In the event of an absence or tardy please E-mail WestPotomacHSAttendance@fcps.edu or send hand written notes with student or by fax (703-718-2612). Please be specific as to a physician’s diagnosis such as strep throat or pinkeye. If your child has not seen a physician, please be specific about the symptoms your child is having such as fever, cough sore throat headache, diarrhea, vomiting. This information is needed by the Public Health Nurse.
FCPS Regulation 2234 states that “regular attendance is necessary for maximum school achievement. In addition, punctuality and dependability in meeting assigned responsibilities are personal behavior habits valued in our society. To help students develop desirable behavior patterns as well as maximize their classroom learning, Fairfax County Public Schools requires that students be punctual and regular in school class attendance. Whenever attendance problems exist, appropriate school system resources shall be made available to support effective communication and intervention.” It is the responsibility of the students to verify with their teachers that their absences are excused, and it is the responsibility of the parents or guardians to excuse absences as soon as possible within three days of the absence. Also, the Student Responsibilities and Rights, Regulation 2601.22p, cites regular school attendance as one of the main student responsibilities.
EXCUSED ABSENCES, CHECK-INS AND CHECK-OUTS
Acceptable Excuses – Illness, Doctor/Dentist Appointment, Religious Holiday, Pre-Arranged absence, Death in the Family, and Suspension are good examples.
Excusing Absences – Written notes/E-mails/faxes to excuse absences are due no later than three days after the absence. Please include student’s grade level, home phone numbers, and parent's work numbers on all notes. All notes turned in more than three days after the absences will be referred to the assistant principal.
Excusing Check-ins – Written notes are required at the time of check-in. If they are not provided, students are signed in as unexcused and have three days to bring in a note from the parents or guardian. Students checking in more than 20 minutes late, whether excused or unexcused, must report to the Attendance Office first, before going anywhere, even if they arrive during lunch or in between periods. Students who fail to check in will not have their absences excused.
Excusing Checkout – Written notes are required to be brought to the Attendance Office before school starts. A pass will be given to the student stating the time the student is to be released from class to go to the Attendance Office. At the Attendance Office, the student will be issued a checkout pass which is kept by the student. Parents picking up students for a checkout must sign them out in the Attendance Office. If the student returns to school that same day, he or she must report to the Attendance Office and check back in before returning to class. Students who fail to check out will not have their absences excused. The school is legally responsible for students during the school day and we need to know when and with whom students are leaving. Students are not to contact their parents via cell phone/text messaging. Students are to use the school land lines, and the parent must come to the Attendance Office to properly sign out the student.
Out of Town Parents – Whenever a parent or guardian is out of town or otherwise unavailable for the school to contact (due to travel, etc.), the parent/guardian must inform the Attendance Office in advance of the name, address, phone numbers (home & work) of the adult(s) in charge of the child during the parent’s absence, who is/are authorized to excuse absences occurring during this period of time.
PREARRANGED ABSENCES
Prearranged absences can include religious holidays, out of town visits, college visits, etc. Whenever a student knows in advance that he/she will need to miss a day of school, the student must request a prearranged absence form. This should be done at least three school days in advance by submitting a note to the Attendance Office (from their administrator) from the parent/guardian stating the reason for the absence and the exact dates of the absence along with a photocopy of travel itinerary and/or tickets indicating the dates of travel. After tentative approval is given by the Attendance Office, the student is given a form that must be signed by all his/her teachers. The student must return the completed form to the Attendance Office at least one day in advance of the absence before final approval will be given. Students are expected to make up any missed work.
EXCESSIVE ABSENCES
FCPS Regulation 2234 states that “the principal or his or her designee may require a physician’s note in cases of chronic or long-term illness.” According to our truancy officer, fifteen (15) excused absences are considered “excessive” and give the school reasonable cause to ask for a doctor’s note/official documentation in order to excuse any future absences. This includes requests for travel and check-outs from the clinic.
UNEXCUSED ABSENCES AND TARDIES
Skip Days – “Skip days” are prohibited and are unexcused absences. There are no senior skip days.
Leaving School Grounds – All Fairfax County Schools have a closed campus policy, which means that every student must remain on the school grounds during the school day – including lunch – unless proper checkout procedures are followed. This includes going to your car to get an item you forgot in the morning. Failure to comply will result in unexcused absences and disciplinary action.
Truancy – Truancy is against state law. Per FCPS Regulation 2234, the school is required to submit an attendance referral to the Fairfax County truancy officer whenever a student accrues five unexcused absences. Truancy can result in legal action for both the student and the parent.
Unexcused – Students who arrive twenty minutes or more late to class are considered absent, instead of tardy. Absences may be considered excused or unexcused depending on reason.
Tardies – Students are considered late to class if they arrive after the bell rings.
Refusing to Give Name will be considered insubordination.
Giving False Name/Information/Signature will be considered misrepresentation.
*Excessive unexcused absences and/or tardies in a quarter per class can result in assigned remediation or enrichment.
**In accordance with the Commonwealth of Virginia Code, a student whose absences are unexcused for 10 consecutive days may lose his/her driver’s license or his/her ability to obtain one. This prohibition can be maintained until the student is 18 years old.
ATHLETIC COMPETITION ELIGIBILITY
Students must attend all scheduled classes on the day of a competition/activity to be eligible to participate in extra-curricular activities on that day.