Regulation #4205R
Revised: 07-06-20
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ATTENDANCE REGULATIONS/PROCEDURES FOR GRADES PK-8
Absences:
A. Recognizing that regular attendance in school is important to a student’s academic
performance, teaches the necessity of regular attendance in preparation for work,
and teaches personal responsibility, Edmond Public Schools will continuously
monitor the attendance of all students. However, it is important for those students
who are ill to stay home when sick. Students who have a fever or a measured
temperature greater than or equal to 100 degrees Fahrenheit should not be at
school or school activities.
*Nothing in this outlined Regulation/Procedure relieves the school district of
its responsibility of enforcing the compulsory school attendance law as
outlined in Title 10 of the Oklahoma Statues 70-10-106.
If a child is absent without valid excuse for four (4) or more days or parts of days
within a four-week period or is absent without valid excuse for ten (10) or more
days or parts of days within a semester, the attendance officer shall notify the
parent, guardian or custodian of the child and may immediately report such
absences to the designated local authority wherein the school is located for
juvenile proceedings pursuant to Title 10 of the Oklahoma Statutes. (70-10-106)
“…..it shall be the duty of any parent, guardian or other person having charge of
any child of compulsory attendance age to notify the child’s teacher concerning
the cause of any absences of such child. It shall be the duty of the principal or
head teacher to notify the parent, guardian or responsible person of the absence of
the child for any part of the school day, unless the parent, guardian or other
responsible person notifies the principal or head teacher of such absence.” (70-
10-106)
1. Excused Absences
Anytime a student is absent, a parent/guardian should contact the school to
share the reason for the absence. “Excused” absences will only be granted for
the following reasons:
a. Personal or family illnesses
b. Death of immediate family member
c. Medical appointments
d. Legal/judicial matters
e. Observance of holidays required by student’s religious affiliation
f. Extenuating circumstances or family emergency deemed necessary by
the principal.
Proper documentation may be requested before an excused absence is
recorded.
Regulation #4205R
Revised: 07-06-20
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2. Distance learning or virtual attendance:
a. A student will not be considered absent from school if they are not
physically present at school but are completing work in a remote learning
program or a virtual online program provided by Edmond Public Schools
and are meeting the following attendance requirements:
i. The student has completed no fewer than ninety percent (90%) of the
instructional activities provided in a virtual or remote learning format
to include online logins to the curriculum or programs, offline
activities, completed assignments, testing, face-to-face
communications or meetings with school personnel via
teleconference, videoconference, email, text or phone.
ii. The student is on pace for on-time completion of the course as
required by the school district.
iii. The student has a medical condition that incapacitates the student and
precludes them from participating in instruction in a traditional school
setting, and the student is able to progress in instruction via
alternative education delivery methods approved by the local board of
education.
3. Chronic Absenteeism:
b. Chronic absenteeism refers to a student who is absent 10 percent or more
of the school days in the school year, exclusive of a significant medical
condition. A significant medical condition indicates a severe, chronic, or
life-threatening physical or mental illness, infection, injury, disease, or
emotional trauma. For the school year 2020-2021, any COVID-19 related
absences due to a child’s medical needs will be considered a significant
medical condition. Medical documentation must be provided to
substantiate a significant medical condition.
Make-up Work:
B. It is the responsibility of the student or parent to arrange with the teacher to make
up work and/or take tests. All make-up work is due within a period of time equal
to the days missed, plus one (1) extra day. For example, if a student is
absent three days, assigned make-up work is due within four days after the student
returns to school unless other arrangements have been made with the teacher.
In the event of extended illness of at least three (3) weeks or more, arrangements
may be made for homebound instruction through the Counseling Office. If a
child is absent more than three (3) consecutive days, a parent or guardian may
request make-up work through the Attendance Office for middle school or the
classroom teacher for elementary.
