RULES & BEHAVIOUR POLICY

STUDENTS’ ATTENDANCE POLICY

Introduction

Student life is no doubt the best part of one's life. It is a period when one is young and can live a life free from all worldly worries. But it is very important how one uses this freedom. A student must devote himself heart and soul to his studies. He must be very regular and punctual in his studies. No doubt, he should take part in games and other co-curricular activities. But he must remember that studying is his main occupation and meaningful studies always demand regularity and punctuality.

Regular school attendance is critical for academic success. Our goal is to ensure that every student attends school regularly and on time.

We realize some absences are unavoidable due to health problems or other circumstances. But, we also know that when students miss too much school—excused or unexcused—they can fall behind academically.

Regular attendance at school is essential if students are to maximize their potential. Schools, in partnership with parents, are responsible for promoting the regular attendance of students.

Purpose and Philosophy

Velammal Futuristic Global School recognizes that there is a direct and substantial correlation between school attendance and academic achievement. Velammal also recognizes that as students develop reliable attendance habits, they are demonstrating a life skill that will positively impact their lives while in school and after graduation. As such, Velammal is committed to forming a cooperative alliance with parents and students in order to improve attendance.

The objectives of the Velammal School attendance policy are,

      1) To help all students experience academic success by maximizing instructional time,
      2) To help all of our students develop habits of punctuality that will help them both in school and in life,
      3) To eliminate the disruption that tardiness and truancy cause to the classroom learning environment.

While recognizing that it is primarily the student’s responsibility to have consistent and punctual attendance, Velammal hopes to work with students and parents to remediate and to improve regularity and punctuality.

What is a ‘Leave’?

A Leave is when a student is not present in the school after obtaining proper permission from the school through his/her parent at-least before 8.00 am on the day of the Leave.

What is a ‘Absence’?

An Absence is when a student is not present in the school with-out obtaining proper permission from the school through his/her parent at-least before 8.00 am on the day of Absence.

Permission

Students who miss One to Three class periods with proper permission (FN or AN) of the school day will receive a half-day Leave (respective session). Students who miss more than Three class periods of the day with proper permission will receive a Leave for the full day.

When a student returns to school after an absence, a note should be sent to the Class Teacher or Attendance Process Owner. The note should include the date(s) of the absence and the reason. A doctor’s note should be provided if required. Student absences without notes will be marked Absent.

What are the attendance expectations for students?

  • Be self motivated to ensure 100% attendance every month.
  • Start early from your house accounting the time required to reach school on time.
  • Arrive on time to school and to class each day.
  • Bring your books and materials to class.
  • Do the necessary formalities to avail Leave for the unavoidable engagements only.
  • Ask your teacher for missed work or make-up assignments for the days you were absent.
  • Ask school staff for help if you have academic or other concerns (e.g. Safety or lack of transportation) preventing you from coming to school.

What happens if a student misses school?

  • Students who cut class or are absent may be subject to the following responses:
  • Individual/group counseling to address attendance needs.
  • Participation in the creation of, and adherence to, an attendance Policy.
  • Parents of students with five (5) total absences will be requested to meet the ACO and give an explanation.
  • Parents of Students with more than ten (10) absences will be referred to the Counselor/ School Attendance Committee for suspected educational neglect.
  • Parents of students with fifteen (15) total absences will be requested to participate in a discussion with the Principal.
  • Parents of Students with more than twenty (20) absences will be referred to Disciplinary committee.
  • Course grades or year-end promotion may be affected by unexcused absences.

How can families help their student succeed?

  • Let your child know that you think school is important.
  • Set a regular bed time and enforce it.
  • Provide your child with plenty of time to get ready for school.
  • Provide an alternate transportation plan for getting your child to school on time.
  • Make sure your child arrives at school on time daily.  Classes begin promptly at 8:45 a.m. Students should arrive at least ten minutes early.
  • Plan medical, dental, and other appointments before and after school if possible.  If appointments must be during the school day, plan them so that your child does not miss the same class every time.
  • Request a meeting with your school attendance committee or class teacher to discuss your child’s attendance concerns.

Reasons to be considered for Leave

  • A medical appointment that cannot be arranged outside School hours (i.e. Not a routine doctor’s or dental checkup but a hospital appointment with a specialist that cannot be negotiated)
  • A visit to a University or School either to attend an open day or a career related interview or exam.
  • Participation in a School organised trip that supports the student’s academic study
  • Participation in a sporting, volunteering, performing or presentational activity as a
  • Representative of the School or at a significant level of achievement (i.e. Regional or national competition).
  • Marriage of a blood relation.
  • Attending a funeral.
  • Bereavement of a close relative or friend.
  • Severe disruption to transport (e.g. A rail or bus strike), which leaves the student with no alternative method of transport to School. This is not applicable if you have missed a bus or been held up in traffic.
  • Authorized study leave that is part of the course. Please check you are absolutely certain what study leave you are permitted to take. Ask your tutor for confirmation.
  • Severe weather conditions that cause the closure of the School or recommendation that students from certain regions do not travel to the School
  • Illness

The evidence required – at least before 8.00 am on the day of Leave

  • Requisition letter from parents in person or through students, if it is one day.
  • If it is more than one day – Requisition letter from parents only in person.
  • Appointment card/letter from the official whom you are scheduled to meet.
  • Notification from teacher organising the meeting/Class.
  • Study Leave document submitted by the class teacher.
  • Phone call to School line from parent/carer before 8.00 am on the morning of the day on Leave.

