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[Attendance – January 2017] Licenced under NEALS - 1

PROCEDURES

Document number 105500 Implementation date January 2017 Service area Student Services Location Public Head policy Student

Student Attendance Procedures Contents

1. Definitions 2. Context 3. A shared approach to student attendance 4. Responsibilities parents 5. Responsibilities of CEDP staff 6. Attendance and enrolment 7. Attendance registers (rolls) 8. Process for maintaining school attendance records 9. Variation to electronic attendance registers (rolls) 10. Special circumstances registers 11. Class attendance registers 12. School sport attendance registers 13. Flexible timetables 14. Examination blocks: senior students 15. Offsite activities and excursions attendance registers 16. Specialist settings attendance 17. Attendance of students on suspension 18. Attendance of students who are exempted from school 19. Attendance of students overseas exchange 20. Removing students from attendance register 21. Retention of attendance register 22. Applications for leave – short periods of leave 23. Applications for extended leave 24. Attendance/enrolment of students leaving school under the age of 17 to attend TAFE or

full time employment and/or training 25. Approval to complete year 10 through a TAFE Certificate II as a Year 10 equivalent 26. Approval and notice of intention to undertake full time employment and/or training 27. Exemption from attendance/enrolment at school 28. Attendance intervention 29. Attendance reporting requirements 30. School based attendance procedures 31. Relevant documents 32. Relevant legislation 33. Appendices


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1. Definitions

1.1. CEDP refers to Catholic Education Diocese of Parramatta, schools and the central office. 1.2. Compulsory school age refers to the meaning of compulsory school age as defined by

the NSW Education Act 1990 Section 21B: a child is of compulsory school age if the child is of or above the age of 6 years and below the minimum school leaving age.

1.3. Compulsory schooling undertakings refers to an arrangement with a parent or carer of a child that includes a written ‘undertaking’ or agreement by the parent/carer with respect to compulsory schooling for the child.

1.4. Delegated attendance coordinator/team refers to the staff or group of staff who have been appointed by the principal as having delegated responsibility for attendance in the school.

1.5. FACES SIS refers to the CEDP Student Information System. 1.6. Unexplained absence refers to a student absence where no reason for the absence has

been provided. 1.7. Unjustified absence refers to a student absence where a reason has been provided but

which has not been accepted by the principal.

2. Context 2.1. School attendance plays a critical role in enhancing the lives of students in schools.

Every day of attendance adds to a student's academic achievement and success at school.

2.2. This document applies to all Catholic Education Diocese of Parramatta (CEDP) schools, excluding Catholic Early Learning Centres and Catholic Out of School Hours Care services.

3. A shared approach to student attendance 3.1. Schools in partnerships with parents/carers are responsible for promoting the regular

attendance of students. While parents/carers are legally responsible for the regular attendance of their children, school staff as part of their duty of care play a vital role in promoting daily attendance, recording and monitoring absences and preventing the establishment of absenteeism. A shared approach to school attendance between students, parents/carers, schools, system learning and CEDP will maximise the opportunity for every learner every day.

4. Responsibilities of parents 4.1. Parents/carers are responsible for:

4.1.1. Enrolling their children of compulsory school age in a government or registered non-government school or registering them with the NSW Education Standards Authority (NESA) for home schooling.

4.1.2. Ensuring that their children attend school every day the school is open for their instruction.

4.1.3. Explaining the absences of their children from school promptly by means such as a telephone call, written note, text message or email to the school within seven days from the first day of any period of absence.

4.1.4. Working in partnership with the school to plan and implement strategies to support regular attendance at school, including communicating with the school if they are aware of issues impacting on their child's attendance or engagement with school.

5. Responsibilities of CEDP staff 5.1. School based staff, including the principal, school leadership team, teaching staff and

school support staff are responsible for: 5.1.1. Understanding legislative and mandated requirements for student attendance.


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5.1.2. Implementing student attendance procedures. 5.1.3. Maintaining accurate records of student attendance. 5.1.4. Retaining records of written, electronic and verbal explanations provided from

parents or carers. 5.1.5. In addition to the responsibilities of 5.1, the principal is responsible for ensuring that: 5.1.6. Students are enrolled into the school through Faces SIS in a manner that is

consistent with CEDP Enrolment Policy. 5.1.7. Student attendance records are maintained in Faces SIS and are an accurate

record of the attendance of students. 5.1.8. Staff record accurately the attendance of each student in each lesson when lessons

are conducted in a number of locations (i.e. class attendance and school sport attendance).

5.1.9. A system is established for signing out students who need to leave the school premises during school hours.

5.1.10. Open communication on issues affecting student attendance is promoted with parents/carers regularly via meetings, school website and printed materials (interpreters and translated materials in matters relating to school attendance for parents/carer from language backgrounds other than English should be made available where necessary).

5.1.11. All reasonable measures are taken to contact parents/carer promptly concerning an unexplained absence.

5.1.12. Professional discretion is exercised in granting leave and accepting an explanation for a student absence.

5.1.13. Effective strategies are in place to contact parents/carers who fail to provide a satisfactory explanation for an absence.

5.1.14. All attendance concerns, including part day absences, are investigated promptly and school based factors impacting on attendance are addressed.

5.1.15. Early identification of students at risk of developing absenteeism. 5.1.16. Effective attendance interventions are in place for students with absenteeism.

This includes ongoing contact with parents/carers, attendance planning meetings, follow-up by designated staff members and referrals to relevant services within CEDP and external agencies.

5.1.17. Communication, collaboration and information sharing occurs with other services to enhance the effectiveness of interventions with students and families.

5.1.18. Any other child protection concerns underlying school attendance issues (including educational neglect) are managed consistent with CEDP Child Protection Procedures.

5.1.19. Records of explanations for student absences and special circumstance registers are retained by school and accessible to designated CEDP officers and NESA Inspector.

5.1.20. A school based student attendance procedure document aligned to the CEDP Student Attendance Procedures is developed, implemented and regularly evaluated.

5.1.21. All school staff are trained to implement school based attendance procedures. 5.1.22. An attendance coordinator or team who have delegated responsibility for certain

attendance matters is appointed. 5.1.23. Personnel delegated with additional responsibilities for maintaining the school

attendance register and student attendance records are supervised and their names are recorded in school based register.

