the student will be absent from school; the parent/guardian notifies the school that the student is ill and will not be in attendance at school. The parent/guardian calls the school to advise their child(ren) (walker or transportation eligible student) will not be in attendance as a result of inclement weather (e.g. snow storm) – weather is preventing the student from attending school. School office to enter attendance code “G” (General Absence) and enter an attendance note indicating the parent/guardian called the school and the absence is due to inclement weather. When the parent/guardian of an elementary student calls the school to report the absence on a inclement weather day and “G” is entered for the student’s daily attendance, the parent/guardian will not receive a Safe-Arrival message from the School Messenger system. Schools with no school vehicle eligible students When the school is open, record attendance the same as recording attendance for a regular school day (non-inclement weather day). Note, if a parent/guardian contacts the school to advise their child(ren) will not be in attendance as a result of weather conditions, enter attendance code “G” (General Absence) and enter an attendance note indicating the parent/guardian called the school and the absence is due to inclement weather. Students who receive special needs transportation Enter attendance code “WEA” (Inclement Weather (bus cancelled)).

https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916326https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=4976732https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=4976732

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Student attends school and is marked present for the first attendance period and then leaves school For the first attendance period the student would already be marked “Present”. Subsequent attendance periods, enter attendance code “WEA” (Inclement Weather (bus cancelled)). Student arrives late to school The student must report to the school office upon arrival to school. The school office will update the attendance code from “WEA” (Inclement Weather (bus cancelled)) to “ELA” (Late Known). Students Excused from Attendance at School Student attendance at school may be excused by the principal, in accordance with subsection 23(3) of Regulation 298 (Ontario Regulation 298 – Operation of Schools – General). The parent/guardian of the student or the student if they are over the age of 18 must submit a letter to the principal, explicitly requesting the student be excused for a specified period of time. For example, the parent/guardian requests in writing their child be excused from school for the period December 1, 2018 to January 7, 2019 for a family obligation. The time frame must be explicitly stated and cannot be indefinite or until further notice. Students who have been excused from attendance at school, 14 or less school days, by the principal at the written request of the parent/guardian may remain on the register and scheduled in their homeroom class for elementary students and all courses for secondary students. Attendance will be recorded with a “G” each day during the excused period. If the student does not return to school on the specified date written in the letter received from the parent/guardian, the student will be marked absent with “UAE” (Absent Unknown). If the student is absent for 15 consecutive school days, follow the procedures for a prolonged absence. Where the student will be absent more than 15 consecutive school days, the school must provide a program of study for the student to be retained on the register. It is the Ministry’s expectation that the teacher determine the lesson work that will be missed while the student is away and assign an appropriate program of study. The program of study should follow the curriculum of the grade/course and include the necessary materials to ensure successful completion of the course/grade upon their return to school. The principal must approve the program of study and attest that it was assigned to the student. The program of study and letter requesting the student be excused, must be retained on file for audit purposes. If a program of study is assigned by the principal, the student may remain on the register and attendance recorded as a “G” for the duration of the excused absence. If the school does not provide a program of study for the student, they must be removed from the register the day immediately following their last day of attendance. Essentially, if a program of study is not provided the student will not be excused from attendance and must be withdrawn.

https://www.ontario.ca/laws/regulation/900298#BK9

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Students Excused from Attendance Procedural Flowchart

Student is Away on Vacation The parent/guardian or student over the age of 18 has advised the school that the student will be on vacation for a specified period of time. If the student is absent for 14 school days or less, attendance will be recorded using the “EAB” (Absent Known) attendance code with an attendance note entered indicating the student is on vacation. If the student is absent for 15 or more school days and the student is of non-compulsory school age, the student must be withdrawn from the register the day following the last day of attendance. The parent/guardian must re-register the student upon their return to school following the 15 or more day vacation. If the student is absent for 15 or more school days and the student is of compulsory school age, to remain on the register the parent/guardian must provide a written letter to the principal requesting their child be excused from school for a specified period and a program of study must be assigned to the student by the principal (Excused from Attendance at School). If a written request from the parent/guardian is not received or a program of study is not assigned by the

The time frame must be explicitly stated and cannot be indefinite or until further notice.

Absent 14 or Less Consecutive School Days

Attendance will be recorded with a “G” each day during the excused period.

Student may be retained on the register.

Absent More than 15 Consecutive School Days

Student attendance at school may be excused by the principal, in accordance with subsection 23(3) of Regulation 298. The parent/guardian of the student or the student if they are over the age of 18 must submit a letter to the principal, explicitly requesting the student be excused for a specified period of time.

