Quick Questions

[Carl Carlson]

Hi Everyone,

I hope you are staying on top of everything during this final stretch of the school year. It is amazing how quickly a school year can fly by! I am writing with a couple of questions about absence policies at your schools. I know it is a super-busy time of year, but if you can spare five minutes to reply to four quick questions, I greatly appreciate it.

We are discussing specific language to put in our handbook to help us in situations where a student misses significant class time. In recent years, these situations tend to be a result of legitimate medical issues; however, sometimes a student just misses a lot for no good apparent reason. Even in the cases where we feel really badly for a student, there is a point where they miss too much time for us to feel comfortable about giving a grade or even just credit for the class. We are gathering information to help us decide how much class time that is.

1) Do you have a threshold of classes or a percentage of classes that a student must attend in order to get credit for a class? For example, one school has a policy that states that if a student misses more than half of the classes in a semester, they can't receive credit for the class. If you do have a threshold, what is it?

2) Related to the first question, do you have any situations where a student is able to get credit for a class without receiving a grade? For example, if a student misses more than 25% (but less than a percentage in question 1) of classes in a semester but completes major assignments and passes the exam, they can receive credit (like a pass/fail designation in college). If you do give credit without a grade in any situations, how does that work at your school?

3) Do you track different types of absences in your records? (School related vs. non-school related, excused vs. unexcused, etc.) If so, how do you categorize them?

4) Do you have any suggestions or thoughts related to the above questions?

Thank you for any feedback you can provide. Good luck with your end-of-year business!

Best regards,
Carl

Carl C. Carlson

Director of the Upper School

Tampa Preparatory School

727 West Cass Street
Tampa, FL  33606-1105

813-251-8481 x4043

[Jebson, Hugh]

Hi, Carl. 

Below is our upper division attendance policy. We have found it necessary to take an increasingly hard line, unfortunately, as we have faced a number of families who feel school is optional or attendance reasonable when it does not interfere with other plans. I think our policy addresses most if not all your questions. We have actually gone to the extent of not offering contracts to a small number of students who have missed an excessive amount of school. It has led to a significant decrease in the number of cases of inappropriate absences. Included in the number of students we deemed ineligible to receive a contract because of excessive absences were a couple who were strong academic students. That raises a couple of interesting questions we are looking at. Anyway, good luck and feel free to call me if I can help.

Best,

Hugh

ATTENDANCE

 

The majority of upper division students and families understand the link between student attendance and academic performance. Any time a student is away from school he or she is missing out on important academic instruction and social interaction with fellow students. Catching up on material and instruction missed is more difficult than students and parents often realize, and for the sake of the student and the teachers every attempt should be made to minimize absences from school.  The ability of any student to earn high grades despite excessive absences and tardies is not viewed as a legitimate reason to exempt a student from the attendance policy.

 

For a small number of students, excessive absences can become a serious matter. Avoidable absences (such as extended vacations) are also disrespectful to the teacher(s) who plan every course with the expectation all students will be present. Strong academic performance in the face of excessive absence does not in any way mitigate those absences or usurp the attendance expectation and policy.  Any time a pattern of absence develops, the school will investigate why the student is missing school. Our goal is to be supportive of students and families while making it clear that we expect all our students to attend school regularly. Open communication between home and school is essential.

 

1. Any student who is absent from school or not present in a class will be marked ABSENT regardless of the reason for the absence.
2. Parents are expected to call the Deans’ Office (885-1673 ext. 2279) by 9:00 a.m. to report their child’s absence/tardy from school.
3. The school does not distinguish between EXCUSED and UNEXCUSED absences when documenting and reporting absences.
4. Under all circumstances, the school reserves the right to determine the legitimacy of a student absence.
5. Students may miss classes for school-sponsored events, religious observances and special circumstances as approved by the respective dean or the upper division director.
6. A student who is not “in good standing” may be prohibited from missing part or all of a school day to participate in co-curricular activities. A student “in good standing” is not failing any course; is not delinquent with any major assignments; has no major disciplinary action pending; and has met required community service deadlines.
7. Depending on the circumstances of a particular absence, the school response could include disciplinary action.
8. The school considers more than four (4) absences from a class during a marking period as excessive. The response for excessive absences may include one or more of the following:

·         Academic detentions

·         A parent conference

·         Withholding credit for the course or courses affected by the absences

·         Withholding or non-renewal of the student contract

Note: The fact that a student is able to perform well in his or her academic coursework (is awarded high grades) despite an excessive number of absences or tardies does not mitigate any response the school chooses towards excessive absence and/or tardies.

