Attendance PolicyApplies to: Grades 9–12Policy Owner: PrincipalPurposeRegular attendance and punctuality are essential to a student's academic success, personal development, and participation in the life of The Hill Academy.The Hill Academy recognizes that students may occasionally be unable to attend because of illness, family circumstances, religious or cultural observances, school-sponsored activities, or other unavoidable circumstances. Students are expected to attend all scheduled classes regularly, communicate with teachers and coaches about upcoming absences, and take responsibility for learning missed during an absence.This policy establishes:expectations for regular and punctual attendance;procedures for reporting absences and late arrivals;criteria for excused and unexcused absences;expectations for students who miss instructional time;procedures for addressing patterns of absenteeism;the relationship between attendance, participation, and student assessment.This policy is intended to align with the Ontario Ministry of Education's assessment and evaluation requirements effective September 2026, the Education Act, applicable regulations, and Ontario enrolment and attendance requirements.Ontario RequirementsStudents are expected to attend classes regularly and punctually.Beginning in the 2026–27 school year, Ontario's updated secondary assessment and evaluation requirements include attendance and participation as part of the final course grade:Grades 9 and 10: 15% of the final course grade.Grades 11 and 12: 10% of the final course grade.Ontario policy states that excused absences do not negatively affect a student's mark. Excused absences are absences permitted under legislation or school policy. The School will therefore distinguish between:Excused Absences – absences that are permitted under legislation or this policy. They will not negatively affect the attendance component of the student's final course grade.Unexcused Absences – absences that do not meet the criteria for an excused absence and may negatively affect the attendance and participation component of the student's final course grade.Attendance records will be maintained in accordance with applicable Ontario requirements.Attendance ExpectationsStudents are expected to:attend every scheduled class;arrive on time and be prepared to learn;remain in class for the entire scheduled period unless authorized to leave;attend school-sponsored academic, athletic, and co-curricular commitments as directed;follow the School's procedures for reporting absences and late arrivals;communicate proactively with teachers and coaches;complete missed learning, assignments, assessments, and other course requirements.Definition of an Excused AbsenceFor the purposes of this policy, an excused absence is an absence that is permitted under applicable legislation or school policy. The following circumstances will generally be considered excused. The Principal may request additional information or documentation where reasonably necessary and may determine whether an absence qualifies as excused based on the circumstances.A. Illness or Health-Related AbsenceAn absence due to the student's physical illness, injury, or other health-related circumstance will generally be considered excused.acute illness;fever, vomiting, diarrhea, or another contagious illness;significant injury;recovery from illness or injury;medical treatment;hospitalization;another health circumstance that reasonably prevents attendance.B. Medical, Dental, Counselling, or Other Health AppointmentsAbsences for necessary medical, dental, counselling, therapy, diagnostic, or other health appointments will generally be excused.C. Mental Health and Well-BeingThe Hill Academy recognizes that a student may occasionally be unable to attend because of a mental health or well-being concern. Such an absence will generally be treated as excused, subject to the School's attendance procedures.D. Family Emergency or Significant Family CircumstanceThe Hill Academy recognizes that families may require flexibility in circumstances that could not reasonably have been anticipated. Such absences may be excused based on the circumstances.E. Religious or Cultural ObservanceAbsences for recognized religious or cultural observances will be excused. Students and families should provide advance notice whenever the date of the observance is known.F. School-Sponsored ActivitiesAbsences resulting from participation in an activity organized, sponsored, or approved by The Hill Academy will be excused.G. Approved Athletic CommitmentsBecause The Hill supports student-athletes, The Hill Academy may approve absences related to significant athletic commitments. These may include:provincial, national, or international competition;recognized high-performance athletic events;selection camps;national-team commitments;significant tournaments;university recruitment activities;other exceptional athletic opportunities.H. University, College, or Post-Secondary ActivitiesThe Hill Academy may approve absences for significant post-secondary activities, including:university or college visits;admissions interviews;scholarship interviews;auditions;recruitment activities;official athletic visits;other significant post-secondary admissions activities.I. Inclement Weather or Other Unavoidable CircumstanceAn absence may be excused where weather, transportation disruption, emergency conditions, or another circumstance beyond the reasonable control of the student or family makes attendance unsafe or impracticable. The Hill Academy will exercise reasonable judgment based on the circumstances and available information.J. Principal-Approved AbsenceThe Principal or designate may approve an absence where there is a legitimate circumstance that does not fall neatly within the categories above.The Hill Academy may request appropriate supporting documentation where absences are prolonged, frequent, or recurring, or where additional information is reasonably required to support attendance planning.Families are expected to schedule health appointments outside school hours whenever reasonably possible.Students should not attend school when doing so would reasonably place others at risk of illness.Routine practices, training sessions, workouts, private lessons, club activities, or regular team commitments do not automatically qualify as excused athletic absences.Absences That Are Normally Not ExcusedThe following absences will generally be recorded as unexcused unless the Principal or designate determines that exceptional circumstances apply:vacations during the school term;routine outside athletic or club activities;employment or work;transportation arrangements that could reasonably have been avoided;personal convenience;unreported absences.Parent/Guardian Responsibility for Reporting AbsencesParents/guardians are responsible for reporting student absences to The Hill Academy. When a student is absent, please email attendance@thehillacademy.com to report the absence.If a student-athlete will miss a Physical Education or sport period for any reason, please also email DGlisic@thehillacademy.com.The School may request additional information or documentation where reasonably necessary to determine whether an absence qualifies as excused.Leaving School During the DayStudents may not leave The Hill Academy during scheduled instructional time without authorization. Students leaving campus during the school day must follow The Hill Academy's sign-out procedure.Parents/guardians must provide appropriate authorization for students who are required to leave school during the day.A student who leaves without authorization may be recorded as absent for the missed instructional time and may be subject to disciplinary consequences.Intervention for Students with Attendance ConcernsParents/guardians are expected to communicate with The Hill Academy when their student has an absence. The Principal or designate may intervene when there is a pattern of absenteeism or when attendance and participation are affecting a student's learning or final course grade.Where attendance concerns arise, the Principal or designate may meet with the student, communicate with the family, and develop an attendance-support plan as appropriate.For the attendance and participation component of the final course grade, Ontario's 2026–27 assessment criteria are:Level 4 (80%–100%): 0.0% to 2.5% of classes missed for unexcused absences.Level 3 (70%–79%): 2.5% to 5.0% of classes missed for unexcused absences.Level 2 (60%–69%): 5.0% to 7.5% of classes missed for unexcused absences.Level 1 (50%–59%): 7.5% to 10.0% of classes missed for unexcused absences.Below Level 1 (less than 50%): more than 10.0% of classes missed for unexcused absences.Ontario's assessment criteria also considers participation in class, including participation in discussions, contribution of ideas, asking relevant questions, respecting the contributions of others, and contributing to a positive classroom culture.If the Principal or designate meets with a student regarding attendance, the family will be contacted and provided with information about the applicable Ontario assessment criteria and the School's definitions of excused and unexcused absences.