2014
COLLARENEBRI CENTRAL SCHOOL
ATTENDANCE POLICY
COLLARENEBRI CENTRAL SCHOOL
HIGH STREET, COLLARENEBRI NSW 2833
PHONE: (02) 6756 2204
FAX: (02) 6756 2260
EMAIL: collarenb-c-school@det.nsw.edu.au
VERSION – MARCH 2014
Collarenebri Central School
POLICY DOCUMENT
CONTEXT ........................................................................................................................................................................... 2
RESPONSIBILITIES .............................................................................................................................................................. 2
Parents/Carers ..................................................................................................................................................... 2
Principal ............................................................................................................................................................... 2
School staff........................................................................................................................................................... 3
APPROVED LEAVE AND EXEMPTIONS FROM SCHOOL ...................................................................................................... 4
PARTIAL ABSENCES ........................................................................................................................................................... 4
Late Arrival ........................................................................................................................................................... 4
Early Leaver .......................................................................................................................................................... 4
Year 11 and 12 ..................................................................................................................................................... 4
APPENDICES
Appendix A - Staff Responsibilities Flowcharts ............................................................................................................... 5
Appendix B - Absence Procedures Flowcharts ................................................................................................................ 7
Appendix C - Resources used to compile this document ................................................................................................ 9
Appendix D - Electronic Attendance Register Codes .................................................................................................... 10
Appendix E - Examples of Notes to Explain Absences .................................................................................................. 12
Appendix F - Teacher Script for Initial Phone Call ......................................................................................................... 13
Appendix G - Letter Home asking for Explanation of Unexplained Absences .............................................................. 14
Appendix H - Personalised Attendance Plan ................................................................................................................. 15
Appendix I - Negotiated Attendance to Full Time Attendance Plan ............................................................................. 16
Appendix J - Student Attendance Checklist .................................................................................................................. 17
Page 1
Collarenebri Central School
Attendance Policy
CONTEXT
Regular attendance at school is essential if students are to maximise their potential, and encouraging
regular attendance is a core school responsibility.
Schools, in partnership with parents, are responsible for promoting the regular attendance of students.
While parents are legally responsible for the regular attendance of their children, school staff, as part of
their duty of care, monitor part or whole day absences.
The school attendance register should reflect the highest professional standards.
This policy has been written in accordance with relevant NSW Department of Education and Communties
(DEC) Policies and Guidelines (listed in Appendix C, page 9).
RESPONSIBILITIES
Parents/Carers
Parents/Carers are responsible for:
1. Enrolling their children of compulsory school age in a government or registered non-government
school or registering them with the Board of Studies NSW for home schooling;
2. Ensuring that their children attend school regularly;
3. Explaining the absences of their children from school promptly and within seven days to the school;
and
4. Taking measures to resolve attendance issues involving their children.
Principal
The Principal is responsible for ensuring that:
1. Students are enrolled consistent with the requirements set out in The Enrolment of Students in
Government Schools: A Summary and Consolidation of Policy (1997) and the Memorandum Enhanced
Enrolment Procedures (DET Intranet only);
2. Attendance records are maintained in an approved format and are an accurate record of the
attendance of students;
3. Staff record accurately the attendance of each student in each lesson in and outside the classroom;
4. All attendance records, including details of transfers and exemptions, are accessible to the regional
director, home school liaison officer and other personnel nominated by the regional director, Audit
Directorate or nominated by the Director-General;
5. Documented plans are developed to address the needs of students whose attendance is identified as
being of concern prior to referral to the Home School Liaison Program;
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Collarenebri Central School
Attendance Policy
6. The school education director or their nominee (HSLO/ACLO) is provided with regular information
about students for whom chronic non-attendance is an issue and for whom school strategies have
failed to restore regular attendance;
7. School staff are trained to implement school attendance policies and procedures and that personnel
with delegated responsibility for maintaining attendance records are supervised;
8. Parents and students are regularly informed of attendance requirements; and
9. All cases of unsatisfactory attendance and part or full day absences from school are investigated
promptly and that the attendance flow charts (Appendix A, page 5) are implemented.
