Attendance

Welcome to the Attendance Office! School attendance matters. It is one of the most important indicators of school success. Students who attend school regularly improve their chances of being academically successful. They cannot learn when they are not in school to learn. The CVCHS Attendance Office serves various purposes for our campus, including checkouts for departing students, clearing absences, early leaves, and more. The Attendance Office is open and staffed from 7:30AM to 3:30PM on school days.

Clayton Valley Charter High School is always looking for ways to improve our processes and make it easier for parents to report student absences. Introducing SafeArrival, a new system designed to streamline our Attendance process. Beginning Monday, March 3rd, absence notifications will be sent through this new system.

This new system will streamline attendance tracking. It allows you to report absences in advance, verify or respond to unexplained absences, report if a student will be arriving late, or request a pass to leave early. SafeArrival enhances communication and simplifies the process for families. However, the system can only report absences in advance or on the same day.

How to Report an Absence Using SafeArrival

You are encouraged to report your child’s absence in advance using one of the following options:

Mobile App: Download the SchoolMessenger app from the Apple App Store, Google Play Store, or the links at home.schoolmessenger.com. The first time you use the app, select Sign Up to create your account, then go to Attendance > Report an Absence.
Website: Visit home.schoolmessenger.com and select Sign Up to create your account using the email address that receives Clayton Valley emails. Then go to Attendance > Report an Absence. If you already have an account but can’t remember your password, select Forgot Password to reset it.
Phone: Call (855) 213-0895 and select 3 to report an absence using the automated system. You must call from a registered phone number or enter it when prompted. If the system does not recognize your number, you cannot report the absence. If you experience issues, please contact the school, and our Registrar can update your contact information.

Permit to Leave

You may notify Clayton Valley in advance if your student will be absent for the full day, arriving late, or leaving early. If your student needs to leave early for an appointment, please provide at least two hours' notice to ensure their pass can be delivered on time with minimal classroom disruptions.

To request a Permit to Leave for your student, call the Attendance Office at least two hours ahead of the desired release time. Calling in advance will allow your student to wait for you and avoid unnecessary delays. Failing to call ahead for a Permit to Leave can delay the release of your student and will increase the level of disruption to the classroom learning environment.

If your student is in a Physical Education class, be aware that notification could take up to 20 minutes to allow them to change clothes. The Permit to Leave number is (925) 682-7474, ext. 3199.

Any student leaving campus must have a Permit to Leave in their possession. Absences will not be cleared, under any circumstances, without checking out through the Attendance Office.

If you receive a call stating that your student was marked absent from one or more classes and there is a discrepancy, DO NOT call the Attendance Office. Your student can either check with the teacher and have the teacher email the correction to the Attendance Office, or pick up an orange "Attendance Correction Form" from the Attendance Office, complete the form, and have the teacher sign the form and then return the form to the Attendance Office.

PARENT ABSENCE NOTIFICATION PROCESS

We will use the SchoolMessenger Communicate automated system to notify parents/guardians when a student is marked absent from their first class of the day and the absence has not been reported in advance.

Notifications will now be sent at 9:30 AM instead of the previous 1:30 PM time.
The system will attempt to contact parents/guardians at multiple contact points until a reason for the absence is provided.
If a parent/guardian answers the call and stays on the line, they will have the option to:
- Confirm the student is absent and provide a reason.
- Report that the student is running late and will be arriving later.

If the absence is not verified through the call, parents/guardians must still contact the school by phone or email to confirm the reason.

⚠️ If you report your child’s absence in advance using SafeArrival, you will NOT receive the phone calls.

FAQ

IMPORTANT ATTENDANCE NOTIFICATION

Important Attendance Notification
When a parent/guardian reports a student’s absence, late arrival, or early departure, a confirmation will be automatically emailed to both parent/guardian emails in PowerSchool.

Additionally, if a parent or guardian creates a SchoolMessenger account (via the app or website), they can view all reported absences, late arrivals, and early departure requests for their associated student(s).

This ensures transparency in attendance records for all listed parents/guardians.

If you prefer to communicate directly with an Attendance Secretary, you may still email Attendance@claytonvalley.org or call (925) 682-7474 ext. 3110.

