SUBJECT: Child Attendance Policy for Head Start, General Childcare, and State Preschool Programs

PERFORMANCE OBJECTIVE: The Policy Council has established policies regarding children's attendance and absences in both center-based and home-based programs.

CENTER ATTENDANCE POLICY – In order for parents and children to gain the greatest benefit from program participation, it is necessary for children to attend school regularly, and for school to be a part of children’s normal routine. Five days of consecutive unexcused absence may result in the child being dropped from the program.

HOME BASE ATTENDANCE POLICY – In order for parents and children to benefit from the Head Start Home Base program, it is necessary that parents and children are available for home visits.  Three weeks of unexcused absences from home visits may result in the child being dropped from the Head Start program.

OPERATIONAL PROCEDURE:

The attendance of all children is entered in the Computerized data tracking system; present and absent codes record the specific information regarding the status of the child's participation.  Attendance Tracking procedures describe the reporting and analysis processes used to maintain targeted attendance levels.

I. HEAD START

1. The Family Service Manager reviews all documentation of absences from center or home base programs monthly or more often as needed to monitor average daily attendance.
2. The Child Development Supervisor reviews the home visits forms and PPC statistical reports monthly to review number of home visit completed and cancelled.

1.      During the enrollment process, the Family Advocate or Home Visitor explains to the child’s parents or guardians the Attendance Policy for center and home base Head Start. Parents or guardians sign the Attendance Policy to indicate their understanding. The following are excused absences:

• hospitalizations

• serious illness or injury

• communicable disease

• other health ailments that temporarily prevent attendance

• death in the family

• temporary family situations

• transportation

• weather conditions

• cultural and religious family activities

2.      In the center based programs, the Family Advocate contacts families daily and records reason for absence on the Daily Signature Log and enters into the computer tracking system. The Family Advocate monitors each child's daily attendance by printing out the absentee and follow up report.

3.    If the monthly average daily attendance rate falls below 85%, the Family Service Manager or designee will analyze causes for absenteeism using the attendance analysis procedure. The analysis will include:

• Patterns of absence for each child

• Reasons for absence

• Number of absences on consecutive days

3. Teachers, Associate Teachers, or Family Advocate assist the child’s family with attendance issues.

1. When a child is absent the follow steps will be taken:

a.      The Family Advocate will  contact the child’s family on the first day of absence from the class

b.      The Family Advocate will continue to try to contact the family for three consecutive days.

c.      After three days, if no contact is made, the Family Advocate will conduct a home visit. If the family lives in an unsafe area any staff member may go along on the home visit.

d.      The Family Advocate will document any results in the Progress Notes.

e.      If staff is unable to locate the family and there are five days of unexcused absences the child can be dropped from the program.

f.        Staff contacting the family will emphasize the benefits of regular attendance while remaining sensitive to any special family circumstance that may be influencing attendance patterns.

g.      Assistance may be made through phone calls, home visits, a Parent-Teacher conference, and notification mailed to the home. Staff will document all actions in the Progress Notes in the Family File

2.      Direct service staff will determine the causes of absenteeism.

a.      Family Advocates or Home Visitors will send a Statement of Concern to the Health Services Manager for chronic health issues affecting attendance.

b.      The Health Services Manager will contact the family to determine if the absences are health-related, and make referrals for appropriate medical treatment.

c.      The Health Service Manager may request a Student Study Team conference with the family, the child’s Teacher, Family Advocate or Home Visitor.

d.      If the unexcused absences continue, and every procedure has been followed to correct the attendance issue, the child’s Family Advocate may refer the attendance problem to the Family Services Manager.

e.      If the child’s attendance remains poor, the Family Service Manager may recommend that the child be offered the home base program option or placed on the waiting list.

3.      Any child who has five consecutive days of unexcused absences and cannot be contacted by phone or home visit will be considered dropped from the program. The Family Advocate or Home Visitor will document all actions taken.

a.      Any child who has been dropped from the program is welcome to reapply to the Head Start program.

b.      In all cases, the family of the child may appeal the action, following the complaint procedures outlined in the Parent Handbook.

4. When all steps have been taken to meet with the family and re-establish the child in the same or a different program option, and if the absenteeism persists, the Family Service Manger may fill the child’s slot as an enrollment vacancy.

II. Center Child Care (CCTR)  Preschool Program and CPRE State Preschool Program.

Our goal is to maintain 95% 100% Average Daily Attendance. If the monthly average daily attendance in the classroom (ADA) RATE FALLS BELOW 95%, the Family Service Manager will analyze causes of absenteeism. All actions taken to remedy absenteeism will be documented. Teachers, Associate Teachers and Family Advocate will assist with attendance issues.

1.      Excused Absences are:

• Hospitalization

• Serious illness or injury’

• Communicable disease

• Other health aliments that temporarily prevent attendance For example: dental, medical, or counseling appointments.

• Death in the family

• Family emergency/situation: for example: sibling is sick or injured and requires the family to go to the medical provider or hospital, the family car is in an accident, no gas money, broken car, social services appointments, the home is flooded or family situation at home that prevents the child from participating in class that day or other similar or related reason that prevents the child from participating. Military reserve related absences.

• Court ordered visitation – (If excused absence is based on time spent with parents or relatives as required by law a copy of the Court Order must be on file in the child’s file.)

• Best interest of the child (limited to 10 days per contract year). For example: family vacations parent or guardian is out of town seeking employment, culture or religious activities the family attends and similar or related reason that are clearly in the best interest of the child.

• Emergency Closure: If a center has to close due to snow, flood, power outage or any other act of nature the attendance sheet will state emergency closure and will not be counted as a day of operation.

2.      Unexcused – five days of unexcused absence (or repeated unexcused absences) will result in your child being referred for follow up to the Family Services Manager or the child may be dropped from the program. The Family Services Manager may recommend a Student Study Team conference or attendance improvement plan. If all attempts to improve attendance fail the child’s slot will be considered vacant. Unexcused absences will be documented in child’s attendance record.

3.      Families will be issued a 14 Notice of Action for termination of services due to unexcused absences.

4.      If a child is terminated from the program the family can appeal to Amador-Tuolumne Community Action Agency ECS (General Child Care).

 III. Child Care Program (CCTR)

Daily class attendance not only impacts the child’s ability to benefit from his/her preschool program, it also affects the amount of money received from funding subsidies. Appropriate state General Child Care attendance policies are followed at each site. Attendance for the purpose of reimbursement includes children present and children with an excused absence.

For further information, see the Service Area Plan.

Edited 04/24/2009 03:35:45 PM