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Three things you can use this week

A paper pass log that prints cleanly, a way to see where your tardies cluster, and a policy template that is fair to students and to the teachers who have to apply it. Use them with any vendor or with none.

Paper pass log Tardy-pattern calculator Policy template

1. Printable hall-pass log

One sheet per classroom per week. The columns are the same ones the digital tools record — out, destination, back, initials — so if you later switch, the habit transfers. Print two-sided; the reverse is the same grid.

Hall pass log

Room: ________ Teacher: ________________ Week of: ____________ Limit per student per week: ____

Date	Student	Out	Destination	Back	Min	Teacher initials	Note

Destinations: R = restroom, N = nurse, O = office, C = counsellor, L = locker, W = water, X = other (write it). Passes over 10 minutes: circle the row. Hand the sheet to [office] on Friday.

2. Tardy-pattern spreadsheet and calculator

The spreadsheet

Download tardy-pattern.csv and open it in Sheets or Excel. It has one row per late arrival with columns date, day, period, student_id, minutes_late, reason. Keep the header, add your rows (export them from your SIS or type them from the sign-in sheet), then add these formulas in a second tab:

Tardies by day: =COUNTIF(Data!B:B,"Mon") and so on for each weekday.
Tardies by period: =COUNTIF(Data!C:C,"P1") for each period (use “AM” for the morning bell).
Repeat students (3+ in the month): =COUNTIF(Data!D:D,D2)>=3 beside each row, then filter TRUE; or a pivot on student_id sorted descending.
Average minutes late by day: =AVERAGEIF(Data!B:B,"Mon",Data!E:E).
Share of tardies in the first ten minutes: =COUNTIF(Data!E:E,"<=10")/COUNTA(Data!E:E). If it is high, your problem is buses and the bell, not students.
Weekly trend: =WEEKNUM(A2) in a helper column, then a pivot by week.

A pattern on one day (Monday, or the day after a half day) points at transport or family routine. A pattern in one period points at a hallway, a teacher’s door policy, or a schedule gap. A pattern in one student is a conversation, not a consequence.

The calculator

Paste counts, one per line, as day,period,count or just period,count. Nothing leaves your browser.

3. Hall pass policy template

Markdown, so it pastes into a handbook or a Google Doc. Every bracket is a decision your building has to make; the defaults in the brackets are common, not recommended. It works with paper, with any app, or with both.

# [School name] Hall Pass Policy

_Adopted [date]. Reviewed each [June]. Applies to all students in grades [6-12]._

## 1. Purpose

Passes exist so that students can leave class for legitimate reasons, so that staff
know who is out of class during instruction, and so that hallways are safe. They are
not a behaviour-management tool and are not used to punish.

## 2. When a pass is needed

A pass is required to be out of an assigned room during instructional time. No pass
is needed during passing periods, lunch, or before/after school.

## 3. Reasons and default durations

| Reason      | Default | Notes |
|-------------|---------|-------|
| Restroom    | [7] min | Teachers do not deny a restroom request; they may ask the student to wait [5] minutes if a lesson segment is ending. |
| Nurse       | as needed | Nurse signs the pass back. |
| Office / counsellor | as needed | The receiving office signs the pass back. |
| Locker / water | [5] min | |
| Other       | teacher's judgement | Write the reason on the pass. |

## 4. Limits

- Each student may take up to [3] non-emergency passes per [week] per class.
- Medical or accommodation plans (504, IEP, nurse's note) override every limit,
  and staff are told which students are covered without being told why.
- A student who reaches a limit is not refused the restroom; the teacher records the
  extra pass and refers the pattern to [counsellor], not to discipline.
- No more than [2] students from one room are out at once, except in an emergency.

## 5. Records

- Every pass is logged: student, out time, destination, back time, teacher initials.
- Logs are kept for [the current school year] and then destroyed. If a digital tool
  is used, the vendor contract must state retention and deletion in writing.
- Pass records are reviewed [weekly] by [assistant principal] for patterns
  (see the tardy-pattern tool). Individual records are not shared with other students.

## 6. Privacy

- Pass data is student record data. It is not shared outside the school without
  the same authorisation as any other attendance record.
- No pass system, paper or digital, records where a student physically goes; it
  records where they said they were going and when they returned.
- Parents may ask to see their child's pass record and receive it within [10] days.

## 7. Fairness

- Staff apply the same durations and limits to every student. If a pass practice
  is found to fall more heavily on one group of students, it is changed.
- Students are told this policy in [September] and can ask questions about it.

## 8. Review

- This policy is reviewed each [June] with input from [student council] and
  [teachers' representatives]. Changes take effect the following [September].

Notes

Nothing on this page is cited because nothing on it is a claim about anyone else. The tools are ours; take them, change them, do not credit us.
The retention line in the policy template is there because the vendors differ on it: Securly publishes deletion within 30 days of contract end; SmartPass’s public privacy link resolves to Raptor’s website policy, which excludes school services. Details and sources on the comparison.