5.2. The School Leadership Team or Delegated Attendance Team is responsible for: 5.2.1. Promoting and implementing school based attendance procedures and ensuring

these are clearly understood by all staff.


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5.2.2. Overseeing collection of explanations of student absences, maintenance of student attendance records using approved codes and retention and storage of student attendance records.

5.2.3. Monitoring amendments to student registers. 5.2.4. Implementation of the CEDP Student Absenteeism Flowchart for students with

absenteeism, including identification of students and follow up and recording of attendance interventions.

5.2.5. Developing, implementing and evaluating intervention strategies to support regular attendance of students to school.

5.3. Teaching Staff are responsible for: 5.3.1. Taking daily attendance in Faces SIS. 5.3.2. Monitoring student attendance through class rolls and sport rolls. 5.3.3. Recording explanations for full day absences in Faces SIS. 5.3.4. Following up on students with unexplained absences or emerging absenteeism. 5.3.5. Seeking explanation from parents or carers regarding unexplained full or part day

absences. 5.3.6. Alerting staff member responsible for monitoring attendance if no explanation is

received from the parent or carer within required timeframes. 5.3.7. Consulting with the principal or appropriate leadership staff when a student’s pattern

of attendance is of concern. 5.3.8. Implementing intervention strategies to support regular attendance of students to

school. 5.4. School Support Staff are responsible for:

5.4.1. Registering partial absences in Faces SIS 5.4.2. Recording explanations for full day and partial absences in Faces SIS 5.4.3. Informing parents or carers regarding unexplained full or part day absences

promptly. 5.4.4. Seeking explanation from parents/carers for students with unexplained full or part

day absences by creating letters in Faces SIS and distributing to students with unexplained absences. Schools may request this information by telephone or via SMS messaging.

5.4.5. Logging and validating verbal explanations. 5.4.6. Consulting with the principal or appropriate leadership personnel when a student’s

pattern of attendance is of concern. 5.5. System Wellbeing Counsellor is responsible for:

5.5.1. Collaborating with school leadership team to develop, implement and evaluate intervention strategies to support regular attendance of students at school.

5.5.2. Implementing CEDP Student Absenteeism Flowchart for students with emerging, chronic and complex absenteeism.

5.5.3. Maintaining accurate and up to date casework records in Faces SIS for students with poor attendance patterns.

5.5.4. Liaising with CEDP personnel and external agencies, arrange referrals and coordinate involvement of the school with other services and agencies working with students and provide feedback about outcomes to the principal.

5.6. The Wellbeing team is responsible for: 5.6.1. Providing advice and guidance to schools on the implementation of the CEDP

attendance intervention framework and strategies to improve student attendance. 5.6.2. Providing counselling and casework for students with absenteeism. 5.6.3. Providing family based interventions to address absenteeism. 5.6.4. Providing advice to schools, system learning and Directors on student attendance

matters. 5.6.5. Supporting schools to implement student attendance procedures and interventions.


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5.6.6. Coordinating Convenors for CEDP Attendance Conferences. 5.6.7. Preparing matters referred for further legal action in the Children’s Court. 5.6.8. Monitoring Compulsory Schooling Attendance Undertakings. 5.6.9. Individual student attendance planning and case management for students with

complex absenteeism. 5.6.10. Providing advice on extended leave applications.

5.7. Compliance Officer is responsible for: 5.7.1. Ensuring schools have in place a school based student attendance procedures

document aligned to the CEDP Student Attendance Procedures. 5.7.2. Notifying CEDP about changes to legislative and NESA requirements. 5.7.3. Providing advice to schools on legislative and NESA requirements. 5.7.4. Reporting twice yearly student attendance data collection (STATS) to COAG.

5.8. VET Manager and VET Leaders are responsible for: 5.8.1. Monitoring student attendance on work placement and follow up all attendance

concerns, including full day and part day absences, promptly. 5.9. Executive Director is responsible for:

5.9.1. Ensuring schools are supported to maintain accurate records of student attendance in a form approved by the Minister

5.9.2. Ensuring regular audits of school attendance registers are conducted 5.9.3. Ensuring processes are in place to support principals prior to approval being given

for students of compulsory school age participating in alternative education programs involving full or part day exemption from attendance at school

5.9.4. Overseeing implementation of frameworks for the improvement of the attendance of students with absenteeism.

5.9.5. Consultation with DP’s, principal and Manager Student Wellbeing to determine referrals to Catholic Education Commission for consideration of further legal action and/or abandoning the enrolment contract between the school and parent or carer/student.

6. Attendance and enrolment 6.1. Students may attend a NSW Catholic systemic school if they are:

6.1.1. Enrolled at that school or 6.1.2. Attending in the short-term.

6.2. Requirements and procedures for enrolling students in NSW Catholic systemic schools are located in the CEDP Enrolment Policy.

6.3. Students may be enrolled in one school only at any given time. However, for a variety of reasons, a student enrolled at a NSW Catholic systemic school may need to attend another school for a short period of time. Short-term attendance arrangements should not unduly disrupt programs in the host school and should not result in any reorganisation of classes or timetables. Prior to agreeing to the short-term attendance of a student, the principal of the host school should gather the necessary information to permit a risk assessment to be conducted. The objective of the assessment should be the maintenance of a safe learning environment for staff and students.

7. Attendance registers (rolls) 7.1. Student attendance records for all schools are maintained electronically in Faces SIS, the

CEDP student information system. 7.2. The attendance registers are created at a system level by the CEDP Faces SIS System

Administrator. The attendance registers include the dates schools are open for instruction and not open for instruction due to school holidays and public holidays. The official school term dates are determined by NSW Department of Education.

7.3. Attendance registers must be maintained by the school on all days on which the school is open for instruction, including sports days, excursions and similar events.


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7.4. School attendance must be recorded in the attendance register on a daily basis at the start of the school day.

7.5. Students default as ‘Present’ in Faces SIS. A student not present is recorded with appropriate code in Faces SIS.

7.6. The exception method (marking absences only) is to be followed by all schools. 7.7. The school must have a system established for signing out students who need to leave

the school premises during school hours. 7.8. In the case of late arrival or early departure, the precise times of arrival or departure must

be recorded with the relevant attendance code in Faces SIS. 7.9. Only the codes listed in the NSW Attendance Register Codes are to be used (see

Appendix 1). 7.10. Permanent teaching staff and school support staff have access to the school attendance

register in Faces SIS. Casual teaching staff employed at a school do not have access to Faces SIS and will be required to record student attendance on a paper roll. The data is transferred into Faces SIS by school support staff and paper roll is archived.

7.11. If an explanation for an absence is received within seven days the absence reason can be updated by the teacher or school support staff. Written explanation documents for absence must be archived by the school. Verbal explanation must be verified and logged.

7.12. After seven days of an official absence recorded, only the principal or the delegated attendance officer can amend the attendance register. Explanation of the annotation should be documented.

8. Process for maintaining school attendance records 8.1. School attendance records include notes of explanation from parents/carers, letters sent

to parents/carer, records of phone calls, emails and letters from parent/carer requesting leave, applications and certificates for extended leave, application and certificates of exemption, minutes of meetings relating to attendance, attendance plans, ROSH reports (educational neglect). These records need to be retained in the student record on FACES SIS or on student file.

8.2. The school monitors and keeps a register of student absences in accordance with common codes which explain absences according to legislative requirements in the NSW Education Act 1990.

8.3. All cases of full day or part day unexplained absences are investigated promptly by the school using SMS messaging, phone calls or customisable letters in Faces SIS.

8.4. Schools must have effective strategies in place to contact parents who fail to provide a satisfactory explanation for an absence.

8.5. The school principal may decline to accept as satisfactory an explanation for an absence. The parent should be advised that the explanation has not been accepted and a reason for the decision provided. The “A” code is used for an unjustified absence.

8.6. Where frequent absences are explained as being due to illness consultation with parents must occur regarding the health care needs of the child. principals may request medical certificates or other documentation when absences explained as being due to sickness are frequent or prolonged. Where principals have concerns about medical certificates being produced for absences, they can ask the parent/carer to request that the doctor write on the certificate the statement ‘this child is unfit for school’ with specified dates included.

8.7. Where principals have ongoing concerns, they can request the parents’/carers’ consent to contact the doctor. If the request is denied, or if the principal is still not satisfied with the reason for absence, they can record the absence as ‘unjustified’ (Attendance Register Code ‘A’).


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8.8. On presentation of SMS or written explanation of student absences from parents/carer within the seven day time frame, the student attendance record in Faces SIS must be updated.

8.9. The reason code selected for full day absences and part day absences must be selected from the relevant attendance register codes listed in Faces SIS.

8.10. If verbal explanations for absences are received, enter the reason and the date the explanation was received into the student attendance record in Faces SIS. Verbal explanations need to be validated and logged.

8.11. If a student absence has not been explained by a parent or carer after seven days of an absence occurring, the student’s attendance record should be updated from attendance code ‘a’ to attendance code ‘A’. Attendance code ‘a’ means that student was absent on that day. Attendance code ‘A’ means that the student’s absence is subsequently unexplained or unjustified.

8.12. Explanations of student absences from a parent or carer outside of the seven day time frame necessitates an amendment to the student register. When an alteration is made in Faces SIS to a student's attendance record, a note must be made in the “Attendance Notes” field to explain the reason for the update.

8.13. The principal or principals delegate oversee any changes made to the Attendance Registers. The “Attendance Audit Report” in Faces SIS provides a record of changes made to student records.

9. Variation to electronic attendance registers (rolls) 9.1. Single day variations: the CEDP Faces SIS system administrator notates single day

variations in the school attendance registers when a school is not open for instruction, for example, staff development days. This information is presented by the school delegated attendance officer to the Faces system administrator via a Helpdesk notification.

9.2. Kindergarten start date: 9.2.1. For kindergarten students who have a different start date from gazetted school date

this should be registered as a non-instructional school day. 9.2.2. For students attending school to complete testing before official commencement to

the school year no attendance register is needed, however, a student is required to sign in as a visitor to the school.

9.3. Year 12 finish date: Year 12 students are considered to be enrolled as a student until they have completed their last HSC exam. The last exam date is the last date of each student’s enrolment. The attendance register must be kept for each Year 12 student until the completion of the last day of the last HSC exam. Year 12 will have a separate Attendance Register created in Faces SIS to show non-enrolled status after the HSC examination period.

10. Special circumstances registers 10.1. A special circumstance roll is a register used in circumstances where the usual

attendance roll is unavailable or inaccessible. 10.2. Special circumstance registers are to be maintained on:

10.2.1. Days on which there is part or full day industrial action involving teachers. 10.2.2. Approved staff development days. 10.2.3. Other days in which all students are not expected to attend. 10.2.4. Days on which the school is inaccessible due to natural occurrences such as fire

and flood. 10.2.5. Days the IT network is unavailable.

10.3. Faces SIS will display a message indicating the reason for the non-instructional day, for example, “Staff Development Day”; “Industrial Action”; “School closure due to fire/flood”.


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This information is presented by the delegated attendance officer to the Faces system administrator via a Helpdesk notification.

10.4. Special circumstances roll should: 10.4.1. Include the date and time of the variation. 10.4.2. Include the reason for the variation. 10.4.3. List the students attending on that day. 10.4.4. Be signed by the teacher maintaining the register. 10.4.5. Be preserved as the official roll taking register for the day. 10.4.6. Be put into the electronic roll as soon as possible.

10.5. Where a student attends a specialist education setting and the duration of attendance at the setting is more than four days in duration, the specialist education setting should use the special circumstance register to record student attendance. The special circumstance register should be returned to the student’s mainstream school, preferably weekly.

10.6. At the end of each school year the special circumstance registers are preserved as a complete record of students’ absences for that year.

10.7. Absences on these days are not to be recorded or counted as absences for statistical purposes.

11. Class attendance registers 11.1. Staff are required to record accurately the attendance of each student in each lesson

when lessons are conducted in a number of locations. In primary schools attendance is recorded in classes regularly conducted in locations other than within the school gates.