 

9. Parents are asked and expected to make every effort to schedule medical, dental and

other appointments so they do not conflict with class time.  If this is impossible, a note from the doctor or dentist is required on the student’s return to school.

10. An extended medical absence of more than three (3) consecutive days may require documentation from a physician.
11. If a student is to come to school and then miss any part of the school day, there must be an e-mail, a note or a phone call (885-1673 ext. 2279) from a parent before the student will be permitted to leave campus. The student must sign out at the Deans’ Office and sign back in upon return.
12. Whenever a student feels ill and wants to leave school before the end of the day, he or she must visit the school nurse before contacting a parent.
13. Students can miss no more than two consecutive class periods on a school day to be eligible for extracurricular participation (athletics, drama, etc.).  Any exception must be approved by the upper division administration. Depending on the circumstances if a student misses more than 2 consecutive class periods on a Friday, he/she may not participate in an extracurricular activity (athletics, drama, etc.) that is scheduled for Saturday.
14. Any student who leaves school during the day because of illness may not participate in after school activities.
15. If a student is truant and misses an entire school day, he/she will be suspended for two days.

 

Hugh Jebson

Assistant Headmaster and Upper Division Director

Berkeley Preparatory School

Tel: 813-855-1673 (ext. 2333)

Fax: 813-882-9754

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[Thomas Dillow]

Hi Carl,

We too have wrestled with this over the years and updated our policy last summer. I think the challenge is finding the right balance between reasonable policy and what can be enforced. 

I've responded to your questions in the email you sent.

Best,

Tom

On Tue, May 13, 2014 at 10:02 AM, Carl Carlson <ccar...@tampaprep.org> wrote:

Hi Everyone,

I hope you are staying on top of everything during this final stretch of the school year. It is amazing how quickly a school year can fly by! I am writing with a couple of questions about absence policies at your schools. I know it is a super-busy time of year, but if you can spare five minutes to reply to four quick questions, I greatly appreciate it.

We are discussing specific language to put in our handbook to help us in situations where a student misses significant class time. In recent years, these situations tend to be a result of legitimate medical issues; however, sometimes a student just misses a lot for no good apparent reason. Even in the cases where we feel really badly for a student, there is a point where they miss too much time for us to feel comfortable about giving a grade or even just credit for the class. We are gathering information to help us decide how much class time that is.

1) Do you have a threshold of classes or a percentage of classes that a student must attend in order to get credit for a class? For example, one school has a policy that states that if a student misses more than half of the classes in a semester, they can't receive credit for the class. If you do have a threshold, what is it?

This is from our Handbook:

Extended Absences and Course Credit 

Though we understand that each case of extended absence is unique and will be evaluated on an individual 

basis, if a student misses more than 25% of a course for any reason (excused or unexcused), it will be 

necessary to have a conference with the Upper Division Head to discuss an alternative plan for receiving 

credit. This may include, but is not limited to completing online coursework. 

2) Related to the first question, do you have any situations where a student is able to get credit for a class without receiving a grade? For example, if a student misses more than 25% (but less than a percentage in question 1) of classes in a semester but completes major assignments and passes the exam, they can receive credit (like a pass/fail designation in college). If you do give credit without a grade in any situations, how does that work at your school?

 We do not have a Pass/Fail option but would look at this on a case by case basis. 

3) Do you track different types of absences in your records? (School related vs. non-school related, excused vs. unexcused, etc.) If so, how do you categorize them

We define them as Excused or Unexcused, and herein lies the rub.  As you know, it is difficult to make it unexcused when parents call to excuse them.   If a parent takes their child out for a vacation in the middle of the month, we do not excuse these absences.  More than 8 unexcused absences in a semester leads to a deduction (-2%) in the grade for each class missed that is unexcused.  If 10 unexcused accumulate, the student is placed on Disciplinary Probation, which would make clear that further absences from class could lead to separation from the school.

 

4) Do you have any suggestions or thoughts related to the above questions?

Thank you for any feedback you can provide. Good luck with your end-of-year business!