Email the Attendance Office

Attendance Staff

Adriana Solis

Attendance Secretary

Attendance Policy & Procedures

CVCHS Attendance Policies

We firmly believe student achievement - both academic and personal - happens through direct teacher instruction and guidance, support from non-instructional staff, and through peer interaction and collaboration. Our policies reflect this belief and have been put in place in order to increase daily student attendance and reduce student truancy.

Below are some key terms and definitions regarding attendance and truancy:

Compulsory Attendance Policy: California law mandates compulsory, full-time education for all school-aged children until age eighteen, unless exempted by statutory provision (high school diploma, California High School Proficiency Exam Certification, expulsion, etc...). The parent/guardian or other person having custody or control of the pupil is responsible, by law, for sending the pupil to school.
Definition of Truancy: The California Legislature defined a truant in very precise language. In summary, it states that a student missing more than 30 minutes of instruction without an excuse three times during the school year must be classified as a truant and reported to the proper school authority. A pupil subject to compulsory full-time education or to compulsory continuation education who is absent from school without a valid excuse three full days in one school year or tardy or absent for more than a 30 minute period during the school day without a valid excuse on three occasions in one school year, or any combination thereof, shall be classified as a truant and shall be reported to the appropriate administrator as outlined in EC Section 48260 (a).
Definition of a Chronic Truant: EC Section 48263.6: Any pupil subject to compulsory full-time education or to compulsory continuation education who is absent from school without a valid excuse for ten percent of more of the school days in one school year, from the date of enrollment to the current date, is deemed a chronic truant, provided that the school has complied with its attendance policies, as outlined in: EC Section 48263.6, EC sections 48260, 48260.5, 48261, 48262, 48263, and 48291.

Unexcused Single-Period Tardies

CVCHS tardies are monitored by each class period. Students are considered tardy if they are not in their assigned seat or location when the final class bell rings. Teachers may assign detention or other consequences for student tardies. Students are allowed 5 excused tardies per semester as we understand that unexpected circumstances early in the morning can cause a student to arrive to school late. The Discipline Office will assign consequences for every 10 tardies a student accumulates.

Single-Period Unexcused Absences

Single-Period Unexcused Absences

Step 1: Upon the 6th single period unexcused absence the parent/guardian will be notified. This will result in the assignment of Lunch Detention or After School Detention by the Dean of Attendance.

Step 2: Upon the 12th single period unexcused absence the student will meet with a school administrator and parent/guardian will be notified. This will result in the assignment of Saturday School.

Step 3: Upon the 18th single period unexcused absence the student will meet with a school administrator, counselor and parent/guardian for a SART 1 meeting. This will result in the assignment of Saturday School and the completion of an Attendance Contract (SART).

Step 4: Upon the 36th single period unexcused absence the student will meet with a school administrator, counselor and parent/guardian for a SART 2 meeting. This will result in the assignment of Saturday School and the completion of an Attendance Contract (SART).

Step 5: Upon the 50th single period unexcused absence the student will be referred for SARB (Student Attendance Review Board) with the Contra Costa County Office of Education and the Contra Costa County District Attorney.

Step 6: Students and families will meet with the Contra Costa County Office of Education and the Contra Costa County District Attorney where student attendance is closely evaluated to determine possible intervention and/or consequences assigned by the Contra Costa County Office of Education.

Eligibility for School-Sanctioned Events: Students at steps 3 through 5 will also be placed on non-eligibility lists for school-sanctioned activities. Additionally, students will not be able to gain permission from CVCHS to attend school-sanctioned activities from other schools requiring authorization from CVCHS. Students may petition their eligibility by visiting the Discipline Office where their attendance will be reviewed for signs of improvement. Students must have an attendance of at least 90% between the time of the review of their last SART contract and the last day to purchase a ticket for said event in order to successfully petition their eligibility to attend a CVCHS sanctioned activity.
Eligibility for Athletic Participation: Students at steps 4 through 5 who are also participants in a school-sanctioned sport/activity will be removed from participation for the remainder of the season. Students may petition to have their eligibility reinstated prior to the end of the season by visiting the Discipline Office where their attendance will be reviewed, (with the Athletic Director), for signs of improvement. Students must have an attendance of at least 90% between the time of the review and their last SART contract to receive consideration of their petition. The Athletic Director will also attend all SART 2 meetings for student-athletes.