11.2. Permanent teaching staff and school support staff have access to log class attendance directly into Faces SIS.

12. School sport attendance registers 12.1. Principals must ensure adequate attendance monitoring practices at school sport to

ensure the safety of students. 12.2. Specific sports rolls must be marked at the beginning and conclusion of each sports

session. Attendance information contained on sports rolls must be transferred to the attendance register. Absentees must be followed up promptly to ensure that the school’s procedures for managing non-attendance are implemented.

13. Flexible timetables 13.1. The attendance of students participating in flexible timetables must be recorded in the

same manner as other students. However, scheduled days or periods of non-attendance must not be marked as absences. The attendance code ‘F’ is to be used for scheduled days or periods of non-attendance.

13.2. The scheduled non-attendance of students participating in flexible timetables is not recorded as an absence for statistical purposes.

14. Examination blocks: senior students 14.1. During the period when students are on approved study leave, examination blocks and

the HSC exam period, the Attendance Code ‘F’ is to be used. 14.2. In the case of a student not attending school on the date when required to be present for

an examination or a HSC exam, then the appropriate Roll Code would be marked to replace ‘Code F’ (for example, Code S: Sickness/Medical Appointment).

15. Offsite activities and excursions attendance registers 15.1. Students involved in off-site activities endorsed by the school must not be marked as

absent. Whenever a class is conducted at a site other than the school site, attendance must be recorded.


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15.2. Schools are required to develop their own procedures to monitor attendance during activities/excursions.

15.3. The attendance of students on a full day excursion must be reflected in Faces SIS with the attendance code ‘B’. The attendance of students on a part day excursion should be marked as Partial absence - school business (code ‘B’).

15.4. Work placement: in the case of students participating in coursework or school activities away from the school site (such as work placements), the principal or an authorised person should obtain an accurate record of student attendance at other sites at the conclusion of each school week. Students involved in work placement endorsed by the school must not be marked as absent. Attendance should be lodged in Faces SIS with the attendance code ‘B’.

15.5. Attendance data from work placement is collected by the class teacher or Leader of Learning VET and recorded in the student file.

16. Specialist settings attendance 16.1. Students can attend a specialist education setting separate to a mainstream school on a

sessional or full-time basis. Specialist settings include CEDP approved behaviour schools, juvenile justice and/or hospital schools.

16.2. Where the mainstream school principal verifies that a student is attending a specialist education setting, the mainstream school can mark the attendance register with the Attendance Register Code ‘H’ to denote student attending a specialist education setting on a sessional or full-time basis.

16.3. Where the duration of attendance at a specialist education setting is more than four days in duration, the specialist education setting should use the special circumstance register to record student attendance. The special circumstance register should be returned to the student’s mainstream school, preferably weekly.

16.4. Private tutoring is not considered a specialist setting, even when it is delivered at a ‘tutorial centre’. Where attendance at a private lesson during school hours is of exceptional importance, principals may use their discretion in justifying the absence using the code ‘L’. This provision must not be used on a regular basis.

17. Attendance of students on suspension 17.1. The attendance register code used for students on out-of-school suspension is ‘E’. 17.2. The ‘E’ code must not be applied to students who fail to return to school following the

suspension period. In such cases, the student’s absence would be unjustified and recorded accordingly.

17.3. Students who are on in-school suspension are counted as present. 17.4. The absence of students who are suspended are counted as absences for statistical

purposes. 17.5. Requirements and procedures for suspending a student from school are located in the

CEDP Suspension, Transfer, Expulsion and Exclusion Procedures.

18. Attendance of students who are exempted from school 18.1. Applications for exemption from school must be managed consistent with CEDP Student

Exemption Guidelines. 18.2. The attendance register code to be used for students who are exempted from attending

school is ‘M’. This code must not be applied to students who fail to return to school following the exemption period.

18.3. The register code ‘M’ is NOT to be used for travel within Australia or overseas. 18.4. The absences of students who have been exempted from school are not counted as

absences for statistical purposes.

19. Attendance of student on overseas exchange


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19.1. Students participating in accredited overseas student exchange programs for periods of up to 12 months are to remain on the school attendance register. They are not to be marked absent for the duration of their exchange. In general, students on overseas exchanges are to be considered present. Attendance code ‘B’ is to be used.

19.2. An Application for Exemption is NOT required. 19.3. A note is to be attached to the attendance register regarding the place and duration of the

exchange. For statistical purposes, students on overseas exchange are to be considered present.

20. Removing student from attendance register 20.1. Inactive student. A student is no longer active on the attendance register if:

20.1.1. The student enrols in another school and confirmation of enrolment is received. 20.1.2. Advice has been received from parents/carer that the student is registered with

the Board of Studies NSW for homeschooling. Principals can request evidence of homeschooling by contacting NESA for student’s registration number. The status of the student should not be changed until confirmation of enrolment is received.

20.1.3. Advice has been received from parents/carer that the student is enrolled in distance education.

20.1.4. The student has moved out of New South Wales and the school has been provided with the name of the school in which the parent/carer intends to enrol the student and confirmation of enrolment is received.

20.1.5. The student has been expelled or excluded from the school in accordance with CEDP policy.

20.1.6. The student is still of compulsory schooling age and has successfully completed Year 10 and there is documented evidence that they are engaged in full-time study, employment or a combination of both ('full- time' is defined as an average of 25 hours per week or more).

20.2. Whereabouts of students unknown: if a student is of compulsory school age and has been marked as ‘absent’ for a period exceeding a total of ten (10) consecutive school days and is believed to have moved, enrolled elsewhere or left the school with destination unknown a number of actions need to be confirmed by the principal prior to the student’s name being removed from the attendance register. Actions by the principal include:

20.2.1. Contacting the parent/carer to seek an explanation. 20.2.2. Contacting the emergency contact recorded for the child. 20.2.3. Consultation with CEDP Attendance Coordinator. 20.2.4. If there are concerns for their safety, welfare or wellbeing of the child reporting

the matter to the local police and requesting a welfare check. 20.3. If the school is unable to determine the location of the student following its investigation

the school should notify the Department of Education through the Enrolment Destination Unknown form via [email protected]

20.4. If a student is of compulsory school age and is no longer enrolled in a Catholic systemic school and there is reason to believe that the student is not attending any school, actions by the principal include:

20.4.1. A report submitted to the Department of Education via [email protected]

20.4.2. A Risk of Significant Harm (ROSH) report made to Family and Community Services Child Protection Helpline

20.5. If a student’s name has been removed from the attendance register because ‘their destination was unknown’, absences from the last day of attendance at school are not included as absences for statistical purposes and the roll should be amended to reflect this.


