Attendance Policy Updated September 2015 Approved by Governors November 2012

Transcription

1 Attendance Policy Updated September 2015 Approved by Governors November 2012 Page 1 of 52

2 Contents Contents... 2 Policy Statement... 2 Aims... 3 Development of Good Practice... 9 Authorised and Unauthorised Absence...10 Authorised absence...10 Definition - Authorised absence is defined when the school has given approval in advance for a pupil of compulsory school age to be absent, or has accepted an explanation offered afterwards as a satisfactory justification for the absence. Remember, parents cannot authorise absence, they can only provide information so that a school can make this decision...10 Unauthorised absence...10 Definition - Her Majesty s inspectors define unauthorised absence as: "Absence from school for any period as a result of a premeditated or spontaneous act by a pupil or parent or both. This includes parentally condoned absence. "Parentally condoned absences include absences when: Also, any absence where the school does not receive information from parents or where the reason for absence is one that the school cannot authorise. For example; waiting for the Gas Board, shopping or baby sitting for younger children are all reasons that are used to explain absence but are obviously not good reasons for missing school Parental Support...12 Patterns of Attendance...12 Education Welfare Service...12 Legal measures to tackle concerns about school attendance...13 Attendance Analysis...13 Appendix A Attendance Co...14 Appendix B Attendance C...15 Appendix C Attendance Co...16 Appendix D Specimen Letter (Praise)...17 Appendix E Specimen Letter (Concern)...18 Appendix F Specimen Letter (Concern)...19 Appendix G Specimen Letter (Concern)...21 Appendix H Specimen Letter (Concern)...23 Appendix I Specimen Letter (Concern)...24 Appendix J Specimen Letter (Concern)...25 Appendix K Specimen Letter (Concern)...26 Appendix L Specimen Letter (Concern)...27 Appendix M Specimen Letter (Concern)...28 Appendix N Specimen Letter (Concern)...29 Appendix O Specimen Letter (Concern)...30 Appendix P Specimen Letter (Application for leave of absence)...31 Appendix Q Specimen Letter (Declined Application)...32 Appendix R Anti social behaviour act 2003 section Appendix S Education and Inspection act sections 103 to Appendix T School Attendance and the Law...45 R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 2

3 Policy Statement Non-attendance at school for any reason is an important issue that must be treated promptly and seriously. One of the most effective ways that schools can improve achievement is by improving attendance. Even the very best teachers struggle to raise the standards of children who are not in school regularly. Schools that relentlessly pursue good attendance also get better overall attainment and behaviour. Without the opportunity to receive good teaching, every day, from the start of their school career, their most deprived pupils are unlikely to narrow the gap with their peers. There is a clear link between poor attendance at school and lower academic achievement. Of pupils who miss more than 50 per cent of school only three per cent manage to achieve five or more GCSEs at grades A* to C including Maths and English. 73 per cent of pupils who have over 95 per cent attendance achieve five or more GCSEs at grades A* to C. Poor attendance is often a sign that there are some more serious issues going on in the child s home. If the family circumstances that are leading to children not being sent to school regularly are addressed early then further more serious and costly interventions from social care may be avoided The evidence shows that children with poor attendance are unlikely to succeed academically and they are more likely not to be in education, employment or training (NEET) when they leave school. (Charlie Taylor The Government s Expert Adviser on Behaviour) Under section 7 of the Education Act 1996, parents are responsible for making sure that their children of compulsory school age receive effective full time education that is suitable to the child s age, ability and aptitude and to any special educational needs the child may have. This can be by regular attendance at school, alternative provision, or by education otherwise (e.g. the parent can choose to educate their child at home). Aims We recognise that parents / carers play a vital role, and have a legal responsibility to ensure good attendance and we aim to identify, investigate and work in partnership with parents / carers, children and other agencies to resolve attendance problems. Why have a Whole School Attendance Policy? To maintain high levels of achievement in both the academic and social aspects of pupils development. To encourage a sense of importance regarding attendance and good time-keeping in particular to prepare pupils for adult life where both of these areas are vital. To give clear guidelines through this policy to pupils, parents and staff To recognise that constant vigilance is required, making attendance the first priority for all staff at all times In order to encourage maximum attendance levels, both staff and pupils need to work within a framework of good practice that both supports and helps to motivate pupils, and is consistent across the school. (see Appendix T). R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 3

4 Key Points Children and their parents are more likely to attend if they and their parents/carers recognise that attendance is COMPULSORY. The school ensures clear and consistent message that this is the case. The importance of regular attendance needs to be stressed, in lessons, in form time, in assemblies, on school reports, in the Woodlands Weekly and on Parent Evenings with pupils and parents. Children are more likely to attend if the school provides an experience where children are: 1. Safe 2. Achieving 3. Enjoy school 4. Participate 5. Understand the importance of economic wellbeing 6. Rewarded for good attendance ALL staff must individually and collectively strive to create the above experience for all children. The following have a responsibility for encouraging an environment that encourages attendance: Office/support staff/pupils services staff Heads of Year and Assistant Heads of Year Form tutors Subject staff Subject Leaders Senior Leadership Team School Governors R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 4

