To provide guidance to teachers so that the requirements for recording attendance are met

Attendance Policy Reviewed policy agreed by Learning & Achievement Committee: 26 February 2013 Reviewed policy shared with staff on: Spring 2013 Poli...
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Attendance Policy

Reviewed policy agreed by Learning & Achievement Committee: 26 February 2013 Reviewed policy shared with staff on: Spring 2013 Policy to be reviewed again on: Spring 2016

AIMS (1) To ensure consistency of approach within the school towards attendance and punctuality issues. (2) To try to maximise the levels of attendance and punctuality at the school PURPOSE 

To provide guidance to teachers so that the requirements for recording attendance are met.



To provide for the management of pupils whose attendance gives cause for concern.



To provide guidance on procedures for noting pupils who are absent and initiating the appropriate follow-up procedures.



To identify the role of the Attendance Advisory Service.



To keep parents informed of their responsibilities and of the legal requirement for them to ensure that their children regularly attend school.

REGISTERS Registers are legal documents that must be marked in ink at the beginning of each morning and afternoon session. They should be returned to the Office for safe keeping at the end of morning and afternoon registration periods REPORTING ABSENCES It is the responsibility of parents to inform the school either by note or telephone on the first day of absence of the reason for any absence. All absences must be followed up. A note or personal explanation from the parent or carer is required When a message is received by telephone, the Head Teacher, School Admin Officer or, the class teacher will record the reason in the register. If there is any doubt about whether an absence should be classed as authorised or unauthorised, the matter should be referred to the Head Teacher. AUTHORISED ABSENCES Under the provisions of the Education Act 1993 only the school and not the parents can authorise absence. A pupil is deemed to have an authorised absence when he/she is unable to attend either because: • • • • • • •

he/she is ill (see separate arrangements for Fast Track below); or of some unavoidable cause: or of a religious observance; or he/she is receiving treatment at a medical, dental or similar appointment; or of a bereavement; or of some exceptional circumstances negotiated with the Head Teacher; or family holidays in term time may only be authorised in exceptional circumstances. A

holiday will not be authorised if the pupil’s attendance is currently a cause for concern. UNAUTHORISED ABSENCES Unauthorised absences are absences which do not fit the description of authorised absence given above whether or not it is explained and all absences which are not explained. They would include:• • • • • •

shopping trips looking after the house looking after brothers and/or sisters an aggregate of holidays in term time extended trips photographic modelling sessions.

LATENESS A child is deemed to be late if he/she is not present at the time the registers are closed. These times are as follows:MORNINGS Whole School

9.05 a.m.

AFTERNOONS KS 1, 2 and Reception Nursery Class

1.30 p.m. 1.15 p.m.

MONITORING PROCEDURE It is also the responsibility of the class teachers to raise concerns regarding absences. The class teacher should in the first instance, raise these concerns with the parent of the child. The Head Teacher will check printouts fortnightly with the AAO looking for:   

unexplained absences; and patterns of absences where attendance falls below 90%, the Headteacher may make a referral to the Attendance Advisory Service.

ATTENDANCE ADVISORY SERVICE The main function of the AAS is to help parents and the Local Authority meet their statutory obligations with regard to school attendance. The AAO will write letters to parents and undertake home visits. In very serious cases, a School Attendance Panel (SAP) will be held and the parent could be prosecuted. Fast Track to Prosecution: Deansfield is committed to the LA Scheme ‘Fast Track to Prosecution’. Children are chosen for Fast Track when their attendance is a continued cause for concern and parents fail to engage with the school. Regular meetings are held with the Headteacher, Attendance Advisory Officer and parents to monitor the attendance of those children on Fast Track. When a child is absent through illness, the parent must provide documentary evidence from the GP, either by letter, a copy of the prescription or bringing the named medication to the school office as evidence of their child’s absence. Failure to follow this action will result in the absence being recorded unauthorised.

If there is no improvement in attendance over a period of time, the Attendance Advisory Officer will take steps to bring about court action. Experience has shown us that this scheme usually makes a marked difference in children’s attendance. ATTENDANCE AWARDS Certificates are issued to all children with 100% attendance per half term. MEDICAL PROBLEMS A list to be kept in each register of children with asthma, hearing difficulties and any other problem that might affect them in school. Specific guidance for the use of the Epipen for anaphylactic children should be kept in the class register. GUIDANCE FOR COMPLETING ATTENDANCE REGISTERS 

Registers must be completed in ink - use black for present and red for absence.



Children’s names should be in alphabetical order.



Do not use Tippex, etc. If a mistake is made, cross out and clearly show the correction (legal document). Children joining the class should be added at the end of the list.



Registration Period 8.55 - 9.05

All registers should be filled in at this time. Mark child present, or, if absent, use the appropriate code as indicated in the register.

9.05 - 9.20

If a child comes in late during this period, mark with L (the time must be noted).



Registers are collected from the classrooms morning and afternoon and brought up to the school office. If a child comes in later than 9.20, the register will be marked with U and the time noted.



Any known reasons for absence should be noted at the time in the enquiry column. Please continue to make sure you get the reasons for absence. Unexplained absences will be followed up with a slip to the parent. Notes from parents should be dated and put in the back of the register.



If a child returns from an absence with no explanation received (or an inadequate explanation), a text message will be sent, followed by a proforma letter if no response received.

Attendance Codes Code /\

Used to record Present (black ink) Absent – late (before registers close) red L circle – black symbol) A Absent – late (red circle – black symbol) D Dual registration Absent - late (after registers close) (red U circle – black symbol) E Absent – exclusion (red circle – black symbol) MEDICAL M Absent – medical or dental appointment authorised by school (red circle – black symbol) I Absent – illness (red circle – black symbol) HOLIDAYS H Absent – annual holiday during term time for which leave has been granted by GB or HT (red circle – black symbol)

F G

R OTHER C

B V

P T J X Y Z N O #

Absent – extended family holiday (agreed) (red circle – black symbol) Absent – family holiday not agreed or days in excess of agreement (red circle – black symbol) Absent – religious observance (red circle – black symbol) Absent – any other circumstances at the discretion of the HT (e.g. family bereavement) (red circle – black symbol) Absent – education off site (not Dual reg.) incl. a stay in hospital Absent – approved educational visit or trip e.g. school journey (red circle – black symbol) Absent – approved sporting activity (red circle – black symbol) Absent – traveller absence Absent – interview (red circle – black symbol) Non compulsory school age absence Enforced closure (black ink) Child arrives at school after 9.20pm No reason yet provided for absence (office use only) Unauthorised absence not covered by any other code (red circle) School closed to pupils (black ink)

Notes

HT has discretion to grant up to 10 days absence from school during any one school year (more in exceptional circumstances). Parents should request permission from HT before taking children on holiday/out of school for other reasons Family holiday over 10 days agreed by HT as above Unauthorised absence

When pupil is attending another school or centre and has NOT come into school first. If they come into school first and then go off site for an integration link or education visit they are regarded as being in attendance at DF.

Attendance not required e.g. gas leaks/floods/snow Time of arrival noted Unauthorised absence Unauthorised absence Used for INSET days or Polling days

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