Title: Student Attendance & Achievement

Title: Student Attendance & Achievement POLICY HOLDER: Helen Richardson-Hulme PRINCIPALSHIP OWNER: Helen Richardson-Hulme VERSION NO: 5 July 2015...
Author: Victoria Lyons
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Title: Student Attendance & Achievement POLICY HOLDER:

Helen Richardson-Hulme

PRINCIPALSHIP OWNER:

Helen Richardson-Hulme

VERSION NO:

5 July 2015

DUE DATE FOR REVIEW:

July 2016

Accessibility: If you would like this information in an alternative format, e.g. Easy to Read, large print, Braille or audio tape, or if you would like the procedure explained to you in your language, please contact the Communications & PR Officer on 01603 773 169. Further information: If you have any queries about this policy or procedure, please contact the name policy holder or the Communications & PR Officer on 01603 773 169.

City College Norwich, Ipswich Rd, Norwich NR2 2LJ

Procedure for

Student attendance and achievement

Please note Any suggested amendments to this document must be approved by the custodian who is Helen Richardson-Hulme All amendments must be approved by the Director of Student Services. Revision no

Reason for Revision

Amendments originated by

Approved by

1

Annual update: March 14

Orville Gardener

NA

2

Annual update: March 14

Julia Buckland & Steve Guratsky via meeting Feb 14

HRH

3

Annual update: March 14

Helen Richardson-Hulme

HRH

4

Annual update

AMT mtgs 17/3/14 & 24/3/14

HRH

5

Annual update

AMT April 15

HRH

Page 4 re International students attendance procedure 6

Punctuality statement AMT July 15 – first discussion AMT Sept 15 Page 4 – draft statement added 09.09.15

HRH

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Student Attendance and Achievement procedure Rationale One of the key measures of success for colleges is the retention rate for students on our courses. Unexplained student absences or patterns of irregular attendance are important signs that students are at risk of dropping out of courses and/or facing significant life issues. Speedy action to contact the students, and when appropriate their parents and employers, following such absences is an effective way of minimising the risk that such absences will lead to the student leaving college. This procedure aims to ensure that a consistent approach is adopted across College; making sure all students are aware of and enabled to meet their obligations to attend regularly and punctually. It promotes early identification of concerns and implementation of follow-up support as required. High success rates rely on high retention and achievement and this is a major factor in the college’s objective to being ‘outstanding’. Good attendance and punctuality help towards academic attainment and preparation for the expectations of adult and working life. Using the Absence Procedure This procedure sets out a number of processes that should be used to follow up absences and to investigate and deal with irregular attendance. They give students the opportunity to explain their absence, and also allow us to remind them that nonattendance is an important issue for the college and is not acceptable. The procedures here can be used when:   

students are absent from College students fail to attend regularly students attend selectively

City College Norwich expects that all students will:  

attend all timetabled lessons in a timely manner inform the College and provide a written explanation if there are concerns

Definitions a) Late is any time after the timetabled start time of the session. b) An absence from College may be ‘authorised’ or ‘justified’ or ‘unauthorised’. For all students, an ‘unauthorised’ absence will count as an absence mark for overall attendance. c) Authorised absence. This is an absence that has been discussed with and agreed by the College prior to the absence occurring. It relates to a circumstance organised and/or approved by the College. Examples of this are:  work experience  attending a College examination

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      a.

educational visits day and residential visits to outdoor centres debates, sports, musical or theatrical productions arranged by or in conjunction with the College representing the College or self at a regional/national sporting event study leave receiving tuition via outreach teaching services

Justified absence. This is an absence where a student may have informed the college of their intended absence or the absence is due to events out of their control. Examples of this are medical appointments, university and college visits, religious holidays, jury service, driving test. A full list is provided in Appendix 2. Staff may ask students on an individual basis to provide evidence to justify an absence. Therefore students are advised to keep evidence of appointments.

Unauthorised Absence The following reasons are not considered valid for the purposes of attendance monitoring. This list is not exhaustive.          

Justified absence categories without evidence Holidays during term time Job commitments Leisure activities Family and other celebrations such as birthdays and weddings Babysitting Shopping Driving lessons Opticians appointments Employer's busy period

Sickness - for unforeseen absences, such as illness, the student should advise the College through the College Absence procedure, usually by calling the Absence Line on 01603 773631 (option 2) or filling out the Learner Absence Form via Blackboard, by 8:00am on the day of absence. This generates a report to all the students’ teachers that day and the Pal Team. Upon return to College after an absence, wherever possible, students must provide evidence of the reason for their absence. The registers will reflect their absence as sick during this period. If there are no justification or sick absences recorded, the Pal Team will follow up all unauthorised absences by contacting the student, and in the case of 16-17 year olds their parent or guardian to ascertain the reason for the absence as soon as practicable. Where possible the student should be asked to attend, unless there is a valid reason for nonattendance. The Pal Team record any contact made on the student e-ILP including discussions and reasons for absence. Any additional information is communicated to other staff as required/appropriate.