Elementary students will remain scheduled in their homeroom class and all report card subjects.Secondary students will remain scheduled in all current courses.

If the student does not return to school on the specified date written in the letter received from the parent/guardian, the student will be marked absent with “UAE” Absent Unknown. If the student is absent for 15 consecutive school days, follow the procedures for a prolonged absence.

To retain the student on the register, the school must provide the student with a program of study.

The program of study should follow the curriculum of the grade/course and include the necessary materials to ensure successful completion of the course/grade upon their return to school. The principal must approve the program of study and attest that it was assigned to the student. The program of study and letter requesting the student be excused, must be retained on file for audit purposes.

If a program of study is assigned by the principal, the student may remain on the register and attendance recorded as a “G” for the duration of the excused absence.

If the school does not provide a program of study for the student, they must be removed from the register the day immediately following their last day of attendance.

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principal, the student must be withdrawn from the register the day following the last day of attendance. If a program of study is assigned by the principal, the student may remain on the register and attendance recorded as a “G” for the duration of the vacation. Excluded Students Students excluded under clause 265(1)(m) of the Education Act should not be demitted from the enrolment register during the time the school board is actively working to re-integrate the student back into the education system (APM A7633 – Appeal of Exclusion Pursuant to Section 265(m) of the Education Act). During the exclusion period, the student’s absence is recorded with a “G” (General Absence Day) and an attendance note added to indicate the student is excluded and efforts are continuing to re-integrate the student back into the education system. An excluded student can remain on the enrolment register until the end of the current school year if the board is actively working to re-integrate the student back into the education system. Prolonged Absence A prolonged absence is where the student has been absent for 15 consecutive school days without supporting documentation being received and retained on file by the school. A “G” day, “N” day or “PA” day occurring within an otherwise unbroken series of 15 school days of absence does not break or add to the series of consecutive absence. Example of 15 recorded consecutive absence days: M T W T F M T W T F M T W T F M 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15

Example of 15 recorded consecutive absence days with a recorded “G” day in the series: M T W T F M T W T F M T W T F M T 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 A1 A2 A3 A4 A5 A6 G A7 A8 A9 A10 A11 A12 A13 A14 A15

Example of 15 recorded consecutive absence days with a “PA” day in the series: M T W T F M T W T F M T W T F M T 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 A1 A2 A3 A4 A5 A6 A7 A8 PA A9 A10 A11 A12 A13 A14 A15

Example of 15 recorded consecutive absence days with “N” days in the series:

Student Absent 15 Consecutive School Days Non-compulsory School Age Student If the student is not of compulsory school age and is absent for 15 consecutive school days without supporting documentation (e.g. medical), the student must be withdrawn from the register the day immediately following the last day of attendance. This case should not be referred to the

M T W T F M T W T F M T W T F M T W T F M T W T F M1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26 29 30 31 1 2 5

A1 N N A2 A3 A4 N N A5 A6 A7 N N A8 A9 A10 N N A11 A12 A13 N N A14 A15

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attendance counsellor. In the below example the student would be withdrawn from the register effective Tuesday the 2nd. M T W T F M T W T F M T W T F M 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15

Compulsory School Age Student with no Referral to the Attendance Counsellor If the student is of compulsory school age and is absent for 15 consecutive school days without supporting documentation (e.g. medical) and a referral to the attendance counsellor is not made at any time between the 11th and 16th day of consecutive absence, the student must be withdrawn from the register the day immediately following the last day of attendance. M T W T F M T W T F M T W T F M 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15

Compulsory School Age Student with a Referral to the Attendance Counsellor If the student is of compulsory school age and is absent for 15 consecutive school days without supporting documentation (e.g. medical) and a referral to the attendance counsellor is made between the 11th and 16th day of consecutive absence, the student may be retained on the register. The referral to the attendance counsellor allows the student to remain on the register for the first 15-day period of consecutive absence (Attendance Counsellor Referral). Attendance will be recorded as absent (“UAE”). Enter “C” (Contact with Pupil) the day the case was referred to the attendance counsellor. The referral must be made within the 11th and 16th day of consecutive absence. In the example below, the referral to the attendance counsellor was made on the 16th day of consecutive absence. M T W T F M T W T F M T W T F M T 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 C16

If the student returns to school on the 16th day, they will remain on the register and a referral to an attendance counsellor is not required. Cumulative Absences 16 to 30 Consecutive School Days Attendance for the student must be entered to record the ongoing absences of the student (“UAE”). To retain the student on the register for this 15-day period, the student must be of compulsory school age and the case must have been referred to the attendance counsellor immediately following the first period of consecutive absence (16th day of absence). The following two conditions must also be met:

1. the attendance counsellor must acknowledge to the principal that they will take on the student’s case; and,

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student if they are 18 years of age or older must be made.

