SOP-ADM-011: Attendance Management

1.0 PURPOSE AND SCOPE

Purpose: To maintain accurate attendance records for students and staff ensuring compliance and discipline.
Scope: All students, faculty, and administrative staff.

2.0 DEFINITIONS

• Present: Physically present and engaged
• Absent: Not present without prior approval
• Leave: Approved absence
• Late Arrival: Beyond 15 minutes of scheduled time

3.0 RESPONSIBILITIES

Role	Responsibilities
Students	Mark attendance, inform absences
Faculty	Maintain class attendance, report patterns
Admin Staff	Maintain staff attendance, process leave
Head of Operations	Monitor trends, policy enforcement

4.0 PROCEDURE STEPS

4.1 Student Attendance

Step 1: Digital/biometric attendance at start of each session
Step 2: Faculty verifies and signs daily attendance sheet
Step 3: Weekly consolidation by class coordinator
Step 4: Monthly reporting to Academic Head

4.2 Leave Management

Step 5: Student applies for leave in prescribed form
Step 6: Class teacher recommends
Step 7: Academic Head approves (beyond 2 days)
Step 8: Update attendance records

4.3 Staff Attendance

Step 9: Daily marking in attendance system
Step 10: Monthly consolidation by HR
Step 11: Leave application through proper channel
Step 12: Attendance regularization process

4.4 Compliance Monitoring

Step 13: Generate attendance reports monthly
Step 14: Identify patterns and trends
Step 15: Counsel students/staff with poor attendance
Step 16: Initiate disciplinary action if needed

5.0 FORMS AND TEMPLATES

• Form ATT-001: Student Leave Application
• Form ATT-002: Staff Leave Application
• Form ATT-003: Attendance Regularization
• Form ATT-004: Monthly Attendance Report
• Form ATT-005: Attendance Warning Letter

6.0 RECORDS TO BE MAINTAINED

• Daily attendance sheets (2 years)
• Leave applications (2 years)
• Attendance reports (3 years)
• Counseling records (2 years)
• Disciplinary actions (3 years)

7.0 MONITORING AND MEASUREMENT

• Attendance Accuracy: (Target: 100%)
• Report Timeliness: (Target: 5th of each month)
• Compliance Rate: (Target: 95%)
• Leave Regularization: (Target: Within 3 days)

8.0 REVIEW AND REVISION

• Quarterly Review: Every quarter
• Revision Trigger: System changes, compliance issues
• Approval Authority: Head of Operations

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Additional SOP Templates Available:

Would you like me to continue with the remaining critical SOPs:

1. SOP-FIN-001: Fee Structure and Collection
2. SOP-HR-001: Recruitment and Selection
3. SOP-COM-005: Health and Safety Management
4. SOP-QA-002: Student Feedback Collection