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High School Attendance Policy #806

Policy #806 Approved: February 17, 2011
UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
High School Attendance Policy
Policy #806
Source of Authority: N.C.G.S. 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor
History: First Issued: February 17, 2011
Related Policies: Absences for Religious Observations Policy #801;
Adverse Weather Policy #101;
Code of Conduct & Discipline Policy #802;
Involuntary Withdrawal Policy #807
Responsible Offices: Provost
Student Life
Effective Date: Fall 2011 Term
PDF: POLICY #806

I. Purpose

This policy is to effectuate UNCSA’s expectation that all high school students regularly and punctually attend all classes in which they are enrolled.

II. Scope

This policy applies to all UNCSA high school students and their academic instructors.

III. Definitions

IV. Policy

A. Attendance Requirements

1. A student who misses 25% or more of class meetings in a course during a single term for any reason, excused or unexcused, may not receive credit for that course for that term.

2. If a student acquires a fourth unexcused absence in a course during a term, the Assistant Dean of the High School Academic Program may withdraw the student from the course without credit

3. It is the student’s responsibility to know whether an absence is excused.

4. A student has the right to appeal the loss of credit under this Policy to the Dean of the High School Academic Program.

5. An accumulation of three (3) instances of unexcused tardiness to class in one term will result in the recording of one (1) unexcused absence on the next class date following the third unexcused tardiness.

B. End of Term Early Departure

1. Students who find it necessary to leave campus before the official end of a term must follow special clearance procedures and have their early departure requests approved in advance.

2. Students who leave campus without full clearance will receive unexcused absences and potentially receive failing grades on their final exams.

C. Faculty & Staff Obligations

1. Each academic teacher must submit a daily report of attendance.

2. The High School Academic Program office maintains official attendance records for each student.

3. If a student has an excused absence from a class, the teacher must permit the student to make up the work missed.

4. Teachers are not expected to assist with makeup work when an absence is unexcused, except to provide information about the work missed.

5. Academic faculty are not obligated to accept, for a grade, assignments that students miss as a result of unexcused absences, nor are they required to allow students to make up, for a grade, quizzes or tests students miss because of unexcused absences.

D. If a teacher is absent, each student in the class is responsible for following the procedures established by the teacher for that day, whether or not a substitute instructor is present.

V. Revision History

A. February 17, 2011 – Adopted by Board of Trustees as part of UNCSA Policy Manual


UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS

High School Attendance Procedures

Procedure #806

I. General Procedures

A. Excused Absences

1. Illnesses & Emergencies

a. Residential Students

i. Residential students who are too ill to attend class must report to the Wellness Center in the Hanes Student Commons Building before class begins.

ii. Students who are too ill to walk to the Wellness Center should immediately notify a residence hall staff member.

iii. Parents or guardians of residential students may not call or write to excuse a student from classes because of illness unless their son or daughter is at home with them at the time the illness occurs (e.g., during a weekend visit home).

iv. A visit to the Wellness Center does not automatically excuse a student from class.

v. Only those students who are reported by the Wellness Center staff as “Confined” to their residence hall room because of illness will be excused from classes.

vi. “Confined” students who “break” confinement by leaving their dorm room without permission will have their class absences for that day changed from excused to unexcused

b. Commuter Students

i. Parents or guardians of commuter students who become ill at home, or who are out of school for any other reason that was not prearranged, must call or e-mail the High School Academic Program office prior to the student’s first academic class of the day to report the absence to Mr. Hoover on each day that the student is out (336-770-3245 / hoovert@uncsa.edu).

ii. Before the absence(s) will be excused, the student must also submit a note signed by a parent/guardian that includes the date(s) and reason(s) for the absence(s).

iii. This note is required within two class days of the student’s return to school. UNCSA will generally accept faxed notes (336-770-1314).

iv. Commuter students who are reported by their parent/guardian as ill in the morning may not attend arts or academic classes for the rest of the day.

v. Students who come to campus later in the day after already being reported ill for the day by a parent/guardian will have their earlier absences recorded as unexcused.

2. Planned Absences

a. Standard Reporting Procedure

i. The parents/guardians of students who will miss classes for scheduled commitments (e.g., off-campus medical appointments, auditions, religious observances, or family events) should notify the High School Academic Program office in writing at least one week before the anticipated absence.

ii. The letter must include the reason for the absence(s) and the dates and times of the student’s departure and return.

iii. The letter may be faxed (336-770-1314) or e-mailed (hoovert@uncsa.edu).

iv. The High School Academic Program office will let parents and students know if there are any concerns regarding the requested absence(s), or if further information is necessary.

v. The parent/guardian and the student will be notified if the planned absence(s) will not be excused.

b. Medical Appointments

i. Students are expected to schedule non-emergency medical treatment, including appointments with the counselors or athletic trainers in the UNCSA Wellness Center, at a time when they do not have a scheduled class.

ii. If a class absence is unavoidable, the following procedure must be followed:

I) Medical appointments provided by the UNCSA Wellness Center will be documented on a daily report to the High School Academic Program office, but the student is still responsible for notifying the High School Academic Program office before the day of the appointment if he/she finds that a class absence is unavoidable in making a Wellness Center appointment.

II) Students who do not clear their conflicting Wellness Center appointments with the High School Academic Program office will not be excused from class.