If the conditions above are met, the student may remain on the school’s register for the 15-day period until absent day 30. If any of the conditions above are not met, the student must be withdrawn from the register on the 16th day of absence.

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The attendance counsellor assumes the case and two-way contact is established between the attendance counsellor and the student’s parent/guardian or student (18 or older): • The student’s case was previously referred to the attendance counsellor on the 16th day of

consecutive absence. • The attendance counsellor acknowledged that they will take on the case. • Successful two-way communication was made between the attendance counsellor and the

student’s parent/guardian or student (18 years of age or older) during the 15-day period (day 16-30) and the date of contact was reported to the school. In the example below this would be Wednesday the 31st (absent day 22).

• The school enters a “C” (Contact with Pupil) code to the student’s Daily Attendance Record on the actual day contact was made by the attendance counsellor.

• The student may remain on the school’s register for the 15-day period (day 16 to 30). In the example below the 15-day period would end Monday the 12th (day 30 of consecutive absences).

The attendance counsellor does not take on the case: If the attendance counsellor advises the principal they will not take on the case, the student must be withdrawn from the register on the day the original referral was made to the attendance counsellor, the 16th day. M T W T F M T W T F M T W T F M T 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 C16

Two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 or older) is not made: If two-way communication is not established between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) during this 15-day period (day 16 to 30), the student must be removed from the register on the 16th day of absence. M T W T F M T W T F M T W T F M T 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 C16

The attendance counsellor confirms the student’s file is inactive: Where, for any reason, the attendance counsellor confirms that the student’s file has become inactive during the 15-day period (day 16 to 30), the student must be withdrawn from the register the day following the last recorded date of successful contact. Examples where a student’s file may become inactive include: the student moves and no longer resides within Simcoe County’s attendance area; the student turns 18 years of age; or, the student is receiving home schooling, etc.

M T W T F M T W T F M T W T F M T W T F1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26

A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 C16 A17 A18 A19

M T W T F M T W T F M T W T F M T W T F29 30 31 1 2 5 6 7 8 9 12 13 14 15 16 19 20 21 22 23A20 A21 C22 A23 A24 A25 A26 A27 A28 A29 A30

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In the above example, the attendance counsellor advises the school that the student’s file has become inactive during the 15-day period, the student will be withdrawn from the register on absent day 23, that day following the recorded date of last contact. Cumulative Absences 31 to 45 Consecutive School Days Attendance for the student must continue to be entered to record the ongoing absences of the student (“UAE”). To retain the student on the register the following two conditions must be met:

1. the principal must receive a report from the attendance counsellor within the 15-day period advising that the student’s file is still active; and,

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student if they are 18 years of age or older must be made within the 15-day period.

If the conditions above are met, the student may remain on the school’s register for the 15-day period until absent day 45. If either of the conditions above are not met, the student must be withdrawn from the register on the 46th day of absence. The student’s file is active and the student is retained on the school’s register: • The school receives a report from the attendance counsellor within the 15-day period (day 31-

45) advising the student’s file is still active. • The attendance counsellor advises the school two-way contact has been made with the

student’s parent/guardian or student (18 years of age or older) during the 15-day period (day 31 to 45).

• The school enters a “C” (Contact with Pupil) code to the student’s Daily Attendance Record on the actual day contact was made by the attendance counsellor. In the example below, contact was made on absent day 44.

• The student may remain on the school’s register for the 15-day period. In the example below this would be until Monday the 3rd (day 45 of consecutive absences).

The principal does not receive a report from the attendance counsellor advising that the student’s file is still active: If the principal does not receive a report from the attendance counsellor during the 15-day period (day 31 to 45), the student must be withdrawn from the register the day following the last 15-day period of non-attendance (absent day 46).



