Same day student absence notification

No. Hard copy rolls can continue to be used provided this allows the school to meet the policy requirement for same day notification.

No. Schools can choose how they advise parent/carers based on their local context e.g. schools may choose to notify by email, SMS, phone call or home visit.

Same day notification still applies to students who are 'independent' or are mature age and are absent from school without explanation. The notification will be made to the nominated contact person in OneSchool—which may be the student themselves.

Under the Education (General Provisions) Regulation 2017 (specifically, sections 21-23), if the student is an adult (i.e. they are 18 years or older but not necessarily independent), the principal must report unexplained absences to the student and ask them the reason for the absence. Similarly, the student should inform the school if they are/will be absent from school and the reason/s why. If the absence is explained and the principal is not satisfied about the reason for the absence, the principal may ask the student for clarification.

If the student does not have the capacity to make decisions on their own behalf and cannot receive and respond to same day student absence notifications, the principal should contact the parent/carer.

To ensure notifications are sent to the correct parent/carer, schools should:

• capture information about parenting arrangements and any relevant court order details in OneSchool as outlined in How to manage student legal order/custody (DoE employees only) and update this information when the status changes
• verify parent contact information and update OneSchool as necessary when a child is transferring from another state school as parental circumstances may have changed and information in OneSchool may no longer be accurate
• ensure that parent/carer details are accurate and kept up to date in OneSchool. Refer to OneSchool parent/student relationship tab explained (DoE employees only).

When there is a legal basis for a parent to not receive information about a child, schools may make the parent/s 'inactive' in OneSchool (DoE employees only). A parent can be reactivated at any time should circumstances change.

To ensure text messages or email notifications are received by the parent/carer, within an hour after sending the notification, schools should:

• check the messaging system for any responses from the parent/carer
• check for any delivery failure messages
• phone the parent/carer to confirm they received the notification
• conduct a home visit (where other options were not successful) to confirm that the parent/carer is aware their child is absent from school.

Depending on the application the school uses to send student absence notifications, there is a possibility that the notification did not reach the recipient. In such cases, a system error/bounce back notification indicating failure to deliver the message will appear. It is also common for notifications sent via email to go to the recipients 'Junk Mail' or 'Spam' folder. Therefore, it is important that schools check within an hour of sending notifications to parents/carers to ensure they received it.

The department has an electronic attendance management system SOA.

For those schools seeking a text messaging service that can be used with OneSchool or another electronic roll marking system, a text messaging/short messaging services (SMS) SOA is also available for schools to use.

While use of the SOA is not mandatory, schools are strongly encouraged to use the SOA which provides the following benefits:

• necessary due-diligence to allow schools to purchase products knowing that the system is compliant
• possible price savings (e.g. discounts off recommended retail pricing)
• removal of the need for quotation processes to be completed by each school
• administrative savings through streamlined processes.

The key elements of same day student absence notification are robust roll marking processes and parent/carer contact.

Schools need to decide what system to use for roll marking and how parent/carers will be notified.

The decision on which system to use will require consideration of the context of each school, including the size of the school (i.e. the number of students and staff) and the average number of unexplained student absences.

For roll marking (e.g. electronic, hard copy), schools may consider:

• costs - set up and ongoing
• current practice
• features - standard (e.g. roll marking) or advanced (e.g. student ID cards)
• size of school
• technology (currently available at school)
• technical capability of staff.

For parent/carer notification (e.g. email, SMS, phone call, app), schools may consider:

• availability of parent/carer contact information
• community preference
• costs
• current practice
• mobile phone network coverage
• staffing arrangements.

All state schools can use OneSchool to electronically mark class rolls. Information on how this can be done is found in the OneSchool help material on electronic roll marking.

While OneSchool does not have the functionality to send text or email messages to parents/carers, it can generate an export file of student absence information (SMS Text Message Export) that can be used by administration staff to call parents/carers, or with a messaging service provider to send notifications. Information on this is found in the OneSchool electronic roll marking guide.

An SOA is already in place to support schools to purchase text messaging services.

OneSchool can also produce the Absent students (unexplained) for current day report. This report provides a list of students that are absent without explanation for the current day. This list should be cross checked against other student absence information e.g. attendance line messages, timetable changes; and then used by administration staff to advise parents/carers of an unexplained student absence.

