5.6 Attendance Policy...5.5.6 Policies: Attendance St Stanislaus’ College Bathurst...

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5.5.6 Policies: Attendance Policy St Stanislaus’ College Bathurst

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5.6 Attendance – Policy (incorporates Roll marking procedure) ABSENCES, LATE POLICY & PROCESS Absences and Late to school All students are expected to attend school every day except when illness, injury, or some other condition beyond their control prevents them from doing so. All students are expected to be in attendance at 9.00 am at the start of each day when Tutor Groups meet and rolls are taken. The office staff at the College are available on 63314177 for parents who wish to notify regarding their son being absent on any particular day. Parents who wish to monitor their son’s attendance can access this information through the parent portal in Edumate. In their sons profile they are able to view their son’s attendance at each class during a day and monitor homework and assessment information. Parents who wish to register for an Edumate password are encouraged to send an email requesting this to [email protected]. Tutor group rolls are completed at the start of each day and attendance is at the same time recorded on Edumate. Where a student has been absent for more than one day without parent contact the office staff will call parents regarding the absence. Call will be made to parents of students whose attendance pattern is inconsistent on the first day of any absence. The Business office at the College administers the Delta Link system which includes the official attendance records of students in electronic format. It is very important all students be accounted for. On the day of return to School, students must bring a note from their parents explaining the absence. If a valid reason for the absence is obtained from the parent / guardian, the absence will be considered excused and will be noted on the Tutor Group roll. If a student develops a pattern of lateness the student will be spoken to by the Senior Administration Co-ordinator. The SAC responsible for a particular Year group will also follow-up unexplained absences upon being notified by the students Tutor. WRITTEN NOTICES FROM A PARENT OR GUARDIAN ARE NECESSARY FOR BOTH ABSENCES AND LATE TO SCHOOL. LATE POLICY Being punctual to school is important to the student and the school. It is the student’s responsibility to get to school on time. A student will be considered to be late to school if he arrives after the start of Tutor Group at 9:00 am. The school will not call home on the occasion a boy is late to school. Any student who is late to school must go to the Business Office and receive a late stamp in their record book. The late stamp should then be presented to the students’ tutor or class teacher if arriving after the completion of Tutor Group. The Business Office will record the time of arrival of late students at the time they request a late stamp and record this. WRITTEN NOTIFICATION OF ABSENCE/S FROM SCHOOL Written notification signed by either the parent or guardian must be provided for every unexplained absence. Reasons for absences will be recorded in the Tutor Group roll but only when a note for an absence is received by the Tutor. Tutors will maintain these notes with their roll and hand them in with the roll when it processed to archives at the end of each year. Student’s files are retained by the school for at least seven (7) years after the student completes Year 12. In the event of written notification not being received within 7 days of the date of a student’s absence letters will be sent to parents requesting written advice concerning the absence. Students should also be brought to the attendtion of the Senior Administration Co-ordinators by way of an SBC.

5.5.6 Policies: Attendance St Stanislaus’ College Bathurst


EARLY DEPARTURE FROM SCHOOL If a boy needs to leave school for any reason during the school day they are required to present a note from their Parent or Guardian to their Tutor and then to the Business Office as they complete the sign out register held there. The parent or guardian picking up the student may also sign the student out . Record of Attendance Electronic records of student attendance have been maintained since the late 1980’s. These electronic files are stored on the school’s network for at least seven (7) years. All Absence information on Delta Link can be found under Student Details. Edumate attendance records are in place from 2009. Record of Enrolment The School keeps a register of enrolments in the Delta Link System and in paper form in the students file that includes the following information for each student:

�name, age and address �the name and contact telephone number of parent(s)/guardian(s) �date of enrolment and, where appropriate, the date of leaving the school and the student’s

destination �for students older than six (6) years, previous school or pre-enrolment situation the register of

enrolments is retained for a minimum period of five (5) years preceding the current date �Delta Link records are kept for current students and past school members are archived as paper

records (see below for procedures for Students Leaving the School) �Paper records of enrolments are stored in the School Archives in document storage files for at

least five (5) years. Electronic records of enrolment post 1990 will be archived in the School Archives.

