Butte School District

THE BOARD OF TRUSTEES

3122P

Attendance Policy Grades K-12 Cont.

Grades K-6
The primary responsibility for good attendance for students in Grades K-6 rests with the parents. Parents are required under Section 20 -5-103, MCA, to assure that their children attend school regularly. The District recognizes the importance of monitoring the parental responsibility for their child’s attendance. Further, the District is committed to taking whatever action is necessary, up to and including legal action, to assure that students attend school regularly.

Definitions
Truancy - Absences which take place without the approval of the parent and/or principal.

Excused Absence - Generally, absences will be considered reasonable in cases of illness or bereavement. A medical excuse is needed to excuse absences over 3 days.

Parental Absence – Absences are considered a “parental absence” for events such as family vacations, or other emergencies. These are unexcused absences.

Other absences will be considered unexcused.

Excessive Absences - Students who miss 10 days of school per semester are considered excessively absent.

Tardiness - All tardies which extend beyond 9:00 a.m. or 12:30 p.m. will be considered a .5 absence.

Reporting Student Absences
When a student must be absent for illness or other unforeseen emergencies, parents must inform the school of the reasons for the student’s absence by 9:00 a.m. on the day of the absence. If the student is not present and the parent has not notified the school of the absence, the school will attempt to call the parent the same day. The fact that the school will attempt to call the parent does not relieve the parent of the responsibility to call the school to report their child’s absence.

Excused Absences and Tardies
In cases where doubt occurs concerning the validity of an excuse, the administration may require verification of medical conditions contributing to the absence. After 3 consecutive days of illness, a medical excuse will be required to excuse absences. In the event the principal determines an absence or tardiness is unnecessary, the absence will be considered unexcused. The administrator may request that parents communicate directly to him/her regarding the reason for the absence or tardiness. The school secretary will maintain a record of the nature of student absence for school use purposes. A permanent record will also be maintained. It will include a record of the student absences and tardies.

Extended Absences
The following circumstances will be considered acceptable for extended absences:

  • Student’s personal illness, as documented by a health care provider, or injury
  • Religious holiday
  • Bereavement of parent, sibling
  • Court intervention

Parents should formally notify the principal in writing of any planned extended absence. Extended unexcused absences such as travel/vacation/personal plans are strongly discouraged due to the negative impact that such absences have on a child’s education. It may not be possible to provide materials and assignments prior to extended absences.

Absence/Student Performance
Once the teacher observes that the student’s absences or tardiness are having an adverse effect on the student’s progress, he/she will make parental contact to express concern and to explain the problem. If the absences have been unavoidable because of illness or other reasons, the teacher will request a meeting to develop a plan so that the absenteeism has minimal effect on the student’s academic success. In the event that reasons for absences have been questionable, the teacher will not be required to provide make-up work. Make-up work will be provided one time to students per period of absence. Absences and excessive tardiness may be a significant factor in decisions of retention.

Dealing with Excessive Absences
Parents who allow students to be absent from school without a proper excuse will be reported to the Student Resource Officer (SRO). Before making that report, however, the principal shall comply with the following administrative procedures:

