Attendance Protocols

Use this guide to track scholar attendance, respond to absences, and manage withdrawals. Reference it when taking daily attendance, following up with absent scholars, or navigating the withdrawal process to ensure every scholar stays supported and connected to camp.

Attendance Policy

Scholars are expected to attend all 10 days of camp.

Benchmark: Scholars must attend at least 8 of 10 days to graduate.

Rationale: If a scholar is absent for more than 2 days, especially in Week 1, it becomes difficult for them to catch up on content and feel part of the community. We may withdraw scholars who miss significant time, but evaluate each case individually.

Daily Attendance Routine

The IA assigned to attendance must update Airtable within the first 30 minutes of the session. When to take attendance:

💻 Virtual Camps

Take attendance twice daily (Morning Start & Afternoon Start).

📍 In-Person Camps

Take attendance once daily (Morning Start only).

Airtable Status Codes

Status	When to Use (Scholar…)
Present	Is present in camp
Late	Is more than 10 minutes late
Absent Known	Told you in advance they’d be absent
Absent Unknown	Is absent without notice (see Missing Scholar Protocol)
Left Early	Departed more than 10 minutes before camp ended
No Longer Attending	Has been relinquished (KWK team confirms)

Add notes in the Attendance Notes field explaining why scholars were late, absent, or left early.

Example: "Sally is sick and won't attend today, maybe tomorrow."

Missing Scholar Protocol (Absent Unknown)

If a scholar is marked Absent Unknown, follow these steps immediately to ensure safety and engagement.

Step 1: Reach Out Immediately

💻 Virtual Camps

Send a Slack DM to the scholar (include another IL in the DM).

Hi [Scholar Name]! Noticed you aren't on Zoom yet. Please hop on! If you can't make it, let us know so we can help you catch up.

📍 In-Person Camps

DAY 1 (Safety Alert): You MUST call/text the scholar's Emergency Contact (found in Airtable) immediately to confirm safety.

DAYS 2-10: Send a Slack DM to the scholar (include another IL in the DM).

Step 2: Update Airtable

Add notes about why they're absent and any updates you receive.

Step 3: Send Catch-Up Resources (End-of-Day)

At the end of the day, send a recap DM with curriculum links and other resources. Include curriculum site links for any lessons they missed and share any support suggestions.

Hi [Scholar Name]! 👋 We missed you today. Here's what we covered:
📚 Lessons: [Lesson 1 link], [Lesson 2 link]
🎥 Recordings: [Link], [Link](virtual only)
✨ Tomorrow: We're working on [topic]. Come to Office Hours at [time] or DM us with questions!

Step 4: Check In When They Return

Ask if they reviewed the resources you provided. Check in throughout the day to ensure they feel supported.

Withdrawal Protocol

There are two types of withdrawals. In both cases, your goal is to support the scholar first, but process the exit if necessary.

Passive Withdrawal ("Ghosting")

Definition: Scholar misses 2+ days in Week 1 and does not respond to Slack/Email.

What KWK Does:

Days 1-2: KWK emails scholar/guardian

Days 3-5: KWK consults with your team via Slack before withdrawing

If withdrawn: KWK emails scholar/guardian, removes from Slack/roster, asks you to mark "No Longer Attending"

Active Withdrawal (Scholar Resigns)

Definition: Scholar tells you they want to withdraw.

Step 1: Attempt Retention.

If they are quitting due to difficulty, encourage them to stay.

I hear you, [Scholar Name]! Coding is definitely tough, but I've seen you making progress and I know you can do this. 💚 Before you decide, could we try a quick 5-minute breakout/chat? I'd love to help you get unstuck!

If it is a personal/family emergency, accept it gracefully. Do not promise they can attend a future camp.

Thanks for letting us know. We’re sorry you won't be able to continue, but we wish you the best! I'll inform the KWK team, who will follow up via email to confirm.

Step 2: Process in Slack.

Go to your team channel.

Type / and select "Scholar Withdrawal Form."

Provide as much detail as possible.

KWK will follow up within 24 hours.

💬 IA Script Bank

Routine Check-Ins (Late/Absent)

The “We Missed You” Check-In (15 mins into camp)

Hi [Scholar Name]! We noticed you weren't here for the start of the day. Everything okay? Hope to see you join us soon! 💚

The “End of Day” Recap (For Absent Scholars)

Hi [Scholar Name]! We missed you today. Here is what we covered so you can catch up before tomorrow:
Lessons: [Links to Curriculum Page]
Recording: [Link to Zoom Recording - Virtual Only]
Let us know if you have questions. See you tomorrow!

The “Camera Off” Check-In (Virtual Only)

Hey [Scholar Name]! Just doing a quick pulse check since your camera is off. Are you doing okay with the code? Let me know if you need a breakout room!

Withdrawal & Sensitive Situations

The "Retention Push" (Scholar wants to quit because it's hard)

Thanks for sharing that with me, [Scholar Name]. I totally hear you! Coding IS hard, and it’s normal to feel frustrated right now. A lot of us felt that way at the beginning!
Before you make a final decision, would you be open to hopping in a breakout room with me for 10 minutes? We can look at the code together. We really value having you in this camp and I know you can get this!

The "Active Withdrawal" (Scholar confirms they are quitting)

Thank you for letting us know, [Scholar Name]. We are so sorry to hear that you won't be able to continue, but we wish you the best this summer! ☀️
I will inform the HQ team so they can update our records. You don't need to do anything else. Take care!

The "Can I do a different camp?" (The Hard No)

That is a great question. I actually don't have access to the other camp schedules/rosters, so I can't make that switch.
I will let the Kode With Klossy HQ team know about your request, and they will follow up with you via email regarding availability!

📞 The In-Person "Day 1 Safety" Script

Use this for the Emergency Contact text/call on Day 1.

Text Message Script

Hi, this is [Your Name] with Kode With Klossy Camp. We are getting started with our first day and noticed [Scholar Name] isn't here yet. We just want to ensure they are safe and on their way. Please let us know! Thanks.

Voicemail Script

Hi, this is [Your Name] with Kode With Klossy. We are kicking off camp today and noticed [Scholar Name] hasn't arrived. We just wanted to check in to make sure everything is okay. Please give us a call back or message [Scholar Name] via Slack if they are just running late. Thank you!