5 The Attendance Officer working closely within the Pastoral Team to ensure improvement in attendance. The school, on occasion, seeks support from the Educational Welfare Service and works closely with the Education Welfare Officers attached to specific casework to continually improve attendance. Attendance and Punctuality Responsibilities The governing body will: Approve the policy and any proposed changes; Receive reports from the head teacher; Review the working of the policy in the light of the head teacher s report; and Ensure the policy is promoted and implemented throughout the School and is known by the parents. The head teacher will: set attendance targets as part of the annual target setting process; monitor and evaluate the implementation of this policy and procedure; ensure that strategies are in place to promote and implement the policy throughout the School; determine, in collaboration with others as necessary, whether to authorise any proposed absences requested in writing, or absences which have taken place for which no request was made; notify parents as appropriate that a pupil who fails to attend regularly could be liable for prosecution; The assistant head teacher (pastoral) will: implement, with appropriate staff, strategies to improve attendance; liaise with the local authority over persistent absentees; liaise with the local authority and police when it is appropriate to exercise powers to enforce truants to return to school; make an annual report with statistics on attendance to the governing body oversee the attendance arrangements; work with heads of year and pupil services to ensure the efficient running of the system; make periodic checks of the registers to monitor pupil absence; make regular checks on absence notes and the reasons for absence; ensure that unaccounted for absences are followed up; deal with issues of inadequate registering; arrange appropriate training for staff; keep the Headteacher informed of the progress of the policy and procedure; work with outside agencies to improve attendance; advise the Headteacher on any strategies that could be initiated or improved; support Heads of Year and tutors in the quest for full attendance and excellent punctuality; implement weekly random truancy checks for all year groups; discuss with Heads of Year pupils giving cause for concern and plan appropriate action; through Assembly and Bulletin publicise attendance and punctuality. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 5

6 The school attendance officer will: send letters to and communicate with parents / carers as necessary; ensure that all pupil absences are noted and absence notes received from parents; regularly monitor pupil attendance alongside pupil services; produce a two weekly traffic light report of the under 90%, 85% and 80% pupils for the head of year produce a weekly report of the pupils who have been late three or more times to the head of year produce a persistent absence report to outside agencies where required; produce an Appendix A-missing person s report when deemed necessary; provide the 100% attendance information termly to HOY; attend the Basildon/ Billericay / Wickford attendance meetings with many attendance officers in the local area. use truancy call to send text messages to parents for absences without reason. receive daily all necessary absence information from the direct absence line and deal with each case appropriately. arrange attendance meetings where necessary; liaise with heads of year about attendance concerns; liaise with education welfare officer (EWO) and Basildon/ Billericay / Wickford schools ; celebrate100% attendance with certificates produce weekly attendance data for HOY and SLT focusing on year team, tutor groups and vulnerable groups of pupils produce data and attendance articles for the attendance corner with the schools Woodlands Weekly. carry out home visits Heads of year will: make regular checks on form tutors who are filling in absence sheets; ensure that all suspected truancy is followed up and dealt with; contact parents over pupil absences where appropriate; make reports to the assistant head (pastoral) on the efficiency of the system; liaise with the attendance officer about attendance issues; and attend relevant meetings in and outside school. carry out home visits devise systems of reward for pupils who have high attendance in particular to use Woodlands Weekly. monitor and support tutors on all aspects of attendance and punctuality. issue and review daily and sign Red attendance report cards Form tutors will: ensure that pupils are registered accurately and according to procedure; ensure that pupils bring absence notes; follow up cases of unaccounted for absences or unacceptable notes; keep the year head informed of any signs of suspected truancy; and inform the head of year of any possible underlying problems which might account for absences. carry out home visits issue and review daily and sign Amber attendance report cards R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 6