School staff
School staff are responsible for supporting the regular attendance of students by:
1. Providing a caring teaching and learning environment which fosters students’ sense of wellbeing and
belonging to the school community;
2. Recognising and rewarding excellent and improved student attendance;
3. Maintaining accurate records of student attendance;
4. Implementing programs and practices to address attendance issues when they arise; and
5. Providing clear information to students and parents regarding attendance requirements and the
consequences of unsatisfactory attendance.
School staff are responsible for ensuring that:
1. Attendance is recorded each period or lesson by all staff;
2. All reasonable measures are taken to contact parents promptly and within two days of an unexplained
absence occurring (contact may be made by verbal request to student or parent/caregiver, SMS, email,
absentee slip or telephone call);
3. In the case of students participating in course work or school activities away from the school site (such
as work placements), an accurate record of student attendance at other sites is obtained at the
conclusion of each school week;
4. Verbal or written advice is promptly obtained from parents regarding unexplained full or part day
absences (Parents may not be aware that their child has been absent from school and will expect to be
informed promptly if unexplained absences occur. Collarenebri Central School will request this
information from students or from parents verbally, via an absentee slip, via telephone or email, then by
a letter. The Principal may also request a parent interview);
5. Records of written, electronic and verbal explanations from parents are retained. Written explanations
must be dealt with as per roll call teacher flow charts (Appendix A, page 5);
6. Staff are aware of their responsibility to alert the principal or staff member responsible for monitoring
attendance when a student’s pattern of attendance is of concern, or if no explanation is received from
the parent or carer; and
7. Chronic non-attendance, continual fractional truancy and persistent lateness are recorded on the
school’s monitoring system and referred to the Principal.
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Collarenebri Central School
Attendance Policy
APPROVED LEAVE AND EXEMPTIONS FROM SCHOOL
The Principal or their delegate has the authority to grant:
a) leave or sick leave to students whose absences are satisfactorily explained as being due to illness or
another approved reason (see Appendix D, page 10) ;
b) an exemption from school attendance for periods totalling up to 100 days in a 12 month period for any
one student; and
c) part-day exemptions from school for periods totalling up to 100 days in a twelve month period.
PARTIAL ABSENCES
Partial absences from school are recorded as legal absences and must be explained by parents/carers in
the same way as full day absences.
Late Arrival
All students who arrive after 9.00am require a note of explanation or verbal explanation and must sign in
at the front office, where they will be issued with a late arrival slip and will then proceed to class.
HT/AP will contact the parents of students whose partial absences from school are an ongoing concern.
Early Leaver
All early leavers must provide a note of explanation to the front office on the morning of the absence at
the latest. Students will be issued with an early leaver slip to allow them to leave class at the organised
time, and must sign out of the front office when leaving the school.
Students returning to school after a partial absence must sign back in at the front office, where they will be
issued with a late arrival slip and will then proceed to class
Year 11 and 12
Senior students are required to attend school as per this Attendance Policy and full time attendance is
compulsory.
Attendance for senior students may vary due to individual patterns of study, and the Principal may
authorise flexible timetables where appropriate.
Year 11 and 12 students on flexible timetables will be issued with a Leave Pass to allow them to sign in and
out at the front office using the Late Arrival and Early Leaver procedures (above).
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Collarenebri Central School
APPENDICES
Appendix A - Staff Responsibilities Flowcharts
ROLL CALL TEACHERS
One
teacher
per roll
call
Teachers mark
the roll each
morning via
Student
Management.
NOTE RECEIVED FROM PARENT
On a student's return from an
unexplained absence, ask the
student for a note of
explanation from a
parent/carer and/or provide
student with note to be
comlpeted by parent/carer.
Note reviewed and approved by the roll call teacher. Absence is coded appropriately in roll,
ensuring the date and details of the explanation. The note is signed and dated, and is submitted to
the front office each day via the roll call teacher's folder.