Ten (10) or More Absences
C. For Pre-K students, Ten (10) absences, consecutive or not, may result in
students being withdrawn from school to accommodate students that are on a
waiting list to enroll. For K-5 students, Ten (10) consecutive days of absences
may result in being withdrawn from school enrollment.
Regulation #4205R
Revised: 07-06-20
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Prevention Efforts
D. Stopping attendance problems at the earliest point is essential. It is also important
the school extends an effort to work with families making sure a student’s
attendance problems are stopped at the earlies point possible. School
administration may follow these steps for a full-day absence, half-day absence, or
a single period absence.
Recommended Actions:
1. 4th day absence beyond a 4-week period – Auto email and auto phone call
and counselor conference with students with a contact to parents to advise of
the counselor-student conference. (Time of year dictates the tone & direction
of the conversation)
2. 7th day absence – Counselor or administrator conference with student,
followed by a letter of summary to parent (auto generated email and auto
phone) and possibly after-school detention for academic recovery.
Second semester take care to review the absences for appropriateness of
response.
3. 10th day absence beyond a semester – Call from administrator to parent with
possible conference, plus additional detention or remediation for academic
recovery. Following administrator call, Nudge Letter, drafted by the school
and signed by the Edmond Public Schools’ Truancy Offer, is sent via U.S
Mail. (See 4th day if the 10 absences are all in one semester.)
4. 15th day absence – Administrator, counselor, (possibly teacher), truancy
officer, and SRO conference with parent and student to give City of Edmond
truancy warning letter.
o At this meeting, the parent and student may be given the letter from the
Edmond City Attorney. The SRO will interview the parent about possible
defenses or extenuating circumstances that might defend the situation. The
SRO will document this conference and information in a police case
report.
5. 18th day absence – At this point, the student has missed 10% of the school
year. SRO will be advised for consideration of citation to address chronic
absenteeism.
6. Students who have accumulated twenty or more absences during the
school year will be referred to the School Attendance Committee for a review
of eligibility to promote to the next grade.
Regulation #4205R
Revised: 07-06-20
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a. If the School Attendance Committee determines it necessary to initiate a
conference with the parent/guardian of the student, the procedures set
forth in the Edmond Public Schools Board Policy # 4630: Promotion and
Retention will be followed in making the recommendation for placement
for the next school year.
b. If the parent/guardian declines to meet with the committee, a written
record of the attempt to initiate the conference will be maintained.
c. In the meeting with the School Attendance Committee, the parent/
guardian will be provided the opportunity to provide documentation and
discuss any circumstances regarding the student’s attendance record.
d. If the parent/guardian declines to attend the conference with the
School Attendance Committee, the meeting will be held and if the
decision is made to retain the student for the next school year the
parent will be notified by certified mail.
e. The appeal process set forth in the Edmond Public Schools Board
Policy #4630 will be made available as a part of the notification
letter. If the parent/guardian does not agree with the committee’s
decision, the appeal process may be accessed.
Tardies:
Instruction is expected to begin when the class bell rings. Students who arrive
after this time are considered tardy. Tardies are only excused for the same
reasons an absence would be excused. If a tardy is to be excused, documentation
must be submitted within three school days of when the tardy was recorded.
Three (3) unexcused tardies equal one (1) absence and will be calculated in
truancy totals. Additional consequences may be assigned by the school as
appropriate to deter student tardiness. The consequences may include, but are not
limited to:
1. Parent/guardian contact
2. Conference with student and/or parent/guardian
3. Detention
Early Outs:
Early out is defined as leaving class or school before the instructional time has
ended. Early outs are only excused for the same reason an absence would be
excused. Three (3) unexcused early outs equal one (1) absence and will be
calculated in truancy totals.
SCHOOL ACTIVITY EXCUSED ABSENCES
If a student is to be absent for a school-sponsored activity, it is his/her
responsibility to have all work handed in no later than one day after the school
activity unless other arrangements have been made with the teacher.