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3.

Register Marks

The marks below are the only ones which may be used in registers.

\

Present

L

Late - Not present at the start of the lesson

0

Absent (unauthorised) – all absences that are not A or J

A

Absent (authorised)

J

Justified

C

Class cancelled

S

Sickness

International students studying on Tier 4 Visas There is a separate procedure for monitoring attendance for students studying at college on a Tier 4 international visa. This procedure provides guidance on how we monitor authorised, and unauthorised absences as well as patterns of attendance and non-attendance. This is outlined in our procedure CCN International Compliance Procedure for Tier 4 Students 1415. All teachers where they have a student on a Tier 4 visa receive a copy of this procedure and records are held centrally by the Level 1 User.

Lateness and punctuality statement -

-

Attendance and punctuality at all learning sessions, including work experience, are key to ensuring that students are motivated and able to meet and achieve their deadlines. This includes being prepared, bringing the right equipment and being ready to learn. Teachers will monitor punctuality alongside attendance and take appropriate action when necessary to challenge students to ensure that they are developing the skills that will enable them to become employable and independent thinkers who are able to meet and manage set deadlines. Therefore if you are not present at the timetabled start of the lesson, you will be marked late.

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Roles and responsibilities

The role of the student’s ‘Key Person’ This is the student’s Key Person in identifying problems relating to absences and initiating action as a response. Each School has identified their Key Person, see Appendix 3 The Key Person should:   

be aware of the attendance patterns of their students act quickly when lessons are missed without an explanation. In the first instance these will be the people who have knowledge of the particular circumstances of their students and they should initiate actions as set out below. make appropriate use of the Promoting Achievement in Learning (PAL) Team to help in following up and contacting students.

Continually and consistently throughout a student’s programme all absences should be followed up. Teachers should consider the individual circumstances of a student and initiate the college attendance procedure as appropriate. Absence reports should be checked at least weekly to highlight individual students whose absences are causing concern. Colleagues should work collaboratively to analyse patterns of absence within a programme. This should enable the college to identify issues that might discourage attendance at classes such as timetable problems, staff absence and other problems with the delivery of the programmes. Working with the PAL Team In the first instance the importance of regular attendance should be included as part of students’ induction to the College. The PAL team should be involved in the induction process at the beginning of the academic year to talk to students about the support systems in place, but also throughout the year during group tutorials. This will include the importance of attendance and to explain the actions which will take place if they do not attend. Although the student has already agreed to attend regularly as a result of accepting their enrolment conditions, it is good practice to remind the students of this at the beginning of the programme. Colleagues may choose to carry out procedures themselves or involve PALs. PALs should be informed of any measures taken. Similarly, when students refer themselves to their PAL, the student’s teacher or tutorial supervisor will be informed and the contact recorded. Contact the PAL for your area by email, telephone or face to face.

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The procedure Please see appendix 1 which is a flow diagram showing best practice for working with this procedure and managing student absences. This diagram is illustrative of good practice, however we recognise that other good practice exists and other appropriate processes are equally acceptable. First action Unexplained absences should be followed up the same day where possible by the PAL, working in collaboration with the school. In the early stages of non-attendance students should be contacted using one of the following strategies which are listed in order of preference. In the first instance it is always best to try to meet the student face-to-face. If this is not possible a telephone call is the next best alternative. Teachers and PALs should move down the list of choices when contacting the students is proving impossible or if there are time constraints. You could decide to skip the sequences in this suggested list if it is difficult to contact students or if particular circumstances require a more formal form of communication.

1. Meet with the individual student to discuss the problems 2. Telephone calls to student and to employers or parents/guardians of students aged under 18, where appropriate

3. ‘Wish you were here’ letter/postcards (Appendix 4) 4. Initial letter to student and to employers or parents/guardians of students aged under 18, where appropriate (Appendix 5)

5. Informal warning when students are attending selectively If the student returns before action is taken, the absence should be discussed with the student - either by teacher or PAL. Verbal Warning A verbal warning should be given in person by the Key Person* and/or a Programme Manager when students fail to improve their attendance despite having the problem raised by one of the actions above. Depending on individual circumstances this stage would normally be reached two weeks after taking initial actions about an individual’s poor attendance. This warning should include:



The serious consequences of absenteeism in relation to student’s studies



An offer of guidance and advice



The consequences of further non-attendance, i.e. a first Written Warning if an improvement in attendance is not seen within a week.

