Procedure 2.1.35 STUDENT ATTENDANCE

Persistent absence is a problem we can solve. Everyone can make a difference by helping students and families understand that going to school every day and avoiding absences whenever possible is critical to realizing their hopes and dreams. Too often, we don’t realize how quickly absences add up and missing just two days every month can cause a child to fall behind.

 

School administrators are expected to follow the Administrator Attendance Toolkit (found in Docushare under Board Departments >> Mental Health and Well-Being) to help schools develop efficient and effective attendance strategies in their work with students, families and communities.

• For elementary students, a minimum of 10 accumulated student absences within a 3 month period with no reasonable explanation determined by the Education Act (see Ed. Act Section 2).
• For secondary students, a minimum of 10 accumulative student absences within a three month period with no reasonable explanation determined by the Education Act (see Ed. Act Section 2).
• Student demonstrates a pattern of absences (e.g., only Mondays, every afternoon, one specific class).
• Student not returning after a Board holiday within 5 days.
• Student demonstrates other possible indicators that attendance is a concern.

• Attendance is taken in accordance with the Safe Arrival Policy 2.1.2.
• The teacher and/or secretary notice a pattern or raise a concern regarding a student’s attendance.
• The teacher contacts the student’s parent(s) or guardian(s) to discuss attendance.
• If there is no improvement in 5 days, then the teacher should refer the student to school administration.

• The Principal or Vice-Principal contacts the parent(s) or guardian(s) by telephone or through a person to person meeting including the student.
• A “Letter of Concern” could be sent to parent(s) or guardian(s) if contact has not been successful. (Appendix C). This will initiate a referral to the attendance counsellor who will then monitor for improvement.
• If there has been no improvement in 5 days, then the principal or vice-principal should refer the student to the Attendance Counsellor.

• The Principal or Vice-Principal will notify the Attendance Counsellor in writing (by email or Letter of Concern) of the student with the attendance concern.
• The referral from the Principal or Vice-Principal will also contain any pertinent information regarding the student’s attendance patterns, such as medical notes, Child and Youth Worker referrals, Indigenous Student Advisor referrals, or Individual Education Plan components.

• The Attendance Counsellor will attempt to contact the student and/or parent(s) or guardian(s) through several means including phone calls, letters, private social media accounts and/or home visits.
• The Attendance Counsellor will work with the student and/or parent(s) or guardian(s) to encourage improved attendance through several interventions including:
  • Regular attendance counselling
  • Modified timetable
  • Resources and assessments for schools and parents, to assist with children who refuse school.
  • Referrals to internal supports (e.g., Child and Youth Worker, Social Worker, Mental Health and Addiction Nurse, Indigenous Student Advisor, Student Success Teacher)
  • Referrals to external supports (e.g., North Eastern Ontario Family and Children’s Services, Canadian Mental Health Association, addiction counseling, medical support)
  • Supervised Alternative Learning (See Policy 2.1.8)
  • Attendance Review Meeting(s)
  • Warning letters (Appendix D)
  • Refer compulsory attendance matters to Provincial Court for legal consequences
• The Attendance Counsellor shall keep all school administrators and the Superintendent of Schools informed through the use of a memorandum (Appendix E) detailing the progress of the interventions of all prolonged absences, every 15 days, to a maximum of 60 days for children aged 14 to 17, or indefinitely for children aged 6 to 13, provided the procedures for prolonged absence are followed. This contact will be marked in the student’s file in Aspen, under the Attendance tab, and the Documents side tab.
• The Attendance Counsellor shall maintain a list of non-attending students who are fourteen to seventeen years old and who have been removed from the register of any District School Board Ontario North East school. These youth and/or their parents or guardians will be contacted at least once a semester by the Attendance Counsellor to encourage them to resume their education. (Appendix F)

• If a secondary student has been absent for 15 consecutive classes in a course without appropriate supporting medical documentation, the student must be withdrawn from the course on the day immediately following the last day of attendance. If the student no longer qualifies to be a full-time student as a result of this withdrawal, the student’s enrolment status must be changed to “part-time”.
• After 15 consecutive days of absence, a student shall be shown as retired on the 16th However, a student may be maintained on the register beyond 15 consecutive days of absence, if the principal:
  • Completes the Prolonged Absence Form (Appendix G) and sends it to the Attendance Counsellor; or
  • There is documentation, by a regulated health professional, that the pupil is seriously ill.
• After 30 consecutive days of absence, a principal may keep a student on the register only if advised by the Attendance Counsellor through a memorandum (Appendix E) that the student’s file is still active.