M T W T F M T W T F M T W T F M T W T F29 30 31 1 2 5 6 7 8 9 12 13 14 15 16 19 20 21 22 23A20 A21 C22 A23 A24 A25 A26 A27 A28 A29 A30



M T W T F M T W T F M T W T F M T W T F29 30 31 1 2 5 6 7 8 9 12 13 14 15 16 19 20 21 22 23A20 A21 C22 A23 A24 A25 A26 A27 A28 A29 A30 A31 A32 A33 A34 A35 A36 A37 A38 A39

M T W T F M T W T F M T W T F M T W T F26 27 28 29 30 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21A40 A41 A42 A43 C44 A45

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Two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 or older) is not made: If two-way communication is not made between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) during this 15-day period (day 31 to 45), the student must be removed from the register on the 46th day of absence.

The attendance counsellor confirms the student’s file is inactive: Where, for any reason, the attendance counsellor confirms that the student’s file has become inactive during the 15-day period (day 31 to 45), the student must be withdrawn from the register the day following the last recorded date of successful contact. Examples where a student’s file may become inactive include: the student moves and no longer resides within Simcoe County’s attendance area; the student turns 18 years of age; or, the student is receiving home school instruction.

In the above example, the attendance counsellor advises the school that the student’s file has become inactive during the 15-day period, the student will be withdrawn from the register on absent day 45, that day following the recorded date of last contact.




M T W T F M T W T F M T W T F M T W T F26 27 28 29 30 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21A40 A41 A42 A43 A44 A45 A46




M T W T F M T W T F M T W T F M T W T F26 27 28 29 30 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21A40 A41 A42 A43 A44 A45 A46




M T W T F M T W T F M T W T F M T W T F26 27 28 29 30 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21A40 A41 A42 A43 C44 A45

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Cumulative Absences 46 to 60 Consecutive School Days Attendance for the student must continue to be entered to record the ongoing absences of the student (“UAE”). To retain the student on the register the following two conditions must be met:

1. the principal must receive a report from the attendance counsellor within the 15-day period advising that the student’s file is still active; and,

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student if they are 18 years of age or older must be made within the 15-day period.

If the conditions above are met, the student may remain on the school’s register for the 15-day period until absent day 60. If either of the conditions above are not met, the student must be withdrawn from the register on the 61st day of absence. The student’s file is active and the student is retained on the school’s register: • The school receives a report from the attendance counsellor within the 15-day period (day 46

to 60) advising the student’s file is still active. • The attendance counsellor advises the school two-way contact has been made with the

student’s parent/guardian or student (18 years of age or older) during the 15-day period (day 46 to 60).

• The school enters a “C” (Contact with Pupil) code to the student’s Daily Attendance Record on the actual day contact was made by the attendance counsellor. In the example below, contact was made on absent day 52.

• The student may remain on the school’s register for the 15-day period. In the example below, the 15-day period ends Monday the 24th (day 60 of consecutive absences).

The principal does not receive a report from the attendance counsellor advising that the student’s file is still active: If the principal does not receive a report from the attendance counsellor during the 15-day period (day 46 to 60), the student must be withdrawn from the register the day following the last 15-day period of non-attendance (absent day 61).




M T W T F M T W T F M T W T F M T W T F26 27 28 29 30 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21A40 A41 A42 A43 C44 A45 A46 A47 A48 A49 A50 A51 C52 A53 A54 A55 A56 A57 A58 A59

M T W T F M T W T F M T W T F M T W T F24 25 26 27 28 31 1 2 3 4 7 8 9 10 11 17 15 16 17 18A60

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Two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 or older) is not made: If two-way communication is not made between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) during this 15-day period (consecutive absent day 46 to 60), the student must be removed from the register on the 61st day of absence.

The attendance counsellor confirms the student’s file is inactive: Where for any reason, the attendance counsellor confirms that the student’s file has become inactive during the 15-day period (consecutive absent day 46 to 60), the student must be withdrawn from the register the day following the last recorded date of successful contact. Examples where a student’s file may become inactive include: the student moves and no longer resides within Simcoe County’s attendance area; the student turns 18 years of age; or, the student is receiving home school instruction.





M T W T F M T W T F M T W T F M T W T F24 25 26 27 28 31 1 2 3 4 7 8 9 10 11 17 15 16 17 18A60 A61






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In the above example, the attendance counsellor advises the school that the student’s file has become inactive during the 15-day period, the student will be withdrawn from the register on absent day 53, that day following the recorded date of last contact. Length of Time a Student with an Active Attendance File may Remain on the Register For students to remain on the school’s register, student attendance must be maintained and recorded accurately. The student’s file must be active with the attendance counsellor and successful two-way communication between the attendance counsellor and the student’s parent/guardian or student must be made during every 15-day period. If these conditions are not met, the student must be removed from the register the day following the last 15-day period as detailed in the prior sections. Students ages six to 13 may remain on the school’s register indefinitely as long as the student’s file is active and all procedures for recording a prolonged absence are followed. Students ages 14 to 17 may remain on the school’s register for a maximum of 60 consecutive school days as long as the student’s file is active and all procedures for recording a prolonged absence are followed. A student with 60 consecutive days of absence must be removed from the register on the 61st day of absence.