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21. Retention of attendance register 21.1. A register of enrolments is to be retained permanently 21.2. The attendance register (roll) to be retained for seven years after the last entry was

made. 21.3. Explanations for student absences from parents/carer including written, SMS, electronic

and verbal are to be retained for seven years from date of receipt. 21.4. At the end of each school year the principal must ensure that the hard copy paper rolls

used to register attendance and the hard copy special circumstance registers are preserved as a complete record of student’s absences for that year. These must be retained for seven years.

21.5. In a case where a student has an accident necessitating an accident report, all attendance records should be retained until the year the student reaches the age of 25 years.

21.6. The student’s attendance record detailing the number of absences each year must be retained on the student’s file for seven years after the student has left. In the case of a student who has had an accident necessitating an accident report, the record card should be retained until the student reaches the age of 25 years.

21.7. Enterprise services are responsible for electronic storage and retrieval of attendance records in Faces SIS. A school is able to produce past records of attendance using the enterprise system.

21.8. Records for Certificates of Exemption from attendance and enrolment must comply with requirements of Exemption Procedures.

22. Applications for leave – short periods of leave 22.1. Recording absences of 1-4 days as leave: principals may record absences as leave for

students of compulsory school age on receipt of an explanation of the absence from the parent/carer. This may be due to:

22.1.1. Misadventure or unforeseen event. 22.1.2. Participation in special events not related to the school. 22.1.3. Domestic necessity such as serious illness of an immediate family member. 22.1.4. Attendance at funerals. 22.1.5. Travel in Australia and overseas. 22.1.6. Recognised religious festivals or ceremonial occasions.

22.2. For students attending lessons/training outside school during school hours: 22.2.1. Where attendance at a private lesson during school hours is of exceptional

importance such as sitting examinations, principals may use their discretion in justifying the absence using the code ‘L’. This provision must not be used on a regular basis.

22.2.2. If parents/carer withdraw their children from school for private lessons or training, an unjustified absence should be recorded as ‘A’.

22.3. Parents/carer must notify the principal providing an explanation for student absence. 22.4. Where the permission sought is for less than 5 days and the principal accepts the reason

provided for the absence, the code ‘L’ is used.

23. Applications for extended leave 23.1. Parents or carers may approach the school to seek permission for extended leave for

their child to travel during school term. Extended leave is considered to be 5 or more days during the school term for the purpose of a family holiday, family business, bereavement or other reasons.

23.2. Parents/carer must complete and submit the Application for Extended Leave (form A1) prior to commencing leave OR apply for extended leave in writing to the principal directly.


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23.3. The principal should consult with parents about the intention of the travel and in the case of family holidays, encourage parents/carer to take holidays with their child during school holiday periods. Principals should ensure that parents/carers understand any implications on student academic progress and any implications on their child’s academic year/class placement on their return from the extended leave.

23.4. The principal should request travel documentation, such as travel itinerary or e-ticket, and ensure this is attached to the application. Principals should ensure that parents/carer are assisted with the completion of the application and provide a translation service if required.

23.5. The principal should not accept a reason for travel during school term if it is not in the best interests of the students’ educational, social and participation reasons or if the student has been the subject of contact with a Family and Community Services report and for whom unresolved issues concerning a risk of harm remain.

23.6. Where the travel period exceeds 50 school days, the principal should inform the Wellbeing Manager and the Director Performance. When travels period exceeds one school term access to Distance Education or enrolment in another school must be considered.

23.7. It should not be an expectation of parents/carers that the school provide work for the student during the time of the extended leave.

23.8. The principal informs parents/carer if application is approved and issues a Certificate of Extended Leave (C1). Special conditions may be associated with the certificate. Examples of conditions for lengthy leave may include (but not limited to): completion of set tasks, loss of marks due to missed assessments, alternative assessments, assessment of the student to ascertain which grade to return. These should be discussed with the parent/carer prior to issuing the certificate.

23.9. If the principal accepts the reason provided for the absence, the code Leave (‘L’) is used. This code must be registered daily.

23.10. A copy of the certificate (C1) is attached to the application form (A1) and placed into student file.

23.11. The principal can decline the application and issue a letter Declining an Application for a Certificate of Extended Leave -Travel (Letter D1)

23.12. If the principal declines the leave the code ‘A’ is used. This code must be registered daily.

23.13. A copy of the certificate (Letter D1) is attached to the application form (A1) and placed into student file.

23.14. lf the student does not return on the date specified, the principal must ensure the parents/carer are contacted to establish the whereabouts of the student. If contact is not established then the principal should contact the Attendance Coordinator and submit an Enrolment Destination Unknown form to [email protected]. Record the absence as ‘unjustified’ (Attendance Register Code ‘A’) from the due date of return.

24. Attendance/enrolment of students leaving school under the age of 17 to attend TAFE or full time employment and/or training 24.1. A child between the age of 6 and 17 may leave school only after they have completed

Year 10 of secondary education. 24.2. Completion of Year 10 of Secondary education is defined as:

24.2.1. Completion of Year 10 through secondary school or home schooling; 24.2.2. Completion of a course of education provided by the TAFE NSW Commission

and approved by the Minister for Education and Training as the equivalent of Year 10 of secondary education in NSW;


PROCEDURES


24.2.3. outside of NSW, completion of the equivalent of Year 10 of secondary education in this State

24.3. Completion of Year 10 outside these circumstances is defined as a ‘Special Circumstance’ for the purpose of these procedures. Approval of Completion of Education under Special Circumstances may be granted by the principal subject to the Student Exemption procedures.

