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.
- Acceptable Attendance Benchmark: Scholars should attend at least 8 of 10 days to remain in good standing and on the camp roster.
- 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.
- Response: The KWK team may withdraw scholars who miss significant time, but each case is evaluated individually.
Daily Attendance Routine
One IA in each camp (or house) should take attendance, tracking it in the camp’s Airtable base. Attendance should be taken twice daily, during the first 30 minutes of the morning and afternoon sessions.
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 IA or Instructor in the DM) to check in.
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.
Note: In the first few days of camp, if a scholar is absent in the morning, the Kode With Klossy team will follow up directly via email and include their parent or guardian. This helps ensure timely attendance communication, especially for scholars who may not yet be active on Slack, and adds an additional layer of support and accountability to encourage attendance.
Withdrawal Protocol
KWK closely tracks attendance during the first few days of camp to ensure scholars are committed and set up for success. Because the program is only two weeks long, missing time early on can quickly impact a scholar’s experience and ability to complete the program. For this reason, scholars who are not attending or communicating may be withdrawn, or officially removed from the camp.
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.
Attendance Script Bank
Use the scripts below as a template for Slack messages or conversations with scholars about attendance!
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!