Policy Details Page - Tacoma Public Schools

3122R - Attendance and Excused/Unexcused Absences

Regulation 3122R

The following attendance procedures are established by Tacoma School District No. 10 to acknowledge the importance of student education and through collaborative efforts of students, parents/guardians, staff and community partners attendance will improve. This procedure is established to decrease chronic absences across the District, PreK-12, by strengthening and sustaining the Whole Child program, continued creation and development of family partnerships, entrusting the resources and skills of community partners, and building upon current attendance efforts that are evidence-based and in accordance with Washington State law.

I. Student and Parent/Guardian Responsibilities

A. Students are required to be punctual and attend every class.

B. Students failing to attend every class, unless excused, may be subject to interventions and/or legal action.

C. Students are not authorized to arrive late, be dismissed early, or be excused from any part of the regular school day without the approval of a parent or guardian and shall be in alignment with District Policy 3242. This does not include school sponsored events, activities or athletics.

D. For safety reasons, and one of the District’s strategic goals, the parent/guardian is asked to notify the attendance/school office when a student will be absent and give the reason for absence on the morning of the absence. If documentation is required or requested, the parent/guardian must send a signed note, fax or email the attendance/school office to provide verification for the absence. Absences shall be considered unexcused if the parent/guardian has not provided a reason upon the student’s return to school.

E. If parents/guardians anticipate their student will be absent an extended period of time, they should provide the attendance/school office with notice stating the excused reason. If the absences are excused the student will be permitted to make up all missed assignments under reasonable conditions and time limits. A student’s grade will not be affected if no graded activity is missed during an absence.

F. Students who leave school for any reason during the school day must check out through the attendance/school office. Students entering or returning to school during the school day must check in at the attendance/school office. Failure to check in and out may result in the absence being unexcused.

G. Parents/guardians should regularly review student attendance records and progress reports. If there are discrepancies or questions, the attendance/school office should be contacted.

H. It is the student’s responsibility to make up missed schoolwork within a reasonable length of time or per teacher/designee directive. A reasonable length of time shall be considered two days to complete make-up work for each day of excused absence, unless the make-up period is extended by agreement with the teacher(s)/designee. Proper credit will be given for this make-up work.

I. If a student’s absence is expected to exceed twenty school days due to medical reasons, illness, hospital/homebound or other instruction should be arranged and approved with the student’s school in advance. The Student Services Department may be contacted to arrange home-based or hospital instruction.

If the student has a chronic health condition or need to take a physician recommended leave from school, the student may qualify for a limited attendance and participation program. The student and parent/guardian will partner with the principal or designee to create an education plan.

II. District, School and Staff Responsibilities

A. The principal/designee shall communicate at the beginning of each school year or during time of enrollment the attendance requirements of the District and school to students and parents/guardians. New students shall receive this information at the time of their enrollment.

1. Communication of attendance expectations may be conveyed through various methods, including but not limited to, emailed/mailed letters, District Student Handbook, District website or during the enrollment process.

2. The District will make reasonable efforts to provide information in a language in which the parent/guardian is fluent.

B. Each teacher/designee is responsible for taking daily attendance and maintaining accurate attendance records on each student assigned to their class(es), using the required District software for attendance tracking. These records are the documentation of a student’s attendance and are the basis for appropriate action for nonattendance.

C. At the first sign of an attendance problem, including but not limited to, absences from class, the office/teacher/counselor/designee will contact the parent/guardian and ask for their assistance to correct the situation. Staff shall make continual efforts and Multi-Tiered System of Support (MTSS) to assist students in addressing attendance concerns.

D. Elementary Requirements for Excused and Unexcused Absences:

1. On the first occasion in a month of a student’s unexcused absence, the school staff/designee (computerized system) shall telephone or send written notice to the student’s parent/guardian in the language the parent/guardian is fluent informing of the unexcused absence.

2. In accordance with RCW 28A.225.018, after the, fifth (5) excused absence in any single month, or tenth (10) or more excused absences in the current school year a conference shall be scheduled with the parent/guardian in order to analyze the causes of the student’s absences, identify barriers to regular attendance, share supports and determine resources to reengage the student into the academic environment. If a regularly scheduled parent-teacher conference day is scheduled to take place within thirty (30) days, the conference regarding attendance may be held on that day. If the parent/guardian does not attend the conference, the parent/guardian shall be notified of the steps the school has decided to take to reduce the student’s absences. Schools will utilize other appropriate evidence-based interventions to eliminate or reduce attendance problems. If the student has an Individualized Education Program (IEP) or 504 Plan the IEP or 504 team must reconvene. This is not required if prior notice has been given or a doctor’s note has been provided and an academic plan is in place.

3. After three (3) unexcused absences within any month, schedule an attendance conference with parent/guardian to identify barriers to regular attendance, enter into an agreement with the student and/or parent/guardian and offer supports and resources that may be available to the family. If the parent does not attend the conference, the parent shall be notified of the steps the school has decided to take to reduce the student’s absences.

4. Between 2 and 5 unexcused absences in a school year take data-informed steps to reduce student’s absences. Enter into an agreement with the student and parent/guardian establishing attendance requirements.

a.   Convene the IEP or 504 team if the student has an IEP or 504 Plan;
b.   Adjust the student’s school program, school or course assignment;
c.   Provide more individualized instruction;
d.   Provide appropriate vocational courses or work experience;
e.   Based on identified barriers, provide mental health resources;
f.   Based on identified barriers, make a community resource referral;
g.   If the student is McKinney Vento (MV), contact the MV office for supports;
h.   Partner with the school counselor or Whole Child Department for additional supports;
i.   Connect with the District’s Truancy Coordinator for assistance.