24.4. If a student has completed Year 10 and is still under 17 years of age, they MUST continue to attend school or be engaged in one of the following:

24.4.1. Full time study (VET accredited) or higher education course e.g. TAFE 24.4.2. Full time employment (not less than 25 hours per week). 24.4.3. A combination of study, training and paid employment, such as Apprenticeship or

Traineeship on a full time basis.

25. Approval to complete Year 10 through a TAFE Certificate II as a Year 10 Equivalent 25.1. Eligible students must have completed Year 9 and be at least 15 years of age, the

minimum age for enrolment at TAFE. 25.2. The acceptable equivalents to Year 10 are AQF II vocational certificates delivered by

TAFE not by other registered training organisations (RTOs). 25.3. Qualifications being offered as equivalent to Year 10 vary according to TAFE institutes

capacity and facilities. Young people who apply to transfer need written approval from the relevant school and TAFE staff that an appropriately supported AQF vocational certificate II is available and that this is the best option for the student.

25.4. Informed agreement between the school, the student and the parent is required. 25.5. The student is legally required to attend school until all arrangements have been finalised

for the transfer to TAFE. 25.6. The process for approval is:

25.6.1. Parent/student completes Application to undertake Year 10 at TAFE (Form A4) Part A along with Section A of TAFE issued form – Approval to undertake the equivalent of Year 10 or secondary education at TAFE NSW.

25.6.2. If the principal considers that, in all the circumstances, it is in the student’s best interests to complete Year 10 through a TAFE Certificate II the principal completes Section B of TAFE issued form. Parent/student submits form to TAFE college.

25.6.3. The school provides counselling and advice to the student and parent/caregiver as required. The school contacts the CEDP VET team for advice and consultation as required. For integration-funded students with a disability, schools will liaise with the CEDP Post School Options Coordinator.

25.6.4. The parent provides a completed copy of TAFE issues form and Form A4 to school as confirmation of enrolment at TAFE.

25.6.5. The school keeps a record of application on FACES and uploads a copy of forms. A hard copy of all completed forms is kept in the student file.

26. Application and notice of intention to undertake full time employment and/or training 26.1. A student who completes Year 10 of secondary education and is still under the age of 17

years may be engaged in full-time paid employment, full-time study (VET accredited) or a combination of study, training and paid employment.

26.2. Full-time is regarded as an average of not less than 25 hours per week. 26.3. If full time employment ceases, or falls below an average of 25 hours per week, he/she

does not return to school/TAFE as long as the interruption does not exceed 3 months in any 12 month period.


PROCEDURES


26.4. If the principal becomes aware that the student is still under the age of 17 and is no longer in full-time paid work or in a full-time combination of work and study for a period longer than 3 months in a 12 month period, the principal is obliged to to inform CEDP for referral of the matter to Department of Education.

26.5. The process for making the application is: 26.5.1. Parents complete a written application Application to undertake full-time

employment and/or training (Form A5) and submit to the principal. 26.5.2. The parent and employer agree to informing the school within 7 days, if the

employment/traineeship or TAFE study ceases before the student's 17th birthday. 26.5.3. If approved, the school has the responsibility of removing the student from the

attendance and enrolment register to reflect the change of status immediately. 26.5.4. The school keeps a copy of all completed forms in the student file. 26.5.5. The student’s destination is entered into the enrolment register and student

removed from attendance register.

27. Exemption from attendance/enrolment at school 27.1. A child may be exempt from being enrolled at and attending school if the NSW Minister of

Education or delegate is satisfied that the conditions exist which make it necessary or desirable that a Certificate of Exemption should be granted.

27.2. The CEDP Exemption Procedures mandate the process to be followed when granting exemption from attendance or enrolment at school.

28. Attendance Intervention 28.1. Early identification of students with absenteeism

28.1.1. The most effective means of maintaining regular school attendance includes sound attendance monitoring practices and early identification of attendance concerns.

28.1.2. Student absenteeism is defined as ten per cent or more absence for any reason, whether it is explained or unexplained. CEDP uses four broad categories of regular, emerging, chronic and complex student absence to define and report on absenteeism. Schools need to monitor student attendance regularly in FACES SIS to allow early identification.

28.2. Engaging students and parents 28.2.1. Strong family school connections are essential to address absenteeism. Frequent

consultations between the school and parents/carer are recommended regarding any student attendance concerns. principals should seek advice about culturally appropriate responses and provide translated materials where necessary.

28.3. Student absenteeism process 28.3.1. Schools must follow the Student Absenteeism Flowchart when responding to

student absenteeism (Appendix 2 and 3). 28.4. Strategies to manage absenteeism

28.4.1. Resolution of student absenteeism may require more targeted school based strategies.

28.4.2. Chronic and complex levels of absenteeism require mandatory risk of significant harm reporting - educational neglect. Habitual absence is defined as a minimum of 30 days absent within the past 100 school days. The age and context of the student is also given consideration. The Mandatory Reporter Guide (MRG) assists staff to make decisions about the nature and seriousness of child protection concerns and actions that should be taken in response to these. The CEDP Attendance Coordinator can also be consulted.

28.4.3. If a range of school based strategies have been employed and have been unable to resolve the attendance concerns, the principal can request support by referring individual cases to Wellbeing Team - Attendance for additional intervention.


PROCEDURES


28.5. Further action for breaches of attendance requirements 28.5.1. When there are unresolvable breaches of attendance requirements, the

Attendance Coordinator in consultation with the principal, Head Student Services and Executive Director may determine the following action:

28.5.1.1. Legal action. If a decision is made to proceed the Referral Form to Legal Services for consideration of further action should be completed by principal and submitted to CEDP Attendance Coordinator. Applications to the Children’s Court will be conducted by a member of the CEDP Attendance team. All court appearances will be undertaken by a Legal officer or a local solicitor who has been engaged by the Department of Education.

28.5.1.2. Abandoning the enrolment contract between the school and parent/carer / student.

28.6. Further information about the Attendance Intervention Framework is available on Oscar. 29. Attendance reporting requirements

29.1. Schools are required to report enrolment and attendance data separately in respect of the first semester and the third term in line with national attendance data collection standards.