For information about using OneSchool, please refer to the OneSchool help materials or contact the OneSchool Helpdesk on 1800 680 445.

Some factors which small schools may consider when implementing same day student absence notification are outlined in the what factors should schools consider when choosing a system for roll marking and notification? FAQ above.

For a small school (DOCX, 409KB), the process may be: continuing the current roll marking practices (e.g. hard copy rolls)

• developing a list of unexplained absences from the rolls
• cross checking and updating this with any other student absence data
• contacting the appropriate parents/carers by phone/text on the same day once an unexplained absence has been identified
• recording the response from the parent/carer
• uploading absence data into OneSchool.

Some factors which the school may consider when implementing same day student absence notification are outlined in the what factors should schools consider when choosing a system for roll marking and notification? FAQ above.

For a medium-sized school (DOCX, 422KB), the process may be:

• continuing the current roll marking practices (e.g. using OneSchool)
• generating the Absent Students (Unexplained) for Current Day report
• cross checking and recording any other student absence data
• contacting the appropriate parents/carers by phone that same day once an unexplained absence has been identified OR using a service to provide automated notifications (e.g. SMS) to parents/carers
• updating OneSchool with responses received so that it has the current attendance and absence data.

A large school with a high number of daily unexplained absences is likely to require an automated solution.

The school will need to decide what system to use for roll marking and how parents/carers will be notified.

Usually for large schools, electronic roll marking is most efficient. The system that they choose - OneSchool or an external electronic roll marking system - will involve the consideration of:

• current practice
• costs - initial set up and ongoing
• system features - standard (e.g. roll marking) or advanced (e.g. student ID cards)
• technology (currently available at school)
• technical capability of staff.

Larger schools are also likely to require an automated messaging solution. Sometimes these are part of the system that will do the electronic roll marking, otherwise the school will need to engage with a separate messaging service. When deciding the type of notification to be sent to parents/carers (e.g. email, SMS), the school will need to consider:

• availability of parent/carer contact information
• costs
• community preference
• current practice
• staffing arrangements
• mobile phone network coverage.

While automated systems can provide an excellent solution to same day notification, it is important to ensure that only the correct students are identified. There still needs to be a level of manual cross checking of student absence data before the notification process occurs.

For a large school (DOCX, 427KB), the process may be:

• continuing the current roll marking practices (e.g. using OneSchool)
• generating the Absent Students (Unexplained) for Current Day report
• cross checking and recording any other student absence data
• generating the SMS Text Message Export, checking all appropriate students are included
• using a messaging service to provide automated notifications (e.g. SMS) to parents/carers
• updating OneSchool with responses received so that it has the current attendance and absence data

or

• establishing electronic roll marking using an external attendance management system
• retrieving a list of unexplained absences from the external system
• cross checking and recording any other student absence data
• finalising the list of unexplained absences
• using a messaging service to provide automated notifications (e.g. SMS, email) to parents/carers
• updating the external attendance management system with any responses received so that it has the current attendance and absence data
• uploading absence data into OneSchool at the end of the school day.

Follow up is required when no response has been received to the same day notification and should occur as soon as practicable after the day of the absence. Schools should document the process and parameters they will use to follow up unexplained student absences.

Schools can determine the most appropriate ways to follow up with parents/carers which could be:

• a text, phone call or email
• sending a letter home with a sibling
• sending a weekly letter home listing any unexplained absences for the previous week and asking the parent/carer to respond
• a home visit.

If there is no response from the parent/carer to the follow up, schools will need to make a decision when follow up is to cease and to leave the absence recorded as unexplained. Schools should then consider whether to commence the failure to attend process, as outlined in the  Managing student absences and enforcing enrolment and attendance at state schools procedure.

Having accurate and current parent/carer contact details in OneSchool is essential for many school processes, including same day student absence notification.

Some ways to encourage parents/carers to provide their current contact details to the school include:

• school newsletter reminders
• double checking with parents/carers when they are visiting the school office
• routine mailouts to parents/carers (e.g. each semester)
• social media messages
• website alerts
• messages shared through the P&C
• if the school becomes aware that the details have changed, send a note home with that student for them to return with the updated details.

As part of the department's Standard School Audit Program, internal auditors examine whether there is a same day absence notification process in place and working effectively.