Files for Families

Attendance plays a vital role in every student’s success. We encourage families to support regular school attendance to help students stay on track.  Excuses can be turned in to homeroom teachers, emailed to excuses@calcharteracademy.org, or faxed to 724-970-9041.

What is an excused absence?
An excused absence occurs when a student is unable to attend school for one of the following reasons:

• Illness
• Medical appointments
• Bereavement
• Religious observances
• Pre-approved school activities
• School van or bus did not arrive
• District or school closure
• Court appearances
• Quarantine 

California Academy of Learning Charter School accepts up to 10 excused absences per school year based on a written excuse from a parent or guardian. Absences beyond the 10-day limit must be supported by appropriate documentation (such as a medical note) to be considered excused. Any absence without proper documentation will be recorded as unexcused.

What is an unexcused absence?
An unexcused absence occurs when a student misses school for reasons that are not approved by the school, including but not limited to:

• Oversleeping
• Missing the bus or transportation issues not caused by the school
• Family trips or vacations not pre-approved by the school
• Childcare or babysitting issues
• Running errands or personal appointments not related to medical care
• Other non-approved reasons

Unexcused absences will result in specific steps being taken as part of the school’s truancy process, which is outlined in the Truancy section below.

Tardy or Leaving Early?
If your student arrives late to school or is dismissed early, please use the time guidelines below to determine whether the day will be recorded as a full or half day absence.

• For students in grades K–3, arrival after 8:40 a.m. is considered tardy. Students dismissed after 12:00 p.m. will be counted as present for a half day. Students dismissed before 12:00 p.m. will be considered absent for the day.
• For students in grades 4–12, arrival after 8:20 a.m. is considered tardy. Students dismissed after 11:30 a.m. will be counted as present for a half day. Students dismissed before 11:30 a.m. will be considered absent for the day.

Extended School Absence Guidelines
An extended absence is defined as three (3) or more consecutive, pre-planned days of missed school.

If your student will be absent for an extended period of time, please review the guidelines below:

1. Medical Leave
A medical leave applies when a student is absent due to a medical reason (such as surgery or a significant illness).

• A medical excuse must be submitted for the dates to be recorded as excused.
• Parents/guardians should notify both the classroom teacher and the appropriate building contact as soon as possible:
  • K–3: Lorawn
  • Grades 4–12: Brenda
• The classroom teacher will collect schoolwork for the days missed.
• All missed assignments are due within three (3) school days of the student’s return.
  

2. Planned Vacations
Planned vacations include absences due to travel that is not school-sanctioned.

• Parents/guardians must complete and submit the required paperwork at least two (2) weeks prior to the planned trip.
• The leadership team will review the request, including the student’s current grades and attendance, to determine whether the absence will be approved as excused.
• If approved:
  • The absence will be recorded as excused.
  • Assigned work will be provided and is due on the day the student returns to school.
  • Work not submitted on time will impact the student’s standards level for the quarter and cannot be recovered.
• If not approved:
  • Families are strongly encouraged to keep the student in school.
  • If the student travels despite non-approval, all missed work remains the student’s responsibility.
  • These absences will be recorded as unexcused and may result in the school’s truancy process being initiated.

3. Absences Due to Extracurricular Activities
If your student participates competitively in an extracurricular activity (such as athletics) that requires them to miss school for one or more days, the following steps must be taken:

• Parents/guardians must notify the student’s classroom teacher and the appropriate building contact:
  • K–3: Lorawn
  • Grades 4–12: Brenda
• The required paperwork must be completed and submitted to the school.
• The leadership team will review the request, along with the student’s current standards levels and attendance record, to determine whether the absence will be approved or denied.

Please note: Families are encouraged to submit this form for any extracurricular-related absence lasting one (1) day or more, even if the absence does not meet the definition of an extended absence in order to ensure the truancy process isn’t triggered.

