Reporting Student Absence, Late Arrival, or Early Dismissal

Tue, 07/05/2022 - 10:37am

Student Absences

When a student is absent, the parent/guardian must report the absence to the school by emailing dmsabsence@hcpss.org.  The e-mail should include the following:

  • Student first and last name - absence in the subject line  
  • Sent from the e-mail address on your family file 
  • Date and reason for absence
  • Parent name and phone number

Upon receipt of the note, the attendance record in Synergy will be updated per HCPSS policy. Please review HCPSS Policy 9010 – Attendance for guidelines on what is considered to be a Lawful (Excused) Absence.

A student has five days from the date of the absence to send a note. If the note is received after the five-day grace period, the absence will remain unexcused. If a note is not received, the absence will be documented as Truant (unexcused). Please see the Secondary Student Handbook for more information.

Late Arrivals

Prior to 8:00 AM, students will sign in on the Late Arrivals sheet located in the front office. After 8:00am, students will sign in using the Lobby Guard system in the front office. Parent/Guardians do not need to be present in order to sign their student(s) in late. 

If it is an excused tardy parents should email a note to dmsabsence@hcpss.org.

  • Student first and last name and late arrival in the subject line 
  • Sent from the e-mail address on your family file
  • Indicate the reason for the late arrival.
  • Parent name and phone number

Early Dismissal Procedures 

We strongly encourage parents and guardians to not request an early dismissal after 2:10pm due to limited time before regular dismissal of 2:20pm. 

Early Dismissal Procedures: 

  • When a parent arrives at the school, please come to vestibule entrance with your driver's license or official ID and press the call button. 
  • Indicate that you are here for an early dismissal of your student/s. 
  • You will then be given access to enter the building and asked to follow the directions for "Early Dismissal" at our Lobby Guard. 
    • You must have your driver's license or ID available to complete the process.
    • The easy-to-follow instructions will be clearly marked next to the Lobby Guard.
What is considered an excused absence?

A lawful absence is an excused absence for any portion of the day under the following conditions:

  • Illness of the student
  • Death in the immediate family
  • Court summons
  • Observance of a religious holiday - complete THIS FORM if you need to be absent for a religious observance
  • Hazardous weather conditions (as determined by the Superintendent)
  • State emergency (as determined by the Governor)
  • Suspension
  • Lack of authorized transportation (school system transportation)