Villa International High School

STUDENT ATTENDANCE GUIDELINE

1. Purpose and Importance of Attendance

Regular attendance is one of the strongest predictors of academic success. This guideline sets out the school's expectations regarding student attendance, explains how attendance is recorded and clarifies the consequences of falling below the required attendance threshold. This guideline applies to all students enrolled at Villa International High School.

Consistent attendance is important for the following reasons:

Syllabus coverage:
A'Level syllabi are content-heavy and cumulative. Missed lessons create learning gaps that can compound over time, making subsequent topics more difficult to understand, revise and apply.

Continuity of learning:
Concepts, practical work and skills taught in class, particularly in Mathematics, Sciences and coursework-based subjects, cannot always be fully replicated through independent study.

Assessment readiness:
Mock examinations, internal assessments and coursework deadlines are scheduled according to syllabus progress. Absence may affect a student's preparedness for these important academic milestones.

Participation and school community:
Attendance supports active engagement in classroom discussions, group activities and the wider school community, all of which contribute to students' holistic development.

Eligibility:
As outlined in this guideline, attendance directly affects a student's eligibility to sit examinations and participate in certain school activities.

2. Minimum Attendance Requirement

Each student must maintain a minimum attendance level of 80% per semester, calculated based on all scheduled school days during that semester.

Attendance percentage is calculated using the point system described in Section 4, based on attendance records maintained in Dhasvehi (the school's Learning Management System).

3. Eligibility for Examinations and School Activities

School Examinations

In accordance with the school's Assessment Policy, students must maintain at least 80% attendance in each subject to be eligible to sit examinations for that subject, including mock examinations.

School Activities

Participation in school activities, including sports events, clubs, competitions, trips and other extracurricular programmes, is subject to the attendance requirement specified for each activity. The required attendance level will be communicated in the invitation or announcement for the activity.

Students whose attendance falls below the required level will be identified by the Class Teacher and referred to the relevant Subject Lead, Activity Coordinator or Career Guidance Counsellor for appropriate follow-up.

Students and parents may monitor attendance records through Dhasvehi.

4. Dhasvehi Attendance Point System

Attendance is recorded in Dhasvehi each day using the following point values. A student's semester attendance percentage is calculated based on the total points earned compared to the total possible points.

5. Attendance Excuse and leave of absence

If a student is absent from school for any reason, the parent/guardian or the student is expected to inform the relevant teacher as soon as reasonably possible. However, notifying a teacher does not constitute approval of a leave of absence. Students must follow the leave application procedure outlined in Section 8 to have their absence considered for approval.

Leave of absence may be granted under the following categories, with attendance points awarded as indicated:

5.1 External Educational and Development Activities Participation (2 Attendance Points)
5.2 School Activities Conducted During Session Time (2 Attendance Points)
5.3 Emergency Leave (2 Attendance Points)
5.4 Medical Leave (2 Attendance Points)
5.5 Excused Leave (1 Attendance Point)

5.1 External Educational and Development Activities Participation

This category applies to students participating in national or international activities organised by external organisations. Approved this Leave will receive full attendance points (2 points) for the approved period.

Students who have been officially selected, nominated, invited or approved to represent their school, the Maldives or participate in a recognised educational or developmental activity may apply for leave under this category.

To qualify, the activity must meet one or more of the following criteria:

• The activity is officially recognised, endorsed or organised by a Government ministry, department, agency, statutory body or recognised national association.

• The activity is organised by an international organisation that is legally registered in another country or formally recognised as an international organisation.

• The activity is organised by an external organisation and has received prior approval from the school. This includes competitions, conferences, training programmes, workshops, exhibitions and similar activities that are not included in the Ministry of Education's official activities calendar.

Applications will be considered on a case-by-case basis. In deciding whether to approve leave, the school will consider:

• The credibility and reputation of the organisation.

• The relevance and educational or developmental value of the activity.

• The potential benefits to the student's knowledge, skills, personal development and future educational or career aspirations.

• The duration of the requested leave and its possible impact on academic progress and attendance.

• Whether appropriate documentary evidence has been provided, such as an official invitation, selection letter, registration confirmation or letter from the organising body.

5.2 School Activities Conducted During Session Time

Students must submit an Attendance Excuse Request Form to request leave for school activities conducted during class hours. Approved this Leave will receive full attendance points (2 points) for the approved period.

Leave will only be considered after the student's participation has been verified by the coordinating staff member.

This leave may be granted for:

• Attending a school-organised activity, event, trip or excursion.

• Representing the school at an official function, such as a national award ceremony, inter-school competition or former student/alumni awards ceremony.

5.3 Emergency Leave

Emergency leave may be granted for unavoidable and urgent circumstances arising from natural or human-made events beyond the student's control. Approved emergency Leave will receive full attendance points (2 points) for the approved period.

Each request will be considered on a case-by-case basis and supporting evidence may be required.

Examples include:

• Death of a family member, relative or close family friend.