7 Class teachers will: take a register electronically via lesson monitor 8 both during am and pm tutor and every lesson and consult with the appropriate Head of Year where an absence causes concern. check the attendance of pupils at their lessons and inform the head of year and attendance officer of the names of pupils who are absent without notification; liaise with the head of year and attendance officer over personal, social or emotional issues which may affect an individual pupil s attendance; and advise the head of year and attendance officer of any difficulties a pupil is experiencing with the subject which may affect attendance sign both Amber and Red attendance report cards for their specific lesson Parent / Carers will: encourage high attendance and good punctuality from their children. book routine appointments out of school hours (dental, optician etc) provide a note, separate from the Contact Book, where their child has been absent. take responsibility for 1st day contact request Holiday leave during term time, via a holiday form. The school will discuss this issue with families where appropriate. provide a medical note when required to the school ensure their Name, Address, Telephone, Date of Birth etc. and is all correctly recorded on SIMS Pupils Will: report to the Office and sign in Late Book if arrival is after 9 am. The Contact Book will be signed and stamped by the Office and the time of arrival clearly shown. sign Leaving Book if going off site during the day other than as part of a curriculum activity. ensure a parental note is brought to school following an absence and given to tutor. This note should be separate from the Contact Book. arrive on school site by 8.45 am and be prompt for lessons. work towards 100% attendance. HOLIDAY ABSENCE DURING TERM TIME Parents do not have a statutory right to 10 days leave of absence per academic year, although many believe this to be so. The school may consider approving a request for leave only if there are exceptional circumstances. For any leave to be considered a child s attendance must be very high. Leave of absence because holidays are cheaper is not an exceptional circumstance. If the absence is not authorised and the holiday is taken, the case may be referred to the Education Welfare Service who may issue a penalty notice to each parent for each child taken out of school. Parents who wish their child to be away from school during term time for family holidays must apply to the HoY/Head Teacher giving the proposed dates of absence and a return date. If a child fails to return on the agreed date it is an unauthorised absence STRATEGIES TO SUPPORT ATTENDANCE Staged approach to attendance displayed throughout the school, within assemblies, display boards and monitors. Regular features and Attendance Corner within the Woodlands Weekly The use of SIMS by teachers in their day to day work Whole school Electronic registers system using lesson monitor 8. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 7

8 Fortnightly Attendance traffic light monitoring system (see Appendix E, F,G), categorising every pupil within the school Weekly tutor sessions on attendance and punctuality including Monthly bar graphs showing attendance of each tutor group Attendance team An in-house system with procedures that enables the attendance team to act swiftly and effectively, retaining ownership of individual casework. Whole school punctuality system, employing staff to patrol school entrances and deliver same day sanctions. A central whole school data base recording and monitoring the attendance rewards and extent of school and Education Welfare Services involvement, preparing for legal check list and prosecution Weekly, monthly and termly reports and accounts are presented to and discussed with the pastoral committee, senior leadership team and school governors. This enables all to maintain an accurate account of both the past and current achievements as well as prioritising and strategising future initiatives and focuses Ensuring that potential or actual poor attenders are given counselling and support Vulnerable pupils and groups of pupils are identified and reviewed weekly, enabling the attendance team to design individual support packages depending on the pupils and families needs REWARDS TO SUPPORT ATTENDANCE VIVO MILES Attendance Raffles Awards assemblies Attendance prizes and gifts 95% and above attendance brooches 100% bronze, silver and gold badges Early bird breakfast cards Celebration lunches 100% and 95% Attendance Certificates which may be entered within the pupils record of achievement In addition to the educational importance to all pupils of full attendance, ALL STAFF must recognise that they are individually charged with personal and legal responsibilities of every mark in a school register. This is a legal responsibility of all staff. Development of Good Practice Woodlands School has a strong commitment to the importance of excellent attendance and punctuality in order to prepare pupils for the world of work and in order that they can achieve their potential. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 8

9 Form tutors to record attendance electronically via lesson monitor 8 for am and pm registration. Tutor wallets must be promptly returned to pupil services to enable attendance officer and pupil services to take out absence notes and put in information letters etc. Subject teachers to record attendance electronically via lesson monitor 8 for periods 1 to 5 Both form tutor and subject tutors to raise attendance concerns with the Attendance Officer and Head of Year. Heads of Year, form tutors, Attendance Officer and Senior Leadership Team monitor registers on a weekly basis to identify patterns of absence and take appropriate action. Follow-up procedure: where pupils experience difficulties in regular attendance and/or punctuality the school and family need to work in partnership to ensure that the pupil receives the full benefit of his/her education. (see Appendix H, I, J) In serious cases the attendance Officer, Head of Year and assistant Head teacher will invite parents into school to discuss the pupil s attendance records (see Appendix K, L) Home visits to be made for persistent absences. The attendance officer will meet weekly to discuss attendance concerns with each year group, vocational coordinator and SENCO. The Attendance Officer is to weekly prepare attendance data and analysis for all tutor groups, year groups, vulnerable groups to be discuss at SLT meetings and within Head of year line management meetings. To liaise with outside agencies to support and encourage good attendance. Parents/carers informed annually about their child s progress, attendance and punctuality record. Should there, however, be a particular concern about attendance and punctuality, parents/carers would obviously be notified at an earlier stage. Returning absentees: pupils who have not attended school for a short period of time are welcomed back and effectively supported in their lessons. Returning absentees: pupils who have not attended school for a considerable period of time need to be interviewed by their Head of Year who will ensure that the pupil is helped to reintegrate both socially and academically. Returning absentees: in more extreme cases of long term absence the Head of Year will arrange to meet the pupil and the parent in advance of the reintegration. Clear arrangements can be made with the tutor and subject staff to receive the pupil and ensure she/he feels confident about their return to school and is successful. All parents/carers, current and prospective, will be informed of Woodlands Whole School Attendance and Punctuality Policy. Only Heads of Year, after speaking to our appointed first aiders where appropriate, may send pupils home ill. Parents MUST be informed as well as the office and tutors. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 9