INABILITY TO CONTACT PARENTS OR GUARDIANS BY PHONE

- If there are no replies to phone calls then a registered letter will be sent to the last known address requesting an explanation of the student’s absence. If a satisfactory explanation is received then the absences will be recorded as explained.

- If the registered letter is returned to the school or no reply is received then the student will be

deemed to have left the school and the process for Students Leaving the School (below) will be implemented.

Students Leaving the School Leavers/Notification: When the Business Office or Registrar receives notification of a student leaving the school they will provide a Student Clearance Form to the parent/guardian or the student. The clearance form ensures that all relevant College personnel are notified of the student leaving the College and that forwarding addresses and school of destination for student under the age of 17 is known. Also at the start of each term a list of students not returning to the College is generated by the Registrar and cross checked. The following process is then implemented. �Destination School Known: If a student’s destination school is known, the school will FAX a letter to the destination school. The FAX Confirmation sheet is to be attached to the letter and filed in the student file. Where a student is under seveneen (17) years of age the school will also FAX a letter to the Home School Liaison Officer in District Office of the Department of Education and Training notifying them of the student’s name, age, date of birth and last known address and possible destination. The FAX Confirmation sheet is to be attached to the letter and filed in the student file. �Destination School Unknown: Where the destination of a student under seventeen (17) years of age is unknown, the school will FAX a letter to the Home School Liaison Officer in District Office of the Department of Education and Training notifying them of the student’s name, age, date of birth and last known address and possible destination if known.



The FAX Confirmation sheet is to be attached to the letter and filed in the student file. Students Moving Interstate: Compliance with ISDTN Protocols and Processes Where students are transferring interstate and prior notice of such transfer is given the school will also implement the MCEETYA Interstate Student Data Transfer Note Protocols. Parental consent will be obtained (or student consent where the student is over 16 years of age) to supply data to the students new school and information and copies of transcripts and reports (as requested) will be supplied to that school. Student Details At the beginning of each year student details will be updated on Delta Link and also on Edumate. See “Student and Family Details Update” form Append Student and Family Details Update Student Clearance Form

5.5.6 Policies: Attendance Policy St Stanislaus’ College Bathurst




ST STANISLAUS’ COLLEGE BATHURST

STUDENT CLEARANCE FORM REFERENCE NO………… STUDENT NAME………………………..….. STUDENT NO……….… DATE OF LEAVING…………………… FORM……………… 201.... DAY ( ) BOARDER ( ) It is your responsibility to present this form for each of the signatures required. The General Office should be

the last approached. They will retain this form.

Parent/Guardian Signature: _______________________________ Student Services: Boarding Administrator Bank Pass Book ( ) Confiscations ( ) Locker Keys ( ) Envelope ( ) Valuables ( ) Passports ( ) Travel Pass ( ) Deputy Headmaster: _________________________________ Senior Administration Co-Ordinator (Record Book Returned):_________________________________ Tutor Informed: ___________________________________________ Book Room (Issued Textbooks account for): _______________________________________________ Library (Books returned/accounted for): ___________________________________________________ Music Department (Instruments, scores etc. accounted for): __________________________________ Boarding Students Only Dormitory Supervisor: _________________________________ Matron: ____________________________ Home Address: ……………………………………………. ………………………………. ……………………………… Forwarding Address if Known: ……………………………………………. ………………………………. ……………………………… New School if applicable): …………………………………………… ……………………………… ……………………………… Account Adjusted: ( ) Bus Pass Amendment ( ) Community ( ) Behaviour Records ( ) Admissions Register ( ) Student to Past ( ) Form List ( ) History Envelope ( )



Rolls

Tutor Groups will each be issued with a paper roll. Edumate marking of rolls will continue across the day.