The School does not authorize Leave for the following reasons:

  • Leisure activities
  • Birthdays or similar celebrations
  • Shopping
  • Visiting relations / friends
  • Self decided study at home
  • Excusing for non availability of tickets in bus/train to return from native or any other places.

Students’ Responsibilities

  • In order for students to increase their chances of academic success and to stay in good standing with the school, students should exhibit the following behaviors:
  • Be present in class on time and ready to learn every period and on all the working days.
  • Understand the importance of attending the school every day and also understand the loss when he/she does not attend the school.
  • When availed leave through the proper procedure for unavoidable situation the student is to know the day’s teaching learning activities and the homeworks to be completed. (Source: SMS, Friends and teacher).
  • The student has to master the portions covered on that day though friends or teachers on the day of reporting. (Learn the concepts and complete the class work/Work sheet)
  • If you must leave school for any reason, please have your parents check you out through the attendance office. You must also check back in at the attendance office if you return to school that day.

Parents’ Responsibilities:

In order to help their students succeed academically and to help them stay in good standing with the school, parents should do the following:

  • Read and comprehend the School Attendance Policy completely.
  • Motivating and Ensuring that their children attend school regularly.
  • Obtaining proper permission following the school attendance procedures.
  • Explaining the Leave of their children from school promptly to the school.
  • Taking measures to resolve attendance issues involving their children.

Teacher’s Responsibilities:

In order to help students succeed academically and to help parents maintain a clear picture of their son or daughter’s attendance patterns, teachers should do the following.

  • To obtain necessary and validated students’ information from the parents to fill the student's details in the attendance register.
  • To accurately mark role each working day before 8.30 am.
  • To use the correct code to mark the attendance.
  • To update the attendance register in a timely manner.
  • To communicate attendance related expectations including attendance requirements, grade computation and make up procedures and expectations to students and parents through phone or in person.
  • To consolidate the attendance on the last day of every month and submit to the office of the ACO.
  • To motivate the students for 100% attendance.
  • To encourage students of good attendance by awarding and rewarding. (Oral, Gifts and Cards)
  • To motivate students by giving 100% attendance cards to the eligible students every month.
  • To make the case study to find the root cause for the bad attendance of fewer students.
  • To communicate any attendance related issues to the higher authorities in time and implementing programs and practices to address attendance issues when they arise.
  • To maintain the attendance register neatly and safely.
  • To communicate to the parents and higher authorities about regular absentees.
  • To do the follow up of absentees everyday.
  • Providing a caring teaching and learning environment which fosters students’ sense of belonging to the school community
  • Recognizing and rewarding excellent and improved student attendance maintaining accurate records of student attendance
  • Providing clear information to students and parents regarding attendance requirements and the consequences of unsatisfactory attendance.

Responsibilities of Principal / ACO

  • Attendance records are maintained in an approved format and are an accurate record of the attendance of students.
  • Staff record accurately the attendance of each student every day.
  • The school management is informed of attendance problems and issues.
  • The school discipline policy addresses attendance issues, including truancy. It should provide strategies for encouraging good attendance and establish structures and procedures that support
  • teachers in addressing issues of student non-attendance.
  • School staff is trained to implement school attendance policies and procedures and that personnel with delegated responsibility for maintaining attendance records are supervised
  • Parents and students are regularly informed of attendance requirements
  • All cases of unsatisfactory attendance and part or full day absences from school are investigated promptly and that appropriate intervention strategies are implemented.
  • The principal or delegate will undertake all reasonable measures to contact parents promptly and within two days of an unexplained absence occurring.
  • In the case of students participating in course work or school activities away from the school site (such as sports and inter school competitions), the principal or nominee should obtain an accurate record of student attendance at other sites at the conclusion of each activity.
  • Principals may decline to accept as satisfactory an explanation for an absence. The parent should be advised that the explanation has not been accepted and a reason for the decision provided.
  • Principals may request medical certificates or other documentation when absences explained as being due to sickness are frequent or prolonged.
  • Principals may delegate responsibility for the maintenance of attendance registers to teachers and other school personnel.
  • In such cases, the principal must ensure that the staff know the procedures in this document before marking the attendance register and following up absences.
  • Staff must understand how an absence should be noted on an attendance register using the approved codes.
  • Seek verbal or written advice promptly 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.
  • Schools may wish to request this information by telephone.
  • Retain records of written, electronic and verbal explanations from parents. If teachers receive verbal explanations from parents, a record of these must be kept with the written and printed electronic
  • explanations
  • 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.
  • Report chronic non-attendance, fractional truancy and persistent lateness promptly to the principal or nominee.
  • Principals of all secondary schools will implement and monitor the Common Leave Pass system in their schools.

