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Policy committee tightens attendance definitions and tracks new state rules for excused absences
Summary
The committee reviewed the first reading of Policy 503 on student attendance, clarifying excused vs. unexcused absences, defining thresholds for truancy and chronic absence, and proposing a regulation and form to standardize requests and tracking.
The Duluth Public Schools Policy Committee on Jan. 21 took a first look at revisions to Policy 503, Student Attendance, updating definitions and procedures to reflect recent legislative changes and to align district practice across elementary, middle and high schools.
The draft clarifies who may request an excused absence, lists examples of acceptable reasons and proposes a companion regulation and form to standardize requests. It also adds clear definitions and thresholds for truancy and chronic absence used by district staff.
Why it matters: Attendance policy affects access to instruction and triggers interventions. The revisions aim to reduce family confusion by aligning practice across sites and defining when the district will initiate outreach or formal truancy procedures.
Jill Nerva, director of secondary education, said she led the attendance rewrite and consulted principals and other stakeholders. Nerva said legislative changes now allow a parent, guardian or other person having control of a child to apply to the district or a board member to request that a child’s absence be excused; she proposed a regulation and a form so the district can process such requests consistently.
The draft lists common excused reasons including illness, medical appointments, college visits (with prearrangement), religious or tribal observances, and some non‑school competitions if preapproved. The policy retains district discretion to require documentation for prolonged or repetitive absences; staff said medical documentation may be requested after 12 cumulative absences or illnesses lasting more than three days.
The regulation includes definitions that were not previously in the policy. Key thresholds discussed: - Habitual truancy: absence without valid reason for seven school days (triggers reporting obligations). - Meeting threshold: 12 cumulative excused and/or unexcused absences may trigger a required meeting and possible attendance contract. - Chronically absent: missing more than 10% of school days (about 18 days in Duluth Public Schools), combining excused and unexcused absences.
Staff described an effort to improve coding so “internal truancy” (students present on campus but not attending classes) is captured separately from external absences. The district will train clerical and school staff on consistent coding and use existing attendance committees and MTSS supports. ParentSquare and other communication methods will be used to notify families, and staff said handbook changes will reflect policy changes for next school year.
Discussion points: committee members asked how appeals to a board member would be handled; staff said a standardized form and process would be developed before second reading. Members also asked about how many personnel are available at schools for attendance work; staff noted schools already use attendance clerks, MTSS staff, and, where funded, community schools staff to support outreach.
No formal vote occurred; staff will draft a corresponding form/regulation and return the policy for further review.