29.2. CEDP exports attendance data from Faces SIS and upload on behalf of schools to meet national attendance data collection requirements. Schools are required to validate this data before the upload.

30. School based attendance procedures

30.1. It is a requirement that all schools have a school based attendance procedure that specify the roles and responsibilities of staff positions in relation to attendance (for example, assistant principal, wellbeing leader etc.). These procedures should be based on the template available via oscar and specify:

30.1.1. If the school has an attendance coordinator or attendance team (or both). 30.1.2. Staff responsible for overseeing the implementation of these procedures

including:

30.1.2.1. Ensuring that attendance issues are followed up in accordance with these procedures

30.1.2.2. Ensuring the implementation of attendance intervention strategies 30.1.3. School based procedures should refer to position title rather than staff name, for

example, assistant principal, wellbeing leader etc. 30.1.4. The process for recording staff who have additional responsibilities for

maintaining the school attendance register and student attendance records and who supervises those staff.

31. Relevant documents 31.1.1. NSW School Attendance Register Codes for 2015 31.1.2. NSW Catholic Systemic Schools Student Attendance Procedures 31.1.3. National Standards for Student Attendance Data Reporting (ACARA) 31.1.4. CEDP Student Exemption Procedures 31.1.5. CEDP Completion of Education under Special Circumstances Guidelines 31.1.6. CEDP Child Protection Procedures 31.1.7. CEDP Suspension, Transfer, Expulsion and Exclusion Procedures

32. Relevant Legislation


PROCEDURES


32.1. NSW Education Act 1990

33. Appendices 33.1. School attendance register codes 33.2. Student absenteeism flowchart (primary) 33.3. Student absenteeism flowchart (secondary) 33.4. Summary of attendance, leave and exemption documents

Appendix 1!

School attendance register codes - CEDP Schools

Code Meaning Absence included

a The student was absent on that day Yes

A The student’s absence is unexplained or unjustified. This symbol must be used if no explanation has been provided by parents within seven days of the occurrence of an absence or the explanation is not accepted by the principal It is at the Principal’s discretion to accept or not accept the explanation provided. If the Principal does not believe the absence is in the student’s best interests and does not accept the reason, the absence is unjustified.

Yes

P The student was late or was absent for part of a day. The time of arrival or departure must be recorded

Yes

S The student’s absence is due to sickness or as the result of a medical or paramedical appointment. In these cases: - a medical certificate is provided or - the absence was due to sickness and the principal accepts this explanation. Principals may request a medical certificate in addition to explanations if the explanation is doubted, or the student has a history of unsatisfactory attendance.

Yes

L An explanation of the absence is provided which has been accepted by the principal. This may be due to: - misadventure or unforeseen event - participation in special events not related to the school - domestic necessity such as serious illness of an immediate family member - attendance at funerals - travel in Australia and overseas - recognised religious festivals or ceremonial occasions.

Yes

E The student was suspended from school. Note: This symbol is to be used only for the duration of the suspension and must not be applied to students who fail to return to school following the suspension period. In such cases, the student’s absence would be unjustified and recorded accordingly. Students who are on in-school suspension are counted as present.

Yes

M The student was exempted from attending school and a Certificate of Exemption has been issued by a delegated officer. Note: This code is to be used only for the duration of the exemption and must not be applied to students who fail to

No

return to school following the exemption period. The register code ‘M’ is not to be used for travel within Australia or overseas.

F The student is participating in a flexible timetable and not present because they are not required to be at school. This could include participation in: - HSC Pathways Program - Kindergarten Assessments - Trial or HSC examinations - VET courses - Tutorial centres and/ or programs approved by the Principal

No

B The student is absent from the school on official school business. This symbol is recorded where the principal approves the student leaving the school site to undertake, for example: - work experience - school sport (regional and state carnivals) - school excursions - student exchange

No

H The student is required or approved to be attending an alternative educational setting hospital school on a sessional or full-time basis separate to their mainstream school such as:

• Redbank • Arndell • Rivendell • Juvenile justice • CEDP approved behaviour schools

Use ‘F’ for external tutorial centres and programs that are school authorised. The Principal may also use the codes, ‘L’, ‘A’ according to the particular circumstances of the absence. Neither code, ‘H’ or ‘F’, is applicable with regard to distance education; students who are enrolled in distance education cannot also be enrolled in a non-government school; students who access distance education must be removed from the roll.

No

!

Monitor and respond to student absenceClass Teacher or nominated administrator: - informs the Principal or nominated leader of emerging absenteeism- follows up unaccounted absences by the end of the school day or as soon as possiblePrincipal and or nominated leader:- generate Student Attendance Summary Reports fortnightly- analyse absences and decide whether it is an issue of emerging absenteeism

Process 2: Emerging absenteeism (<85%) - Attendance Planning Meeting - Principal or nominated leader consults with System Counsellor - Principal or nominated leader organises Attendance Planning Meeting (APM) - Principal or nominated leader conducts APM with parent to develop a Student Attendance Plan- System Counsellor provides case work as required- Nominated leader schedules an APM review within 5 school weeks to review progress- Principal or nominated leader monitor student's progress

Student Absenteeism Process - Primary

Process 4: Complex absenteeism (<70%) - CEDP Attendance Conference- Principal in consultation with Attendance Coordinator determine to proceed with an Attendance Conference- Attendance Coordinator organises a CEDP Attendance Conference - Principal sends Letter 4 to parent / carers- Attendance Coordinator sends Letter 5 to parent / carers- Principal or nominated leader attends CEDP Attendance Conference- Principal or nominated leader monitor compulsory schooling undertakings- Principal or System Counsellor makes ROSH report every 10 school weeks (minimum) until resolved

Process 5: Parents have not attended Attendance Conference or have not complied with undertakings - Attendance Coordinator in consultation with Principal and Head Student Services determine:Option A - referral to DEC legal services for consideration of legal action. CEDP sends Letter 6 Option B - continued attendance case managementOption C - exclusion process / abandoning the enrolment contract between the school and parent / student Head student services recommends and Executive Director approves