VERBAL EXPLANATION RECEIVED FROM PARENT
Absence is coded appropriately in Student Management to reflect the explanation, ensuring the date
and details of the explanation are recorded in the comments section.
EXPLANATION NOT PROVIDED BY PARENT
After three (3) or more unexplained absences
Any student with 3 or more unexplained absences in a fortnight
(not necessarily consecutive) will receive a phone call home from
a roll call teacher to ask for an explanation for the absence
Roll call teacher issues an absence reminder note for the the parent/carer to complete.
Staff member codes the absence appropriately in roll and records
the phone call details.
HT/AP notified of ongoing
attendance concerns
ADMINISTRATION (SASS)
Weekly
•Process late arrivals /early leavers
•Produce absentee sheet and demail to
staffrooms ASAP after roll call
•Enter bulk absences
Term
•File notes to explain
absences received from
roll calls teachers each
day
•Send out letters for
previous months absences
remaining unexplained > 7
days
Fortnightly
Daily
Page 5
•Send out letters for
unexplained absences
for Term
Collarenebri Central School
APPENDICES
DEPUTY PRINCIPAL CURRICULUM AND WELFARE (NATIONAL PARTNERSHIPS)
Students identified by roll call teachers.
Fortnightly attendance
review
by Deputy Principal
Parent contact for students below 80% attendance or late more than 10 times per term
Refer to / liaise with
HT/AP/Principal and
Learning Support
Team.
Phone call to parents to congratulate students with 90% or more attendance.
Letters sent out for 95% attendance. Attendance awards to be presented at fortnightly
whole school assemblies for students with 80% attendance.
PRINCIPAL & ASSISTANT PRINCIPAL/HEAD TEACHER REVIEW
Student is flagged as an attendance concern in Student
Management.
Week 7 each Term HT/AP
generates list of as risk students
with less than 80% attendance
where most absences are
unexplained
At risk list will be
given to the Learning
Support Team and
discus each case
individually.
Principal will complete a mandatory reporter tree;
educational neglect
HT/AP will make home contact
with students on vetted list and
records details in Student
Management.
HT/AP will make referrals to the School Counsellor
Student can be placed on an Attendance Monitoring Book
to be signed by HT/AP or Deputy Principal each day
Student can be placed on a Personal Attendance Plan if
appropriate
Ongoing Attendance Concerns
Student
attendance has
not improved by
HT/AP Review the
next school term
Principal invites parents into the school to
complete a Personal Attendance Plan (PAP)
or Negotiated Attendance Plan (NAP, with
approval from District Office)
Plan is enacted and
monitored by HT/AP &
Deputy Principal
The student is referred to the School Counsellor
Page 6
If student attendance
does not improve they
are referred to the
Home School Liaison
Officer
All
processes
are
ongoing
Collarenebri Central School
APPENDICES
Appendix B - Absence Procedures Flowcharts
Late
Arrival
(after 9.00am)
WITH NOTE OR PHONE CALL
from Parent/Carer explaining the
reason for the absence
Sign in at front office.
