Attendance

Parents are encouraged to check out the resources below that come from AttendanceWorks.org . They provide research and facts regarding the impact of poor attendance, tips for creating good attendance habits, and more.

• Preschool Attendance (pdf)
• Kindergarten & 1st Grade - Get Ready for School (pdf)
• Elementary Attendance (pdf) (pdf)
• Middle/High School Attendance (pdf)
• Health Guidance for Going to School (pdf)

The above documents are also available in Spanish here.

It's important to contact the Attendance Hotline as soon as you know the child will be absent (within the 1st hour of school or sooner).  

The Board considers the following factors to be reasonable excuses* for time missed at school:

• personal illness (a written physician’s statement verifying the illness may be required)
• appointment with a health care provider
• illness in the family (the absence under this condition shall not apply to children under fourteen (14) years of age)
• quarantine of the home
• death in the family
• necessary work at home due to absence or incapacity of parent(s)/guardian(s)
• observation or celebration of a religious holiday consistent with his/her creed or belief
• out-of-state travel (up to a maximum twenty-four (24) hours per school year that the student’s school is open for instruction) to participate in a District-approved enrichment or extracurricular activity.
  • Any classroom assignment missed due to the absence shall be completed by the student.
  • If the student will be absent for twenty-four (24) or more consecutive hours that the student’s school is open for instruction, a classroom teacher shall accompany the student during the travel period to provide the student with instructional assistance.
• such good cause as may be acceptable to the Superintendent
• medically necessary leave for a pregnant student in accordance with Policy 5751
• service as a precinct officer at a primary, special or general election in accordance with the program set forth in Policy 5725.
• college visitation - The District requires verification of the date and time of the visitation by the college, university, or technical college.
• absences due to a student's placement in foster care or change in foster care placement or any court proceedings related to their foster care status
• absences due to a student being homeless

If a child is absent and the parent has not contacted the hotline (or other contact) within 120 minutes of the school start time to indicate the absence, then school personnel will attempt to contact a parent, guardian, or other person having care of the student.

*After 10 absences (excused or unexcused) without a doctor's note, any future absence will be deemed unexcused unless a doctor's note is provided within 2 days (48 hours) of their return to school.

FAQs

Q: Should I send my child to school if they are sick so that their hours won't add up?
A:  No. Your student’s health and recovery is important. The policy allows for a realistic/normal amount of time that parents are allowed to call in for a legitimate absence from school for their student. If your student is showing a pattern of sickness where they have an increase in absences, contact your student’s building main office or teacher. View the Health Guidance for Going to School from Attendance Works for great tips.

Q:  What if my student has to go to the doctor/dentist during the day? Are they still counted as absent?
A:  Yes. They will be considered excused (must be called in/reported) until hours missed accumulate to 38 hours.  Doctor notes must be turned in within 2 school days (48 hours) from the appointment for the absence to be considered a Medically Excused Absence. Students should come to school before/after appointments, unless directed by a doctor to stay out of school for additional time.  

Q:  What if my student has an chronic illness, disease, or injury that causes them to miss a lot of school?  Will they be sent to court if they miss too many hours?
A:  You should contact your student’s counselor or school administrator to see if a plan can be developed to address these extenuating circumstances. Be sure to communicate with school on absences. Please ask the medical professional for documentation for missed days (must have specific dates listed)

Q:  What if my student doesn’t want to go to school because they are struggling emotionally or socially?
A: Every student counts and has the right to a quality education.  Avoiding school does not resolve emotional and social issues. Contact your student’s counselor, teacher, or school administrator and a plan can be developed to address these extenuating circumstances.

Medically Excused Absence (ME)

• An absence is considered Medically Excused when a doctor's note/medical documentation must be received within 2 school days (48 hours) of the child's return to school.
• Medical documentation may be faxed straight from the doctor’s/medical office to FAX 937-382-1645
• If medical documentation  is received after the date of the absences but within 48 hours, parents can check student attendance in ProgressBook to verify that medical documentation was received and the attendance type has been updated.  

Excused Absence (EXA)

• Absences can be excused for reasons in the handbooks at wilmingtoncityschools.com/handbooks.
• Parents can "call-in" for any of the first 10 absences (excused or unexcused) without a doctor's note.
• After 10 absences (excused or unexcused), all further absences will require a doctor's note/medical documentation within 2 school days to be excused.

Unexcused Absence (UXA)

• If the reason for the absence is not listed in the handbook, a doctor's note has not been received within 48 hrs, or there have already been 10 absences, the absence will be marked unexcused.
• Unexcused absences can result in juvenile court intervention and truancy charges.
• Students who are absent from school and have not had that absence communicated to the school, will receive an automated phone call to their primary contact.  
  • WCS is required by the state of Ohio to report unexcused absences within the first 120 minutes of the start of the school day.  
  • These calls are made to ensure the safety of students, as well as serve as a reminder in case reporting an absence was forgotten.  
• If an absence is reported after the date of the absences but within 48 hours, parents can check student attendance in ProgressBook to verify that notification was received and the attendance type has been updated.  

Non-Absence (NA)

• Several reasons may be noted as a "Non-Absence".  These reasons will be indicated on the student’s attendance record with any additional information listed in the comments.  
  • WCS superintendent approved, school organized field trip
  • Building administrator approved college visit or job shadowing
  • ISI - Students receive In-School Intervention as a disciplinary consequence
  • Court-Placed - Students are court placed in juvenile detention/alternative placement
  • These absences do not count against a student's attendance record.

