Procedure 2.1.35 - Student Attendance

Approved: September 17, 2013

Revised: August 18, 2026

Procedures

1.0 Introduction

Regular attendance supports learning, well-being, and belonging. Early, collaborative support with students and families helps address barriers to attendance, prevent persistent absence, and prepare students for their future success.

2.0 Temporary Excusal of Attendance

Parents/Guardians may request permission for their child to temporarily be excused from school for a pre-determined specified period of time, pursuant to Ontario Regulation 298 of the Education Act, Section 23 (3). This request must be made in writing and submitted to the school principal for approval, using the Temporary Excusal of Attendance Form (Appendix A).

If the student will be participating in a Program of Study during their absence (encouraged but not required for absences of 14 days or less), then a meeting should be held with the parent/guardian and the Principal to develop an appropriate plan. (Example available as Appendix B)

While excused from school, the parent/guardian accepts full responsibility for the student’s education.

3.0 Reasons to Initiate Attendance Protocol

3.1 On first absence during the month of September (and February for secondary only as it is the beginning of Semester 2)

3.2 Upon first and every absence for students who identify as First Nation, Metis and Inuit (all year)

3.3 Student has consecutive absences or cumulative absences.

3.4 Student demonstrates a pattern of absences (e.g., only Mondays, every afternoon, one specific class).

3.5 Student not returning after a Board holiday within 5 days.

3.6 Student not returning from a temporary excusal of attendance on the stated date.

3.7 Student demonstrates other possible indicators that attendance is a concern.

4.0 Attendance Protocol and Referral Process

4.1 Secretary Contact

Follow Safe Arrivals Procedure
During the first week of school/semester, individual calls will be made for each student absence. For students who identify as First Nation, Metis and Inuit, staff will coordinate with the Indigenous Student Advisor (ISA) to avoid duplication of communication.
During the second week of school/semester, if still on register, call for each absence.
Individual calls will be made after three consecutive absences for the remainder of the year.

4.2 Indigenous Student Advisor (ISA) Contact

For students who identify as First Nation, Metis and Inuit, the Indigenous Student Advisor (ISA) will contact home for every absence.

4.3 Teacher Contact

Attendance is taken in accordance with the Safe Arrival Procedure 2.1.2.
The classroom teacher and/or secretary notice a pattern or raise a concern regarding a student’s attendance (consecutive or cumulative).
Upon 5 consecutive absences, the teacher makes successful two-way communication with the student’s family to discuss attendance.
At 6 cumulative absences, the teacher makes successful two-way communication with the student’s family to discuss attendance. The Principal/Vice-Principal and the Student Success Team (secondary) must be notified.

4.4 Principal/Vice-Principal Contact

Upon 6 cumulative days absent, determine who primary attendance contact is for student (ISA for students who identify as First Nation, Metis and Inuit).
Upon 10 cumulative absences, 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).
If there has been no improvement in 5 days, the Principal or Vice-Principal should refer the student to the Attendance Counsellor using the Attendance Referral Form in Aspen.

4.5 Attendance Counsellor Referral Process

The Principal or Vice-Principal will notify the Attendance Counsellor in writing using the Attendance Referral Form in Aspen, 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.
For a student who does not arrive at school within 5 days of the start of the school year and contact attempts have not been successful, a referral shall be made.

4.6. Attendance Counsellor

The Attendance Counsellor will attempt to contact the student and/or parent/guardian through several means including phone calls, email, letters, professional social media accounts and/or home visits.
The Attendance Counsellor will work with the student and/or parent/guardian to encourage improved attendance through several interventions including:

Regular attendance counselling
Modified timetable
Resources and assessments for schools and parents/guardians, 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 community supports (e.g., child protection agencies, mental health and/or addiction services, medical support etc.)
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 six to thirteen years old and who have been removed from the register of any District School Board Ontario North East (DSB1) school. The parent(s)/guardian(s) of these youth will be contacted every fifteen days by the Attendance Counsellor to encourage them to resume their education.
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 DSB1 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)

4.7 Prolonged Absence

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 day. 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.
There is a Temporary Excusal Form completed and signed by the family. (Appendix A)
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.

4.8 Attendance Support Flowchart