Additional Absence Guidelines
Please review the additional attendance guidelines below to help support your student’s success:

• Parents/guardians must notify the school office of their child’s absence by 9:00 a.m. on the day of the absence and provide a written excuse upon the student’s return.
• Written excuses must be submitted within five (5) school days of the student returning to school.
• Non-medical absences will only be accepted for documentation up to one (1) month from the date of the absence.
• Requests for excused travel must follow the school’s Excused Travel/Vacation Policy.
• Students must be present for a minimum of a half day in order to participate in extracurricular activities (such as field trips, dances, or other school events) on that day.
• Missed schoolwork must be completed within the same number of school days as the absence (for example, a three-day absence allows three school days after return to complete and submit assignments).
• Any early dismissal must be communicated to the school in writing and in advance.

Truancy Process
California Academy of Learning Charter School is required by the Pennsylvania Department of Education to maintain clear and consistent truancy procedures, which must be applied to all students. While we recognize that each student’s situation is unique, the following guidelines will be followed unless alternative arrangements are discussed and documented.

After 3 Unexcused Absences
When a student accumulates three (3) unexcused absences at any point during the school year, a school representative will contact the parent/guardian by phone. This call will notify you of the absences and provide an opportunity to submit any outstanding excuses.

• Parents/guardians have three (3) school days from the date of the call to submit documentation.
• At this time, a truancy file will be opened for the student to document all correspondence and attendance-related communication.
  

After an Additional 3 Unexcused Absences (6 total)
If a student continues to accrue unexcused absences, a meeting will be scheduled with the school guidance counselor. During this meeting, the school and family will discuss any barriers to regular attendance and possible support.

• The meeting may be rescheduled one time only, within two (2) business days of the original meeting date.
• While family participation is strongly encouraged, the meeting will occur regardless of attendance.
• A formal truancy letter will also be sent, outlining the dates of unexcused absences and the next steps in the legal process. 
• Parents/guardians may address questions during the meeting or by contacting the school counselor or CEO directly.
  

After 9 Unexcused Absences
Once a student accumulates nine (9) unexcused absences, a letter will be issued by the school’s CEO. This letter will:

• List all unexcused absences by date
• Outline the next steps in the truancy process
• Provide resources to support improved attendance

At this stage, a Children and Youth Services (CYS) referral will also be made. This referral is intended to connect families with supportive services to help improve school attendance. The student will be recorded as habitually truant in their permanent record at this time.

After 11 Unexcused Absences
If a student accumulates eleven (11) unexcused absences, the school will contact the appropriate magistrate to proceed with the final step of the truancy process.

We understand that attendance challenges can arise due to a variety of circumstances, and we recognize that this process can feel overwhelming once it begins. If you have any questions or concerns at any point, please do not hesitate to contact the school counselor.

The Pennsylvania System of School Assessment (PSSA) tests are state-mandated exams designed to measure how well students are learning the skills and knowledge outlined in the Pennsylvania Academic Standards. The PSSAs assess students in English Language Arts (ELA), Mathematics, and Science (for certain grades) and help schools, parents, and educators understand student progress and identify areas where additional support may be needed. These tests are typically administered to students in grades 3 through 8.

Keystone Exams are end-of-course assessments designed to assess proficiency in three subjects: Algebra I, Literature, and Biology. Keystone Exams are one component of Pennsylvania’s system of high school graduation requirements and help school districts guide students toward meeting state standards. Federal regulations require schools to participate in state assessments. Keystone Exams are typically taken during the spring of the year in which a student is enrolled in the given course. Students must demonstrate proficiency on each of the three Keystone Exams. If a student does not receive a score of “Advanced” or “Proficient”, the student will be scheduled to retest during the next designated testing window. If a Proficient or Advanced score is still not obtained during a student’s second attempt, additional pathways will be explored at that time. It is our goal that all California Academy of Learning Charter School’s students demonstrate a Proficient or higher score on each Keystone Exam. 

Through Act 158 of 2018 and Act 6 of 2017, students graduating from a Pennsylvania public high school will have greater flexibility in reaching proficiency through five pathway options. These pathways provide greater flexibility to students; however, they are not considered until a student has made two attempts to reach Proficiency on each of the Keystone exams.

For more information about the Keystone Exams, including graduation pathway details, please see the Program of Studies file located in the “Files for Families” section above.