If a student turns 14 during a period of prolonged absence, the student may remain on the school’s register for a maximum of 60 consecutive school days as long as the student’s file is active and





M T W T F M T W T F M T W T F M T W T F24 25 26 27 28 31 1 2 3 4 7 8 9 10 11 17 15 16 17 18A60






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all procedures for recording a prolonged absence are followed. The 60 day period starts on the day of the student’s 14th birthday, regardless of whether they are enrolled in an elementary school or a secondary school. Prolonged Absence Procedural Flowchart

Compulsory School Age(student ages six to 17)

Non-Compulsory School Age(student under six or over 18

years of age)

A referral is made to the attendance counsellor between the 11th and 16th day of consecutive absence.

A referral is not made to an attendance counsellor.

Student is withdrawn from the register the day following the last day of attendance.

School to complete "Referral to an Attendance Counsellor" form (FORM A7060 - 1) and forward it to the attendance counsellor.

Student is withdrawn from the register the day following the last day of attendance.A list of students withdrawn from the register for non-attendance must maintained by the school.

School will record attendance as "C" to indicate a referral to the attendance counsellor has been made.

Elementary SecondaryStudent remains scheduled in their current homeroom class and all report card subject classes.

Student remains on the register.

On the 16th day of consecutive absence the student is withdrawn from scheduled courses on the 16th day and scheduled into four (4) periods of CATNDZ .

Student remains on the register.

Student is absent for 15 consecutive school days without supporting documentation.

Absent 15 Consecutive School Days

For the student to remain on the register for the 16-30 day period the student must have been referred to the attendance counsellor on the 16th day of consecutive absence and attendance recorded as "C" on that day. The following two conditions must also be met:

If the student was not referred to an attendance counsellor on the 16th day of consecutive absence they must be withdrawn from the register on the 16th day.

1. the attendance counsellor must acknowledge to the principal that they will take on the student’s case; and,

If all conditions are met, the student may remain on the register for the 15-day period until absent day 30.

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) must be made.

If either condition 1 or 2 are not met, the student must be withdrawn from the register on the 16th day of absence.

Absences 16 to 30 Consecutive School Days

Where for any reason, the attendance counsellor confirms that the student’s file has become inactive during the 15-day period (day 16 to 30), the student must be withdrawn from the register the day following the last recorded date of successful contact.

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Recording and Maintaining Attendance Information for Prolonged Absences in PowerSchool Elementary Example In the example below: • The first consecutive absent day for the student was 09/08/2017. • The 15th day of consecutive absence was 09/28/2017. • The case was referred to the attendance counsellor on 09/29/2017, the 16th day of

consecutive absence. • The student’s file remained active with the attendance counsellor for all 15 consecutive day

periods and successful two-way communication was made with the parent/guardian for each period.

• Because the student is between the ages of six to 13, the file is active with the attendance counsellor and successful two-way communication was maintained, the school was able keep the student on their register for the entire school year.

To retain the student on the register for this 15-day period, attendance must continue to be entered to record the ongoing absences of the student (“UAE”) and the following two conditions must be met:1. the principal must receive a report from the attendance counsellor within the 15-day period advising that the student’s file is still active; and,


If either condition 1 or 2 are not met, the student must be withdrawn from the register on the 46th day of absence.

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) must be made within the 15-day period.



To retain the student on the register for this 15-day period, attendance must continue to be entered to record the ongoing absences of the student (“UAE”) and the following two conditions must be met:1. the principal must receive a report from the attendance counsellor within the 15-day period advising that the student’s file is still active; and,


If either condition 1 or 2 are not met, the student must be withdrawn from the register on the 61st day of absence.

2. two-way communication between the attendance counsellor and the student’s parent/guardian or student (18 years of age or older) must be made within the 15-day period.



If a student turns 14 during a period of prolonged absence, the student may remain on the school’s register for a maximum of 60 consecutive school days as long as the student’s file is active and all procedures for recording a prolonged absence are followed. The 60 day period starts on the day of the student’s 14th birthday, regardless of whether they are enrolled in an elementary school or a secondary school.