  1. At the beginning of each school year, a special attendance meeting may be held during which school principals, counselors, and parent/guardians confer regarding students who have had attendance issues in the past. This will provide an opportunity for proactive contacts by the school with the family and student. Previous plans can be amended at this time.
  2. After five (5) cumulative unexcused absences or tardies per semester, the teacher will contact the parent to express concern.
  3. After ten (10) cumulative unexcused absences or tardies per semester, the principal or designee, at his/her discretion, will send a letter to the parent calling attention to the consequences of poor attendance on school achievement. The letter will include a copy of the student’s attendance record. A copy of the letter will be placed into the student’s cumulative file and sent to the Student Resource Officer. When a student reaches 10 consecutive unexcused days, a student will be dropped and the student will need to be reenrolled.
  4. After fifteen (15) cumulative unexcused absences or tardies per semester, the principal will send a second letter to the parent expressing concern about the student’s poor attendance and establish a meeting with the parent and teacher to discuss the student’s attendance patterns. The letter will require the parent to respond within five (5) days. The letter will also explain that the principal will be turning this matter over to the Student Resource Officer. A copy of the letter will be placed into the student’s cumulative file and sent to the Student Resource Officer.
  5. If attendance problems continue, the principal will notify the Student Resource Officer (i.e., School Resource Officer/Butte Police Department). The Student Resource Officer will provide appropriate follow-up.
  6. The Student Resource Officer may choose to serve the student’s parents or legal guardian with the required written two days notice as prescribed in Section 20-5-106 and begin an investigation in the case. If the parent does not comply with the provisions of the notice, the Student Resource Officer shall submit a request for prosecution to the Silver Bow County Attorney. The request shall contain a written report of the investigation, supporting documents, and a list of witnesses, including names, addresses, and work and home telephone numbers. The documentation must show evidence that the administrative procedures of the School District and statutory procedure of the Student Resource Office have been followed. Documentation shall include all efforts taken by the School District to solve the problem with the student and the parents.
  7. In the case of the student who resumes the poor attendance pattern following the two-day written notice to parents, and who, once again, becomes truant, the School District shall not be required to exhaust its administrative procedures for dealing with the problem before the student is again turned over to the Student Resource Officer.
  8. When appropriate, the Board shall, upon recommendation of the District Superintendent, consider expulsion for chronic truants.
  9. Discretion may be used to address each case on an individual basis.

Make-Up Procedures
Students are absent from school for a number of legitimate reasons. It is the policy of this district that the student, parent or guardian and teacher work together to complete school work due to activity related absences or excused absences. It is the student’s responsibility to initiate and follow through with the work’s completion. To assist in this effort, the following guidelines are presented:

  1. It is imperative that the individual student make contact with the teacher(s) on the first day after an absence to receive/review makeup work. Failure to assume responsibility in this matter may result in lower grades for the work missed.
  2. Students are encouraged to make up missed assignments as soon as possible. Teacher and student should set up a schedule to complete necessary make-up work. Guidance: Upon return to school, students will have one day for every day missed to make up their work. Work that is not made up in a reasonable amount of time will be marked as a zero.
  3. Teachers will provide make-up work one (1) time per period of absence.
  4. A student absent only on the date of a quiz/test should be prepared to take it the next day. The teacher may choose to administer it at a later date. Similarly, a student absent on the due date of a pre-announced assignment is expected to be prepared to turn in that assignment on the first day back.
  5. Pre-announced special assignments, tests, quizzes, and homework are due on the day scheduled even if a student is absent the day before the assignment is due.
  6. If a major assignment is due on a day and a student is present any part of that day, then the student is responsible for seeing that the major assignment is turned into the teacher on the due date.
  7. Help with makeup work, quizzes, tests, lab work and projects that require special equipment may need to be scheduled outside the student’s regular class period.
  8. Students who expect to be absent for more than three (3) days are advised to request homework assignments from the teacher by calling the main office. Please allow at least twenty four (24) hours for the teacher to be contacted and the work collected so that the instruction schedule will not be interrupted. It is the parent/student responsibility to arrange for the work to be picked up.
  9. A student with a school-approved activity-related absence is expected to see his/her teacher at least one (1) week prior to departure to request assignments. Unless there are extenuating circumstances, assignments covered during a pre-arranged absence are due upon the student’s return. It is the student’s responsibility to make special arrangements with the teacher prior to departure if he/she wishes to have these requirements changed. While teachers will provide the student with necessary assignments, teacher assistance in completing these assignments is not mandatory.
  10. A teacher is not obligated to provide substantial make-up work for students who are absent due to trips, etc. Students will need to contact the teacher upon return to get any additional assignments.

Following these guidelines will assure proper credit.

Summary of Responsibilities

Students:

  1. To attend class regularly, only missing a class when a parent is aware that the absence is due to illness or other emergency.
  2. To be in class when the tardy bell rings.
  3. To be knowledgeable of the makeup policy in each of his/her classes.
  4. To obtain the makeup work and needed instructional help upon returning after an absence.
  5. To schedule all medical and other appointments outside of school time whenever possible.
  6. To avoid missing one class to complete work for another class.
  7. To communicate with parents/guardians regarding attendance issues.