Excused Absences

Valid reasons for excusing a student absence include:

Illness or injury of the student, or medical condition which necessitates the absence of the student
Student attendance at a medical, dental, optometry, or chiropractic appointment
Student attendance at a funeral service of an immediate family member
A quarantine imposed by a city or county health official
Student service on a jury
Up to five (5) days to obtain required immunizations
Exclusion from school for reasons of public health, lack of immunizations, and/or physical examination
Court appearance
Observance of a holiday and/or ceremony of his/her religion
Employment interview or conference

Note: Personal trips or vacations longer than 5 school days requires the student to visit with their counselor to be placed on short-term Independent Study. This must be arranged prior to the personal trip or vacation and cannot be implemented retroactively.

In order to maintain accurate attendance records please remember to excuse student absences within the allotted time frame - 48 hours (2 days). Absences not excused via parent/guardian documentation after 48 hours following the end of the absence will be recorded as an unexcused absence. There are no exceptions. For critical issues requiring a student to be absent for several days or longer please contact your counselor.

Excused absences are not intended to be used excessively throughout the school year. Once a student has 10 excused full day absences they will be placed on Medical Verification, and a meeting will be scheduled with parent/guardian, counselor and school nurse in order to determine if the student has medical needs that contribute to frequent absences. Without medical verification or valid documentation, future student absences will be recorded as unexcused.

Number of Excused (Full Day) Absences	Intervention Details
5	Notification letter with number of excused absences and invitation to call Discipline Office with questions/concerns.
10	Parent notification via phone and letter informing parent student has reached threshold for excused absences and absences will no longer be recorded as excused until a Medical Verification meeting is held with Discipline Office.

Detention and Saturday School

Detention (including lunch and after school assignments)
Detention can be assigned to students by teachers and administrators. Lunch detention can be assigned and issued on the same day, whereas after school detentions require parent notice of 24 hours. Students choosing not to attend a detention assignment will receive a referral and a disciplinary action. Students may reschedule their detention assignment, however this must take place in advance of the detention assignment and must be arranged only with a Discipline Office staff member. Students are expected to complete school work during detention and are not allowed access to their personal cell phones.

Saturday School
Saturday School is assigned to students by the Discipline Office. Students and families will receive notification of a Saturday School assignment at least 72 hours in advance of the issued assignment. Students choosing not to attend a Saturday School assignment will receive a referral and disciplinary action. Students may reschedule their Saturday School assignment, however this must take place in advance of the Saturday School assignment and must be arranged with the Discipline Office. Students are expected to complete school work during Saturday School and will not be allowed access to their personal cell phones.

Short-Term Independent Study

	Excused Absence	Short-Term Independent Study
Definition	An absence from school, from a single period to several days, due to an acute issue or concern with excusal from parent or healthcare professional.	A program that facilitates student’s learning during a short-term excusal from school. Student remains enrolled in current classes.
Purpose	To provide students and families with flexibility to recover from an acute issue preventing school attendance.	Assist students in maintaining continuity of instruction during a brief absence from school.
Criteria	Student must have an illness, family funeral, urgent medical appointment, etc to be eligible for an excused absence. Acceptable reasons for excused absences are listed in this handbook on pages 13 and 14.	Some examples of this include short-term medical conditions, such as surgery, or short family vacations during the school year.
Lower Threshold	1 class period.	4 consecutive days
Upper Threshold	Absent for up to 5 consecutive full school days. OR Absent for more than 5 missed periods of the same class in a semester. OR Absent for more than 10 missed periods in a semester.	14 consecutive days
Documentation	Phone call or note from a health care provider (MD, DO, DDS, LMFT, etc.) or parent excusing the absence.	An Independent Study contract needs to be signed by the student, parent/guardian, and teachers prior to scheduled absence.
Approval Required	n/a	Yes, by the director over attendance.
Extension Ability	No. Surpassing upper threshold will result in referral to the director over attendance.	If students remains unable to attend school, then interprofessional team and the director over attendance must review for other options.

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