At each tutor group the roll should be completed (small a for absent students) in black pen (use pencil to start with then complete in black pen).

(no student may attend meetings or be absent from tutor group for any reason)

During the next tutor group any absences from the previous tutor group should be followed up and notes requested.

Parents should be rung, note sent home in record book. (notes, emails giving reasons for absences should be kept and handed in with roll at end of year with roll).

After seven days all absences should be accompanied by the appropriate symbol depend on the reason given. (where no reason is forthcoming a large A should be recorded and the student referred to the Student Behavior Committee regarding the unexplained absence)

At the end of week 2 term 1 all rolls are to be submitted to the Deputy so that any week 1 absences are reviewed. Copies of the roll will then be signed off. Each Friday after week 2 the rolls are to be submitted after tutor group to the Deputy.

Under the NSW Education Act, schools are required to ensure that individual students meet certain attendance standards. This includes mandatory attendance for students under 17 years of age unless exemptions are applicable. More information on attendance requirements and exemptions, and the school principal's role in this, is provided below.

Where an exemption from attendance is requested (paid work, other training, more than 15 days leave in a year) forms are available from the Headmasters office. These need to be submitted and approved by the Headmaster before an exemption certificate is issued by the College.

Background

In response to the national agenda and changes to the Education Act resulting from the Wood Royal Commission and the new School Leaving Age, there are significant changes required to school processes and practices around student attendance.

In January 2010 the NSW Government raised the mandatory school leaving age to 17 years.

From January 2012, all NSW schools will be required to use the state attendance codes to record student attendance on the attendance register or roll. A copy of the Attendance Codes is on this page.

New South Wales Attendance Register Codes Note: The symbol X is to be used for the first and last day that the student attended for each term. Symbols to be used where students are absent from school Symbol Meaning a The student was absent on that day. Pa The student was late or was absent for part of a day. The time of arrival or departure

must be recorded.

Symbols to be used for explanation of student absence Note: The following symbols should be recorded above the a or Pa symbol as appropriate. Symbol Meaning A The student’s absence is unexplained or unjustified. This symbol must be used if no notice



H The student is attending two or more education settings for a period of time (shared

enrolment). This symbol is recorded where a student accesses a specialist educational setting on a sessional or full-time basis in line with the School Policy. The symbol is recorded where a student accesses education settings separate to their mainstream school such as: - tutorial centre or programs - behaviour schools - juvenile justice - hospital schools.

L Principals may record up to 15 days in a school year for students of compulsory school age who have provided an explanation of the absence which has been accepted by the principal. Additional days for students not of compulsory school age may be recorded at the principal’s discretion. This symbol is recorded where a student’s absence is due to reasons accepted by the principal. This may be due to: - misadventure or unforseen event - participation in special events not related to the school - domestic necessity such as serious illness of an immediate family member - attendance at funerals - recognised religious festivals or ceremonial occasions.

M The student was exempted from attending school. See Guidelines for Exemption from Attendance at School.

S The student’s absence is due to sickness or as the result of a medical appointment. In these cases: - a medical certificate is provided or - the absence was due to sickness and the principal accepts this explanation. Principals may request a medical certificate in addition to explanations if the explanation is doubted or the duration of the absence is more than four days.

ROLL MARKING PROCEDURES 1. Class Rolls must always be marked accurately. Principals are required to maintain an attendance

register (roll) in a form approved by the Minister (Education Act 1990 section 24). 2. Teachers should be conversant with the school’s Policies and Procedures. 3. Parents or carers should be informed that it is their responsibility to:

a. ensure that their child attends school regularly b. explain the absences of their children from school promptly.

has been provided by parents within seven days ofthe occurrence of the absence.

B The student is absent from the school on official school business. This symbol is recorded where the principal approves the student leaving the school site to undertake: - work experience - school sport (regional and state carnivals) - school excursions.