Parents:

  1. To instill in their student the importance of attendance.
  2. To insure to the best of their ability that their students are in attendance regularly.
  3. To avoid taking the student out of school for appointments, trips and vacations.
  4. To call the school within forty eight (48) hours of an absence (preferably on the day of the absence).
  5. To work with teachers and administrators to promote good attendance patterns for their student.


Teachers:

  1. To keep daily records of absences and tardies and communicate those accurately to the attendance office.
  2. To make parental contacts regarding excessive absences or tardies.
  3. To refer the student to the administration if the parental contact does not solve the problem.
  4. To communicate in writing to the student, parent and administration:
  5. the makeup procedure for the class
  6. the manner in which the grade for the class will be earned.
  7. To provide opportunities for make-up work when the student is absent.


Administration:

  1. To take appropriate disciplinary measures (detailed above) when a student with excessive absences or tardies has been reported by a teacher.
  2. To monitor attendance reports identifying and conferencing with students whose attendance patterns are cause for concern.
  3. To work closely with teachers and parents to help the student to develop positive attendance patterns.
     

Grades 7-8

Excused Absence
An absence is excused if a parent or legal guardian calls the attendance office no later than twenty four (24) hours following the absence, or if a note is presented to attendance office personnel the school day following the absence. In cases where doubt occurs concerning the validity of an excuse, the administration may require verification.

Unexcused Absence
Any absence not covered under the excused absence guidelines above will be considered unexcused except an exempted absence.

Parental notification regarding unexcused absences is an essential element of this policy. Parents and school personnel will work together to offer appropriate assistance to students with attendance problems. Every effort will be made to notify parents of unexcused absences so they may initiate corrective measures in the home.

The school may assign detention or suspension for unexcused absences.

Exempted Absence

In order for an absence to be exempted, it must meet one of the following criteria:

School Approved Activity
Any school activity which has been pre-arranged and approved by the building principal or his/her designee is considered a “student activity absence” and is exempt.

Medical Exemptions
A student who has a chronic illness or a serious medical condition may qualify for an exemption if he/she submits a statement signed by a physician, or other health care provider licensed in the State of Montana.

When exemptions are granted for medical reasons, the principal or designee may establish conditions for completion of the class(es).

Extended Absences
The following circumstances will be considered acceptable for extended absences.

  • Student’s personal illness, as documented by a health care provider, or injury
  • Death or severe illness of a member of the family
  • Religious holiday
  • School sponsored activities
  • Court intervention

Parents should formally notify, in writing, the principal of any planned extended absence. Extended unexcused absences such as travel/vacation/personal plans are strongly discouraged due to the negative impact that such absences have on a child’s education. It may not be possible to provide materials and assignments for extended absences.

Excessive Absences and Truancies
At the beginning of each school year, a special attendance meeting will be held during which school principals, counselors, and parent liaisons confer regarding students who have had attendance issues in the past. This will provide an opportunity for proactive contacts by the school with the family and student.

Once the teacher observes that the student’s poor attendance and/or excessive tardiness is having an adverse effect on the student’s progress or grade or is disruptive to the class, teachers are to make a parental contact during team planning to discuss the problem. After the teachers have made the parental contact, if the attendance or tardiness has not improved, the teachers should inform the appropriate administrator.

Students who miss ten (10) or more days of school per semester, including excused, unexcused and exempted absences, are considered excessively absent. Administrative discretion will be used when sending letters of notification to parents of students who have excessive absences. These letters will be copied to the School Resource Officer. A second letter may be sent if the student reaches fifteen (15) or more absences. Copies of these letters may be forwarded to juvenile authorities and/or social service agencies. If attendance problems continue, the principal will notify the Student Resource Officer (i.e., Student Resource Officer/Butte Police Department). A letter will send a letter to the parent and provide appropriate follow-up.

When appropriate, the Board shall, upon recommendation of the District Superintendent, consider expulsion for chronic truants.

