NOTE:

For official copies of board policies and procedures please contact the superintendent's office at (253) 583-5190 or email supt@cloverpark.k2.wa.us

Excused and Unexcused Absences

Students are expected to attend all assigned classes each day. School staff will record absences and tardies, including a call log and/or a record of excuse statements submitted by a parent/guardian or, in certain cases, students, to document a student’s excused absences.

Excused Absences

The following are valid excuses for absences and tardiness. Assignments and/or activities not completed because of an excused absence or tardiness may be made up in the manner provided by the teacher.

  1. Participation in a school-approved activity or instructional program. To be excused, this absence must be authorized by a staff member and the affected teacher must be notified prior to the absence unless it is clearly impossible to do so.
  2. Absence due to: illness; health condition; medical appointment; family emergency; religious purposes; court, judicial proceeding or serving on a jury; post-secondary, technical school or apprenticeship program visitation or scholarship interview; state-recognized search and rescue activities consistent with RCW 28A.225.055; and directly related to the student’s homeless status.

    When possible, the parent/guardian is expected to notify the school office on the morning of the absence and send a signed note of explanation with the student upon his/her return to school. Adult students (those over 18) and emancipated students (those over 16 who have been emancipated by court action) will notify the school office of their absences with a signed note of explanation. Students 14 years old or older who are absent from school due to testing or treatment for a sexually transmitted disease will notify the school of their absence with a signed note of explanation, which will be kept confidential. Students 13 years and older may do the same for mental health, drug or alcohol treatment; and all students have the right for family planning and abortion.

    A parent/guardian may request that a student be excused from attending school in observance of a religious holiday. In addition, a student, upon the request of his/her parent/guardian, may be excused for a portion of a school day to participate in religious instruction, provided such is not conducted on school property. A student will be allowed one makeup day for each day of absence.
  3. Absence for parental-approved activities. This category of absence will be counted as excused for purposes agreed to by the principal and the parent/guardian. An absence may not be approved if it causes a serious adverse effect on the student's educational progress. In participation-type classes (e.g., certain music and physical education classes), the student may not be able to achieve the objectives of the unit of instruction as a result of absence from class. In such a case, a parent/guardian-approved absence would have an adverse effect on the student's educational progress, which would ultimately be reflected in the grade for such a course.
  4. Absence resulting from disciplinary actions — or short-term suspension. As required by law, students who are removed from a class or classes as a disciplinary measure or students who have been placed on short-term suspension have the right to make up assignments or exams missed during the time they were denied entry to the classroom, if the effect of the missed assignments will be a substantial lowering of the course grade.
  5. Extended illness or health condition. If a student is confined to home or hospital for an extended period, the school will arrange for the accomplishment of assignments at the place of confinement whenever practical. If the student is unable to do his/her schoolwork, or if there are major requirements of a particular course which cannot be accomplished outside of class, the student may be required to take an incomplete or withdraw from the class without penalty. 
  6. Excused absence for chronic health condition. Students with a chronic health condition which interrupts regular attendance may qualify for placement in a limited attendance and participation program. The student and his/her parent/guardian will apply to the principal or counselor, and a limited program will be written following the advice and recommendations of the student's medical advisor. The recommended limited program will be approved by the principal. Staff will be informed of the student's needs, though the confidentiality of medical information will be respected at the parent's request.

Required conference for elementary school students

If an elementary school student has five or more excused absences in a single month during the current school year or ten or more excused absences in the current school year, the district will schedule a conference with the student and their parent(s) at a reasonably convenient time. The conference is intended to identify barriers to the student’s regular attendance and identify supports and resources so the student may regularly attend school.

The conference must include at least one school district employee, preferably a nurse, counselor, social worker, teacher or community human service provider, and may occur on the same day as the scheduled parent-teacher conference, provided it takes place within 30 days of the absences. If the student has an Individualized Education Program (IEP) or a Section 504 Plan, the team that created the program must reconvene. A conference is not required if prior notice of the excused absences was provided to the district or if a doctor’s note has been provided and a plan is in place to ensure the student will not fall behind in his/her coursework.

Unexcused Absences

An “unexcused absence” means a student has failed to attend the majority of hours or periods in an average school day (50% of the day) or to comply with a more restrictive school district policy on absences.

Unexcused absences occur when:

  1. The parent/guardian or adult student submits an excuse that does not meet the definition of an excused absence as defined above; or
  2. The parent/guardian or adult student fails to submit any type of excuse statement whether by phone, e-mail or in writing, for an absence.

Each unexcused absence within any month of the current school year will be followed by a letter or phone call to the parent/guardian informing them of the consequences of additional unexcused absences. The school will make reasonable efforts to provide this information in a language in which the parent is fluent. A student's grade will not be affected if no graded activity is missed during such an absence.

After three unexcused absences within any month of the current school year, a conference will be held between the principal, student and parent/guardian to analyze the causes of the student’s absenteeism. If a regularly scheduled parent-teacher conference is scheduled to take place within 30 days of the third unexcused absence, the district may schedule the attendance conference on the same day. If the parent/guardian does not attend the scheduled attendance conference, the conference may be conducted with the student and principal or principal designee. However, the parent will be notified of the steps to be taken to eliminate or reduce the student’s absences.

At some point after the second and before the fifth unexcused absence, the district will take data-informed steps to eliminate or reduce the student’s absences. In middle and high school, these steps will include application of the Washington Assessment of the Risks and Needs of Students (WARNS) or other assessment by the district’s designated employee.

