Absence
Policies

Compliance
Indicator

The program has adopted policies and procedures that are consistent with statutes and regulations on excused absences. Documentation of recording and reporting attendance records are consistent with approved certified schedule that are established for the child/parent/guardian.

Regulations/Reference

EED Program Instrument: I. Family Files EED 06
Education Code: 8205, 8207, 8223.5, 8234, and 8247
Title 5: 17818 - 17822
Management Bulletins: 17-03, 17-04, and 24-04

Monitoring Review Evidence

• Board Approved Attendance and Absence Policies

• Attendance Registry Records

• Sign-In/Out Records

• Timely Payments to Family Childcare Providers

Video Description: This video provides an overview of attendance and absence policies for families enrolled in State Preschool programs.

Attendance & Absence Policy

According to the regulations, contractors are required to adopt written policies for excused and unexcused absences. 

Contractors must inform parents of those policies.

What might this look like in a program:

Include your attendance and absence policy within:

• Program Orientation

• Parent Handbook

• Parent Board

• Agency Website

Excused Absence Policy

According to the regulations, a contractor’s Excused Absence policy must define &/or describe the circumstances for each of the following areas:

• Child/parent illness, including medical, dental, and mental health appointments

• Government or self-imposed quarantine of the child/parent due to potential or actual exposure of a contagious disease

• Court-ordered visitation

• Family emergency

• Best Interest Day

  • Limited to 10 days per program year
    (class that operates less than 220 days)

  • Limited to 20 days per program year
    (class that operates 220 days or more)

  • 10-20 day limitation does not apply to a child enrolled due to protective services or at risk, experiencing homelessness or has an incarcerated parent.

• Observance of a religious holiday or due to a ceremony of the student’s religion

• Any absence to accommodate the needs of a child with a disability, including services received as part of the IEP or IFSP

• Any days for which a contractor is required by law to hold a child’s space in the program in order to comply with due process requirements

Unexcused Absence Policy

An unexcused absence is any absence that does not fall within any of the approved excused absence categories and is limited to ten per program year.

Each unexcused absence should be documented, including the date, any attempts to contact the family, the reason provided, any attendance supports offered, and maintain documentation.

Unexcused Absence Intervention Timeline:

• Within one business day of the third unexcused absences, the family receives written notification.

• Within one business day of the sixth unexcused absence, staff provide a written notice, review attendance concerns and continue working with the family to identify barriers and solutions.

• Within one business day of the ninth unexcused absences, a final written warning is provided so families understand that one additional unexcused absence will exceed program limits.

• When a child exceeds 10 unexcused absences during the program year, the contractor must follow applicable due process requirements before disenrollment.

What might this look like in a program:

Within Monarch Link’s Attendance Kit for CSPP programs, we have a sample Unexcused Absence Intervention procedure that clearly explains:

• How unexcused absences are tracked

• The limit of ten unexcused absences during the program year

• How families will be notified as absences accumulate

• Attendance support process available before disenrollment becomes necessary

Supporting Consistent Participation

While it's important to understand when an absence may be considered excused, contractors should work to support children in attending and participating as consistently as possible. As program staff, our role extends beyond simply recording attendance. Program staff should:

• Educate families about the importance of regular attendance

• Partner with families to encourage regular participation

• Identify barriers affecting attendance & develop solutions

• Connect families with available resources and supports

What might this look like in a program:

• Educate families on the importance of regular attendance from the start through your parent handbook, program orientations, and other family resources.

• Have a plan in place for when attendance becomes irregular. Use strategies that help staff navigate conversations with families to identify barriers, develop solutions, and follow up as needed.

• Ensure you have a system for communicating attendance and absence policies to families, such as including them in your parent handbook.

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