Best regards,
Carl

Carl C. Carlson

Director of the Upper School

Tampa Preparatory School

727 West Cass Street
Tampa, FL  33606-1105

813-251-8481 x4043

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Tom Dillow

Head of Upper Division

Shorecrest Preparatory School

Office:   727-456-7529

[Chris Ryan]

Hi Everyone,

Thanks for the great information about the tardies and absences. Here at CDS we also struggle with some students, just like every one else. I have another question about start and dismissal times. We are starting to struggle with elementary, middle and high school drop off and pick up. We share facilities and want to stagger times for lunches and intramural. 

Could you let me know what you do in terms of division start, lunch and finish times.

Thanks,

Chris

Christopher Ryan
High School Principal
Carrollwood Day School
813-920-2288
www.carrollwooddayschool.org

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[Andrew Forrester]

Good morning, 

Our tardy policy is as follows:

Admiral Farragut Academy’s policy will be as follows:

Upon the tenth unapproved absence from school in a semester, parents will report for a required conference with the High School Head.

Upon the fifteenth unapproved absence from school in a semester, cadets will be ineligible to receive credit for their courses and the administration may withdraw that cadet for violation of the attendance policy.

Rarely do we have a student who is in jeopardy of not receiving credit.  We do use several attendance codes in an attempt to make sure students understand where their commitments leave them in terms of attending class:

Present, Absence Excused, Tardy, In School Suspension, Out of School Suspension, Watch, Field Trip, School Function, Sports, Infirmary.

Division Start Times:  Lower Schools:  0800  Upper School 0715 tutorial, 0745 first period of the day

Enjoy the last few days/weeks!!

Andrew

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A. Forrester
LCDR          AFA
Assistant Head, High School
Admiral Farragut Academy
501 Park ST N
St Petersburg
FL 33710
727 384 5502 x 263

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[Elizabeth Teske]

Dear Chris,

At Saint Stephen's we have uniform start and finish times as we have families that span the divisions. Lunches are staggered by grade level through 6th grade, then all the Middle School eats together, then all the Upper School eats together. We have break time in the morning for MS and US with snacks available.

See our handbook on our website (http://www.saintstephens.org/pdfs/academics/Upper-School-Student-Parent-Handbook.pdf, p. 26-27) for our attendance policy. We differentiate between excused and unexcused absences (it is hard to have an unexcused absence) and further break down excused absences into school-related activities (field trips, MUN, sports absences, etc. -- any time the school requires a student to be two places at once) and non-school-related absences (illness, family trips, etc.). Our senior exam policy (p.21) focuses on reducing non-school-related absences.

I hope this helps.
Beth

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Elizabeth Teske
Upper School Academic Dean
Saint Stephen's Episcopal School
Bradenton, FL
(941)746-2121 x1514

[Carl Carlson]

Thank you to everyone for their responses to my questions about absences. I guess there is some comfort in knowing that we are all dealing with the same issues. I hope that raising consciousness within our community can help the absence/tardy issue some, and some tweaks to our policy (some of which we will borrow from you) can move us further in the right direction. We were much tougher when I was a kid. I used to walk three miles to and from school, in the snow, up hill, both ways. Sometimes this job makes me feel like a curmudgeon!

Chris, at Tampa Prep we have two divisions that both start at 8:50 and end at 3:30. We stagger our lunch so that middle school eats at one time and upper school eats at another. The common arrival and dismissal times is popular for our families with kids in each division. Our middle school sports are required and take place from 2:30 to 3:30. Upper school sports are optional and take place from 4:00 onward. I hope this helps. Good luck with the end of the school year.

Best regards,

Carl

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Carl C. Carlson
Director of the Upper School
Tampa Preparatory School
727 West Cass Street

Tampa, FL. 33606-1105
813-251-8481 x4043

[Chris Ryan]

Thanks Carl and everyone else who answered. I have another question while I have everyone's attention, what kind of schedule do you run? We currently have a 2 day block schedule consisting of 7 blocks and a study hall. All blocks are static and study hall is always at the end of day 2. As you can imagine, parents often sign their students out during study hall. I am look ing at replacing this schedule with an 8 day, rotating block schedule.

I was hoping to have some comparisons from similar schools in the area. 

Thanks,

Chris

Christopher Ryan
High School Principal
Carrollwood Day School
813-920-2288
www.carrollwooddayschool.org

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