10 Authorised absence Authorised and Unauthorised Absence Definition - Authorised absence is defined when the school has given approval in advance for a pupil of compulsory school age to be absent, or has accepted an explanation offered afterwards as a satisfactory justification for the absence. Remember, parents cannot authorise absence, they can only provide information so that a school can make this decision. This type of absence includes many of the occasions when pupils are out of school and taking part in activities, usually with teachers. This may include field trips, visits to museums or theatres and sporting occasions. Register Codes are attached at Appendix A. Also included in this category is illness and urgent medical/dental treatment. A school may authorise an absence for illness if it has received an explanation from parents. Medical or dental treatment that is either urgent or cannot be made outside school hours can also be authorised. For example; certain specialist clinics or consultants appointments may have to be made during the school day. However, most routine dental or GP appointments should be made out of school hours. Unauthorised absence Definition - Her Majesty s inspectors define unauthorised absence as: "Absence from school for any period as a result of a premeditated or spontaneous act by a pupil or parent or both. This includes parentally condoned absence." Parentally condoned absences include absences when: a parent is ill a parent is using the child as a childminder a pupil is supporting other members of the family work patterns, for example shift work, make it difficult for the family to ensure the child attends school a parent wants company a parent gives in to a pupil who wants to stay at home it is the pupil s birthday a parent does not care whether the pupil attends school a parent has taken the pupil shopping a parent cannot control the pupil a parent has taken the pupil to the hairdresser a pupil is in paid work a parent is using the pupil as an interpreter. Also, any absence where the school does not receive information from parents or where the reason for absence is one that the school cannot authorise. For example; waiting for the Gas Board, shopping or baby sitting for younger children are all reasons that are used to explain absence but are obviously not good reasons for missing school. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 10

11 Parents MUST communicate with the school every time their child misses even half a day. If parents do need to take their child away for any length of time - no matter how short - it is important that they discuss it with the school in advance so we can approve authorised absence. Education is a partnership between the home and school. Parents can do their share by communicating with the school about absence. Parents have every right to expect that schools will complement this by keeping us informed about attendance and any other issues of concern. Persistent Absent Pupils Despite national and school improvements in attendance there remain a small number of children who are persistently absent (PA). PA pupils are those who miss more than 15 per cent in a term. Reducing persistent absence is a vital and integral part of schools' and local authorities' work to: promote children's welfare and safeguarding ensure every pupil has access to the full-time education to which they are entitled ensure that pupils succeed whilst at school ensure that pupils have access to the widest possible range of opportunities when they leave school. Weekly reports on PA pupils are presented to SLT and then shared within the Pastoral team. Clear early intervention strategies and documents are shared and implemented with all stakeholders and a robust 3 way partnership (school, pupil and parents/carers) is established and nurtured. PA pupil s attendance is reviewed daily by the HOY and parents/carers via the Red Traffic Light report card (see Appendix G.) If poor attendance continues then a series of school attendance Meetings (SAMs) and home visits are completed. These intervention strategies are documented and along with all other verbal and written communication with the parents/carers (see Appendix L, M, N, O). The school ensures every measure has been taken to ensure attendance improves. The commissioning of the Education Welfare Services (EWS) is a result if the pupil and/or parents/carers fails to engage with the school, and attendance does not improve. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 11

12 Parental Support Parents/carers have a legal responsibility to ensure that their child attends school on time and receives an education. In the case of absence from school a note (separate from the contact book) will be essential to authorise the child s non-attendance whether that be for half a day or longer. We are confident parents/carers will not condone unauthorised absence by supplying notes of explanation. However where we suspect this is the case we will involve the Education Welfare Officer or request a doctor s note. Parents/carers must telephone the school on the first day of absence in order to ensure we are aware of the situation. Doctors and dental appointments should be made out of school wherever possible. We do not expect families to take holidays during term time. Patterns of Attendance We have identified certain transition points when unauthorised absence is likely to occur, these are primary/secondary transfer, changes of tutor, supply staff, half terms and immediately before school holidays. Staff needs therefore to be alert at these times and take quick, decisive action where appropriate and refer to the Attendance Officer. This process has become more effective with the extended use of SIMS and the implementation of Lesson Monitor 8 across the whole school. Ensuring the attendance team is using live detailed data enabling a proactive approach to implementing intervention strategies, rather than reacting to past events and enforcing sanctions. Education Welfare Service The EWS is a statutory service operating on behalf of the Local Authority (LA). It is commissioned by the school to fulfil the LA s duty with regard to the education act 1996 and the Child Protection Act 1989 & 2002relating specifically to matters of attendance. The service also has a responsibility for monitoring children in employment and licensed entertainment and the enforcement of relevant legislation: Children and Young Persons Act 1933 (as amended in 1976), Local Authority Byelaws and the Children (performance) Regulations Education Welfare Officers (EWOs) are linked to a cluster of schools and provide advice and support regarding whole school strategies and undertake casework using appropriate legal intervention if necessary. Currently the EWS is commissioned by the school solely for specific casework and to carryout the legal checklist before proceeding into the legal arena. Education Welfare Officers may follow up referrals by: Attending School Attendance Meetings (SAMs) Completing home visits Completing missing pupil checklist (appendix A) The outcome of any intervention is communicated back to school. (Please see Attendance procedures flowchart step 8 to 10). When EWS accepts a case, (See Appendix R, S) it is usual for EWO intervention to improve attendance without the need for legal sanctions. However, if satisfactory outcomes are not achieved, it maybe necessary for EWOs to undertake their statutory duty regarding legal intervention. The EWS will only become involved if a direct resolution has been unsuccessful. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 12