Make-Up Procedures
Students are absent from school for a number of legitimate reasons. It is the policy of this school that the student, parent or guardian and teacher work together to complete school work due to activity related absences or excused absences. It is the student’s responsibility to initiate and follow through with the work’s completion. To assist in this effort, the following guidelines are presented:

  1. It is imperative that the individual student contact each teacher on the first day after an absence to receive/review makeup work. Failure to assume responsibility in this matter may result in lower grades for the work missed.
  2. Students are encouraged to make up missed assignments as soon as possible. Teacher and student should set up a mutually agreeable schedule to complete makeup work after school.
  3. In certain circumstances, teachers may alter assignments to be made up. In other circumstances, the teacher may not require makeup. Should this be the case, the excused assignments will not be counted toward the marking period grade.
  4. A student absent only on the date of a quiz/test should be prepared to take it the next day. The teacher may choose to administer it at a later date. Similarly, a student absent on the due date of a pre-announced assignment is expected to be prepared to turn in that assignment on the first day back.
  5. Pre-announced special assignments, tests, quizzes, and homework are due on the day scheduled even if a student is absent the day before the assignment is due.
  6. If a major assignment is due on a day and a student is present any part of that day, then the student is responsible for seeing that the major assignment is turned into the teacher on the due date.
  7. Help with makeup work, quizzes, tests, lab work and projects that require special equipment may need to be scheduled outside the student’s regular class period.
  8. Each teacher will supply the students with a statement at the beginning of each course, regarding makeup tests, homework and assignments and the time they are available for assistance.
  9. Students who expect to be absent for more than three (3) days are advised to request homework assignments from the teacher by calling the main office. Please allow at least twenty four (24) hours for the teacher to be contacted and the work collected so that the instruction schedule will not be interrupted. It is the parent/student responsibility to arrange for the work to be picked up.
  10. A student with a school-approved activity-related absence is expected to see his/her teacher at least one (1) week prior to departure to request assignments. Unless there are extenuating circumstances, assignments covered during a pre-arranged absence are due upon the student’s return. It is the student’s responsibility to make special arrangements with the teacher prior to departure if he/she wishes to have these requirements changed. While teachers will provide the student with necessary assignments, teacher assistance in completing these assignments is not mandatory.
     

Summary of Responsibilities

Students:

  1. To attend class regularly, only missing a class when a parent is aware that the absence is due to illness or other emergency.
  2. To be in class when the tardy bell rings.
  3. To be knowledgeable of the makeup policy in each of his/her classes.
  4. To obtain the makeup work and needed instructional help upon returning after an absence.
  5. To schedule all medical and other appointments outside of school time whenever possible.
  6. To avoid missing one (1) class to complete work for another class.
  7. To communicate with parents/guardians regarding attendance issues.

Parents:

  1. To instill in their student the importance of attendance.
  2. To insure to the best of their ability that their students are in attendance regularly.
  3. To avoid taking the student out of school for appointments, trips and vacations.
  4. To call the school within forty eight (48) hours of an absence (preferably on the day of the absence).
  5. To work with teachers and administrators to promote good attendance patterns for their student.

Teachers:

  1. To keep daily records of absences and tardies and communicate those accurately to the attendance office.
  2. To make parental contacts regarding excessive absences or tardies during team planning.
  3. To refer the student to the administration if the parental contact does not solve the problem.
  4. To communicate in writing to the student, parent and administration:
  5. the makeup procedure for the class
  6. the manner in which the grade for the class will be earned.
  7. To provide opportunities for makeup work when the student is absent unless the absence is due to suspension or truancy.

 Administration:

  1. To monitor the halls for non-attenders and for students who are habitually late for class.
  2. To take appropriate disciplinary measures (detailed above) when a student with excessive absences or tardies has been reported by a teacher.
  3. To monitor attendance reports identifying and conferencing with students whose attendance patterns are cause for concern.
  4. To work closely with teachers and parents to help the student to develop positive attendance patterns.
  5. Procedures for Butte High School

A copy of this Attendance Policy will be signed by both student and parent.

Philosophy

Butte High School is committed to the philosophy that every student should attend every class, every day.

Regular attendance and promptness are expected in all classes and are essential for success in school.

Learning to participate in group discussions, developing an appreciation for the views and abilities of other students, and forming the habit of regular attendance are legitimate objectives for any course. Learning that is lost due to absence can never be adequately replaced.

