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Attendance & Scheduling
F.A.Q.

Why is attendance so important at CTS?

Consistent attendance is essential for your child’s progress. Therapy builds on previous sessions, and missed visits can slow progress and impact outcomes. Missed or inconsistent visits slow progress and can impact outcomes for your child and others waiting for services.

 

How is attendance tracked?

Attendance is tracked daily and reviewed every three months (each quarter) for each therapy type (Speech Therapy, Feeding Therapy, Occupational Therapy, Physical Therapy).
 

Each new quarter begins with a fresh attendance record.

 

What is considered good attendance?

To remain on a permanent therapy schedule, families must attend at least 85% of scheduled visits per therapy type.

This typically means:

  • 2 visits per week: 20–22 visits per quarter

  • 1 visit per week: 10–11 visits per quarter
     

Falling below 85% may result in removal from the permanent schedule.

 

What is a permanent schedule?

A permanent schedule means your child has a consistent, reserved therapy time each week. These spots are limited and prioritized for families who attend regularly and communicate consistently.

 

What happens if my child does not meet attendance expectations?

If attendance drops below the required threshold:

  • Your child may lose their permanent therapy time.

  • You may be moved to a flexible scheduling option or discharged from services, depending on attendance patterns and communication.

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What counts as an attendance infraction?

The following are considered attendance infractions:

  • Late Arrival / Late Return
    Arriving more than 7 minutes late or not returning within 10 minutes — $25 fee

  • Same-Day Cancellation
    Canceling after 7:30 a.m. — $50 fee

  • Last-Minute Reschedule
    Rescheduling with less than 4 hours’ notice — $50 fee

  • No-Show
    Arriving more than 15 minutes late or missing the visit entirely — $75 fee

  • Two attendance infractions within a quarter will result in removal from the permanent schedule!

 

What does “being on time” mean?

To help sessions run smoothly:

  • Arrive 5 minutes early

  • Be ready for pickup 5 minutes before the session ends

  • Keep your phone nearby if waiting outside

  • Be able to return within 10 minutes if contacted

  • Arriving more than 15 minutes late will result in a no-show.

 

What if I need to cancel or reschedule?

  • Whenever possible, reschedule instead of canceling.

  • Use the Ocean Friends app or call the office.

  • Cancellations after 7:30 a.m. are considered same-day cancellations.

  • Rescheduling within 4 hours of the appointment is considered a last-minute reschedule.

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What happens if attendance issues continue?

If attendance concerns continue:

  • Your child may lose their permanent therapy time.

  • Continued issues may result in discharge from services.

  • These policies allow us to serve families fairly and make room for others waiting for therapy.

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Why does CTS have these attendance policies?

These policies help us:

  • Support consistent progress for each child

  • Use therapy time effectively

  • Ensure fairness for families on our waitlist

  • Maintain a predictable, high-quality therapy environment

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We’re doing our best — can you work with us?

Yes. We understand that life happens. Communication is key. When families communicate early and consistently, we can often help problem-solve or explore alternatives.

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