Thanks to one of my colleagues, many of us have this sticker on our laptops: 

You would think that this would help us remember to turn in our attendance for every class every day, but if our Vice Principal is to be believed (and he seems reliable enough), it does not.

As a result of my inability to submit attendance for all of my classes before 4pm, I have written myself an attendance letter. 

(NB: Our lovely administrators would never actually write a letter like this!)

Dear [Employee Name],

We are writing to express our concern regarding your recent attendance pattern: specifically, [insert problem here: you keep forgetting to turn it in].

Our records indicate that you sometimes take attendance as soon as class begins. We commend you for your optimism! We know that on those days, invariably, at least 12 students arrive late – generally walking in one by one over a 45-minute period – and thanks to our fancy tracking system, you have to keep a record of the time at which each student enters the class. We understand that this might be difficult for you, but noting their arrival time is imperative for our systems.

We are here to support you. May we suggest noting arrivals on a piece of paper and hoping you don’t misplace it before you enter the data later in the day? Do you even have paper near you? If not, why not? If so, where do you keep it? And do you manage to keep a pen, too? That would be impressive organization for a teacher who is also moving about the room to respond to her students. Alternately, perhaps you could pause your instruction, freeze the projected computer screen each time another student enters, then navigate to our school attendance site and immediately enter their arrival. Would that disrupt your teaching? If so, what is your plan to manage that problem?

Consistent attendance taking is crucial to the smooth operation of our school. Your attendance-taking pattern has impacted [explain specific impacts, e.g., our records]. According to our computerized records, your period Z class has nearly perfect attendance, despite the fact that one student no longer attends school at all. We note, too, that you insist that this class is “nearly unmanageable” with “students entering and leaving at will.” This implies that perhaps you are forgetting to submit your attendance for this class.

We are here to support you. Have you tried using a hall pass system? Perhaps students in this class would be willing to write their arrival and departure times on a piece of paper strategically placed near the door. Attention: do not write student names where others can see them; this might be shaming. We realize that all the other students have seen the late arrivals; nevertheless, we invite you to manage attendance privately. Maybe you can place the paper a little out of the way? And put a cover on it? And you will probably want to attach a pencil. We are certain your students will use this paper appropriately. Also, please note that even if a student spends 70 minutes of the 75-minute class period “in the bathroom”, you should still mark that student present and note the time they arrived.

We encourage you to discuss any underlying issues that may be affecting your ability to maintain regular attendance, and we highly doubt that your attendance records reflect anything close to reality. Please reach out to [supervisor’s name] to discuss potential solutions and support options available to address these concerns. Please note that [supervisor’s name] is unwilling to text you every. single. day to remind you to do your attendance. That’s what your laptop sticker is for.

We value your contributions to the team and want to work with you to ensure your attendance meets school expectations.

Sincerely,

[Name]

[Title]