Attendance Codes:

Teachers may enter or call in the following codes:

T - Tardy (0-10 minutes late to class)
L - Leave (not present, obtained prior permission)
A - Absence (Absent without intimation to the school)
OD – Representing the school in outside competition/seminar/sports etc..
RH – Religious Holiday
P – Obtained permission - only by the parents or by the authorized person

Rewards for Good Attendance:

A variety of rewards will be offered to students who demonstrate regular and punctual school attendance.

  • 1. ‘100% attendance achievement card will be given at the end of every month.
  • 2.  “Determination Cards” will be given to those with perfect or greatly improved attendance.
  • 3.  All the names of the students who have achieved 100% attendance will be displayed.
  • 4. Students with 100% attendance for the year will be awarded in the school day programme.
  •  

Consequences for Poor Attendance:

Students are required to attend all classes on time unless properly excused. Repeated truancy may result in detention/ a concern letter from parent and student/ an attendance contract to be signed by the parent and student/ no participation in external competition/ a fine amount/ expulsion,

Remedial procedure

If a student is with poor attendance, the class teacher will notify parent that their student is on Attendance Warning.

 

The student will have to work to improve his or her attendance with the support and guidance of school and parents.

If the student does not do so, his or her name will be placed on the no participation list. This prohibits the student from participating in any extracurricular activities until he/she is regular to school. These activities include: athletics, clubs, art performances, school cultural activities, school trips.

If the behavior continues, the student will be refered to Disciplinary Committee and the said remedial action must be accepted and practiced to the fullest.

A student who exhibits a pattern of truant behavior and is unable or unwilling to remediate that behavior may be terminated at the discretion of the school administration.

Registers and Records

A Register of student’s name list to be retained permanently, notes and records of verbal explanations for absences from parents to be recorded. This register is to be retained for two years from the date of receipt.

Attendance Register to be retained for three years.

The student’s record card listing the number of absences each year to be retained for seven years after the student has left.

Attendance registers must be maintained on all days on which the school is open for instruction, including school Sports days, Excursions, Annual Day and similar events.

School attendance must be recorded on the attendance register early in the school day before the assembly at 8.30 am.

Students involved in off-site activities organised by the school must not be marked as absent.

Security of Attendance Registers

Registers must be stored in a secure location within the school.

They must not be removed from the school premises unless removal is warranted by exceptional circumstances such as fire or flood.

Teachers must not take attendance registers home.

Students are not allowed to handle the attendance register.

The loss of an attendance register is a serious occurrence and must be reported immediately to the Principal and the Management. A new register should be commenced immediately.

Attendance information referring to absences on occasions prior to the commencement of the new register must not be included./

A notice signed by the principal must be attached to the new register. The notice must state the period for which the original register was a record of student attendance (eg 1 February – 30 March, 2014) and the date from which the replacement register commences.

At the end of each school year the principal must ensure that the attendance register and attached special circumstance registers are preserved as a complete record of students’ absences for that year.

School sport rolls

School sport is an integral part of the curriculum. Principals and PET staff must ensure adequate attendance monitoring practices at school sport to ensure the safety of students. Specific sports rolls must be marked at the beginning and conclusion of each sports session. Attendance information contained on sports rolls must be transferred to the attendance register. Class teachers / sports co-ordinators must follow up absentees promptly and ensure that the school’s procedures are implemented.

Remedial Case Study

Attendance is often a symptom of other underlying issues that manifest in poor school attendance behavior. Therefore, students identified at-risk should be assessed using the following Six Assessment Points:

• Medical • Academic • Behavior
• Social/Emotional • Family Dynamics • Community

Few steps to Improve students’ Attendance

1.

Make students and parents/guardians feel welcome. Make a point to say “hello” to every parent/guardian or student you see in the campus and outside–make it your business to know his or her names.

2.

Create an environment that enables students to feel successful in something–no matter how small it may seem. Award academic and attendance “letters of appreciation.”

3.

When a student is absent, immediately talk to the parent/guardian. Make a personal phone call in the evening, or call parents/guardians at work during the day.

4.

When a student is absent, immediately talk with them about why they were gone–let them know you are aware… and that you care that they are at school.

5.

Make your school a place where students feel safe and respected. Adopt a character education program that is planned and implemented by students.

6.

Reward and recognize good attendance–not just perfect attendance. Post large signs giving the daily attendance for the day. Reward individuals, classes, and the school for increased attendance.