What should a school attendance policy newsletter include?

Define the distinction between excused and unexcused absences with specific examples. Explain the tardy policy including when students are considered tardy versus absent. Describe the chronic absenteeism threshold and what interventions the school initiates at each level. Give families the notification process and what documentation is required for excused absences. Address the research on attendance and academic outcomes so families understand why attendance matters.

How do you explain chronic absenteeism in an attendance newsletter?

Define it specifically: 'Chronic absenteeism means missing 10% or more of the school year for any reason, excused or unexcused. For a 180-day school year, that is 18 days. Research consistently shows that chronically absent students fall significantly behind their peers by third grade, and the gap typically does not close without intensive intervention. Missing two days per month puts a student in the chronic absenteeism category.'

How do you communicate attendance interventions without alienating families?

Frame interventions as support, not surveillance: 'When a student reaches 5 absences, the teacher will reach out to the family to check in and see if there is anything the school can help with. This is a care call, not an accusation. We understand families face real barriers to attendance including illness, transportation, and family circumstances. Our goal is to help remove those barriers, not to report families to authorities.'

What should the newsletter say about vacation and family travel absences?

Be direct: 'Family travel during the school year is considered unexcused unless it meets specific criteria. We understand families value travel as a learning experience and we are not dismissive of that value. We also know that students who miss five days for a vacation return to missed instruction that is difficult to recover fully. We ask that families try to plan travel during school breaks when possible.'

How does Daystage support attendance communication throughout the school year?

Daystage lets you send the attendance policy introduction at the start of the year, automated attendance alerts at key thresholds as part of an integrated communication series, and a mid-year school-wide attendance data update that shows families how the school's attendance compares to state averages and what the school is doing to support students with high absenteeism.

School Attendance Policy Newsletter: What Counts as

Attendance policy newsletters often fail because they focus on the rules without explaining why attendance matters, or they explain the stakes without telling families what the actual policy is. A good attendance newsletter does both: it makes the case for attendance as a genuine predictor of academic success, and it gives families every detail they need to comply with and support the policy.

Define the terms families need to know

Excused versus unexcused absence, tardy versus absent, chronic absenteeism. Define each with precision:

Excused absence: illness with parent notification within 24 hours, medical appointment with documentation, family emergency, religious observance
Unexcused absence: any absence not reported by a parent or guardian within 24 hours, family vacation not pre-approved, oversleeping or missing the bus without parent contact
Tardy: arriving after the start of the school day but before [specific time]; students who arrive after [time] are marked absent for the period
Chronic absenteeism: missing 18 or more days in a 180-day school year, for any reason, excused or unexcused

Communicate the academic stakes of absenteeism

Families who understand the academic impact of missed days take attendance more seriously than families who see it as a compliance issue. "Research from the Attendance Works organization shows that students who are chronically absent in kindergarten and first grade are significantly less likely to read proficiently by third grade. By middle school, chronic absenteeism is one of the strongest early warning indicators of dropout risk. Missing two days per month, which seems manageable, equals 18 days for the year, which is the chronic absenteeism threshold."

Describe the intervention sequence

Frame interventions as support, not punishment:

5 absences: teacher check-in call to family
10 absences: attendance coordinator conference with family to identify barriers and supports
15 absences: case conference with family, counselor, and administrator to develop an attendance plan
18+ absences: referral to district attendance support services

"Every step in this process is designed to understand what is happening and help your family address it. We are not trying to get anyone in trouble. We are trying to keep students in school."

Explain the notification process

"When your student is absent, call the attendance line at [number] or email [address] by 9:00 a.m. Include your child's name, grade, teacher, and the reason for absence. If the absence is due to illness or a medical appointment, a note from the parent is sufficient for the first three absences in a school year. A fourth illness-related absence may require a doctor's note."

Address family travel honestly

"We receive requests for family travel excusals every year. Our policy is that vacation during the school year is unexcused. We understand families have real reasons for travel: family obligations, cost savings on flights, time with extended family. We are not dismissive of those. We are also clear that five days of missed instruction is not easily recovered. We ask that families plan around school breaks when possible."

Template: attendance policy newsletter opening

"Jefferson Elementary's 2026-27 attendance policy: students are expected to attend every school day. Absences are excused with parent notification within 24 hours for illness, medical appointments, and family emergencies. Students who miss 18 or more days in the school year are chronically absent, which research links to significant academic delays. We will reach out at 5 absences to check in and offer support. Our goal is to help your student be here. Call us at [number] if there are barriers to attendance we can help address."

Share school-wide attendance data mid-year

A mid-year attendance update builds community accountability: "As of December, our school-wide attendance rate is 94.2%, which is above the state average of 92.8%. 41 students are currently in the chronic absenteeism range. We are working individually with those families. Thank you to every family who has prioritized attendance this semester."

School Attendance Policy Newsletter: What Counts as Present