E The student was suspended from school. F Year 11 or 12 student participating in flexible timetable not present because they are not

required to be at school. Or Student who has completed Year 10 but is below the age of 17 years participating in: - approved education or training, or - if the child is of or above the age of 15 years-paid work or a combination of approved education or training and paid work.



4. The first and last day of attendance each term should be marked with an ‘X’. 5. The exception method (marking absences only) is to be followed as shown:

• place a lower case ‘a’ in the day’s column against the name of the absent student at the time • when the declaration of student attendance is made • subsequently, when the declaration regarding the nature of leave is made, either A, S, L, E,

M, F, B or H is written above the ‘a’, for example:

A S L E M F B H a a a a a a a a

6. The following entries should be made First and last day of attendance each term (see 4) …..………..…. X Absence declared (absence included in absence return) ….......... a Absence for part of a day (see 11) …..………………..................... P Absence unexplained after 7 days or unjustified …………............. A Absence on official school business (absence not included in absence return) ......... B Absence due to suspension (absence included in absence return) ………………..… E Absence of a Year 11 or 12 student on approved flexible timetable Student or who has completed

Year 10 but is below the age of 17 years, participating in:

- approved education or training, or - if the child is of or above the age of 15 years-paid work or a combination of approved education

or training and paid work. (absence not included in absence return) ….…… F

• Absence from home school due to attendance at a specialist education setting (absence not included in absence return) … …. H

• Absence with leave – reason accepted by the principal (absence included in absence return) ……………………………………….… L

• Absence with approved exemption (absence not included in absence return) ………………………………………………............ M

• Absence owing to sickness or as a result of medical appointment (absence included in absence return) .…………………. S

• Public holidays and other days on which the school is not open for instruction are indicated by a vertical broken line in the column for that day.

7. No codes other than a, A, S, L, E, P, M, F, B or H are to be used in marking the roll. 8. The symbol ‘B’ is used where a student is absent from the school site on official school business. This

may include work experience, school sport (regional and state carnivals), and school excursions. 9. Absence of a Year 11 or 12 student on an approved flexible timetable must be recorded in the same

manner as other students. However, scheduled days or periods of non-attendance must not be marked as absences. An F should be recorded for the day.

10. Under Section 25 of the Education Act 1990, the Minister may grant a Certificate of Exemption. This

power is delegated, subject to the Guidelines on the AIS website, to principals, in relation to granting of an exemption from school attendance for periods totalling up to 50 days in a 12 month period for any one student. An M should be recorded for the day.

11. Absences on an occasion (i.e. part of a day) or unjustified lateness or fractional truancy is shown by

placing ‘P’ next to ‘a’ in the day’s column against the name of the student when the absence is determined. When the reason for the part absence is determined, either A, S, L, E, M or B is to be placed above the ‘a’, for example:

A S L E M B Pa Pa Pa Pa Pa Pa Details of Partial Absences i.e. times and dates are to be recorded in the “Details of Absences on Occasions” which follows the Term 4 section of this roll. Partial absences are not included in tallies of absence returns.



12. The number or absences for each student are to be counted and recorded at the end of each term.

Exemptions (M), flexible timetable (F), official school business (B), absence from home school due to attendance at a specialist education setting (H) and partial absences (Pa) are not to be included in tallies and Absence Returns.

13. In the column headed ‘Special notes’ comments such as ‘speech therapy Tuesdays’ or ‘medical history –

no exertion’ may be made. Confidential notations should not be included. 14. One of three methods may be used to keep a record of attendance. This then becomes the attendance

register.

i. The class roll marked by the teacher in the classroom each day. ii. The teacher enters the names of absent students on a form with the information being

transcribed to a centrally located Attendance Register. iii. Absence recording on the school’s paper or electronic roll system.

15. The Attendance Register must be available for inspection during school hours by a Board inspector or by

any authorised person, who may require the principal of the school to furnish a copy of the register or any part of it. {Education Act 1990 section 24 (2)}

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