Extended Absence Protocol

Please complete this 2-step process if your student will be away for 4 or more consecutive days:

1. Parent complete the Extended Absence Form.  No attendance will be recorded until submitted.
2. Student brings Course of Study page to each of their teachers BEFORE the absence, then submits to the Main Office once completed.  (Also available in the Main Office)

Taking a planned, extended, non-medical leave from classes (i.e., absent for 4 or more consecutive days) during the school year poses many challenges as far as a student’s education is concerned.  From reasons ranging from embarking on a personal vacation to attending to matters overseas, families must weigh all of the factors that will impact a student’s success when they are absent from school. There are challenges when it comes to keeping open lines of communication between teachers and students during an extended absence. Regular attendance is a factor that contributes to student success and achievement. Since each course requires 110 hours of instructional time, prolonged absences from class learning can impact a student's learning outcomes.  As a result, there is no way to duplicate the classroom learning experience when a student is absent from school.

Please also note that the Halton District School Board’s position on extended absences states that, “To maximize student achievement, the loss of learning time during the academic year as a result of vacations or other discretionary reasons should be avoided.”

In order for students to earn credits in the courses they are enrolled in, they need to demonstrate their learning according to a number of overall and specific expectations that make up the curriculum.  When students are absent for an extended period of time, they will miss out on the sequencing of the assessment and feedback cycle that helps to solidify learning before an evaluation occurs that would go towards their mark.  In other words, their learning and mark in a course can be impacted when they are away.  In fact, achievement data reveals that students who do not complete and submit ALL their work for feedback (assessment) and grading (evaluation) are likely to have lower final grades, and in some cases put their credit in jeopardy.   

Student Responsibility:

• Student(s) are required to obtain school work prior to leaving. Teachers must be given a minimum of one (1) week notice prior to leaving to arrange school work. Students are to print out and have their teachers fill out this Course of Study form, and then bring the completed form to the Main Office.
• Students are expected to access their education daily, but asynchronously, and keep in regular contact with their teachers while away.
• When student(s) return to school, extra time and support may be required by parents/guardians to help your student(s) catch up on important concepts missed. Students are expected to submit all assignments and work that was arranged prior to travel on the first day of returning to school. Any tests and assigned presentations missed must be completed within the first 10 school days of returning, as negotiated between the teacher and student.
  

Teacher Support:

• Teachers will provide curriculum work to students who are on an extended absence via Brightspace.
• Students are required to log in daily while they are away from school and follow along with their classes.
• Academic support refers to preparation of coursework that may or may not be identical to class work, but may include parallel assignments and the course of study still defined by curriculum expectations.  
• Parents may need to arrange for a tutor to provide instruction of key learnings. 
• Teachers are not required to provide synchronous instruction for students on extended absences.

Performance Tasks:

• The dates on which performance tasks are completed are not flexible and accommodations may not be possible. 
• Students who are absent for performance tasks because of an extended absence, may get a mark of zero.   

Exams: 

• Compulsory final examinations will be held in most subjects at the conclusion of each semester. Should your student be absent during Exam time, please complete the Exam Conflict Form and the appropriate Vice Principal will make every effort to reschedule the exam time.  
• Students who are absent for Final Exams because of an extended absence, may get a mark of zero.  

Participation-based Activities (term work, performance tasks):

• In courses where there is a participation-based activity that requires the student to be present, the absence will result in an alternative assignment that mirrors expectations, however will not be as rich and authentic as the actual in-class activities.
• When the student returns to school, coursework will be handed in to teachers.
• If the work is not submitted, then a mark of zero will be entered for the outstanding coursework.