13 Legal measures to tackle concerns about school attendance The Education Welfare Service may consider the use of legal action in relation to school nonattendance. The Local Education Authority may initiate proceedings in the Magistrates Court under section 37 or 39 of the 1944 Education Act (supplemented by the recent Children s Act). This allows the LEA to prosecute parents for failing to ensure that their child receives an efficient full-time education suitable to the child s age, ability, aptitude and any special educational needs. This could result in parents being fined and children being taken into care or supervised by Social Services. (Please see Attendance procedures flowchart step 10 onwards). Attendance Analysis A termly census is given 3 times a year at the end of each term which submits figures for the over all percentage of pupils attendance, unauthorised absences and checks attendance codes. Figures on the number of PA pupils and overall attendance percentage are submitted to the EWS six times a year at the end of each half term. SIMS in school can be used to collate varying data in regards to attendance. The following methods are used and accessed by both the attendance team and class teachers; -Every pupil has an automatic attendance % generated per individual session, morning and afternoon tutor. Teachers can access this information and view back up to two months for a particular pupil. This information highlights, using the red and amber % system, which pupils may need intervention. -For individual pupils their overall % attendance can be viewed and can be filtered for the whole school year or particular dates. -Secondary % attendance for vulnerable groups (FSM Ever6, PPI, Gender, Traveller, EAL, SEN, G&T, Summer born, In care, Ethnicity) can be selected and filtered to get specific %. This is done using pivot tables that enable the selection of specific time periods. Attendance targets for the school are set annually and communicated to the LA Attendance figures are reported to the LA every term and the DFE as required Attendance data is monitored by the attendance officer and Pastoral managers with overall responsibilities for monitoring attendance. Data is analysed to inform the effectiveness of interventions, to help identify patterns of absence, to correlate attendance with achievement and to monitor policies and practice. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 13

14 Appendix A Attendance Concern Dear I would like to introduce myself; I am the Attendance Officer at Woodlands School. Each July I liaise with local Primary Schools to enquire about the Year 6 pupils who will be transferring to Woodlands School. I am delighted that will be joining us in September. In my role within the School, I liaise with Heads of Year to support all pupils with both welfare and attendance issues. I speak to parents and pupils in school and, if necessary, try to resolve any problems the pupils may be experiencing. Woodlands School is committed to ensuring that each pupil achieves their full potential and part of this is ensuring a regular attendance. The minimum attendance target that we aim for in Year 7 is 95% and many pupils achieve well above this. I note from the Primary School records that attendance was below 90% for last year. I will be working with to help to achieve the minimum attendance target for her first year of secondary education, If there are any medical issues that you need to discuss then please let me know. I would like to take this opportunity to ask that if is absent from school to inform us by telephone on and ask for Attendance Office. If you do not contact the school, then we will send you a text message informing you of the absence. Thank you for your support and I wish you and your child a successful and happy time at Woodlands School. Yours sincerely R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 14

15 Appendix B Attendance Concern Mr & Mrs Dear Re: I trust has had an enjoyable first week at Woodlands. It has come to my attention that Attendance was a concern for in Year 6 Primary. In view of this I would like to arrange a meeting on Monday 19 th September 2011 at. This would give us the opportunity to discuss any concerns and ensure that becomes a happy and successful pupil at Woodlands. I look forward to meeting you. Yours sincerely Assistant Headteacher R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 15

