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Home > Census instructions > Appendix 2 - Further guidelines - attendance

Appendix 2 - Further guidelines - attendance

Attending the school for less than the prescribed number of days between the start of the school year and ending on Census Day.

Overview

A student (whether full time or part time) must be enrolled at the school.

You can include in the Census a student who has attended the school for less than the prescribed number of days between the first day that students are to attend the school at the start of the school year and ending on Census Day, if the student’s absence was for a reason that was beyond the control of:

If you have included any student in the Census who has attended the school for less than the prescribed number of days, you must have documented evidence confirming the reasons preventing the student from attending the school during this period.

Documentation detailing the explanation of the absence and confirming that the absence was beyond the control of the student’s parents or guardians, or the student, if they are living independently, must be retained by the school/governing body for a period of five years from Census Day, and in a way that ensures the integrity and security of the data and documents.

Non-exhaustive list of examples

Below are some examples to assist governing bodies to accurately complete the Census form.

The examples include situations where a student’s enrolment takes place after 11 days prior to Census Day and on or before Census Day.

These examples are reasons for absence beyond the control of the student’s parent/guardian, or the student (if they are living independently):

While it is not possible to provide an exhaustive list of examples to cover all contingencies in schools, the following provides some guidance in situations which arise from time to time.

Multiple examples or circumstances may apply during the relevant period for a student. An example stating that the student can be included or counted in the Census refers to the days that can be counted towards attendance for that example only. Overall, the student may still not be eligible if the days that they were attending the school plus the absences that were beyond the control do not add up to 11 or more.

Student is enrolled after late, but before Census Day

You should include an enrolled student whose enrolment takes place late, but before Census Day, if the student did not attend the school for the prescribed number of days and if the student's absence was for a reason that was beyond the control of the student’s parent, or the student (if they are living independently).

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Natural disasters – cyclone, bushfire, flood

You should include an enrolled student if the student could not attend school4 for the prescribed number of days due to a natural disaster (for example, cyclone, bushfire, flood), even if the student has not attended the school on or before Census Day.


Example: Full-time enrolment - eligible


Example: Full-time enrolment - not eligible

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Student transferring from a state or another non-state school

You should include an enrolled student if the student has transferred from another school (state or non-state) and has not been able to4 attend school for the prescribed number of days, even if the student has not attended the school before or on Census Day.

Examples: Full-time - eligible




Example: Full-time enrolment - not eligible

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Student illness

You should include an enrolled student if the student is unable4 to attend school for the prescribed number of days due to a medical condition (verified by supporting evidence, for example, record of parental contact or medical certificate), even if the student has not attended the school on or before Census Day.

Student travel (for example, holidays)

You should not include an enrolled student if the student has not attended the school for the prescribed number of days due to planned travel (for example, holidays) from the start of the school year to Census Day.

However, you should include an enrolled student if the student has been absent because of planned travel (for example, holidays) during the summer holidays and has not been able, due to unforeseen circumstances5, to return as planned so they can attend school for the prescribed number of days, even if the student has not attended the school on or before Census Day.

Examples: Full-time enrolment - eligible



Examples: Full-time enrolment - not eligible


Examples: Full-time enrolment - not eligible, even though exemption from attendance is granted by principal

Student suspension from attendance

You should include an enrolled student if the student has attended the school for less than the prescribed number of days because they have been suspended under a student disciplinary arrangement applying to the school.

Enrolled student is competing in an elite level sports competition

You should include an enrolled student if the student has attended the school for less than the prescribed number of days because they are participating in an elite-level sporting competition.

An elite-level sporting competition is a sporting competition at a state, national or international level.

Example - Full-time enrolment - eligible

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Student emotional and behavioural issues

You should include an enrolled student if the student has attended the school for less than the prescribed number of days, but they have been absent because of the student’s emotional issues or behaviour (or both). However, an officer of the school must be actively and consistently working with the student to encourage them to attend.

Example - Full-time enrolment - eligible

See also Tania's scenario under transfers for an example related to student bullying and applying the 'Beyond the control of' test.

Death of, or physical or mental illness of, a member of the student’s immediate family

You should include an enrolled student if the student has not been able to attend6 for the prescribed number of days because of the illness or death of a member of the student’s immediate family (such as a parent, guardian, grandparent, sibling). The mental or physical illness, or the death, of the family member must be substantiated (for example, by a parent/guardian). You should include the enrolled student even if the student has not attended the school on or before Census Day.

Family reasons

You should include an enrolled student if the student has attended the school for less than the prescribed number of days due to family reasons that were beyond the control of the parent or guardian, or the student (if they are living independently). Some of these reasons include child safety, domestic violence, custody or legal matters.

You should not include an enrolled student if the student has attended the school for less than the prescribed number of days due to family reasons that were within the control of the parent or guardian, or the student (if they are living independently).


4 must be for a reason that met the ‘Beyond the control of’ test
5 'Unforeseen circumstances’ must be for a reason that meets the ‘Beyond the control of’ test.
6 must be for a reason that met the ‘Beyond the control of’ test

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>> Appendix 3

Last updated 31 January, 2024

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