Procedures and policies regarding student attendance

Attendance Policy--- Fairfax County Public Schools Regulation #2601.31P

“Students are expected to attend all classes and to arrive for each class on time. Students shall follow their assigned daily schedules unless properly excused by the principal or authorized representative. Each student shall provide a satisfactory written explanation from his/her parent for any absence from class, and any student who seeks to leave school during the school day shall submit in advance a written parent request directed by the principal. Principals may at their discretion, accept a personal or telephone contact with the parent in lieu of a written request. Justifiable absences include those due to illness of the student, death in the family, medical or dental appointment, personal religious obligations, or other reasons acceptable to the principal.” 2017 - 2018 SRR Booklet – page 39  

Attendance is checked daily by period and for all-day absences. Calls and e-mails are sent at 10 a.m. and after 4p.m.via an automated attendance system from Fairfax County Public Schools.


  • All Day absences must be excused by the parent or guardian by emailing or calling the appropriate subschool.
  • See subschool assignment listed below, to leave a message or in writing with a note or e-mail to the subschool within 48 hours. Messages will be acted upon by the afternoon report. Please disregard the call/e-mail if you have reported an absence and it’s not reflected in the 10am call out.
  • Prearranged absence form (college visits, family travel, upcoming medical appointments, etc.) MUST be requested in writing at least two days prior to the absence and given to the appropriate sub school office for approval.
  • Early release notes should be turned in by 9:30am to the student's subschool.
  • If you receive a call-out message, please check or have your child check with the classroom teacher for that period.


  • Please note: Fairfax County Public Schools are very strict about tardies. The following will not be excused:  
    • oversleeping, power outages, car trouble, traffic, and missing the bus.
  • If your student is going to be late to school:
    • S/he must bring a note to excuse the tardy,  OR
    • The parent or guardian must call the appropriate sub school and leave a message notifying West Potomac that your student will be arriving late.

If a student arrives late at any time during school hours with a note, s/he reports directly to the nearest subschool nearest to their class.

If a student does not have a note:

  • During first 15 minutes of any period: Report to sweep station nearest to their class.
  • After first 15 minutes of any period: Report to subschool nearest to their class.

Checking Out From School

To check out your student from school (doctor’s appointments or other excused absences):

  • Planned Sign Out
    • Send a note with your child to bring to the sub school administrative assistant before school starts. The subschool administrative assistant will write a pass for the student.
    • If a student becomes ill during the day, he/she will sign out from the Clinic.
  • If you were unable to send in a note in the morning, the parent/guardian MUST do the following :
    • Between 8:30am –to 2:30pm park and come into the school. Please leave plenty of time.
    • You will have to check in at the main office.
    • At the main office, sign your student out, and we will send for your student. Please note that if your student is in PE or lunch, or if the class is out of the classroom, this may take extra time.
    • No students will be released after 2:30pm – no security is available to get the students from the classroom as they are lining up the school buses for dismissal.
    • No phone calls – e-mails are accepted for students’ early dismissal from school.

Student’s Responsibilities for Checking Out From School

  • Bring the parent note to the sub school before school begins and get the pink check out pass before 1st period.
  • Bring the pass to his/her sub school office at the sign-out time to get the pass stamped with the check-out time.
  • At departure time, student presents the pink pass to the teacher, and departs class.
  • If the student returns to school that day, he/she checks in at his/her sub school office, signs in, and the card is again stamped so the student may use it to get into class.  

Sub School (SS) Numbers/Emails

SS 1 (A - Clar Mrs. Statz 703.718.2611 Ms. Dooley  Springbank Blg. Rm 539
SS 2 (Clas - Hav)

Ms. Millians

(Acting Assistant Principal)

703.718.2509 Mrs. B. Miller Quander Blg. Rm 307
SS 3 (Haw - McD) Ms. Britton 703.718.2611 Ms. Dooley  Springbank Blg. Rm 539        
SS 4 (McE - Roc) Mr. Johnson 703.718.2698 Ms. Betita-Guevara  Quander Blg. Rm 307
SS 5 (Rod – Z) Ms. Monroe 703.718.2516 Mrs. Beal Gunston Blg. Rm 179

Note to the Parents and Students:

  • Based on FCPS Regulation 2601.31P absences for family and/or other vacations, child care situations, missed school bus, non- school-related activity, or other reason unacceptable to the principal or his or her designee", are unexcused.
  • FCPS encourages family trips during scheduled school vacations and strongly discourages such trips during the school year because these absences interrupt the continuity of learning.
  • Absences for chronic or long-term illness may require doctor's notes. Students with a prearranged absence will be responsible for requesting assignments, completing homework, and preparing for scheduled tests. If the absence is not approved and the student does not attend school, then the absences will be unexcused and teachers are not obligated to provide make-up work or to administer any missed assignments.
  • In the case of an approved prearranged absence during final exams the administrator will determine if the exam is taken early or deferred to the summer.

MPORTANT: According to state law, any student absent from school for 15 consecutive days regardless of reason will be withdrawn from school. Parents will need to re-enroll their students on their own.