16 Appendix C Attendance Concern Attendance Registers Legislation which took effect in September 1991 requires staff to be consistent when marking their attendance registers. It is essential to differentiate between authorised and unauthorised absence. Where absence is covered by a valid reason the register should show a zero with the correct letter inside it. Where there is truancy the register will show a blank zero. Normal attendance is shown by a tick. Given below is a list of approved symbols. CODE DESCRIPTION STATISTICAL MEANING REASON / Present (am) Present In school \ Present (pm) Present In school B Educated off site (not Dual reg.) Authorised Education Authority C Funerals Part timetable and authorised absence by school Authorised Absence College/Work Placement ISS Home Tuition PRU unit Out for the whole session E Exclusions Authorised Absence Out of the whole session H Family holiday (agreed) Authorised Absence Out for the whole session I Illness (not medical/dental appointments) Authorised Absence J Interview Authorised Education Authority Out for the whole session (please specify reason) Out for the whole session L Late Present Late for session M Medical/dental appointments Authorised Absence Out for the whole session P Approved sporting activity Authorised Education Authority Out for the whole session R Religious observance Authorised Absence Out for the whole session S Study Leave Authorised Absence Out for the whole session V Educational visit or trip Authorised Education Authority W Work experience (TRIDENT) Authorised Education Authority Out for the whole session Out for the whole session R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 16

17 Appendix D Specimen Letter (Praise) Dear I am delighted to inform you that 's attendance this term has been excellent. Good attendance is the foundation for effective learning and we value your support and 's commitment in this area of school life. Well done. Yours sincerely Group Tutor/ Head of Year/ Head Teacher R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 17

18 Appendix E Specimen Letter (Concern) Dear Parent/Carer of: Re: School Attendance Name: Percentage I am writing to inform you of the Traffic Light Attendance Project for all pupils. Regular attendance is the key to the success of every pupil. We are proud of the academic attainment that has been achieved at our school. Together we need to ensure that this will be sustained in the future. This project has involved monitoring the attendance of every pupil over the last 2 weeks. The Traffic Light Attendance project enables the school to categorise pupils into three attendance groups. 1. Green 92% plus attendance. 2. Amber 85% - 91% attendance. 3. Red 85% and below attendance. During this two week period it is with great concern that your child s attendance falls within the RED attendance group. To ensure your child improves their attendance and punctuality we will be monitoring this for a further two-week period. Please note that this process is in place to raise awareness for pupils within this category and we will notify you of the outcome. If you wish to discuss the matter further please feel free to contact me on the telephone number below. I would like to take this opportunity to remind you of the following: Routine medical/ dental appointments, including orthodontist, where possible, should be made outside of school time. Children should not normally be taken out of school for the purpose of a holiday. However, in exceptional circumstances, holiday leave may be granted by the Head Teacher. A Holiday Request form must be completed and returned to school; these are available from the school office. It is only the school that can authorise any absence. Thank you for your attention to this matter. Yours sincerely (Assistant Headteacher) R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 18

19 Appendix F R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 19

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21 Appendix G Specimen Letter (Concern) R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 21

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23 Appendix H Specimen Letter (Concern) Dear Looking through the register, has the following days absence unaccounted for (i.e. not covered by absence notes): The register is a legal document and the government requires all absences to be accounted for. Please let us know the reason for your child s absence (e.g. illness, holiday etc) If we do not receive a note, the absence will be treated as truancy. Yours sincerely Attendance Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 23

24 Appendix I Specimen Letter (Concern) Dear I am concerned that has been absent from school now for over three days without explanation. Please contact the school as a matter of urgency, giving the reason for absence. If the absence is prolonged, please contact me to make arrangements for work to be sent home. Yours sincerely Attendance Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 24

25 Appendix J Specimen Letter (Concern) Dear On checking the register I have noticed that has not achieved regular attendance. It is a legal requirement that all pupils attend school on a daily basis, unless they are medically unfit or have prior permission from the Headteacher Only with continuous attendance will encouragement attendance will improve. achieve his/her full potential. I hope that with your Yours sincerely Attendance Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 25

26 Appendix K Specimen Letter (Concern) Dear Reference : Tutor Group: Date of birth: On checking our register we have concerns for your child s attendance and have enclosed a copy for your information. As you will see has only received since. The government expectation for secondary school pupils is 93% which means that attendance falls significantly below this level. It is hoped that attendance will improve with immediate effect. Failure to do so will involve a referral to the Education Welfare Services. Yours sincerely ATTENDANCE OFFICER R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 26

27 Appendix Specimen Letter (Concern) L Dear Please contact the school to make an appointment to discuss attendance. If you are unable to come to the school, I will be happy to visit your home at a convenient time. Yours sincerely Attendance Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 27

28 Appendix M Specimen Letter (Concern) Dear Reference Date of birth : Tutor group In my previous letter you were advised that attendance was. Having checked our data there has been little or no improvement achieved. I am requesting that you contact the school to arrange a meeting to address any issues that may be affecting attendance. Following the above meeting should the situation continue a referral to the Education Welfare Services may be appropriate for more formal proceedings Yours sincerely ATTENDANCE OFFICER R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 28