• Weather-related or natural disruptions affecting an individual student's ability to travel to school (for example, localised flooding) where there is no school-wide closure. If the school issues an official closure or leave notice, the absence will be treated as Official Leave.

• Internet or technical failures preventing a student from attending an online class or submitting online coursework. A parent/guardian must provide an email explaining the disruption. Such requests will be reviewed case-by-case and may be recorded as Excused Leave.

5.4 Medical Leave

Medical Leave is granted when a student is unwell and submits a medical certificate issued by a registered medical practitioner or hospital.

The medical certificate must be submitted on the day the student returns to school.

Approved Medical Leave will receive full attendance points (2 points) for the approved period.

Medical certificates submitted immediately before an examination or activity due to attendance ineligibility, backdated certificates or multiple certificates submitted to cover unexplained absences will not be accepted.

A medical leave of one day may be approved upon receipt of a parent/guardian email confirming the student's medical condition. For more than one consecutive day of medical leave, a valid Medical Certificate (MC) must be submitted with this form. A maximum of five (5) single-day medical leave requests supported only by a parent/guardian email will be accepted per term. 

Examples include:

• Illness requiring a doctor's consultation, supported by a medical certificate.

• Hospitalisation or a documented ongoing medical condition.

• Medical appointments (such as surgery follow-ups or physiotherapy) supported by documentation.

• Quarantine or isolation due to a contagious illness without hospital admission. This may be treated as Medical Leave if supported by a doctor's note or Excused Leave if only a parent's email is provided.

5.5 Excused Leave 

Excused Leave is granted for legitimate non-medical reasons that do not carry the same status as Official Leave or Medical Leave.

Approved Excused Leave will receive 1 attendance point out of 2 points for the approved period.

These requests must be submitted through the Attendance Excuse Request Form on or before the leave date. Excused leave may be granted for a maximum 5 days per term.

Examples include:

• A parent's email explaining a family reason, such as attending a sibling's or relative's graduation.

• A one-day illness or medical condition that does not require hospital treatment and is not supported by a medical certificate but is reported by a parent.

• Attending personal or administrative matters, such as passport, visa or immigration appointments, confirmed by a parent.

• A driving test, university/college interview or scholarship interview confirmed by a parent.

• Attending a serious family emergency, such as the death of an immediate or extended family member, death of a close family friend, house fire or natural disaster.

• Any other circumstance determined by the school to be unavoidable due to genuine family or personal reasons.

6. Late Attendance 

Late attendance applies when a student arrives after the official start time of the school day or a scheduled class. Teachers may reduce 0.5 points from attendance if the student late to the class. Repeated lateness may be reviewed separately from overall attendance, as frequent late arrivals affect classroom continuity and learning.

7. Absent Attendance (0 Points)

Absent status applies when a student does not attend school and no supporting communication, documentation or acceptable reason has been provided within the required timeframe.

Examples include:

• No communication from a parent or guardian regarding the absence.

• A reason provided that does not meet the criteria for Official Leave, Medical Leave, Emergency Leave or Excused Leave.

• Failure to submit a required medical certificate within the required timeframe for an absence initially reported as medical-related.

8. Procedures and Responsibilities

8.1 Parent/Guardian and Student

Parents/guardians and students must:

• It is the student's responsibility to submit the Attendance Excuse Form within the required timeframe. Failure to submit the form on time, or to provide the required supporting documents, may result in the attendance excuse not being approved, and the absence being recorded as unexcused. 

• Notify the Class Teacher or school office in advance where possible or as early as practicable on the day of absence.

• Submit the Attendance Excuse Request Form to request leave of absence from regular classes and extracurricular sessions.

• Provide supporting documents where required based on the type of leave requested. 

• Email communications regarding attendance  matters must be sent to attendance@vihs.edu.mv

• Official leave of absence must be submitted accordingly to claim for leave of absence/attendance excuse. Attendance excuse form: https://forms.gle/yAiukRB7Jsk2v7id6

8.2 Teachers and Coordinators

Teachers and coordinators must:

• Mark attendance accurately and promptly in Dhasvehi each day using the point categories outlined in Section 4.

• Review supporting documents, including medical certificates and parent communications, before finalising attendance categories.

• Monitor cumulative attendance each semester and identify students approaching or falling below the 80% requirement.

8.3 School Management

School management will:

• Review borderline or disputed cases and make final decisions regarding attendance classification.

• Communicate with parents when attendance falls below the required threshold and explain available options before examinations or activities.

• Periodically review and update this guideline as new situations arise.

9. General Notes

This guideline is intended to provide clarity and consistency in managing student attendance.

Situations not specifically covered in this guideline will be assessed by school management in accordance with the principles of this guideline, while recognising genuine circumstances and protecting the integrity of the 80% attendance requirement for all students.

10. Attendance notices

Attendance warning notices will be sent to students emails. Two email notices will be sent to the students email and the school will also take the necessary actions if the attendance of the student is not improving. 

1. Notice email 1- Attendance Below 80% Warning Notice
2. Notice email 2- Attendance point at 70 or below