Attendance Coding

Dear Parents,

We are currently reviewing our attendance procedures regarding the coding of student absence, in alignment with the Department of Education.

From the Department of Education …

Students are expected to attend the school in which they are enrolled, during normal school hours every day of each term.

For absences where there is no exemption in place, the parent/carer must promptly provide an explanation on each occasion to the school. The school will determine if the explanation provided is a reasonable excuse for the purposes of the parent meeting their responsibilities under the Education and Training Reform Act 2006 (Vic).

When collecting our daily attendance, we utilise a variety of codes to ensure we are correctly identifying attendances or absences. Part of this process has us refining the codes we are currently using and the explanations provided for absences. Please see below regarding the new coding we will be using.

Code Used

Department of Education Description

School will use this code when …

200

Medical or Illness

Student is not at school because they:

are unwell due to a physical or mental health concern and this is impeding their ability to be at school and learn
have been injured or become unwell at school and
have been sent home
are in hospital
have a chronic health condition or pain
have menstrual or pelvic pain
are receiving treatment for head lice

When the school can confirm, through contact with the parent, that the student…

Is unwell
has health concerns
requires mental health support
is hospitalised
is receiving treatment

** a medical certificate is not required, but can be requested.

205

Healthcare appointment – offsite

Student is not at school as they are attending:

an appointment with a medical practitioner
a dental appointment
an allied health appointment or assessment (including an NDIS appointment)
counselling
another medical appointment, off-site.

When the school can confirm, through contact with the parent, that the student is attending a medical appointment.

208

School Refusal

Student is not at school as they are experiencing significant emotional distress around attending school and the parent/carer and school are working together to support the student and address the issues and barriers to attendance.

When the school can confirm, through contact with the parent, that the student is

refusing to come to school
is taking part in an activity not related to schooling, instead of attending
take a day off because they want to

211

Bereavement

Student is not at school as they are:

• attending a funeral

• away due to the death of a friend or family member

When the school can confirm, through contact with the parent, that the student is absent due to the death of a friend or family member.

212

Sorry Business

Student is not school as they are gathering with their family due to grief or loss within the Koorie community.

As described by DoE

804

Extended Family Holiday

Student is not at school as they are on an extended family holiday. Their parent/carer has received prior approval from the principal for the absence and a Student Absence Learning Plan has been considered.

When the school can confirm, through contact with the parent, that the student will be taking an extended family holiday (greater than 5 days).

Application must be submitted to principal prior to departure.

Family holidays under 5 days will be marked as either Parent Choice – School approved or Paret Choice-Unapproved, depending on the circumstances.

805

Religious or cultural observance

Student is not attending school due to religious or cultural observance.

As described by DoE

806

Parent Choice – Not Approved

Student is not at school and their parent/carer has:

provided a reason for the absence (for example, shopping, visiting friends), but the school does not consider this a reasonable excuse
provided a reason for the absence, but approval has not been sought in advance or in accordance with school policy or conditions of approval (for example,

requirements for extended family holiday or school refusal or school can’t)

advised the school that their child is unable to attend due to a requirement to work in the family business (for example, farm work, in a restaurant or shop)
advised the school that the student is attending private tutoring or a re-engagement program that is not organised by the school.

When the school can confirm, through contact with the parent, that the student is

visiting a friend
shopping
celebrating their birthday
undertaking activities outside of school that are not related to education
not attending due to parents have appointments

805

Parent Choice – School Approved

Student is not at school and:

their parent/carer has provided an absence reason that does not align with any other code. Parent/carer has sought and received approval from the principal.
the school has been advised that this is due to a public transport-related strike, and the student is unable to find alternative transport for that day

When the school has preapproved a student’s absence based on the reason for absence

reason above what are listed in other codes
Preapproved family holiday, less than 5 days
Reason that align with the values and processes of the school

An example of when a school may not approve or approve is -

APPROVE Where families are actively working with the school—for example, in cases involving high numbers of absences - creating a plan with the family for when a child is absent and having an understanding of how to support the young person at school or getting a letter from a health professional to support the absences would be sufficient

However, NON Approved for ongoing absences , if the school does not have sufficient information to effectively collaborate with the family and provide appropriate support, they are not obliged to approve continued absences, instead will code parent choice not approved.

600

Educational activity – off site

Student is not at school as they are attending an off-site educational activity organised by the school, including:

an extension university class
school organised performing arts (for example, music class, drama)
cultural education (including Koorie cultural activities. Refer to Coding Koorie cultural absences)
an external exam
driver education
an exchange program
a transition or orientation day for a new school
re-engagement or behaviour support program organised by the school, off-site.

When the school can confirm, through contact with the parent, that the student is

take part in an organised arts program, external to school
attending transition at another school
taking part in a reengagement program

604

Excursion

Student is attending a curriculum-related activity such as a museum, art gallery or local place of interest off-site.

When taking the roll, upon departure, teachers will mark those students attending as present on excursion.

605

Camp

Student is away for a school organised camp.

When taking the roll, upon departure, teachers will mark those students attending as present on camp.

627

Modified Timetable

Student is not at school as they are not required to attend on this day or at this time as per their modified (reduced hours) timetable arrangement.

This code will be used for

student attending regular scheduled medical appointment (same time each week, fortnight)
students taking part in a negotiated modified timetable, agreed upon by the school and parents.

611

Sports

Student is participating in a school-organised sporting activity such as:

school sports day
regional sporting event
training session for sports day
school arranged swimming lesson.

When taking the roll, upon departure, teachers will mark those students attending as present at sports.

620

Swimming and Water Safety Program

Students are participating in on-site or off-site swimming and water safety program as part of their health and physical education.

When taking the roll, upon departure, teachers will mark those students attending as present at Swimming.

300

Truancy – off site

Student is not at school and does not have permission to be absent. Their parent/carer:

may be aware of the absence but does not approve, or
does not know about the absence and believes the student is at school

As per DoE description

111

Late arrival at school – parent approved

Student is late to school. Their parent/carer is aware of this and has contacted the

school to advise of the situation

when a student is dropped to school by parent
When parent pre-notifies the school of the late arrival

112

Early departure from school – parent approved

Student departed school early to attend an appointment with their parent/carer.

When a parent or approved adult signs student out at the office

113

Late arrival at school – parent unapproved

Student is late to school and their parent/carer is not aware and/or has not approved this.

When no approved explanation for lateness has been approved by parent

114 Early departure from school – parent unapproved

Student leaves school early without parent/carer approval.

When student leaves the school without permission or without parent signing them out.

A more comprehensive list of Parent Choice School approved and Parent Choice Not Approved will be compiled over the next 3 months and provided to families towards the end of Term 3.

This is going to be a change for our staff, so please allow us some time to ensure we get this all correct and aligned with Department of Education requirements.