29 Appendix N Specimen Letter (Concern) Dear In my letter of the I requested that you contact the school regarding attendance as I do not appear to have received a reply. It is important that we discuss your child s attendance in line with school procedure and Education Welfare regulations. Absence must be accounted for. A parent has a duty under the Education Act Section 444 of the 1996 act to ensure their child has regular attendance. Failure to do so may involve prosecution and a fine of Please could you contact the school as soon as possible. Yours sincerely ATTENDANCE OFFICER R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 29

30 Appendix O Specimen Letter (Concern) Our Ref S/SAM Date : Dear RE : I am sorry that you did not attend the meeting which had been arranged in school to address concerns regarding poor attendance. I am sure that you will appreciate that regular school attendance is crucial to sound education attainment and an action plan has therefore been agreed in your absence. I enclose a copy of this plan for your attention. The plan will be reviewed on with the Education Welfare Officer, and if there are still concerns regarding attendance the Education Welfare Officer will be arranging to contact you. I would like to draw your attention to the important notice for parents relating to the possibility of a Penalty Notice being issued to you. If you wish to discuss your child s attendance please contact me at the school. Yours sincerely Seddeer Amran Head Teacher Cc Education Welfare Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 30

31 Appendix P Specimen Letter (Application for leave of absence) Appendix (c) Essex Code of Conduct for Penalty Notices APPLICATION FOR LEAVE OF ABSENCE FOR TERM TIME HOLIDAY Taking your child out of school during term time could be detrimental to your child s educational progress. Parents should not normally take their children on holiday in term time. There is no legal right to do so. However, you may apply to the school for leave of absence for up to 10 days. A term time holiday will only be authorised by the school if they believe there are special circumstances which warrant it. (The Education (Pupil Registration) (England) Regulations 2006) If the absence is not authorised and the holiday is taken, the case will be referred to the Education Welfare Service who may issue a Penalty Notice for 120 (or 60 if paid within 28 days) to each parent for each child taken out of school. Name of Child(ren) D.O.B: Class: Date of First Day of Absence: Date of Return: Number of Days Requested: Please attach a letter outlining the special circumstances for which a term time holiday is being applied. If this is not provided the school will be unable to authorise the request. Signed: Dated: Name: School/office use only: Attendance percentage preceding 12 weeks: Number of sessions absence this academic year: Auth Unauthorised Total R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 31

32 Appendix Specimen Letter (Declined Application) Q Example letter from Headteacher declining authorisation of term time holiday Dear I refer to your application for *********** to be absent for ********** days for a family holiday. Following due consideration, I am unable to agree to your request as the reason provided is not considered as a special circumstance. I am sending a copy of this letter to our Education Welfare Officer for his/her information. I must warn you that, if you do take your child out of school for this time, the absences will not be authorised and the Education Welfare Service may issue a penalty notice to each parent of 60 for each child to be paid within 28 days. If the penalty is not paid within the time scale the penalty will increase to 120. If the higher penalty is not paid the Education Welfare Service will then institute legal proceedings against you in the magistrate s court under Section 444 of the Education Act 1996 for failing to ensure your child attends school regularly. The matter will also be recorded on your child/ren s school record. If you would like to meet with me to discuss this matter, please contact me to arrange an appointment. Yours sincerely, Head teacher Copy to Education Welfare Officer R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 32

33 Appendix R Anti social behaviour act 2003 section 23 ESSEX CODE OF CONDUCT PENALTY NOTICES FOR PARENTS OF TRUANTS ANTI SOCIAL BEHAVIOUR ACT 2003 SECTION 23 The purpose of this local code of conduct is to ensure that the powers are applied consistently and fairly across the local authority area and that suitable arrangements are in place for the administration of the scheme. The Government requires Local Authorities to issue a code of conduct The Essex code has been agreed following consultation with: Essex Local Authority Education Welfare Service Representatives from Governing Bodies and Headteachers of Essex Schools Essex Police Service in accordance with the Education (Penalty Notices) Regulation 2004 and Anti Social Behaviour Act 2003) section 23 subsection (1) Anyone issuing a penalty notice on a parent or carer of a child of statutory school age on roll at an Essex school, must do so within the terms of this code. Legislation The Anti Social Behaviour Act 2003 inserts into the Education Act 1996 Section 444A and Section 444B enabling authorised personnel to issue penalty notices as an alternative to prosecution under Section 444 and enable parents to discharge potential liability for conviction for that offence by paying a penalty. Authorisation to issue Penalty Notices Primary responsibility for issuing penalty notices rests with the LA. Head teachers (and deputy head teachers and assistant head teachers authorised by the head teacher) and police, community support officers and accredited persons are able to issue the notices under the Act, although there is no requirement for them to do so. In Essex it has been agreed that the Police will not issue penalty notices to parents of truants, nor generally will schools. If head teachers feel it appropriate that a penalty notice is served, they must consult with the Area Attendance Leader within the Education Welfare Service. This will avoid a penalty notice being issued when the Education Welfare Service is instigating legal intervention proceedings for irregular school attendance. It has been agreed that the Education Welfare Service, on behalf of Essex LA, will usually issue penalty notices. The Education Welfare Service will administer the scheme from any funds obtained as a result of issuing penalty notices. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 33