For any student with an existing IEP or Section 504 Plan, these steps will include convening the student’s IEP or Section 504 team, including a behavior specialist or mental health specialist where appropriate, to consider reasons for the student’s absences. If necessary, and if the student’s parent/guardian gives consent, the district will conduct a functional behavior assessment and complete a detailed behavior plan to explore the function of the absence behavior.

For any student who does not have an IEP or Section 504 Plan, but who is reasonably believed to have a mental or physical disability or impairment, these steps will include informing the student’s parent/guardian of the right to obtain an appropriate evaluation at no cost to the parent/guardian to determine whether the student has a disability or impairment and needs accommodations, special education services or related services. This includes students with suspected emotional or behavioral disabilities. If the school obtains consent to conduct an evaluation, time should be allowed for the evaluation to be completed, and if the student is found to be eligible for accommodations, special education services or related services, a plan will be developed to address the student’s needs.

The School will apply the Washington Assessment of the Risks and Needs of Students (WARNS) or other district assessment, and where appropriate, provide the student with best practice or research-based interventions consistent with WARNS. As appropriate, the district will also consider:

  • adjusting the student’s course assignments;
  • providing the student more individualized instruction;
  • providing appropriate career and technical courses or work experience;
  • requiring the student to attend an alternative school or program;
  • assisting the parent/guardian or student to obtain supplementary services; or
  • referring the student to a community truancy board.

If the student’s parent/guardian does not attend the conference, the conference may be conducted with the student and principal or designee. However, the parent will be notified of the steps taken to eliminate or reduce the student’s absences.

Transfers

If a student transfers from one district to another during the school year, the sending district will provide to the receiving district, a copy of the WARNS assessment and any interventions previously provided to the student, along with the student’s most recent truancy information. The information will include the online or written acknowledgment by the parent/guardian and student. The sending district will use the standard choice transfer form for releasing a student to a non-resident school district for the purposes of accessing an alternative learning experience program.

Not later than a  student’s fifth unexcused absence in a month, the district will:

  1. Enter into an agreement with the student and parents/guardians that establishes school attendance requirements;
  2. Refer the student to a community truancy board; or
  3. File a petition to juvenile court (see below).

Community Truancy Board

A “community truancy board” is a board established pursuant to a memorandum of understanding (MOU) between a juvenile court and the school district and composed of members of the local community in which the student attends school. The district will enter into an MOU with the juvenile court in Pierce County to establish a community truancy board prior to the 2017-18 school year.  

The district will designate and identify to the juvenile court (and update as necessary) a staff member to coordinate district efforts to address excessive absenteeism and truancy, including outreach and conferences; coordinating the MOU; establishing protocols and procedures with the court; coordinating trainings; and sharing evidence-based and culturally appropriate promising practices. The district will also identify a person within each school to serve as a contact regarding excessive absenteeism and truancy and who will assist in the recruitment of community truancy board members.

No later than a student’s seventh unexcused absence within any month or a tenth unexcused absence during the current school year, if the district’s attempts to substantially reduce a student’s absences have not been successful and if the student is under the age of 17, the district will file a petition and supporting affidavit for a civil action in juvenile court.

Petition to juvenile court

The petition will contain:

  1. A statement that the student has unexcused absences in the current school year.  (District Note: While petitions must be filed if the student has seven or more unexcused absences within any one month, or ten or more unexcused absences in the current school year, a petition may be filed earlier. Unexcused absences accumulated in another school or school will be counted when preparing the petition);
  2. An attestation that actions taken by the school district have not been successful in substantially reducing the student’s absences from school;
  3. A statement that court intervention and supervision are necessary to assist the school district to reduce the student’s absences from school;
  4. A statement that RCW 28A.225.010 has been violated by the parent/guardian, student or parent/guardian and student;
  5. The student’s name, date of birth, school, address, gender, race and ethnicity; and the names and addresses of the student’s parents/guardians, whether the student and parent are fluent in English, whether there is an existing IEP and the student’s current academic status in school;
  6. A list of all interventions that have been attempted; a copy of any previous truancy assessment completed by the student’s current school district; the history of approved best practices intervention or research-based intervention(s) previously provided to the student by the district; and a copy of the most recent truancy information document signed by the parent/guardian and student.
  7. Facts that support the above allegations.

Petitions may be served by certified mail, return receipt requested, but if such service is unsuccessful, personal service is required. At the district’s choice, it may be represented by a person who is not an attorney at hearings related to truancy petitions.

If the allegations in the petition are established by a preponderance of the evidence, the court shall grant the petition and enter an order assuming jurisdiction to intervene for a period of time determined by the court, after considering the facts alleged in the petition and the circumstances of the student, to most likely cause the student to return to and remain in school while the student is subject to the court’s jurisdiction.

If the court assumes jurisdiction, the school district will periodically report to the court any additional unexcused absences by the student; actions taken by the school district; and an update on the student’s academic status in school at a schedule specified by the court. The first report must be received no later than three (3) months from the date the court assumes jurisdiction.  All sanctions imposed for failure to comply with attendance policies and procedures will be implemented in conformance with state and district regulations regarding discipline or corrective action.

 

Date: 10.17.00

Revised: 12.21.04; 11.16.09; 08.02.13; 10.05.15; 05.26.17; 10.23.17