The PAL needs to be alerted in order to ensure that the student is supported and attendance is monitored. The Verbal Warning should be recorded, signed, dated and kept in the student’s file. If it is not possible to issue a verbal warning to the student in person, a letter can be sent, see Appendix 5a and 5b. A letter will be sent to the student’s parent if under 18 or 18+ with consent.

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If a student does not respond to these actions and remains completely absent from college they will obviously be unable to receive a verbal warning. In this case, and if further communications are ignored, the student will be deemed to have withdrawn from the College after four weeks continuous absence. First Written Warning If poor attendance persists after the verbal warning, the First Written Warning should be sent. Normally, there should be an improvement in attendance within two weeks of a verbal warning. Suggested text for this is in Appendix 6. It should be signed by the Key Person. The text of the letter refers to the Learning Agreement and the verbal warning. It identifies all the days and lessons which have been missed and help and advice is offered. Copies of letters should be sent to parents/guardians/employers and a copy kept in the student’s file. The student should be given two weeks to demonstrate improved attendance. Again, the PAL needs to be alerted of a First Written Warning in order to ensure that the student is supported and attendance is monitored. If the student’s attendance improves but subsequently lapses, the student should be reinstated into the procedure at the point s/he left it, i.e. the next action would be a second warning letter.

Second Written Warning If the student’s attendance does not improve the Second Written Warning, signed by the Head of School, should be sent to the student. Suggested text for this is in Appendix 7. The letter identifies missed classes and offers help and advice. Copies of letters should be sent to parent, guardian and/or employer and a copy of the letter kept in the student’s file. The student is required to attend all classes during the following two weeks. If the student’s attendance improves during that time but subsequently lapses, a further second written warning letter should be sent. Once again, the PAL needs to be alerted to this in order to ensure that the student is supported and attendance is monitored.

Withdrawal from course After 4 weeks non-attendance or 6 weeks of less than 50% attendance the student should be deemed to have left the course. If the student’s attendance has not improved after the second written warning, a letter of withdrawal should be sent by the Head of School (Appendix 8) with copies to parents, guardians and/or employers. A copy of the letter should be kept in the student’s file. A change sheet should also be completed by the teacher. The PAL Coordinator will contact the student to carry out an exit interview. A student can be withdrawn by their Head of School in the following circumstances:   

4 weeks non-attendance 6 weeks of less than 50% attendance No improvement/insufficient improvement in attendance following previous warning

*Key Person as identified in Appendix 3

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Appendix 1

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Appendix 2 Justified absence. This is an absence where a student may have informed the college of their intended absence or the absence is due to events out of their control. Staff may ask students on an individual basis to provide evidence to justify an absence. Therefore students are advised to keep evidence of appointments.

Reason for absence

Evidence required – at least 48 hours in advance of the absence (unless otherwise indicated)

1

A medical or dental appointment that cannot be arranged outside college hours

Appointment card or letter

2

A religious holiday

3

A university or college visit to attend an open day or a career related interview

Letter from parent/carer, letter from university or authorisation from teacher or career’s adviser.

4

A situation where a student has caring responsibilities for a family member that may well affect attendance on their course.

Letter from parent/carer or relevant social service

5

Attendance at a probation meeting

Appointment letter

6

Attendance at a funeral or bereavement

7

Severe disruption to transport (e.g. a rail or bus strike), which leaves the learner with no alternative method of transport to college.

Telephone call to the absence line from learner before the end of the first morning of absence

8

Driving test

Appointment card/letter.

9

Jury service

Notification letter.

10 Severe weather conditions that cause the closure of the college or recommendation that learners from certain regions do not travel to the College

Principal or principals direct report to inform College staff

11 Absence that is a consequence of disability as defined by the Disability Discrimination Act

Letter from parent/carer or learner (if living apart from parent or carer)

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Appendix 3 Key Person

School 1

Course Leader and Tutorial Supervisor

School 2

Course Leader and Tutorial Supervisor

School 3

Course Leader and Tutorial Supervisor

Sixth Form

Group Tutor and PALS

High Education

Course Leader

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Appendix 4 POSTCARD suggested text

