Attendance Procedures

24-Hour Attendance Phone
703.913.3838

West Springfield High School uses a computerized attendance system, called SASI, by which teachers report absences and tardies for each period of the school day. Teachers receive daily attendance updates regarding students' absences and tardies - excused, unexcused, and pending.

Excused Absences

When a student is absent, it is the responsibility of the parent to call the attendance office that day to give the reason for the absence. Parents can utilize the 24-hour direct line, 703.913.3838, to leave a message between 4 p.m. and 8 a.m., and at all other times to talk to one of the secretaries. If a phone call is not made on the day of the absence, the parent must call the next day or have the student bring a parent note to the attendance office by 7:30 a.m. the next day. Absences not called in within two days will automatically change to unexcused. Calls are made to confirm notes, so parents/ guardians who are difficult to contact due to the nature of their job are encouraged to call 703.913.3838. Parents may request a print-out of their child's attendance by simply calling the attendance office. For clarification, excused absences are limited to the following:

• illness of student
• death in the family
• medical or dental appointment
• observance of religious holidays
• suspensions (in most cases)
• approved pre-arranged absence
• other reasons accepted by the principal

Students who are seen on school grounds on the day of an excused absence will have their absence changed to unexcused. If a student must be on school grounds the day of an excused absence, the student should call the Attendance Office before coming to campus and check in there immediately upon arrival.

Pre-Arranged Absences

If an absence is planned, such as trips, college visits, religious holidays, etc., it must be pre-arranged with the attendance office. The student must bring a note, stating the date and reason for the absence, to the attendance office prior to the absence. The student will be given a form for all teachers to sign. Parents are to read the teachers' comments and also sign the form. The completed form must be returned to the attendance office prior to the date of the absence. Both full-day and partial-day absences should be pre-arranged.

Check-In

Students arriving at school anytime after 7:30 a.m. must check in through the attendance office immediately upon arriving, this includes break and lunch periods to receive a check-in pass. Students must bring a note, signed by the parent/guardian, or have the parent/guardian call the 24-hour attendance number, 703.913.3838, stating the student's full name, reason for tardiness, probable time of arrival and date. Car trouble, missed bus, pupil placement transportation problems, and oversleeping are not excused. Students who do not check in will not be excused for the classes they missed.

Check-Out

Students are not to leave the school grounds for any reason during the school day, this includes break and lunch periods without a check-out pass from the attendance office. Passes will be available for pick-up in the Attendance Office after a parent/guardian has phoned the attendance office stating the time and reason for dismissal or a volunteer has contacted a parent by phone to confirm a written note requesting early dismissal. Due to limited staff, passes cannot be delivered to classrooms. When writing a note, please include the student's full name, reason for and time of dismissal, and a phone number where the parent can be reached during the day. Students who do not check out will not be excused for the classes they missed.

Unexcused Absences/Tardies

West Springfield High School follows the FCPS attendance policy, which states that a student must fail for a quarter if he/she accrues three or more unexcused absences in a subject area during the quarter. The parents are to be notified of the first and all succeeding unexcused absences. A student's parent will receive a call or letter from individual teachers when a student accumulates three or more tardies. Three unexcused tardies in the same subject constitute one unexcused absence, so nine tardies constitute three unexcused absences or a failing grade for the quarter.

Make-up Work

For excused absences, make-up work receives credit; for unexcused absences, make-up work receives no credit. Any exception to this practice shall require the principal's approval. Make up work is encouraged, whether credit is received or not, so that the student will benefit from future instruction. It is the student's responsibility to contact the teacher of each class missed to arrange make-up work the first day back in school, regardless of orange or blue days. If you are absent one day, work must be made up in one day; if you are absent two days, work must be made up in two days, and so on up to ten days. For absences exceeding ten days, work must be made up in ten days. Exceptions to this rule may be made by each individual teacher.