5. Throughout the school year, continue corresponding with parent/guardian to support the student with attendance and reengagement.

E. Middle and High School Requirements for Unexcused Absences:

2. After three (3) excused absences within any month, a conference shall be scheduled with the parent/guardian in order to analyze the causes of the student’s absences, identify barriers to regular attendance, share supports and determine resources to reengage the student into the academic environment. If a regularly scheduled parent-teacher conference day is scheduled to take place within thirty (30) days, the conference regarding attendance may be held on that day. If the parent does not attend the conference, the school may hold the conference with the student only. The parent/guardians shall be notified of the steps the District has decided to take to reduce the student’s absences. Schools will utilize appropriate evidence-based interventions to eliminate or reduce attendance problems. If the student has an Individualized Education Program (IEP) or 504 Plan the IEP or 504 team must reconvene. This is not required if prior notice has been given or a doctor’s note has been provided and an academic plan is in place.

4. Between 2 and 7 unexcused absences in a school year take data-informed steps to reduce student’s absences. Enter into an agreement with the student and parent/guardian establishing attendance requirements.

a.   Convene the IEP or 504 team if the student has an IEP or 504 Plan;
b.   Adjust the child’s school program, school or course assignment;
c.   Provide more individualized instruction;
d.   Provide appropriate vocational courses or work experience;
e.   Based on identified barriers, provide mental health resources;
f.   Based on identified barriers, make a community resources referral;
g.   If the student is McKinney Vento (MV), contact the MV office for supports;
h.   Partner with the school counselor or Whole Child department for additional supports;
i.   Connect with the District’s Truancy Coordinator for assistance.

4. Throughout the school year, continue corresponding with parent/guardian to support the student with attendance and reengagement.

E. After seven (7) unexcused absences in a month and no later than fifteen (15) unexcused absences in a school year refer the student and/or parent/guardian for a Community Engagement Board (CEB) also known as Attendance Support Team (AST) meeting.

F. If the actions and Multi-Tiered System of Support are not successful, the District shall file a petition or other program opportunity available with the juvenile court alleging a violation of RCW 28A.225 by the parent/guardian, student, or parent/guardian and student no later than the seventh (7) unexcused absence within any month during the current school year or upon the fifteenth (15) unexcused absence during the current school year. The petition will be stayed and additional evidence-based interventions and MTSS according to the agreement signed by the student and/or parent/guardian will be coordinated to support the student before moving forward with court proceedings. If the student/parent/guardian does not comply with the agreed upon timeline established at the attendance conference, the District shall move forward in scheduling a hearing with the courts.

G. Students who are unexcused absent from school for twenty (20) consecutive school days, shall be withdrawn from school as of the 20th consecutive absence per WAC 392-121-108. Prior to withdrawing a student because of unexcused absences, written notice of the absences will be sent to the student’s parent/guardian. If the student is McKinney Vento contact the MV office before unenrolling the student.

a. Building staff shall take appropriate next steps to update documentation and/or systems according to the Washington Office of Superintendent of Public Instruction (OSPI) apportionment guidelines.

b. It is the school’s responsibility to conduct outreach and seek ways to reengage the student if the student is residing within the District and not reenrolled or verified to attend another school.

H. In the absence of law or policy the school principal or designee has the authority to make final decisions, including but not limited to, excusing absences, requesting medical documentation or approving or denying accommodations. Students shall not be suspended for tardiness or unexcused absences.

III. Alternative Learning Experience

A. District Alternative Learning Experience programs shall develop specific guidelines for the reporting and recording of student absences, which are consistent with this WAC 392-550 and Policy and Regulation 2255R.

V. Tardiness

A. A student is tardy when not at their desk or workstation within the first ten (10) minutes of class. Principal/teachers/designee may allow exceptions for students with special circumstances.

B. Tardies may be excused for the same reason(s) absences are excused.

C. If tardiness becomes a continuing problem, the student’s parent/guardian will be notified by the office staff/designee to determine if there are barriers and supports needed to remedy the student’s arrival. Notification to the family can be phone call, email or letter, measures will be taken to communicate in their home language.

D. Tardies may not be combined or converted to equal an absence or used to file a truancy petition.

VI. Planned Activities/Enrichment Opportunities

A. Planned Family and Other Enrichment Activities

1. A parent/guardian may request that a planned family activity, event, civic engagement or other enrichment activity be approved by contacting the building principal/designee.

2. If approved, the planned family activity shall be considered an excused absence.

3. Approval is at the discretion of the principal/designee. Approval or denial is on a student-by-student basis and shall include an equitable consideration of the impact of the planned absence on the student’s academic progress.

Cross References:
RCW 28A.225
WAC 392-401 – Statewide Definition of Absence, Excused and Unexcused
WAC 392-121-108 – Enrollment Exclusions
WAC 392-550 – Alternative Learning Experience Requirements
2255R – Alternative Learning Experience Programs
3122 – Excused and Unexcused Absences

Approval Date: 5/1/2001
Revised Date: 9/02/2016, 5/10/2022

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