How to Report an Absence, Tardy or Early Dismissal
LCPS uses ParentVue as our primary tool for families to communicate student absences, tardies and early dismissals to our school. You will find the Report Attendance option in both the mobile app and the web version for all your children. Note that this function only reports attendance to the front office - teachers will not see the notes submitted through this process.
Parent/Guardian Explanation of Absences
Parent(s) or guardian(s) should notify the school prior to, or at the start of, the school day when their child will be absent. When the student has been absent from school for any reason other than for a school-sponsored activity, and the parent or guardian has not previously contacted the school, the parent or guardian must send written or electronic communication citing the reason for the absence to the principal or designee no later than three days following the student’s return to school. School specific information can be found on each school's website and additional information regarding attendance procedures can be found below:
Absence Notification Request – 3 or more school days
An absence notification should be submitted in ParentVue by parent or guardian at least 5 days in advance of any planned absence of 3 or more school days. Parents will receive an email from the school staff stating whether the absences are excused or unexcused.
All absences due to family trips and vacations are considered unexcused per Policy 8140. LCPS encourages scheduling these trips at times that will not require absence from school. The school’s obligation is to encourage good attendance and inform the student and family of anticipated consequences of absence for personal or family business. Accessing LCPS resources and assignments does not equate to being physically present in school for instruction. A student who accrues 15 consecutive absences (excused or unexcused) will be withdrawn per LCPS attendance policies and VA state code 8VAC20-110-130. Upon return, parents/guardians should contact the registrar at the school about the re-enrollment requirements. A new tuberculosis screening may be required.
Make-Up Work: It is the responsibility of the student or parent/guardian to communicate with teachers to determine what work will be missed during the absence. A plan must be developed with provisions for completing assignments that must be made up by the student. A student’s failure to complete such make-up work within the time allowed will impact the final grade for those assignments, tests, or other work.
Excused Absence from School
Recognizing there are legitimate circumstances that prevent students from being in school, the School Board has provided that principals shall excuse students who are absent because of personal illness, death in the family, medical or dental appointments, court appearances, religious holidays and certain other circumstances when notification and appropriate documentation has been provided by the parent/guardian.
When a student is absent for all or any portion of the day, the parent or guardian is responsible for notifying the school of the reason and justification for the absence in a timely manner. At the principal’s discretion, a physician’s note may be required to excuse an absence. Principals also are authorized to excuse students who are absent because of illness in the immediate family or emergencies that, in the judgment of the principal, require a student to be absent. This includes trips that extend or enhance a student’s education when such trips are approved in advance by the principal.
Regardless of the reason, 8VAC 20-110-130 of the Code of Virginia requires that the student be dropped from the attendance rolls if they are absent 15 consecutive days. Such students must be re-enrolled and assigned to a classroom as determined by the principal or designee.
Whenever a student accumulates a minimum of five unexcused absences, the school shall make a reasonable effort to make direct contact with parent(s) or guardian(s)and develop an attendance improvement plan. At ten unexcused absences, the school is required to schedule and hold a face-to-face attendance conference with parent(s) or guardian(s) and student(s). The attendance conference, consisting of a multidisciplinary team, must be held within 10 school days of the 10th unexcused absence. The multidisciplinary team will monitor student’s attendance and, as needed, meet again to address concerns and plan additional interventions. In circumstances in which the parent or guardian is intentionally non-compliant or the student is resisting parental efforts to comply with compulsory attendance, a referral shall be made to the attendance officer.
When a student leaves the school premises during regular school hours for any reason, the parent or guardian must provide advanced notice and permission. Parent(s) or guardian(s) of elementary students must sign a school release log. Parent(s) or guardian(s) of secondary students must arrange for early release through the school attendance office and comply with release procedures. A principal or designee shall not release a student during the day to any person not authorized to assume responsibility for the student. All students, including declared 18-year-old students, must comply with established release procedures. Records of early release will be maintained, and individual interventions will be implemented for recurring incidents, when necessary.
Any student arriving after the official start of class or school day will be considered late. When students arrive late for school, they must use appropriate school-based check-in procedures. A student is tardy when they arrive at an assigned place after the time their schedule requires them to be there. Repeated or habitual tardiness is an undesirable habit and is disruptive to the orderly instructional process; therefore, teachers or principals will take corrective action. A parent or guardian should escort a tardy student into the school and sign the student into the main office. Principals or designees may discipline students for unexcused absences and excessive tardies. Records regarding tardiness will be maintained and appropriate consequences imposed for recurring tardiness.
A student is truant anytime they are willfully absent from school or from any assigned class or required activity. Truancy is a serious offense that requires immediate corrective action on the part of the school and the parent(s) or guardian(s). All cases of truancy shall be reported to the parent(s) or guardian(s).