AP 370: Student Attendance
Organization & Culture
Background
Regular attendance and punctuality are critical factors in the academic and personal success of students. Research consistently shows that students who attend school regularly and arrive on time are more engaged in learning, develop better social skills, and achieve higher academic success compared to those with frequent absences or lateness. While students have a right to access an educational program, they also have a responsibility to attend classes regularly and pursue their studies diligently.
The Superintendent acknowledges that there are justifiable reasons for a student’s absence and support is provided for those unable to attend school due to extraordinary circumstances. This procedure addresses the expectations for attendance, the monitoring process, and the limitations, consequences, and actions necessary to address attendance concerns.
Definitions
a) Parent: shall, for this procedure, refer to a parent or guardian as defined in the Family Law Act.
b) Chronic Absenteeism: shall refer to a student who has, for any reason, missed 10 percent or more of the school year.
c) Attendance Board: shall refer to the Provincial Attendance Board, established under section 45 of the Education Act.
Procedures
1. Staff, parents, and students shall make every reasonable effort to ensure a student attends school.
2. The Superintendent shall designate an Attendance Officer for the Division;
2.1. The Attendance Officer shall work with school administration to monitor and develop strategies to improve student attendance.
3. As per section 7(1) of the Education Act, education is compulsory in Alberta and all students who are 6 years of age or older, and younger than 16 years of age, subject to subsection 7(2) of the Education Act, shall attend school; therefore:
3.1. This Administrative Procedure applies to students who are 6 years of age or older and younger than 16 years of age as of September 1st in a given school year;
3.2. For students enrolled in Kindergarten under the age of 6, as attendance practices and routines are known to be established early in a student’s schooling, the school-based procedures and strategies outlined in this procedure will apply;
3.3. Divisional attendance supports will commence in the student’s Grade 1 year or when they are 6 years old as of September 1st, whichever is earlier; and,
3.4. For students older than 16 as of September 1st in a given school year, or subject to section 7(2) of the Education Act, ongoing attendance strategies and communications will be determined by the school.
With respect to student and parent responsibilities:
4. Students and parents have a shared responsibility for student attendance, as legislated in the Education Act; notably
4.1. Student attendance shall be enforced where a student who is required to attend a school does not attend a school (Education Act s. 8-9).
4.2. Students shall be ready to learn and actively engage in and diligently pursue the student’s education (Education Act s. 31(b)).
4.3. Parents shall take an active role in the child’s educational success, including assisting the child in complying with section 31 (Education Act s. 32(b));
4.4. Parents shall ensure that the child attends school regularly (Education Act s. 32(c)).
5. Parents shall notify the school of student absences or late entry, in a timely manner, as per the school’s attendance notification process.
6. Parents and students shall, whenever possible, schedule medical, dental, and family holidays outside of regular instructional hours.
7. The entitlements and rights of a parent, with respect to this attendance procedure, shall also apply to an independent student.
With respect to Teacher and Principal responsibilities:
8. Teachers shall collaborate with parents and students to support positive student attendance; further,
8.1. Teachers shall maintain accurate records of student attendance as well as documentation of communication with parents regarding student’s absences (phone calls, messages, and/or emails).
9. Principals shall ensure that an accurate record of student attendance is kept and communicated to parents.
10. Principals shall establish school-level attendance plans that encourage regular attendance, monitor student attendance, involve the parents in resolving chronic attendance problems, and develop school measures to address poor attendance;
11. Principals shall maximize the likelihood of excellent student attendance through strategies such as:
11.1. Establishing a positive school culture;
11.2. Reviewing the importance of regular attendance and punctuality, and communicating the impact of chronic absenteeism in the school’s communications with students, parents, and staff; and
11.3. Strategizing ways to engage students in positive relationships with staff.
12. Principals shall monitor student attendance and ensure a continuum of supports are in place within the school.
With respect to attendance monitoring and actionable absence thresholds:
13. Parents shall be appropriately notified by the school when a student is absent on a given school day and/or when a student’s attendance is deemed to be problematic to the child’s ability to progress in learning.
14. Excusable absences from school are legislated in the Education Act (s. 7) as follows:
14.1. The student is unable to attend by reason of sickness or other unavoidable cause (Education Act 7(4)(a));
14.2. The day is recognized as a religious holiday by the religious denomination to which the student belongs (Education Act 7(4)(b));
14.3. The Principal of the school has suspended the student from school and the suspension is still in effect (Education Act 7(4)(c)); and/or
14.4. The student has been expelled from a school and has not yet been enrolled in another education program (Education Act 7(4)(d)).
15. All absences, whether excused or unexcused will be accumulated towards a total number of absences as they reflect time away from instruction.
16. Accumulated lateness shall not be represented as absences; however,
16.1. For schools that take attendance twice daily (AM and PM), if a student misses more than half of the AM or PM attendance block, the student will be marked absent as they have missed a significant portion of the instruction and learning outcomes;
16.2. For schools which take attendance by block, a student who is sufficiently late, as per the school’s determination, may have the lateness recorded as an absence; and
16.3. Lateness recorded as an absence shall be identified to the parent and subject to appeal to the Principal, whose determination on the matter shall be deemed to be final.
17. Principals shall monitor and respond to attendance concerns; including,
17.1. Implementing targeted and individualized supports to address chronic absenteeism when a student’s absences exceed 10% but are less than 20% of the total instructional days in a month;
17.2. Ensuring that students and parents have been advised of the student’s duty to attend school in accordance with section 7 of the Education Act;
17.3. Collaborating with students and parents to determine barriers to attendance and potential strategies and solutions to improve student attendance;
17.4. Communicating chronic attendance problems with parents through formal written correspondence, including attempts made to support and resolve; and
17.5. Making all reasonable efforts to ensure that students attend school.
With respect to Attendance Officer involvement:
18. In instances where strategies and measures taken by the school have not been effective in addressing poor student attendance, the Principal will refer the matter to the Attendance Officer, in writing.
19. The Attendance Offer monitors student attendance for Parkland School Division, including:
19.1. Compiling and reviewing all attendance records and documentation, confirming appropriateness of school measures taken;
19.2. Advising the Principal if additional school measures are required;
19.3. Advising the parents formally of the Attendance Officer's involvement and collaborating with the school and parents to support improved attendance;
19.4. Determining if outside agency involvement or other Divisional supports are required;
19.5. Consulting with the Office of Student Attendance and Re-Engagement (OSAR), as appropriate; and
19.6. Determining if and when it is necessary to convene a Divisional Attendance Proceeding or to make a referral to the Attendance Board.
With respect to the Attendance Board:
20. The Attendance Officer has the authority to determine the necessity to make a referral to the Attendance Board for any student demonstrating chronic absenteeism.