Definitions

Excused Absences: This type of absence has been pre-approved by a parent or guardian.

School-Approved Activity-Related Absences: These absences must be approved through the attendance office before the absence(s) occur(s). Students and parents need to carefully consider the number of days that will be missed when a student elects to take part in an activity. All work that is missed must be made up to gain the necessary skills taught in the course.

Unexcused Absence: This type of absence takes place without the pre-approval by a parent or guardian. It should be noted that if a student misses a class to remain in school to complete work for another class, the absence will be regarded as an unexcused absence, even if it has parental or guardian approval. Work missed during this period will be made up within a reasonable time to be determined by the teacher.

Truant: A student with multiple unexcused absences either consecutive periods or days that will lead to a citation by police according to Montana State Law enacted in July 1997 (M.C.A. 41-5-103).

Suspension: The exclusion of a student from classes for a specified period of time. If it becomes necessary to suspend a student from attendance, the work missed during the suspension can be made up within a reasonable time determined by the teacher.

Procedures for Butte High School

  1. Absences and tardies will be marked by the teacher and recorded in the attendance office. Teacher records are the official record.
  2. Parents must notify the school when they know their student will be missing class or study halls. Written notification must be received within twenty four (24) hours of the absence.
  3. Once the teacher observes that the student’s poor attendance and/or excessive tardiness is having an adverse effect on the student’s progress or grade or is disruptive to the class, teachers are to make a parental phone or letter contact to express their concern and to discuss the problem.
  4. Excluded from the absence count are the following types of absences:
    1. School-approved activity-related absences
    2. Medically-related absences with a doctor’s verification
    3. Bereavement (as excused by parents)
    4. Pre-approved by the parent or guardian.
  5. After the teacher has made the parental contact, if the attendance or tardiness has not improved, the teacher should inform the appropriate dean, counselor and/or designee.
  6. Three (3) tardies in a class will be counted as an unexcused absence for the purpose of accreditation.
  7. Because the teacher’s grade book is the official record of attendance, teachers will notify the student, dean, counselor and/or designee when the student reaches his/her 10th absence. The counselor and/or designee will mail letter to parent/guardian upon notification by teachers and arrange for an attendance conference. There will be no make up work after 10 days.
  8. Letters notifying parents or guardians of student absenteeism will be sent home, computer-telephone calls will be made each day of an absence and concerns regarding attendance will be noted when report cards and comments are sent to the home. Parents or guardians are encouraged to call the attendance office if questions arise.
  9. Once the dean, counselor and/or designee have been alerted by the teacher, he/she will then determine the appropriate measures to take. Such measures include but are not limited to the following:
    1. Conference with student
    2. Conference with student and parents
    3. Detention
    4. In-school suspension
    5. Suspension from school
    6. Referral to judicial system
  10. At any time, the dean and/or designee will take the above disciplinary steps if a student is a blatant non-attendee, who loiters in the building on or near the campus when he/she should be in class.
  11. Parents or guardians may request a conference with the building dean, counselor, administrator and/or designee to discuss decisions pertaining to the attendance policy.
  12. Such a request must be made within a period of one (1) week following a notification of a decision or a pending decision.
  13. When appropriate, the Butte School District #1 Board shall, upon recommendation of the District Superintendent, consider expulsion for chronic truants.
  14. Attendance incentives will be awarded as follows:
    • Students with perfect attendance each semester will be placed in a drawing for a prize awarded at the end of each semester.

Transactions With Emancipated and Majority Age Students

The guidelines for working with students in the above categories are as follows:

  1. All students, regardless of age, who are living at home or in foster care, are considered to be under the supervision of their parents or guardians and parents or guardians will be required to sign or verify all appropriate school documents.
  2. If a student is eighteen (18) years of age or older and is not living at home, the student may be considered an adult and may be held responsible for his/her absences, signatures, and behavior.
  3. If a student is under the age of eighteen (18) and is married, he/she may be considered emancipated and considered in the same manner as those eighteen (18) and over and not living at home.
  4. A student who is under eighteen (18) years old, not married, and not living at home, may be considered emancipated and treated in the same manner as an eighteen (18) year old not living at home, if the parents verify the emancipation. Verification shall be a (notarized) statement signed by the parents, stating that the student is emancipated. This document must be on file at the school.
     