Maximum Length of Time an Absent Student may Remain on the RegisterStudents ages six to 13 may remain on the school’s register indefinitely as long as the student’s file is active and all procedures for recording a prolonged absence are followed.

Students ages 14 to 17 may remain on the school’s register for a maximum of 60 consecutive school days as long as the student’s file is active and all procedures for recording a prolonged absence are followed. A student with 60 consecutive days of absence must be removed from the register on the 61st day of absence.

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PowerSchool Attendance

When entering attendance, the school should enter attendance notes to document reasons for the absence and ongoing activity with the student, parent/guardian and the attendance counsellor.

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Student’s Daily Attendance Record

Secondary Example In the example below: • The first consecutive absent day for the student was 02/06/2018. • The 15th day of consecutive absence was 02/27/2018. • The case was referred to the attendance counsellor on 02/28/2018, the 16th day of

consecutive absence. • The student’s file remained active with the attendance counsellor for all 15 consecutive day

periods and successful two-way communication was made with the student or the student’s parent/guardian for each 15-day period.

• The student reached 60 consecutive days absent on 05/11/2018 and was withdrawn from the register on the 61st day of absence, 05/14/2018.

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PowerSchool Attendance

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When entering attendance, the school should enter attendance notes to document reasons for the absence and ongoing activity with the student, parent/guardian and the attendance counsellor.

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Student’s Daily Attendance Record

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Secondary Student with 15 Consecutive Absences in a Course If a secondary student has been absent from a course for 15 consecutive scheduled days without supporting medical documentation, the student must be withdrawn from the course on the day following their last day of attendance.

In the above example, the 15th consecutive absence is Wednesday the 24th. The student must be withdrawn from the course Tuesday the 4th, the day immediately following the last day of attendance in the class. If the student has been absent for 15 consecutive school days and the case is referred to the attendance counsellor, the student will be withdrawn from their scheduled courses on the day following the 15th day of consecutive absence (the 16th day of consecutive absence). The student will then be scheduled into the compulsory attendance course code (CATNDZ) in four periods so the student remains on the school’s register full-time (Students Scheduled in CATND).

In this example the student’s case must be referred to the attendance counsellor on Thursday the 25th (16th consecutive day of absence). The student will be withdrawn from courses (ENG3C1, MFM2P1 and IDC3O1) on Thursday the 25th (16th consecutive day of absence) and scheduled into CATNDZ on Thursday the 25th (16th consecutive day of absence) for four periods. Using the above example, if the student was not referred to the attendance counsellor, the student would be withdrawn from all courses the day immediately following the last day of attendance in the course(s) (Tuesday the 4th). Secondary Students Scheduled in CATND Following 15 Consecutive Absences Attendance must be entered for every school day showing the student is absent using attendance code “UAE” (Absent Unknown) for all CATNDZ periods scheduled. Within each 15-day period of absence, the attendance counsellor must confirm that the student’s file is still active. The attendance counsellor must also report to the school the date two-way communication has been made with the student or the student’s parent/guardian. The school will enter a “C” attendance code for the actual date contact was made.


ENG3C1 A A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15


ENG3C1 A A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 A16

MFM2P1 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 A16

IDC3O1 A A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 A16

CATNDZ C16 A17

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The student may remain on the school’s register for a maximum of 60 consecutive school days if all procedures for recording a prolonged absence are followed. A student may not be enrolled on the register and scheduled into CATND without having previously been marked present in a course during the current school year. The only exception is where the student was referred to the attendance counsellor and scheduled into CATND at the end of the previous school year and the attendance counsellor confirms the student’s file is still active to start the new school year. In this case the student may be enrolled on the register and scheduled into CATND. Responsibilities after a Student’s Name has been Removed from the Register A compulsory school age student who has been removed from the register for non-attendance is not excused from their legal requirements to attend school. Where a student of compulsory school age has been removed from the register for absenteeism, the principal must advise the attendance counsellor; the school and board must continue to attempt to re-engage the student. If the student is six to 13 years of age, the school or board must continue to make successful two-way contact with the student or the student’s parent/guardian every 15-days. If the student is 14 to 17 years of age, the school or board is expected to contact the student, at a minimum, before the start of every semester to attempt to have them to return to school. A list of non-attending students who have been removed from the register must be retained. Secondary Cooperative Education Courses Record attendance for the placement component of the course the same way as regular classroom attendance (APM A8050 – Cooperative Education and Other Forms of Experiential Learning). Secondary eLearning Courses Where a student participates in an eLearning course at any time during the week (Monday to Friday), the student will be marked present in the course for the entire week. Where a student does not participate in the eLearning course during the week (Monday to Friday), the student will be marked absent (“UAE” or “EAB”) in the course for the entire week. Participation in an eLearning course is when a student actively demonstrates the curriculum expectations through a diagnostic, formative or summative assessment (digital submission) at


