Procedure 3122 - Excused and Unexcused Absences

Students are expected to attend all assigned classes each day. Staff will keep a record of absences and tardies, including a call log and/or a record of excuse statements submitted by parent/guardians or, in certain cases, students, and submit these daily as required by the attendance office. 

Definitions 

Excused Absences 

The following are acceptable excuses for absences and tardiness. Assignments and/or activities not completed because of an excused absence or tardiness may be made up in the manner provided by the teacher. 

1. Physical or mental health symptoms, illness, health condition, medical appointment, family emergency, religious or cultural purposes, court, judicial proceeding, court-ordered activity, jury service, post-secondary technical school or apprenticeship program visitation, or scholarship interview verified by parent or guardian by telephone, e-mail or in writing. In case of extended illness, the building administration may require a statement from a doctor. 
2. Family emergency including, but not limited to, a death or illness in the family. 
3. Religious or cultural purpose including observance of a religious or cultural holiday or participation in religious or cultural instruction. 
4. Post-secondary, technical school or apprenticeship program visitation, or scholarship interview. 
5. State-recognized search and rescue activities consistent with RCW 28A.225.055. 
6. Absence directly related to the student’s homeless or foster care/dependency status. 
7. Absences related to deployment activities of a parent/guardian who is an active-duty member consistent with RCW 28A.705.010; 
8. Absences due to suspensions, expulsions or emergency expulsions imposed pursuant to chapter 392-400 WAC if the student is not receiving educational services and is not enrolled in qualifying “course of study” activities as defined in WAC 392-121-107; Absence resulting from disciplinary actions – or short-term suspension. As required by law, students who are removed from a class or classes as a disciplinary measure or students who have been placed on short-term suspension shall have the right to make up assignments or exams missed during the time they were denied entry to the classroom if the effect of the missed assignments shall be a substantial lowering of the course grade. 
9. Absences due to student safety concerns, including absences related to threats, assaults, or bullying; 
10. Absences due to a student’s migrant status; 
11. Participation in a district or school approved activity or instructional program that causes absence from the classroom. To be excused this absence must be mutually agreed upon by the principal or designee and a parent, guardian, or emancipated youth; authorized by a staff member, and the affected teacher must be notified prior to the absence unless it is clearly impossible to do so. 
12. Absences due to the students’ lack of necessary instructional tools, including internet access or connectivity; and 
13. Emergency situations. The situation could not be pre-arranged and/or prevented by the student. Requires building administration approval to be excused. 
14. Absences due to chronic health condition. Students with a chronic health condition which interrupts regular attendance may qualify for placement in a limited attendance and participation program generally accomplished though the development of a 504-student accommodation plan. The student and his/her parents or guardian may apply to the principal or designee for such consideration. 

In the event of emergency school facility closure due to COVID-19, other communicable disease outbreak, natural disaster, or other event when districts are required to provide synchronous and asynchronous instruction, absences due to the following reasons are excused: 

1. Absences related to the student’s illness, health condition, or medical appointments due to COVID-19 or other communicable disease; 
2. Absences related to caring for a family member who has an illness, health condition, or medical appointment due to COVID-19, other communicable disease, or other emergency health condition related to school facility closure; 
3. Absences related to the student’s family obligations during regularly scheduled school hours that are temporarily necessary because of school facility closures, until other arrangements can be made; and 
4. Absences due to the student’s parent/guardian work schedule or other obligations during regularly scheduled school hours, until other arrangements can be made. 

The school principal has the authority to determine if an absence meets the above criteria for an excused absence. 

1. Parental notification: When possible, the parent/guardian will notify the school office on the morning of the absence by phone, email, or written note, and provide the excuse for the absence. If no excuse is provided with the notification, or no notification is provided, the parent/guardian will submit an excuse via phone, email, or written note upon the student’s return to school. Adult students (those over eighteen) and emancipated students (those over sixteen who have been emancipated by court action) will notify the school office of their absences with a note of explanation. 
2. Absence for parental-approved activities: This category of absence will be counted as excused for purposes agreed to by the principal or designee and the parent/guardian. An absence may not be approved if it has a serious adverse effect on the student’s educational progress. The student may not be able to achieve the objectives of the unit of instruction because of absence from class. In such a case, a parent/guardian-approved absence would have an adverse effect on the student’s educational progress, including the grade for the course. A student, upon the request of their parent/guardian, may be excused for a portion of a school day to participate in religious instruction provided it is not conducted on school property or otherwise involves the school to any degree. 
3. Absence resulting from disciplinary actions – or short-term suspension: As required by law, students who are removed from a class or classes as a disciplinary measure or students who have been placed on short-term or long-term suspension will have the right to make up assignments or exams missed during the time they were denied entry to the classroom if the effect of the missed assignments will be a substantial lowering of the course grade. 
4. Extended illness or health condition: If a student is confined to home or hospital for an extended period, the school will arrange for the accomplishment of assignments at the place of confinement whenever practical. If the student is unable to do their schoolwork, or if there are major requirements of a particular course which cannot be accomplished outside of class, the student may be required to take an incomplete or withdraw from the class without penalty. 
5. Excused absence for chronic health conditions: Students with a chronic health condition that interrupts regular attendance may qualify for placement in a limited attendance and participation program. The student and their parent/guardian will apply to the principal or designee, and a limited program will be written following the advice and recommendations of the student’s medical advisor. The recommended limited program will be approved by the principal or designee. Staff will be informed of the students’ needs, though the confidentiality of medical information will be respected at the parent/guardian’s request. 

If the absence is excused, the student is responsible for making up work missed under reasonable conditions and time limits established by the appropriate teacher; where reasonable, if a student misses a participation-type class, they can request an alternative assignment that aligns with the learning goals of the activity missed. or doing other work that may be accepted in lieu of work missed. 

Verification of Excused Absence 

An excused absence will be verified by the parent/guardian, adult, emancipated or appropriately aged student, or school authority responsible for the absence, within three days of the absence. If attendance is taken electronically, either for a course conducted online or for students physically within the district, an absence will default to unexcused until an excused absence may be verified by parent/guardian or responsible adult. 

Required conference for elementary school students 

In the event that an elementary aged child is required to attend school under RCW 28A.225.010 or 28A.225.015(1) and has five or more excused absences in a single month during the current school year, or ten or more excused absences in the current school year, the school district shall schedule a conference or conferences with the parent and child at a time reasonably convenient for all persons included for the purpose of identifying the barriers to the child’s regular attendance, and the supports and resources that may be made available to the family so that the child is able to regularly attend school. 

The conference must include at least one school district employee such as a nurse, counselor, social worker, teacher, or community human services provider, except in those instances regarding the attendance of a child who has an individualized education program or a plan developed under section 504 of the rehabilitation act of 1973, in which case the reconvening of the team that created the program or plan is required. This conference is not required if the school has received prior notice or a doctor’s note has been provided and an academic plan put in place so that the child does not fall behind. 

Tiered response system for student absences 

WAC 392-401A-045 requires: 

School districts implement minimum requirements of a multitiered system of support for attendance to address barriers to student attendance, provide timely interventions and best practices to reduce chronic absenteeism and truancy. Multitiered systems of support include: 

Adoption: