• Same day or absences pre-arranged in advance, submit the absence through the ParentVUE App or at parentvue.pwcs.edu
• Absences from previous days are submitted by sending an email to the school 
  • Send the excuse note from an the email associated with your ParentVUE account
  • Include the student's first name, last name, and grade level
  • Include the reason for the absence
    • absence notes should be submitted within five days of the absence

• Send a note with your student that includes:
  • Student's first and last name
  • Reason for early dismissal
  • Daytime phone number
  • Date and parent signature
  • Call the school at 703-365-2900 

Helpful Reminders:

• Only parents and guardians may authorize the early release of a student.
• Do not email or submit early dismissal requests through the ParentVUE app
• Early dismissal requests must be submitted before 1:45 pm

Helpful Reminders:

• Bring a valid photo ID
• Proceed to the main office
  
  • enter the main entrance, turn right, and immediate office on the left

• Send in a tardy note with your student
  • Reason for the tardy
  • Date
  • Parent Signature and daytime contact number

Regulation 724-1

Attendance, Absences, Excuses, and Tardies

The following procedures and regulation have been adopted for uniform application in all Prince William County Public Schools, in accordance with Policy 724, “Student Attendance, Absences, Excuses, and Tardies,” Virginia Department of Education Regulation 8 VAC 20-730, and those provisions of Virginia law governing the compulsory education of students.

1. Legal Requirements for Student Attendance
   1. Virginia law provides that all children of compulsory attendance age are expected to attend school each day that school is in session, unless otherwise excused under School Board policy, regulation, and the compulsory attendance laws. Any request for exemption from compulsory attendance shall follow the process outlined in Regulation 728-1, “Release of Students from Compulsory School Attendance.” Prince William County Public Schools strictly adheres to the Commonwealth of Virginia’s Compulsory Attendance Law (Virginia Code § 22.1-258) and the Virginia Administrative Code (8 VAC 20-730), to establish and enforce attendance guidelines.
   2. Each parent/guardian or person having control or charge of a child within the compulsory attendance age is responsible for their child’s regular and punctual attendance at school as required under provisions of the law. Student attendance is a shared responsibility, and PWCS encourages active participation from parents, guardians, and students in promoting strong attendance habits. Students who are 18 or older are responsible for their own school attendance.
   3. Students who fail to attend school despite the measures taken by the school to ensure their attendance, and parents/guardians who do not comply with their responsibility to ensure such attendance, may be subject to legal proceedings in the Juvenile and Domestic Relations Court.
2. Procedures
   1. Notification to School of Absence: Parents/guardians of students who are absent should inform the school of the reason for the absence on the morning of the absence.
      1. Parent/guardian should report the absence via their ParentVUE account using the student information system, if unable to do so then the parent/guardian may submit other written communication. This absence will be considered a verified absence.
      2. If the parent/guardian has not previously contacted the school regarding the absence, the parent/guardian must notify the school of the reason for the absence on the date that the student returns to school and no later than five days following the absence. Excused absence records are maintained for the purposes of Virginia Department of Education (VDOE) reporting.
      3. Failure to produce an appropriate explanation for an unverified absence by the fifth day may result in an unexcused classification (UAB).
   2. Observance of a Religious Holiday: School absences for the purpose of participating in these observances will be excused. Parent/guardian must use ParentVUE or provide written verification to the principal or designee. See Regulation 261-2, “Religious Holidays – Scheduling Tests, Major School Activities.”
   3. Automatic Withdrawal from Enrollment: If a student is absent for 15 consecutive school days or more, they will automatically be withdrawn from PWCS, in accordance with 8 VAC 20-110-130 and will be required to re-enroll as a PWCS student.
   4. Parental Accountability: Each parent/guardian or person having control or charge of a child within the compulsory attendance age is responsible for their child’s regular and punctual attendance at school as required under provisions of the law. Student attendance is a shared responsibility, and PWCS encourages active participation from parents, guardians, and students in promoting strong attendance habits. As required by the Virginia Code, each parent/guardian of a student enrolled in a public school has a duty to assist the school in enforcing compulsory school attendance, and if required, to meet with the principal or his/her designee to ensure the student’s compliance with the compulsory school attendance, to discuss improvement of the student’s school attendance and to develop a plan to resolve the student’s non-attendance. Failure to do so may result in the filing of a complaint against the parents/guardians with the Juvenile and Domestic Relations Court, as provided at Virginia Code § 22.1-258 and § 22.1-262.
   5. Make-Up Work: A student whose absence is unexcused is expected to make up all missed assignments and assessments. Parents/guardians should become aware of the school’s guidelines for turning in late or missing assignments. These assignments must be completed within the timeframe established by the school. Any student who is absent from school due to a religious holiday shall be allowed to make up work within a reasonable timeline.
3. Definitions
   1. Absence: Absence from school for any period of time will result in loss of learning. It is important for each student to be present whenever possible to take full advantage of the educational opportunities offered by the school.
   2. Chronic Absenteeism: Missing 10% or more of school days in a year. This includes excused and unexcused absences, meaning the reason for the absence does not matter when determining if a student is chronically absent. For a student enrolled for a typical 180-day school year, this equates to about 18 missed days. PWCS engages in proactive interventions by notifying parents/guardians of accumulated absences and implementing additional strategies to deter the accumulation of additional absences.
   3. Verified Absence: A verified absence is confirmed or documented as legitimate and excused, often with supporting evidence. This typically involves providing documentation (e.g., physician’s note, court appearance notice, or explanation) to justify the reason for the absence.
   4. Excused Absence: Students should attend school for the full day unless excused per this regulation. There are circumstances that may prevent a student's attendance in school. Such absences, when justifiable, are classified as excused absences for which there are no consequences; however, excused absences are based on verified contact with the parent/guardian. The principal or designee may request that proper documentation or an appropriate explanation be furnished.
      1. Absences shall be recorded as excused based on verified contact with the parent/guardian only for the following reasons:
         1. Personal illness of the student (including mental health and substance use disorder in accordance with established school guidelines provided by the Virginia Department of Education).
         2. When a student is absent for more than three consecutive school days due to illness:
            1. A physician’s note may be required for the absences to be excused.
            2. If a physician’s note is not provided, the absences may be marked as unexcused.
            3. The principal or their designee is responsible for requesting this documentation from the parent/guardian.
         3. If a student demonstrates frequent or excessive illness-related absences, school support team members may implement appropriate interventions to support the student.
      2. When a student accumulates 10 or more illness-related absences within a school year:
         1. An official note from a physician may be required for additional illness related absences to be excused.
         2. The principal or their designee is responsible for requesting this documentation from the parent/guardian.
      3. Medical and dental examination and/or treatment for the student when such appointments cannot be scheduled other than during school hours.
      4. Death in the student’s immediate family (defined as father, mother, stepfather, stepmother, brother, sister, stepbrother or stepsister, spouse, son, daughter, or grandparent), not to exceed five consecutive days.
      5. Religious, Faith, or Commemorative Observances: School absences for the purpose of participating in these observances will not be counted against perfect attendance, nor shall the student be deprived of any other award or the eligibility to compete for any award. Students will be allowed to make up any missed work and complete any missed assessments. Students will not be required to take missed assessments or turn in missed work the day after the absence for religious, faith, or commemorative observances. Teachers will work with students on a case-by-case basis to ensure that timely access is granted to missed assessments
      6. Emergency Conditions: If there is an emergency condition in the student’s home which requires temporary help from the student in caring for sick or injured members of the student’s immediate family. This is limited to isolated and temporary situations and should not last for more than two consecutive days for such a purpose.
      7. Hazardous Conditions: Parents/guardians retain the option of not permitting their child to attend school in circumstances when, in the judgment of the parent/guardian, the roads or walkways in their neighborhood are too hazardous to use. The parent/guardian shall give the school prior notice of such absence by using the verified absence process. In such cases, the student shall be given an excused absence but shall be required to make up the work missed.
      8. College Visits: Juniors and seniors shall be excused for the purpose of college admission visits or to apply for post-graduation jobs. In each instance, prior approval of the principal or his/her designee shall be obtained by the student.
      9. Civic Events: Middle and high school students shall be excused for one school day for the purpose of engaging in a civic event. Students should provide advance notice of the intended absence when possible.
      10. Court Matters: Court appearance of a student who has been served with a subpoena, summons, or court order requiring his/her attendance in court or at a deposition, or in response to the filing of criminal charges against the student. A copy of the document requiring the student’s appearance in court should be provided to the principal or designee in advance of the absence.
      11. Military-Connected Absence: Students may be granted up to five days excused absence for the purpose of visiting with a parent/guardian who has been called to active duty or is on leave from this duty.
      12. Tribal Gatherings: Subject to guidelines established by the Virginia Department of Education, students who are members of a state or federally recognized tribal nation that is headquartered in Virginia may attend such nation’s powwow gathering, provided that the student’s parent/guardian provides the student’s school advance notice of the absence in the manner required by the school; however, such excused absences for such purpose is limited to one school day per school year.
      13. Homelessness: Students experiencing homelessness, as defined in Regulation 718-1, “Students Experiencing Homelessness,” who are awaiting processing of a transportation request shall be considered excused. Parent/guardian notification through a written request and confirmation of that request from the McKinney-Vento liaison.
   5. Unexcused Absences: An unexcused absence is an absence where a student misses their scheduled instructional school day in its entirety and no indication/notification has been received by school personnel within five days of such absence, that the student’s parent/guardian is aware of and/or supports the absence, or the parent/guardian provides a reason for the absence that does not fall within the scope of an excused absence is set forth herein, or is otherwise unacceptable to the school administration.
      1. The following are examples of absences classified as unexcused absences.
         1. Class or all-day truancy.
         2. Missing a ride, a bus, or car trouble.
         3. A virtual only student who does not meet attendance requirements for the course.
         4. Sibling care or child care.
         5. Failure to timely produce an appropriate explanation for an absence or requested documentation.
         6. Family trips.
   6. Suspension Absences: Absences caused by a student's suspension from school are recorded as suspension absences and are reported as excused absences, therefore, the absence from school will not count toward truancy interventions. Principals shall establish procedures to be followed in their schools regarding suspension absences. School administrators will ensure that suspended students are able to access and complete assignments (graded or otherwise) during and after the suspension.
   7. Tardiness: A student is tardy when they arrive at an assigned place after the time their school schedule requires them to be there. Tardiness may be caused by many factors, and teachers and administrators should always determine the reason for tardiness. Tardiness that resulted from reasons related to excused absences should be considered an excused absence. All tardies from PWCS transportation delays shall be excused and shall be recorded separately from tardies for other reasons. Repeated or habitual tardiness, however, encourages the formation of undesirable personal habits and disrupts the orderly instructional process of the school. Therefore, corrective action is required, and the principal and/or teacher should employ appropriate interventions.
   8. Truancy: Truancy means the act of accruing one or more unexcused absences. Truancy is a serious offense that warrants timely corrective action on the part of the school and the parents/guardians or other adults having control of the student. All cases of truancy shall be reported to parents/guardians. Students who fail to attend school despite the measures taken by the school to ensure their attendance, and parents/guardians who do not comply with their responsibility to ensure such attendance, may be subject to legal proceedings in the Juvenile and Domestic Relations Court. Students may be suspended or expelled from attendance at school for sufficient cause. However, Virginia law prohibits suspensions based only on instances of truancy.
4. School Intervention and Responsibilities - Notification of Absences, Conferences, and Related Documentation.
   1. Recordation of Attendance by Teachers: Teachers are required by Virginia Code § 22.1-259 to maintain an accurate daily record of the attendance of each student in their classrooms. Each school principal shall establish procedures to ensure that students are accounted for during the school day. It shall be the responsibility of the teacher to follow those procedures.
   2. School Notification to Parent/Guardian of Absences: Whenever a student fails to report to school on a regularly scheduled school day and no indication has been received by school personnel that the student’s parent/guardian is aware of and supports the absence, the school will notify the parent/guardian through electronic means, or in some cases by contact from school personnel or volunteers organized by the school administration for this purpose. Schools may use non-instructional personnel for this notification.
   3. Interventions: If a student accrues five or more unexcused absences or otherwise demonstrates a pattern of absenteeism during the school year, parents/guardians will be contacted and intervention steps shall be implemented by the school-based team to identify barriers and engage students in regular school attendance, per 8 VAC 20-730-20. PWCS may also notify parents/guardians by electronic means or letter when students are approaching accrual of the five absences as a supportive measure.
   4. Initial Intervention Conference and Required Documentation
      1. Whenever a student fails to report to school for a total of five scheduled school days for the school year and no indication has been received by school personnel that the student’s parent/guardian is aware of and supports the student’s absence, and a reasonable effort to notify the parent/guardian has failed, the school principal and/or his/her designee shall make reasonable efforts to ensure that direct contact is made with the parent/guardian, either in person, by telephone, or other electronic means, in order to obtain an explanation for the student’s absence, and to explain to the parent/guardian and student the consequences of continued non-attendance. This information must be documented in the student information system.
      2. As part of this Initial Intervention Conference, school staff shall develop an attendance plan with the student and the parent/guardian intended to resolve the non-attendance issues and shall document that attendance plan in the student information system, as “Attendance-Initial Conference.” The student and parent/guardian may be referred to a school-based multi-disciplinary team for assistance implementing the attendance plan and case management.
         1. The attendance plan shall include written documentation of the reason(s) for the student’s non-attendance, and the parent/guardian and student shall be advised of the consequences of continued non-attendance.
         2. The attendance plan must also document the name of each person in attendance (including via telephone or other communication devices), the date the conference is held, a summary of what occurred, and follow-up steps.
         3. A copy of this document should be retained in the student’s cumulative file and retained for a period of five years.
         4. In the event that the parent/guardian is not available for the Initial Intervention Conference, all attempts to reach them should be documented, including dates, means of contact, and results. A copy of the attendance plan should be sent to the parent/guardian and noted in the “Parent Notification Date” field of the Attendance-Initial Conference record.
   5. Interagency Team Meeting and Required Documentation
      1. If the student is absent for more than one additional day after the Initial Intervention Conference, and the school has not received notification that the parent/guardian is aware of and supports the absence, the principal or his/her designee shall schedule a conference with the student, parent/guardian, and school personnel.
      2. The Interagency Team Meeting must be held no later than 10 school days after the 10th unexcused absence, regardless of whether his/her parent/guardian approves of the conference. The meeting shall include the parent/guardian, student, and school personnel (which may be a representative or representatives from the multi-disciplinary team) and may include community service providers and other school personnel familiar with the student who can address any academic, social, emotional, and familial issues to improve school attendance. The attendance officer should participate in the meeting, if available.
         1. Staff shall document the conference in the student information system as the “Attendance-Interagency Team Meeting.”
         2. The staff present shall review the Attendance Plan, developed during the Initial Intervention Conference with the student and parent/guardian to resolve issues related to the student’s non-attendance, and shall document their efforts in the student information system as “Attendance-Interagency Team Meeting with Parent.”
         3. The names of the individuals in attendance at the conference (including via telephone or other communication devices), the date the conference is held, a summary of what occurred, and follow-up steps must be documented in the student information system in the Interagency Team Meeting summary.
         4. The attendance plan should be added to the student’s cumulative file and retained for a period of five years.
         5. If the student/parent/guardian fails or refuses to attend the Interagency Team Meeting, this should also be noted in the student information system.
         6. The names of the individuals in attendance at the conference (including via telephone or other communication devices), the date the conference is held, a summary of what occurred, and follow-up steps must be documented in the student information system in the Interagency Team Meeting summary.
         7. A copy of the attendance plan should be sent to the parent/guardian, and the meeting should be documented as “Attendance-Interagency Team Meeting without Parent” and enter the parent/guardian notification date.
5. Attendance Plan Monitoring
   1. The school attendance team shall monitor the student’s attendance and may meet again as necessary to address concerns and plan additional interventions if attendance does not improve. In circumstances in which the parent/guardian is intentionally noncompliant with compulsory attendance requirements, the principal or his/her designee shall make a referral to the attendance officer.
   2. Nothing in this policy shall be construed to limit the authority of any attendance officer or the Superintendent or designee to seek immediate compliance with the compulsory school attendance law. As provided by Virginia Code § 22.1-258, attendance officers and other school personnel, or volunteers organized by the school administration for the purpose of seeking compliance with the compulsory attendance laws, are immune from any civil or criminal liability in connection with the notice to parents/guardians of a student’s absence or failure to give such notice as required by law and this regulation.
   3. After interventions have been made at the school and central office level in consultation with the parent/guardian and absences persist, the Director of Student Health and Wellness or designee will make efforts to enforce the provisions of the compulsory attendance laws by either or both of the following:
      1. Filing a petition for a Child In Need of Supervision or Services (CHINS) with the Juvenile and Domestic Relations Court, alleging that the student is a child in need of supervision/services as defined by Virginia Code § 16.1-278.4 or § 16.1-278-5, as authorized by Virginia Code § 22.1-258; and/or
      2. Instituting proceedings against the parent/guardian in the Juvenile and Domestic Relations Court pursuant to Virginia Code § 16.1-241.2 and/or § 22.1-262, as authorized by Virginia Code § 22.1-258.

The Associate Superintendent for Student Services and Post-Secondary Success (or designee) is responsible for implementing and monitoring this regulation.