CATNDZ C16 A17


CATNDZ A18 A19 A20 A21 A22 C23 A24 A25 A26 A27 A28 A29 A30 C31 A32 A33 A34 A35 A36 A37


CATNDZ A38 A39 A40 A41 A42 A43 A44 A45 A46 A47 A48 A49 A50 A51 A52 A53 A54 A55 C56 A57


CATNDZ A58 A59 A60 A61

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least once per week or a semester course (18 weeks), at least twice per week for a nine week course and daily for four week summer courses. Supervised Alternative Learning (SAL) A student must be between the ages of 14 and 17 to be approved in a SAL program. In accordance with Ontario Regulation 374/10, a SAL student will be recorded on the register as:

• full-time, with an FTE of 1.0 if the student’s Supervised Alternative Learning Plan (SALP) includes an average of at least 70 minutes of instruction per school day in which the student may earn a credit; or,

• part-time, with an FTE of 0.5 if the student’s SALP includes less than 70 minutes of instruction where the student may earn a credit or where no instruction is included.

Students will be scheduled into the SALPRZ course on the date the SALP is approved by the SAL committee. If the student has not been in attendance at school during any point of the current school year, prior to the approval of the SALP, the student cannot be enrolled in the school and reported on the register until the SAL program has been approved. For students in an approved SAL program, record their attendance with a “G” for the period they are participating in the non-academic components of the SAL program. For students scheduled in a course or courses where a credit may be earned, regular daily attendance will be recorded. Students in a SAL program have a primary contact at the school or board. There must be successful two-way communication between the student and the primary contact at least once every 30 calendar days. Record the dates of the contact with the “CSAL” (Contact SAL) code on the actual date contact was made. An attendance note should also be added in PowerSchool to document the contact.

If a student participating a full-time SAL program and is absent from their scheduled course for 15 consecutive scheduled days without supporting medical documentation, the student must be withdrawn from the course the day immediately following the last day of attendance.

M T W T F S S M T W T F S S M T W T F S S M T W T F S S1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28

SALPRZ G1 G2 G3 G4 G5 G6 G7 G8 G9 G10 G11 G12 G13 C14 G15 G16 G17 G18 G19 G20 G21 G22 G23 G24 G25 G26 G27

TMJ3C1 A A A A A A A AM T W T F S S M T W T F S S M T W T F S S M T W T F S S29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

SALPRZ G28 G29 G30

TMJ3C1 A11 A12


SALPRZ G1 G2 G3 G4 G7 G8 G9 G10 G11 C14 G15 G16 G17 G18 G21 G22 G23 G24 G25

TMJ3C1 A A A1 A2 A3 A4 A5 A6 A7 A8 A9


SALPRZ G28 G29 G30 G31 C32 G35 G36 G37 G38 G39

TMJ3C1 A10 A11 A12 A13 A14 A15

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In the example above, the 15th day of consecutive absence in course TMJ3C1 was Monday the 5th. The student must be withdrawn from the course the day immediately following the last day of attendance (Tuesday the 16th). The student will now appear on the register as a part-time student with an FTE of 0.5. If the student stops participating in their SAL program and there is no successful two-way communication between the student and the primary contact, at least once every 30 calendar days, the student’s file must be referred to the attendance counsellor 16 calendar days after the missed appointment with the attendance counsellor for the student to be retained on the register. The school will enter the attendance code “C” (Contact with Pupil) 16 days after the student’s missed appointment and the attendance counsellor must agree to accept the file. The referral to the attendance counsellor allows the student to remain on the register for the first 15 school day period of consecutive absence (Attendance Counsellor Referral). Attendance will be recorded as absent (“UAE”). Within the next 15-day period, the attendance counsellor must report to the school the student’s file is active and two-way communication has been made. The school will enter “C” (Contact with Pupil) on the day the attendance counsellor made contact with the student or the student’s parent/guardian.

