SampleAttendanceProtocolsSecondary.doc

SampleAttendanceProtocolsSecondary.doc - Sample Protocols...

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Sample Protocols on Student Attendance Secondary school using eAR with mixed methods of collection RECORDING ATTENDANCE 1. Student attendance for every teaching session will be recorded in the school’s SMS by class teachers or the attendance officer/data operator (from this point on referred to as ‘office’). 2. During Form Period at the start of the day Form Teachers will record student attendance and absences, using either the SMS or on a pre-printed Form List which they will send to the School Office by a runner. 3. At the end of Form Period the Office will enter the data into the SMS. Each period a runner will take an alphabetical list of all students with absentees clearly indicated to all classes without direct access to the SMS and the class teachers will update the paper record. The paper- based information will be entered into the school’s SMS by the Office every period and the master list updated (as required) for the next period. At the end of the day the Office will put a printout of each form class’ attendance in the pigeonholes of all Form Teachers. NOTE : There are numerous variations to the method (3a) above. Three more alternatives (3b, 3c, and 3d) are listed in an appendix at the end of the document. ABSENCE CODE 4. All absences will initially be recorded as ‘?’ by the Teachers or the Office, unless they have received prior notification of the absence, in which case they will use the appropriate symbol under the Attendance Code 2008. UNEXPLAINED ABSENCE 5. When a student is marked absent and that absence hasn’t been explained beforehand, the Office will contact a parent/caregiver by phone. (This will not occur for Year 13 students, unless their parents/caregivers have specifically asked for this to occur.) If an explanation is received by the Office, the SMS will be updated with the Attendance Codes 2008. 6. If the Office has been unable to find a reason for a student’s absence the Form Teacher will subsequently record the reason for the absence in the SMS, using the Attendance Codes 2008. IMPENDING ABSENCE 7. 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 (e.g. by phone on the day of a student’s illness, or by note on the first day when the student returns to school). 8. If parents/caregivers advise the school of an impending absence of five school days or more, and request work to be provided for the student, then the Form Teacher will collect work from the student’s subject teachers and arrange for it to be sent to the student. Work will not normally be provided for absent students under any other circumstances.
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