Provide note
WITHOUT NOTE OR PHONE CALL
from Parent/Carer explaining the
reason for the absence
Sign in at
front office
Provide slip to
teacher to enter
classroom
Partial absence coded as Explained in eBS4
Student issued with Late Arrival slip
Request student provide
explanation from parent the
following day
Provide slip to
teacher to enter
classroom
Partial absence coded as
Unexplained
Record partial absence in class roll
(see chart below if absence is for
school business)
Record partial absence in class roll
(see chart below if absence is for
school business)
Phone call to parent/caregiver if student
has persistent unexplained late arrivals
Student issued with Late Arrival slip
WITH NOTE OR PHONE CALL
Early
Leaver
from Parent/Carer explaining the
reason for the absence
WITHOUT NOTE OR PHONE CALL
from Parent/Carer explaining the
reason for the absence
Provide note to Front
Office before 9am on the
day of the absence
GRANTED WITH
APPROVAL FROM
EXECUTIVE STAFF ONLY
Absence coded as Explained
Provide slip to teacher
to exit classroom
Student issued with Early Leaver slip and
advised to sign out at office when leaving
Sign out at Front Office
Retain slip until end of day
Provide slip to teacher to exit classroom
Absence coded as Explained
Sign out at Front Office
Issued with Early Leaver slip
Record partial absence in
class roll (see chart below if
absence is for school
business)
Retain slip until end of day
Record partial absence in class
roll (see chart below if
absence is for school business)
STUDENT ABSENT FROM CLASS
Check Absentee Sheet to see if absence is explained
Whole
Day
Absence
WITH NOTE
from Parent/Carer
explaining the reason
for the absence
Note provided to roll
call teacher before
absence date
Absence coded
as Explained in
eBS4
Note provided to roll call teacher
after absence date
Absentee sheet produced
and emaile to all staff by
end of Period 1 daily
WITHOUT NOTE
from Parent/Carer
explaining the reason
for the absence
STUDENT PRESENT IN CLASS
Notify HT/AP or Deputy Principal if student present in class, but absent on
Absentee Sheet - Do not record absence in class roll
Absence coded as
Explained in eBS4
Note provided to roll call teacher after absence date
Record absence in class roll (see chart below if absence is for school business)
Absence coded as Explained in eBS4
DAY AFTER UNEXPLAINED ABSENCE
FORTNIGHTLY
END OF TERM
Send letter to listed parents
Send out absentee letters for absences
remaining unexplained for over 7 days
Send out absentee letters for
unexplained absences for Term
Responses coded as Explained in eBS4
DAY AFTER UNEXPLAINED ABSENCE
Give student Absentee Slip requesting explanation from Parent/Carer
Page 7
Responses coded as Explained in eBS4
Responses
coded as
Explained in
eBS4
WHO IS
RESPONSIBLE?
Parent
Student
Front Office
Roll Call Teacher
Class Teacher
Principal/AP/HT
Collarenebri Central School
On
School
Business
APPENDICES
6 students
or less
attending
Absence(s) entered into eBS4
prior to absence date, coded as
Explained > School Business >
"Reason" (Teacher)
7 students
or more
attending
Details of absence and
list of attending students
provided to front office
before the absence date
6 students
or less
Work
Experience
or
Work
Placement
Study
Periods
(Yrs 11 - 12 only)
Absentee Sheet produced
and delivered to
staffrooms in Period 1
daily
Absences entered into eBS4
prior to absence date,
coded as Explained >
School Business > "Reason"
(Teacher)
Absences entered into eBS4 prior to
absence date(s), coded as Explained >
School Business > "Reason" (Teacher)
FOR PARTIAL ABSENCE(S):
Sign in and out at Front Office
when leaving and returning
Absentee Sheet
produced and
emailed to
staffrooms in
Period 1 daily
Check Absentee sheet for
school business absences.
Mark as present in class
roll
FOR PARTIAL ABSENCE(S):
Absentee Sheet produced and
delivered to staffrooms in
Period 1 daily
Sign in and out at Front
Office when leaving and
returning
Check Absentee
sheet for school
business absences.
Mark as present in
class roll
Check Absentee sheet for school
business absences.
Mark as present in class roll
SET DAYS
7 students
or more
List of attending
students provided to
front office before the
first absence date
Absences entered into eBS4 prior
to absence date(s), coded as
Explained > School Business >
"Reason" (Teacher)
Absentee Sheet
produced and delivered
to staffrooms in
Period 1 daily
Check Absentee sheet for school
business absences.
Mark as present in class roll
FLEXIBLE or ROTATING DAYS
Student to explain absence to roll call teacher or front office via note or phone call.
Explanation prior to absence where possible, or as soon as possible after absence
Parent returns
permission note
for student to spend
study periods at
home
Principal authorises
student to leave
school for study
periods
Leave Pass issued
showing periods
student is allowed to
leave school grounds
Carry Leave Pass at all times when
off school grounds
Show Leave Pass to sign in and out
at front office when leaving and
returning
Page 8
Absences coded as
Explained >
Flexible > Study
period
WHO IS
RESPONSIBLE?