34 Circumstances in which a penalty notice may be issued Penalty Notices apply to pupils of statutory school age which finishes in year 11. Essex partners have agreed to use penalty notices for the following circumstances: Penalty Notices for Truancy** Essex County Council use penalty notices to safeguard the educational welfare of children in order to influence the improvement of identified cases of poor attendance at school. The Education Welfare Service (EWS) will issue penalty notices to parents where there has been EWS involvement and at least 10 sessions of unauthorised absence in the last six school weeks. Number of Penalty Notices which can be issued for truancy Essex will issue no more than one penalty notice to a parent in a twelve month period. If the law continues to be broken around school attendance the EWS legal intervention process will be used. Pupil identified during a school attendance and exclusion sweep School attendance and exclusion sweeps take place regularly in Essex and many children stopped are with parents condoning the absence. If the head teacher does not authorise the absence of a pupil stopped by an EWO and Police Officer on a sweep and there has been at least 10 unauthorised absences for that pupil during the preceding 6 schools weeks, the EWO will issue a warning letter to the parent within 14 days. (appendix (a). If there are any further absences that are not authorised by the head teacher, during the next 6 schools weeks the EWO will complete a request, signed by the head teacher, for issue of a penalty notice. The Education Welfare Service may then issue a penalty notice via first class post to the parent. Number of Penalty Notices which can be issued for pupils identified during a school attendance and exclusion sweep. Essex will issue no more than one penalty notice to a parent in a twelve month period for pupils identified on a school attendance and exclusion sweep. If the law continues to be broken around school attendance the EWS legal intervention process will be used. Holidays in term time without permission The Education (Pupil Registration) (England) Regulations 2006 make provision for holidays in termtime only with the permission of the head teacher. The regulations state that holidays in term time should only be authorised under special circumstances and that save under exceptional circumstances, no more than 10 school days should be authorised for a holiday. It will be at the head teachers discretion to authorise a holiday. Schools must ensure that all literature provided to parents, such as Prospectus, Attendance and Behaviour Policies, Home School Agreements, Newsletters and website information includes the warning that parents may be issued with a penalty notice if a holiday is taken without permission. If a head teacher does not authorise a request for a holiday, s/he will send a letter to the parent confirming this decision (appendix (b)) which includes a warning that a penalty notice may be issued. If a holiday is then taken without authorisation the school will complete a request (appendix (c)), signed by the head teacher, for consideration of issuing a penalty notice and send it to the Education Welfare Service Area Attendance Leader within two weeks of the pupil returning to school. The Education Welfare Service Area Legal Intervention Panel will decide if the issue of a penalty notice is appropriate. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 34

35 The head teacher must have regard to Guidance to Essex Schools on Pupil Holidays in Term Time, February 2010 (appendix (d)) which includes relevant advice contained in the DCSF publication Keeping Pupil Registers when considering each request for a holiday. Penalty Notices for term time holidays can be issued if There have been 10 sessions (5 consecutive days) or more of unauthorised absence due to a holiday taken during an academic year; and Attendance is below 90% during the preceding 12 weeks before the holiday was taken; or The holiday was taken during the month of September; or The holiday was taken during tests or examinations; or It is the second holiday taken in any one academic year; or The pupil is in Year 6 or Year 11 Requests for other leave of absence should be dealt with in accordance with the school policy. Number of Penalty Notices which can be issued for Term Time Holidays Essex will issue no more than two penalty notices to a parent in a twelve month period for unauthorised holidays in term time. If the law continues to be broken around school attendance the EWS legal intervention process will be used. Payment of Penalty Notice The penalty for each parent is 60 for each child if paid within 28 days of receipt of the notice, rising to 120 if paid after 28 days but within 42 days of receipt of the notice (service by post is deemed to have been effected, unless the contrary is proved, on the second working day after posting the notice by first class post). All penalties are paid to the Local Authority who will produce an auditor s statement showing that income received has not exceeded enforcement as defined. If the penalty is not paid in full by the end of the 42 day period Essex Education Welfare Service will either prosecute for the offence to which the notice applies or withdraw the notice. The prosecution is not for non-payment of the notice but is a prosecution for irregular school attendance Education Act 1996 Section 444 (1). There is no statutory right of appeal against the issuing of a penalty notice. Withdrawal of Penalty Notice A penalty notice can be withdrawn in the following circumstances: Where it ought not to have been issued i.e. where it has been issued outside the terms of the local code of conduct or where no offence has been committed Where it has been issued to the wrong person. R:drive\archive do not delete\a1data\pol-docs new January 2014\Attendance Policy 35