It's important for students to arrive on time for school and class each day. When students are late they miss valuable instruction time and cause a distraction to the rest of the class. 

Excused Tardy (EXT)

• Tardies can be excused for reasons in the handbooks at wilmingtoncityschools.com/handbooks.
• Parents can "call-in" if their student is going to be late to school for an excused reason without a doctor's note.
• This time does accumulate towards absences and does count against a student’s attendance record.

Unexcused Tardy (UXT)

• If the reason for a tardy is not listed in the handbook, a doctor's note has not been received within 48 hrs, or there have already been 10 absences, the tardy will be marked unexcused.
• This time does accumulate towards absences and does count against a student’s attendance record.
• High School and Middle School students who are tardy from school and have not had that tardy communicated to the school, will receive an automated phone call to their primary contact.  
  • These calls are made to ensure the safety of students and to serve as a reminder in case reporting an tardy/absence was forgotten.  

FAQs:

Q: If my child's bus is late, will they be marked tardy?
A: No. Students arriving on a late bus are not marked tardy.

Q: What if my work schedule makes it hard to get my child to school on time?
A: Every parent or guardian has a legal responsibility to make sure their student attends school on time and every day. Transportation is provided for our resident students outside of the walk-zone.

Q: Do tardy minutes count toward absence hours?
A: Yes. Minutes are accumulated and counted toward total absence hours. High school and middle school parents/guardians will be contacted via phone when their student is tardy to their first period class.

When absences (excused or unexcused) reach a threshold defined by Ohio law, District are required to follow certain procedures.

• Excused and Unexcused Absences are counted - 38 hours in a month or 68 in a year.
• Does not include Medically Excused Absences (those with a doctor's note received within 2 school days (48 hours) of return to school.
• Ohio law requires schools to send Excessive Absence Alert letters when a student reaches certain excessive absence levels.
• Excessive absences do NOT mean the student is truant. The letter is simply to keep parents informed of the growing number of absences and the possible impact to their child's education.
• Our teachers and staff want to help your student be successful. If you are struggling with getting your child to school on a regular basis, we want to help.  Please contact your student’s school to discuss supports for improving your student’s attendance.  

FAQs

Q:  Will I be notified if my student misses too many hours/days? 
A:  Yes. Notification letters are mailed home when your student is absent from school for 38 hours in a month or 65 hours in a year, unexcused or excused (does not include Medically excused absences). You will also be notified when unexcused absence reaches the level of habitual truancy.

Q:  Why am I getting a letter about Excessive Absences when all my student’s absences are excused?
A:  Districts are required by Ohio law to notify parents by letter when absences reach 38 hours in a school month or 65 hours for the school year - excused or unexcused.  An excessive absence letter does not mean anyone is in trouble, it is just an alert that they are missing a lot of school and it could have a negative impact on their education. Please be aware, however, that if unexcused absences continue to add up, the student may be considered truant and there may be court involvement as required by Ohio law.

Q: I received an Excessive Absence Notification. Does that mean my child is truant and has to go to court?
A: An excessive absence letter does not mean anyone is in trouble, it is just an alert that they are missing a lot of school and it could have a negative impact on their education. Please be aware, however, that if unexcused absences add up to truancy levels, the student may be considered truant and there may be court involvement as required by Ohio law.

When your child has unexcused absences that add up to Truancy as defined in House Bill 410, district's are required by this law to follow certain procedures.

• Only Unexcused Absences are counted toward truancy - 30 consecutive hours, 42 hrs in a month, or 72 hrs in a school year.
• Ohio law requires schools to create and implement an Absence Intervention Plan (AIP) with the family and request court mediation.
• If there is no improvement after 60 days, or if the student exceeds another HT limit during the AIP, then the District files truancy charges.

What is an AIP (Absence Intervention Plan)?

• An AIP is created with the family and implemented for 60 days once a student becomes truant.
• If there is not improvement under the plan, formal truancy charges may be filed.
• If there is improvement to the student’s attendance, the AIP is put on hold and if at any time there is a decline in attendance, the AIP will be reinstated.  

Promoting strong attendance is a priority for the Wilmington City School District. We encourage families to plan trips to avoid students missing school. It is the responsibility of the parents/guardians to be familiar with our board policy, student handbook, and administrative guidelines regarding student attendance prior to making a decision to pull a student from school.

Students who are taken out of school for trips or vacations must provide the school prior written notice using our Vacation Notification Request forms available on our Forms and Documents page.

• The completed form must be received at the school office at least three (3) school days prior to the student’s absence.
• The responsibility for such an absence resides with the parents/guardians, and they must recognize that reteaching and learning the material will be a challenge for the teachers and the student.
• If the school is notified in advance of the trip, every reasonable effort will be made to provide assignments for the student to complete while they are absent.

The purpose of the Vacation Notification form is to document that the student has provided the school with prior notice of the absence and that the parent/guardian understands the policy on school attendance and is aware their child is in solid standing with school attendance.

1. The student should have strong attendance prior to the notification.
2. The student will make up all work that the teacher assigns.

We encourage you to contact the building Principal or the child's teacher as early in the school year as possible.