In the example on the previous page, the student was scheduled to make contact with primary contact on Wednesday the 31st. Two-way contact was not made during the 30 calendar day period. The student’s file was referred to the attendance counsellor on the 16th day after the missed meeting with the primary contact (Friday the 16th). The attendance counsellor accepted the file and made two-way contact with the student within the 15 school day period following the same procedures for a “prolonged absence.” The student will remain on the register as long as the file is active with the attendance counsellor and two-contact is made every 15 school day period for a maximum of 60 days. Students Participating in Educational Exchange Programs Long-term Exchange (Five Months or More) The SCDSB student leaving to go on exchange must be withdrawn from the register the day immediately following their last day of attendance. The exchange student entering the SCDSB school will be enrolled as a pupil of the board for the duration of their exchange stay at the SCDSB school. Attendance for the incoming exchange student will be recorded following regular attendance procedures. Short-term Exchange (Less than Five Months) Where an exchange is less than five months in duration and the SCDSB student going on exchange leaves in the current school year and the incoming exchange student arrives at an SCDSB school in the current school year, the principal, at their discretion, will determine how to record the students on the register and record attendance.


SALPRZ G1 G2 G3 G4 G5 G6 G7 G8 G9 G10 G11 G12 G13 G14 G15 G16 G17 G18 G19 G20 G21 G22 G23 G24 G25 G26 G27


SALPRZ G28 G29 G30 G31 G32 G33 G34 G35 G36 G37 G38 G39 G40 G41 G42 G43 G44 G45 C16 A1 A2 A3 A4 A5


SALPRZ A6 A7 C8 A9 A10 G33 G34 A11 A12 A13 A14 A15

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Option 1 – The principal may decide to keep the SCDSB student on their register for the duration of the exchange. Attendance for the SCDSB student is recorded as “G” with an attendance note (student is on exchange) entered for the duration of the short-term exchange. The incoming exchange student will be enrolled in the school, but excluded from appearing on the register. Attendance for the incoming exchange student will be recorded as regular attendance for the duration of the exchange. Option 2 – The principal may decide to withdraw the SCDSB student the day immediately following their last day of attendance and enroll the incoming exchange student as a pupil of the board. Attendance for the incoming exchange student will be recorded following regular attendance procedures. Policy 4431 – Student Exchanges; APM A7015 – National/International Student Exchanges – Grades 6-12 Secondary Dual Credit Courses Attendance for students taking dual credit courses is recorded using the regular attendance procedures for a regular classroom course. Students Receiving Home Schooling Pupils who are excused from compulsory attendance because they are receiving satisfactory instruction exclusively at home (i.e. through home schooling) or elsewhere (e.g. at a private school) must not be recorded on the school’s enrolment register. The school, upon receiving the Notice of Intent to Provide Home Schooling, will remove the student from the register the day following the last day of attendance (APM A7660 – Home Schooling). If a student is receiving some instruction at school (e.g. through classroom delivered instruction, independent study or eLearning), they will be enrolled in the school for the portion of the day they are receiving instruction. The student’s FTE will be calculated based on the number of scheduled minutes of instruction and attendance for this scheduled time will be recorded as regular attendance. Students Attending Care and/or Treatment, Custody, or Correctional Programs, Hospital Board Schools, or Provincial or Demonstration Schools (Section 23 Programs) Students attending a Section 23 school/program must be withdrawn from the regular school register the day immediately following the student’s last day of attendance. The student will remain off the school’s register for the time they are attending the Section 23 school/program (including transition periods). Students Participating in an Intensive Behavioural Intervention (IBI) Program A student who is participating in an Intensive Behavioural Intervention (IBI) program will be recorded on the schools register as a full-time student regardless of the amount of scheduled classroom instruction. For the student to be included on the school’s register, the student must have attended school during the current school year – attendance recorded as present for at least one attendance period. If the student is participating in a full-time IBI program and has not attended school during the current school, the student cannot be included in the school’s register of enrolled students.

https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=5591316https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916882https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916882https://scdsb.on.ca/common/pages/DisplayFile.aspx?itemId=916962

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Attendance will be recorded as “N” (Non-Instructional Day) for the attendance period(s) the student is participating in an IBI program. Regular attendance will be recorded for the time the student is scheduled to attend school and receive classroom instruction. Attendance Counsellor Referrals Attendance Counsellors work with children of compulsory school age who are habitually absent or refusing to attend school. They provide professional intervention within the schools they service and within the homes of the families they assist. They

Documents

Recording and Maintaining Student Attendance Reference Guide · 2019. 9. 18. · Recording and Maintaining Student Attendance . Reference Guide . Recording and Maintaining Student