III) Parents/guardians are responsible for letting the High School Academic Program office know about personally-arranged off-campus medical appointments at least one week in advance if possible.

IV) Students must present a doctor’s note upon their return to campus to document all off-campus medical appointments that result in class absences.

c. Personal Reasons

i. Absences for personal reasons, such as family events, will be considered on an individual basis upon the presentation of a written request from a parent or guardian.

ii. The written request should be submitted to the High School Academic Program office at least one week prior to the proposed departure date.

d. Religious Observances

Absences for religious observances shall be governed by the Absences for Religious Observances Policy #801.

e. Arts-Related

i. Arts-related absences, including those for activities sponsored by UNCSA, are not automatically excused.

ii. UNCSA-Sponsored Activities

I) The student’s art school will notify the High School Academic Program office in writing at least two weeks in advance if a student is to be absent from class for UNCSA-sponsored activities.

II) Students are not automatically excused from academic classes for UNCSA rehearsals, costume fittings, on-campus auditions, private lessons, juries, or other arts activities.

III) All art school notifications must come from the arts school dean or his/her designee.

iii. Personally-arranged Arts Activities

I) If a student chooses to be absent from class to attend a non-UNCSA-sponsored arts activity such as a concert, competition, or summer program audition, he/she must follow the planned excused absence procedures.

II) Failure to properly notify the High School Academic Program office may result in unexcused absences.

f. College Visits & Off-Campus Auditions

i. High School juniors and seniors who wish to be excused from class to visit colleges or participate in off-campus auditions or interviews should complete the planned excused absence process described above.

ii. A written request from a parent/guardian identifying the college or audition location, with the dates and the times of the scheduled departure and return, must be sent to the High School Academic Program office at least one week prior to the student’s leaving.

iii. Juniors and Seniors are expected to schedule college visits and auditions to avoid being out of academic classes for more than two consecutive class days.

iv. Seniors are allowed a maximum of six (6) total absences in one academic year for college visits or auditions.

v. Juniors are allowed a maximum of two (2) total absences in one academic year for college visits or auditions.

vi. Should a student request more than six absences, the students’ teachers, the Guidance Counselor, and the Assistant Dean of the High School Academic Program will evaluate the request in light of student’s performance in class, the number of days missed, and other considerations, to determine if the absences will be counted as excused or unexcused absences.

g. End of Term Early Departure

i. Travel or vacation plans are NOT acceptable reasons for early departure.

ii. The student must schedule a conference with the Assistant Dean of the High School Academic Program as soon as he/she becomes aware of the need for early departure, but no later than two weeks before the first day of final exams.

iii. The parent/guardian must send to the Assistant Dean of the High School Academic Program a letter of request, stating the date and reason for the early departure.

iv. The written request should be received at least two weeks before the first day of final exams.

v. If the request is approved, the Academic Program office will process the Early Departure form.

B. Unexcused Absences

1. Each academic teacher will establish his or her own consistent class policy in a course syllabus on how missed work will be handled after a student’s unexcused absence.

2. Unexcused tardiness to class in excess of 15 minutes counts automatically as one full unexcused absence in that class for that day.

3. If a student acquires, during a term, a second unexcused absence in a course, the student, the parents/guardians, the teacher, the arts school dean, and the High School Residence Life staff will be notified of such by the High School Academic Program office.

4. After a student acquires a third unexcused absence in a course during a term the Assistant Dean of the High School Academic Program will meet with the student about the unexcused absences and present the student with a warning letter copied to the student’s parents, teacher, arts school dean, and the High School Residence Life staff.

II. Denial of Credit Appeal Procedures

A. The Assistant Dean of the High School Academic Program makes the initial decision to deny credit due to excessive absences.

B. Upon notification of denial of credit, the student/parent may appeal to the Dean in writing or may first meet with the Dean and then submit a written appeal to the Dean.

C. The Dean will review the circumstances surrounding the denial of credit, including the complete attendance record and class performance.

D. The Dean may choose, in consultation with the student’s teachers, to allow the student to continue enrollment with assigned make up hours for the excessive absences or decide to uphold the initial decision and deny credit.

E. The Dean will meet with the student to discuss the decision and notifies the student’s parent(s) in writing, generally through e-mail.

F. The student’s parent(s) may attend the face-to-face meeting with the student.

III. Make-Up Work

A. It is the student’s responsibility to arrange for make-up work in consultation with the teacher within two days of his/her return to school if the excused absence was unplanned (e.g., for illness).

B. Make-up work for planned absences that are excused ahead of the event (e.g., for off-campus auditions) should be arranged with teachers before the student leaves campus.

IV. Notices Regarding Absences

A. Notices regarding unexcused absences are sent through campus mail by the High School Academic Program office to student mailboxes in the Hanes Student Commons Building.

B. Parents are notified of their child’s unexcused absences via e-mail.

C. The Assistant Dean of the High School Academic Program will notify a student exceeding the maximum number of absences for a course during a single term.

D. A student’s failure to receive a notice does not relieve him or her of personal responsibility regarding all absences.

V. Leaving Campus During the School Day

A. A parent/guardian who picks up a student from UNCSA during the school day must sign the student out and back in from the High School Academic Program office (304 Gray Building).

B. A parent/guardian who picks up a residential student from UNCSA during the school day must also sign the students out and back in from the High School Residence Life office (in the residence hall connector building).