Attendance Procedure Summary

Guidelines

Classroom teachers will mark the roll each period. You will be sent a reminder from KAMAR if it hasn’t been completed within the first 15 minutes.

Attendance cannot be done by memory.

Form Time is the most important, and MUST be completed by 9am.

All rolls MUST be completed before leaving school at the end of the day (no excuses).

Relief teachers all have access to KAMAR and are able to borrow laptops from the office or are to be provided with hard copies of class rolls. These hard copy rolls are returned to the office during each period or at the first available break for data entry.

Where students are attending field trips or in-house performances, a roll check is to be taken on a hard copy or as a group in Kamar and supplied to the office (Lynette) ASAP before leaving.

The accuracy of data entered is obviously paramount. Staff have a professional responsibility to ensure their rolls are marked accurately. It is not who is away, but who is present.

Entering Attendance

Click your timetabled period or teachers, attendance, enter daily attendance you should be taken to your rolls for the day.

Click the period you are entering the attendance data, Either add

• ‘J’ explained and justified absence
• ‘E’ Explained unjustified absence
• ‘M’ Medical absence
• ‘N’ School Activity
• ‘?’ Absent unknown reason
• ‘X’ Exam leave
• ‘V’ Study period or
• click finish and confirm

Make sure all your periods for the week and previous week have been completed.

Attendance Management

Office takes absence calls, emails and messages and updates in KAMAR.

Report of all absences run and messages sent via KAMAR to caregivers Period 1. (NB that HH should update KAMAR and/or let Office know if there are any students that are not at school for a reason so that the messages don’t get sent)

Office will monitor the responses to those messages and will follow up with families that have not responded.

Office will send emails to those staff that have made mistakes on their attendance cc’ing in Simone.

Whānau Teachers

With support from the Office 

Each Whānau teacher will monitor daily and weekly student attendance within their Whānau Class.

Whānau Teachers will follow up on absences.

On Monday collect the previous week’s attendance for your whānau class.

Discuss the ? and L with students and change any codes if necessary, students may provide a note or parents may email. Use your personal judgment here.

By the end of the week, the whānau teacher using the supplied notes has cleared all student ‘?’ marks.

If by Friday the ‘?’ marks have not been explained please contact home and inform the relevant Year Level Dean.

Attendance Referral Processes

Whānau teacher - When to refer to the Dean

• The student does not attend whānau time regularly enough to discuss their attendance
• Student can not reconcile unexplained absences
• Overall attendance falls below 90%

How:

• Kamar entry
• ‘Attendance’
• Must notify! 20 second video or email them directly

Year Level Dean
Will work with the student and discuss the issue at syndicate level this will involve informing Scotty Nelson as the school attendance officer of the concern. 

The decision may be made to send “Attendance letter one”

SLT

If no improvement, continue to discuss the student at the syndicate level.
If still no improvement, the decision is made by SLT to send “Attendance letter two”. Triggering a meeting with the Principal.

The next step referral to truancy services