Revised December 2016

Process 3: Complex absenteeism (<70%) - Wellbeing Team Attendance Support- Principal or nominated leader completes an Wellbeing Team - Attendance Support Referral form- Principal sends Letter 3 to parent / carers advising of Attendance Support referral- CEDP Wellbeing Team - Attendance Support investigates case, supports school to initiate an attendance planning meeting, develop a student attendance plan and review attendance plan within 20 days

Parent does not attend APM within 2 school weeks and regular attendance not restored- send Letter 2 Request to attend APM - school continues to contact the parents by phone to set an APM date- send Letter 2a by registered post

Regular attendance not restored

Process 1: Emerging absenteeism (< 90%) identified* - Parent informed of attendance concern- send Letter 1 and / or contact parents by phone* absenteeism is identified by attendance rate and where patterns of attendance cause concern

Monitor and respond to student absenceHome Room Teacher or nominated administrator: - informs the Year Coordinator or nominated leader of emerging absenteeism- follows up unaccounted absences by the end of the school day or as soon as possibleYear Coordinator and or nominated leader:- generate Student Attendance Summary Reports fortnightly- analyse absences and decide whether it is an issue of emerging absenteeism

Process 1: Emerging absenteeism (< 90%) identified* - Parent informed of attendance concern- send Letter 1 and / or contact parents by phone* absenteeism is identified by attendance rate and where patterns of absence cause concern

Process 2: Chronic absenteeism (<80%) - Attendance Planning Meeting - Nominated leader consults with System Counsellor- Nominated leader organises Attendance Planning Meeting (APM) - Nominated leader conducts APM with parent and student to develop a Student Attendance Plan- System Counsellor provides case work as required- Nominated leader schedules an APM review in 5 school weeks to review progress- Nominated leader monitor's student's progress

Student Absenteeism Process - Secondary

Process 4: Continuing complex absenteeism (<70%) - CEDP Attendance Conference- Principal in consultation with Attendance Coordinator determine to proceed with an Attendance Conference- Attendance Coordinator organises a CEDP Attendance Conference - Principal sends Letter 4 to parent / carers- Attendance Coordinator sends Letter 5 to parent / carers- Principal or nominated leader attends CEDP Attendance Conference- Principal or nominated leader monitor compulsory schooling undertakings- Principal or System Counsellor makes ROSH report every 10 school weeks (minimum) until resolved

Process 3: Complex absenteeism (<70%) - Wellbeing Team - Attendance Support- Principal or nominated leader completes a WellbeingTeam - Attendance Support Referral form- Principal sends Letter 3 to parent / carers advising of Attendance Support referral- CEDP Wellbeing Team - Attendance Support investigates case, supports school to initiate an attendance planning meeting, develop a student attendance plan and review attendance plan within 20 days

Process 5: Parents / student have not attended a CEDP Attendance Conference or have not complied with undertakings and student has not met BOSTES course completion criteria

Attendance Coordinator in consultation with Head Student Services, Executive Director and Principal determine: Option A - referral to DEC legal services for consideration of legal action. CEDP sends Letter 6 Option B - continued monitoring and case managementOption C - exclusion process / abandoning the enrolment contract between the school and parent / student Head student services recommends and Executive Director approves

Parent does not attend APM within 2 school weeks and regular attendance not restored- send Letter 2 Request to attend APM - school continues to contact the parents by phone to set an APM date- send Letter 2a by registered post

Revised December 2016

Regular attendance not restored

Summary of Attendance Documents All documents are available on the School Attendance oscar page.

Form code

Document Type Document Name

Extended Leave A1 Application Application for Extended Leave - Travel

C1 Certificate Certificate for Extended Leave - Travel

D1 Letter Declining an Application for Extended Leave

Application to undertake equivalent Year 10 at TAFE

A4 Application Application to undertake the equivalent of Year 10 at TAFE NSW

Application to undertake full-time employment and/or training

A5 Application Application to undertake full-time employment and/or training

Attendance Letters L1 Template Attendance Letter 1 - Attendance concern

L2 Template Attendance Letter 2 - Attendance planning meeting request

L2a Template Attendance Letter 2a - Attendance planning meeting request 2

L3 Template Attendance Letter 3 - School advises referral attendance support

L4 Template Attendance Letter 4 - School advises referral attendance conference

L5 Template Attendance Letter 5 - CEDP advises attendance conference

L6 Template Attendance Letter 6 - CEDP advises referral DoE for Legal Action

Template Letter to General Practitioner

Attendance Intervention

Template School Based Student Attendance Procedure

Flowchart Student Absenteeism process - Primary

Flowchart Student Absenteeism process - Secondary

Template Attendance Planning Meeting

Form Enrolment destination unknown

Appendix 4

Form Authority to Release Medical / Mental Health Information

Form (google) Wellbeing Team referral form

Form (google) CEDP Attendance Conference referral form

Information Sheets School Attendance register codes

Attendance conference - Information for parents

Compulsory school attendance - Information for parents

Every Learner Every Day - Parent Infographic

Summary of Exemption Documents

Form code

Document Type Document Name

Exemption from attendance - full day

A2 Application Application for exemption from attendance at school

C2 Certificate Certificate for exemption from attendance at school

D2 Letter Declining application for exemption from attendance

I1 Information sheet Information Sheet: Accredited Elite Sports Program/Elite Arts Program

I2 Information sheet Information Sheet: Employment in the Entertainment Industry

Exemption from attendance - part/day time

A3 Application Application for part day/time exemption from attendance at school

C2 Certificate Certificate for exemption from attendance at school

Exemption from enrolment at school (age, health, learning, social needs or disability)

E1 Application Application for exemption from enrolment at school - age, health, learning, social needs or disability

C3 Certificate Certificate for exemption from enrolment at school

D3 Letter Declining an application for exemption of enrolment

Exemption from enrolment at school (for completion of Year 10 by full time traineeship or apprenticeship)

E2 Application Application for exemption from enrolment at School - Apprenticeship/ Traineeship

C3 Certificate Certificate of Exemption from Enrolment at School

D3 Letter Declining an application for exemption of enrolment

Application to undertake equivalent Year 10 at TAFE

A4 Application Application to undertake the equivalent of Year 10 at TAFE NSW

Application to undertake full-time employment and/or training

A5 Application Application to undertake full-time employment and/or training