Make-Up Procedures

Students are absent from school for a number of legitimate reasons. It is the policy of this school that the student, parent or guardian and teacher work together to complete schoolwork due to activity related absences or excused absences. It is the student’s responsibility to initiate and follow through with the work’s completion. To assist in this effort, the following guidelines are presented:

  1. It is imperative that the individual student contacts each teacher on the first day after an absence to receive/review makeup work. Failure to assume responsibility in this matter will result in lower grades for the work missed.
  2. Students are encouraged to make up missed assignments as soon as possible. Teacher and student should set up a mutually agreeable schedule to complete makeup work.
  3. In certain circumstances, teachers may alter assignments to be made up. In other circumstances, the teacher may not require makeup. Should this be the case, the excused assignments will not be counted toward the marking period grade.
  4. A student absent only on the date of a quiz/test should be prepared to take it the next day. The teacher may choose to administer it at a later date. Similarly, a student absent on the due date of a pre-announced assignment is expected to be prepared to turn in that assignment on the first day back.
  5. Pre-announced special assignments, tests, quizzes, and homework are due on the day scheduled even if a student is absent the day before the assignment is due.
  6. If a major assignment is due on a day and a student is present any part of that day, then the student is responsible for seeing that the major assignment is turned into the teacher on the due date.
  7. Help with makeup work, quizzes, tests, lab work and projects that require special equipment may need to be scheduled outside the student’s regular class period.
  8. Each teacher will supply the students with a statement at the beginning of each course, regarding makeup tests, homework and assignments and the time they are available for assistance.
  9. Students who expect to be absent for more than three (3) days are advised to request homework assignments from the teacher by calling the main office. Please allow twenty four (24) hours for the teacher to be contacted and the work collected so that the instruction schedule will not be interrupted. It is the parent/student responsibility to arrange for the work to be picked up.
  10. A student with a school-approved activity-related absence is expected to see his/her teacher prior to departure to request assignments. Unless there are extenuating circumstances, assignments covered during a pre-arranged absence are due upon the student’s return. It is the student’s responsibility to make special arrangements with the teacher prior to departure if he/she wishes to have these Requirements changed.
  11. Following these guidelines will assure proper credit.


Summary of Responsibilities

Students:

  • To attend class regularly, only missing a class when a parent is aware that the absence is due to illness or other emergency.
  • To be in class when the tardy bell rings.
  • To be knowledgeable of the makeup policy in each of his/her classes.
  • To obtain the makeup work and needed instructional help upon returning after an absence.
  • To schedule all medical and other appointments outside of school time whenever possible.
  • To avoid missing one (1) class to complete work for another class.
  • To communicate with parents/guardians regarding attendance issues.
  • To be aware of make up work procedures.

Parents:

  • To instill in their student the importance of attendance.
  • To insure to the best of their ability that their student is in attendance regularly.
  • To avoid taking the student out of school for appointments, trips and vacations.
  • To call the school by 9:00 A.M. on the day of an absence. A written follow up note with student’s name, parent’s name, reason for absence and a reachable phone number will be turned into the Attendance Office with in 24 hours of any absence.
  • To work with teachers and administrators to promote good attendance patterns for their student.

Teachers:

  • To keep daily records of absences and tardies and communicate those accurately to the attendance office.
  • To make parental contacts regarding excessive absences or tardies.
  • To refer the student to the dean, administration and/or designee if the parental contact does not solve the problem.
  • To communicate in writing to the student, parent and administration:
  • The makeup procedure for the class
  • The manner in which the grade for the class will be earned.
  • To provide opportunities for makeup work when the student is absent unless the absence is due to truancy.

Administration, Deans and/or Designee:

  • To monitor the halls for non-attendees and for students who are habitually late for class.
  • To take appropriate disciplinary measures (detailed above) when a teacher has reported a student with excessive absences or tardies.
  • To monitor attendance reports identifying and conferencing with students whose attendance patterns are cause for concern.
  • To work closely with teachers and parents to help the student to develop positive attendance patterns.

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