Attendance Policy

ATTENDANCE POLICY

ST PATRICK’S CATHOLIC SCHOOL

Rationale

Attendance records will be kept in a way that upholds NZ law and ensures the safety of our students.

Purposes

1.     To ensure the safety of all students

2.     To ensure there are clear guidelines for teachers and administration staff for recording attendance

Guidelines

1.     Student attendance will be recorded electronically twice a day using eTap. Morning attendance will be taken as close to 9am as possible and not after 9.30am. Afternoon attendance will be taken immediately after lunch.

2.     Attendance will usually be recorded by the classroom teacher. There may be occasions where attendance is recorded by a relieving teacher. People who are not employed by St Patrick’s Catholic School may not record attendance, this includes students in the class.

3.     Relieving teachers will be supplied a paper-roll from the office

4.     For students who are absent, the classroom teacher will record the code for absence (see Code Guidelines on eTap) if the reason for the absence is definitely known. If the reason is not known absence will be recorded as ‘?’.

5.     As appropriate the classroom teacher or office staff will also record lateness to school and any authorised or unauthorised intermittent periods of absence during the school day, again using the appropriate code for the absence.

6.     Whenever possible, parents/caregivers will be encouraged to advise the school of an impending absence ahead of time. When this is not possible, then parents/caregivers will be asked to inform the school as soon as possible after the event (eg: by phone call on the day of a student’s illness or by note on the first day back).

7.     The following methods of explaining student absences, either before or after the event, will be accepted from parents/caregivers:

·   a phone call

·   a face-to-face explanation

·   a note

·   a text message to the school mobile phone

·   an email message

8.     At 9.30am the office staff will use eTap to identify those students who are absent with no explanation (ie: those students who are recorded as ‘?’). The office staff will then contact the parent by phone or text message. If an explanation is received the office staff will the record the reason on eTap using the appropriate code.

9.  If the absence remains unexplained the teacher will attempt to obtain verbal or written explanation for the absence when the child returns to school. If an explanation is given, this will be recorded. If the absence remains unexplained after seven days, the absence code will automatically become ‘T’, meaning that the absence is recorded as ‘Truant’.

10.  There are times when an explanation will be given, but the reason is still an unjustified absence (‘E’, Code). If a student has more than 10 half-days of unjustified absence or truancy in one term the classroom teacher will contact the parent/caregiver to discuss support that may be needed to ensure attendance.

11.  If unjustified absences and truancy continue after these 10 half days the Principal will be informed. The Principal will contact the parents and discuss reasons for absence and support that may be needed. If a resolution is not found, or if absences continue, an Unjustified Absence Referral will be logged through the Attendance Service Application (ASA) system with the Ministry of Education. The parents will be notified by mail of this decision.

12.  At least once a year the Principal will review the school’s attendance/absence statistics and, where there is concern, formulate a strategy to deal with the concern. The Principal will analyse the data in terms of gender, ethnicity, year levels etc. The Principal will report to the Board on these matters at least once a year

13.  A reminder notice about attendance requirements and absence protocols will be put in the school newsletter at least once a year. 

14.   The school will abide by all legal requirements for roll audits and roll returns.

15.   In the case of a student who is engaged in learning that is taking place not under direct supervision of the school, the Principal will use his/her discretion to decide as to whether the student will be marked as present or absent from school. Each case will be taken on its merits.

Justified Absences

There are some absences, which may not be medical, but are still considered Justified Absences (Code ‘J’). These include:

·   Attending a tangi or funeral

·   Visiting an ill relative

·   Bus or car breakdown, accident or road closure on the way to school

·   National or local representation in a sporting, religious or cultural event

·   An extreme weather event

·   Exceptional family circumstances

Unjustified Absences

An Unjustified Absence (Code ‘E’ – Explained but Unjustified) is an absence that has been explained to the school but does not fit within the school’s policy as a Justified Absence. These include:

·   A family holiday within NZ or overseas

·   Staying home to look after younger siblings

·   Attending a concert, show or sports game (as audience)

·   Having a day at home to spend time with the parent

Ratified: 29 May 2019

Reviewed: 6 July 2022