Dear xxxx We are concerned about your low attendance at College. Please can you contact your teacher or the PAL Team as soon as possible? If we can discuss the reasons why you are not attending your course then we may be able to help find a solution. Please give us a call on 01603 773 311 or drop in to see the PAL team in the Advice Shop. Best Wishes

City College Norwich Ipswich Road Norwich NR2 2LJ

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Suggested text for first letter

Appendix 5a

Dear ……………… Name of course It has been noticed that you have been absent from your classes. We would like to help you resolve any difficulties so that you can continue with your course. If you continue to miss classes, you will get behind with your studies and you could end up losing your place on the course. You should also be aware that if you leave college there may be financial implications for you and, if you are aged under 19, for your parents. Please contact either your teacher, name (01603 77 _) or your PAL, name (01603 77 ) so that we can talk about the issues which are preventing you from attending classes. With help from the College, students are usually able to resolve problems and successfully complete their course. We look forward to hearing from you. Yours sincerely,

xxxxxx

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Suggested text for a verbal warning letter where the student has not been present Appendix 5b

Date Name Address Address Address

Dear Name ATTENDANCE AT SIXTH FORM CENTRE COURSES – WARNING I have tried to meet you to discuss your absence from classes and to issue a Verbal Warning about it under the College Attendance Procedure. Unfortunately, I have not been able to do so yet and am therefore writing to ask you to arrange to see me as soon as possible to discuss your attendance. In the meantime, I would like you to treat this letter as equivalent to a Verbal Warning under the College Absence Procedure. I will continue to monitor your attendance. If you continue to miss classes, you will fall behind with your studies and could lose your place on your courses. If there is anything I can do to help you attend regularly and punctually in future, please don’t hesitate to ask. Students are usually able to resolve problems with attendance and successfully complete their courses if they accept help when they need it.

Yours sincerely

Name of staff member JOB TITLE OF STAFF MEMBER

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Suggested Text of First Warning Letter

Appendix 6

Date Dear

-

Re: Name of Course

On (date) you were given a verbal warning about (absence/time keeping delete as appropriate). We talked at length about the importance of attending all classes and the consequences of poor attendance on the outcome of your course. Our records indicate that since that warning you have been absent on the following dates: (list dates) This breaks the terms of the Learning Agreement which you signed when you enrolled and which requires you to attend all classes. If exceptional circumstances prevent you from attending, please let us know. Written evidence may also be necessary. If you fail to attend all classes from now on, you will receive a second written warning and your future on the course may be in jeopardy. The Head of School is aware of the situation and a copy of this letter has been sent to (parent/guardian/employer). If you would like to discuss any issues which are preventing you from attending regularly, please contact your Teacher, …….. (01603 77….) or ………………, PAL (01603 77…..). With help from the College, students are usually able to resolve problems and successfully complete their course. I hope that you will take this opportunity to review your situation with a view to successfully completing your course. A copy of this letter has been sent to (parent/guardian/employer). Yours sincerely,

Programme Manager School cc (Parent/Guardian/Employer)

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Suggested Text of Second Warning Letter

Appendix 7

Date

Dear Re: Name of course You have already been given a verbal and a first written warning about (absence/time keeping delete as appropriate). We have also talked at length about the importance of attending classes and the consequences that a lack of attendance would have on the outcome of your course. Since then, our records indicate that you have been absent on the following dates: list dates This breaks the terms of the Learning Agreement which you signed when you enrolled and you now have two weeks in which you must attend all classes. If there are genuine circumstances which prevent you from attending class you must contact us to describe your difficulties. Reasons for not attending may need to be evidenced by your parent, guardian or employer. If you are ill a Doctor’s Certificate will be required. I must warn you that if your attendance does not improve as a result of this second and final written warning, you will be withdrawn from the course. If there are problems which are causing you to be absent from classes I will be pleased to offer help and advice. With help from the College, students are usually able to resolve problems and complete their course successfully. You may also contact your Teacher or PAL to discuss any problems you have. A copy of this letter has been sent to (parent/guardian/employer). Yours sincerely,

Head of cc (Parent/Guardian/Employer)

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Suggested Text of Final Letter

Appendix 8

Date

Dear Re: Name of course You have now received a verbal warning and two written warnings about your absences from the above course. Since we last raised this problem your attendance has not improved. As a result you have been withdrawn from the course as from . The College Administration department has been informed of your withdrawal and a copy of this letter has been sent to your (parent/guardian/employer) and, if under 18, the Connexions service has also been notified. The PAL Coordinator will be in contact with you to conduct an exit interview and to advise you on your future options. Yours sincerely

Head of cc (Parent/Guardian/Employer)

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