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 and Kindergarten - Get Ready for School (pdf)
• Preschool and Kindergarten Attendance (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.

Legitimate Reasons for Absence:
In the event that a student cannot be in attendance, the following factors will be considered reasonable excuses (documentation may be required):

• Medical Reasons
  • personal illness (for chronic or long-term illnesses, please contact the school administrator to discuss a formal plan for attendance)
  • appointment with a healthcare provider
  • quarantine of the home
  • medically necessary leave for pregnant student (Board Policy 5751)
• Injury, illness, or incapacitation of a family member necessitating the presence of the student
• Death in the family (up to 3 days can be excused)
• Religious Expression (up to three religious expression days per school year; requires written notification within 14 school days of the start of school or student's enrollment. Details available at wilmingtoncityschools.com/attendance.
• Poll work for an election
• College Visit (limit of 3 days per year, documentation required)
• Foster care changes/placement and related appointments
• Court appointments (documentation required)
• Student homelessness
• Vacation/Extended Leave: only if pre-approved by the Principal. Students who have accumulated 60 absence hours or 15 occurrences (tardy, leaving early, partial, or full absence) may have such absences deemed Unexcused. All unexcused hours count toward truancy per Ohio law.
• Additional reasons at the Superintendent's discretion

Documentation
Absences for medical reasons (eg., personal illness, healthcare provider appointment, hospital stay, etc) 
are documented as Medically Excused if a physician's statement is received by the school within two (2) 
school days of the student's return.

If a physician's statement is not provided, parents must follow the documentation guidance below for 
absences due to legitimate reasons.

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. Students should come to school before/after appointments, unless directed by a doctor to stay out of school for additional time. See "Documentation" section above for procedures.

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:  For chronic or long-term illnesses, please contact the school administrator to discuss a formal plan for attendance.

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 is received within two (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.
• Within the first 60 accumulated hours or 15 occurrences (tardy, leave early, partial or full absence) the parent may call in an excused if it is for one of the legitimate reasons listed in the handbook. Aft 60 hours or 15 occurences, whichever comes first, a physician's note will be required for further absences.

Unexcused Absence (UXA)

• If the reason for the absence is not listed in the handbook or the parent has reached the limit for parent call-ins without a physician's note, 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.

Pursuant to Ohio Revised Code 3320.04, which became effective on October 24, 2024, students are given up to three religious expression days per school year provided that the parent or guardian provides written notice to the school or district of the selected days within 14 school days of the start of school (or within 14 days of a newly enrolled student’s first day in the school or district).

• Students who are absent on approved religious expression days will not face any academic penalties. They will be provided with academic accommodations with regard to examinations and other academic requirements that are missed.
• The policy allows students to participate in interscholastic athletics or other extracurricular activities on a religious expression day.
• These three religious expression days do not count toward parental notification requirements under ORC 3321.191 (C)(1) for excessive absences.  

No inclusion or exclusion of a religious holiday or festival on the list provided by the State Superintendent shall preclude a student from full and reasonable accommodations for any sincerely held religious beliefs and practices for reasons of faith or religious or spiritual belief system. For questions regarding this policy, please contact your child's building Principal.

Contact the District Attendance Clerk at (937)382-1641, ext 7385 if you have questions regarding this policy.

Non-exhaustive List of Major Religious Holidays (Dept. of Education and Workforce pdf) - This list is non-exhaustive and may not be used to deny accommodations to a student for a holiday, festival, or observation that is not included in the list.

Board Policy 5200 - Attendance

Notification Form (pdf)

It is expected that students will attend the full school day. Students who arrive late to school/class or leave early miss important instruction and disrupt class for the other students. Each instance of arriving late or leaving early counts as an occurrence (max of 15 occurrences before a physician's note is required). Missing any part of the school day without legitimate reason is considered an unexcused absence and the amount of time missed is counted toward truancy. 

NOTE:  Instances of coming in late and leaving early, each count as an occurrence. After 60 accumulated absence hours or 15 occurrences (tardy, partial, or full absence) a physician's note will be required to excused the absence time.

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.