Parent
Student
Front Office
Roll Call Teacher
Class Teacher
Principal/AP/HT
Collarenebri Central School
APPENDICES
Appendix C - Resources used to compile this document
1. Education Act (1990) (sections 21B to 26)
The following DEC links can only be accessed by staff with Intranet access:
2. School Attendance Policy (2010)
3. Enrolment of Students in Government Schools: A Summary and Consolidation of Policy (1997)
4. Memorandum: Enhanced Enrolment Procedures (2006)
5. Student Attendance in Government Schools - Procedures (2010)
6. Exemptions from School - Procedures
7. Student Attendance in Government Schools: Common Leave Pass
8. Guidelines for Supporting Student Attendance (2011)
9. Student Attendance in Government Schools: Guidelines for the Phone Intervention Program
10. Attendance of Aboriginal Students
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Collarenebri Central School
APPENDICES
Appendix D - Electronic Attendance Register Codes
EXPLAINED ABSENCE CODING FOR OASIS
(only to be used with note/phone call from home or notification from staff)
EXEMPT (M)
FLEXIBLE (F)
LEAVE
(L)
Personalised Attendance Plan (approved by District Office)
Senior study periods (with Leave Pass authorized by parents & Principal)
Valid reason supplied and/or approved by Executive, including:
 Misadventure or unforeseen event
 Participation in special events not related to school (eg. Personal sporting
events, family events)
 Domestic necessity (eg. Serious illness of immediate family member)
 Attendance at funerals
 Home for lunch (with Lunch Pass approved by Executive)
 Attendance Plan (approved by School)
 Special attendance arrangements (approved by Principal/AP/HT)
Up to 15 days per school year, or more for students above compulsory age
SCHOOL BUSINESS
(B)
SHARED
ENROLMENT
(H)
ADVISE PRINCIPAL/AP/HT OF EXTENDED OR MULTIPLE ABSENCES
 Excursions
 Representative sporting events (including travel to/from)
 Work Experience
 Work Placement
USE ON TEACHER/EXECUTIVE ADVICE



TAFE course
NBSA
Barwon Learning Centre
Medical Certificate required for duration more than 4 days
SICK
(S)
SUSPENDED (E)
 Short illness advised by parent
 Medical or paramedical appointments
 Going home from sick bay
 Known medical issues (with Executive approval)
USE ON PRINCIPAL ADVICE
Valid reason not supplied, including:
UNJUSTIFIED (A)




Family holiday during school term
Out of town without explanation
Family reasons
Awaiting documentations (ie. Medical certificate, proof of work)
ADVISE PRINCIPAL/AP/HT OF EXTENDED OR MULTIPLE ABSENCES
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Collarenebri Central School
APPENDICES
Appendix E - Examples of Notes to Explain Absences
Note is unacceptable
as student’s full
name is missing,
there are no dates
and no valid reason
for absence
Note is acceptable
as has full student
name, dates and a
valid reason for the
absence
Note is unacceptable
as student’s full
name is missing,
there is no date and
the reason for the
absence is not valid
Note is valid but the
reason for the
absence may be
questionable.
Please speak to your
Principal regarding
approving leave for
this absence.
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Collarenebri Central School
APPENDICES
Appendix F - Teacher Script for Initial Phone Call
Hello it is (teacher’s name) calling from Collarenebri Central School and
I am (student’s name)’s roll call teacher/class teacher/Deputy Principal/Head
Teacher/Assistant Principal/Principal.
We have noticed that he/she has been away on the following
dates (dates).
What was the reason for the absence(s)?
Thank you for your time.
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Collarenebri Central School
APPENDICES
Appendix G - Letter Home asking for Explanation of Unexplained Absences
Dear Parent/Caregiver,
COMPULSORY SCHOOL ATTENDANCE: INSERT STUDENT NAME
The Education Act 1990 requires enrolled students to attend school each day that instruction is provided unless
prevented from doing so by sickness or other good reason. It is also a requirment that absences from school are
explained within seven (7) days of their occurrence.
INSERT STUDENT NAME was absent from school on INSERT DAY/DATES and no explanation has been received from
the school office.
Please provide an explanation of the absence(s) on the slip below and return it as soon as possible. Alternativel, if
you feel you have received this notice in error or would like to discuss INSERT STUDENT NAME’s attendance, you
may wish to contact the undersigned on (02) 6756 2204.
If you have contacted the school about the absence (s) in the last five days, please disregard this notice.
Yours faithfully,
Robert Malcolm
Prinicipal
-------------------------------------------------------------------------------------------------------------------------------------My child, INSERT NAME HERE of Year INSERT YEAR, was absent from school on INSERT DAY/DATES because:
……………………………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………
Please notifiy me of any further information regarding my student’s attendance and absences via Phone/ Email/
SMS. My current details are:
……………………………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………
Signature of Parent/Guardian: ………………………………………… Date: ……………/………………../……………………
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Collarenebri Central School
APPENDICES
Appendix H - Personalised Attendance Plan
PERSONALISED ATTENDANCE PLAN
NAME:
AGE:
SCHOOL:
YEAR/STAGE/CLASS:
BACKGROUND (information on previous absences, family history, or reasons as to the cause of these
absences
Summary of attendance data must be completed for at least the previous 12 months
YEAR
Explained
Unexplained
Sick
Suspensions
Total
Previous
HSLO?
Y/N
2010
2011
2012
ACTION PLAN – Quantitative data / Expectation to achieve goal
Long term goal:
Term 1 % to achieve
Term 2 % to achieve
Term 3 % to achieve
Term 4 % to achieve
Strategies
(What will be done by classroom teacher, learning support team,
executive, principal or support staff)
Who
(Parent) Signature: ____________________________________________________
AP/HT Signature: ________________________________________________________
Principal Signature: _______________________________________________________
Page 14
When
Collarenebri Central School
APPENDICES
Appendix I - Negotiated Attendance to Full Time Attendance Plan
COLLARENEBRI CENTRAL SCHOOL
NEGOTIATED ATTENDANCE TO FULL TIME ATTENDANCE PLAN
Student:
Grade:
Parent Responsibilities
DOB:
Student Responsibilities
School Contact:
Special Program Contact:
Welfare Advisor:
Other agencies involved:
Please select:
Step
Date
School:
School Responsibilities
Other Stakeholders
Date student commenced plan:
Expected date of full return to school:
Review of this plan (10 weeks max.):
Other personnel involved:
Post-Suspension Plan
Time spent at School
Behaviour support
Transition
Time spent in alternative setting
Support class
Comments
1
2
3
_________________________
Principal
_________________________
AP/HT
_________________________
Parent/Caregiver
_________________________
HSLO
_________________________
Student Welfare Consultant
_________________________
School Education Director
Page 15
Collarenebri Central School
APPENDICES
Appendix J - Student Attendance Checklist
COLLARENEBRI CENTRAL SCHOOL
ATTENDANCE CHECK LIST
STUDENT:
Action
 Mobility Tracker
Register
Term1 Week2
Term2 Week2
Term3 Week2
Term4 Week2
 Roll Call teacher Send Green Slip (
First Day after absence)
 All unexplained absence notified
to OASIS - Letters 7 Days
 Roll Call Teachers Phone Home if
more than 5 unexplained absences
occur
 Absence Letter for to date with
report attached showing.
 Attendance Identified below 70%
(Student identified as attendance
concern) – Term review T1 – wk 6,
T2 – wk 6, T3 – wk 6, T4 – wk 5
Mandatory Report
 AP/HT notification
 Student / Parent Interview
 Phone Monitoring
 Place onto daily attendance
monitor list
 Student identified 2nd time below
70%
 Student placed on School PAP
 Student referred to councillor
 External agency support
 Referral to HSLO
 Progress report from HSLO
 Further actions
Page 16
Date