ATTENDANCE POLICY - camhopton.gloucs.sch.uk102053]CHS_Attendance... · 5.1 First-day Calling ......

ATTENDANCE POLICY

Committee Responsible: Teaching and Learning Standards

Created by: Personnel Committee Date: February 2017 To be reviewed: February 2018

CHS Attendance Policy (28-02-2017_DW) 2

Document History Document Name: Attendance Policy Document Ref No: Attendance policy 2017/1 Document held at: School, Editor and Secretary to the Governors

Document Version

Date Author/Editor (ED)

Version Identifier (dd-mm-yyyy_ED)

Original: September

2015 Personnel Committee

Reviewed: February

2017 D Walters (TLS) 28-02-2017_DW

Next review due February

2018


CAM HOPTON CHURCH OF ENGLAND PRIMARY SCHOOL

[Voluntary Aided]

ATTENDANCE POLICY

CONTENTS

1.0 Introduction ....................................................................................................... 4

2.0 Staff Roles and Responsibilities ....................................................................... 4

2.1 Attendance Leader ........................................................................................ 4

2.2 Class Teachers ............................................................................................. 4

3.0 Categories of Absence ..................................................................................... 5

4.0 Collection and Analysis of Data ........................................................................ 6

5.0 Systems and Strategies for Managing and Improving Attendance ................... 6

5.1 First-day Calling ............................................................................................ 6

5.2 Meetings with Parents or Carers ................................................................... 7

5.3 Referral to County ......................................................................................... 7

5.4 Pupils Arriving Late ....................................................................................... 7

6.0 Parents’ and Carers’ Responsibilities ............................................................... 8

7.0 Pupils’ Responsibilities ..................................................................................... 8

8.0 Governors’ Responsibilities .............................................................................. 9

9.0 References ....................................................................................................... 9

10.0 Appendix ‘A’ – Attendance Guide for Parents and Carers .............................. 10

11.0 Appendix ‘B’ – Attendance Register Codes .................................................... 12


1.0 Introduction

Cam Hopton Church of England Primary School is committed to providing an education of the highest quality for all of its pupils and recognises that this can only be achieved by supporting and promoting excellent school attendance for all. This is based on the belief that only by attending school regularly and punctually will children and young people be able to take full advantage of the educational opportunities available to them. High attainment depends upon good attendance. Cam Hopton Church of England School has a Christian foundation which informs every aspect of its academic and community life. We aim to serve the community by providing high quality education and promoting Christian values. “Celebrating the achievement of all by living and learning together.” The whole school community – pupils, parents and carers, teaching and support staff and school governors – have a responsibility for ensuring good school attendance and have important roles to play. The purpose of the policy is to clarify everyone’s part in this. The policy has been drawn up after consultation with the whole community and is based on current Government and Local Authority guidance and Statutory Regulations [1] [2] [3] [4]. The school will ensure that all members of the community know of the policy and have access to it. 2.0 Staff Roles and Responsibilities

All of the teaching and support staff at Cam Hopton Church of England Primary School have important roles to play in supporting and promoting excellent school attendance. They work to provide an environment in which all of our pupils are eager to learn, feel themselves to be valued members of the school community and look forward to coming to school every day. Staff also have a responsibility to set a good example in matters relating to their own attendance and punctuality. 2.1 Attendance Leader

The Head Teacher will act as Attendance Leader and will oversee, direct and co-ordinate the school’s work in promoting regular and improved attendance. The Attendance Leader will ensure the Attendance Policy is consistently applied throughout the school and that that up-to-date attendance data and issues are shared with staff. Staff, pupils and parents will regularly be reminded about the importance of good school attendance. A report will be prepared for the governing body, termly. The Head Teacher will ensure that attendance issues are identified at an early stage and that support is put in place to deal with any difficulties. If attendance concerns arise, the school community will be supported by the Parent Support Advisor (PSA). 2.2 Class Teachers

The school is required to mark the attendance register twice each day, once at the start of the day and once during the afternoon session. Class teachers are


responsible for completing the attendance registers using the prescribed codes (see Appendix ‘B’). The register will be called promptly at 8.45 am and 1.00 pm by each class teacher and a mark will be made during the registration period in respect of each child. The registers will close at 9.00am and 1.10 pm. Pupils who arrive after the register has been called but before 09.00 am will be recorded as ‘late’. For afternoon sessions, pupils who arrive after the register has been called but before 1.10 pm will be recorded as ‘late’. Such pupils will be asked to explain their lateness and teachers will inform the Attendance Leader and the Safeguarding Leader of any concerns arising, especially when the same pupil is late repeatedly. Any pupil who arrives after the closing of the register will be registered under ‘unauthorised’ absence, pending the receipt of further information. 3.0 Categories of Absence

A mark will be made in respect of each child during registration, using the codes given in Appendix ‘B’ [1]. If, for unknown reasons, a child is not present during registration, then a mark indicating an ‘unauthorised’ absence will be entered in the class register. When a reason for such absence is given and accepted by the school at a later stage, the register will be amended in such a way that the original entry and the amendment are distinguishable. If no explanation of an absence is received and accepted by the school by the end-of-term, then the absence will remain unauthorised. The decision as to whether the absence should be authorised or unauthorised rests with the class teacher. If a pupil is absent from school frequently without an acceptable reason, the school will seek an explanation of the situation from the child’s parents or carers. If no satisfactory explanation can be obtained, staff will bring the matter to the attention of the Safeguarding Leader and the Head Teacher (if different). The decision regarding whether or not to authorise an absence will always rest with the school. When extended leave of absence is granted there will be an expectation that the pupil undertakes some school-set work during this period. When a pupil is engaged in off-site approved educational activities, the school will check his/her attendance on a daily basis before entering the appropriate code in the register. In line with current Government regulations, Cam Hopton School will not normally accept holidays during term-time as authorised absence. In exceptional circumstances such absence may be authorised entirely at the head Teacher’s discretion (see Code ‘H’ of [1]). Absence will normally be authorised in the following circumstances: (a) When leave has been granted by the school in advance, for example:


▪ A pupil is to participate in an approved performance for which a licence has been granted by the Local Authority.

▪ A pupil is involved in an approved educational activity or event. (In

authorising such an absence the individual circumstances of the particular case and the pupil’s overall pattern of attendance will be considered.)

(b) When the school is satisfied that the child is too ill to attend. (c) When the pupil has a medical appointment. (Parents and carers should

attempt to arrange appointments outside of school hours. Pupils should attend school before and after appointments, if reasonably practicable.)

(d) When there is an unavoidable cause for the absence which is beyond the

parents’ or carers’ control, e.g. extreme weather conditions. (e) When the absence occurs on a day set aside exclusively for religious

observance by the religious body to which the pupil’s parents belong. (f) In other exceptional circumstances (e.g. a family bereavement) and at the

discretion of the Head Teacher. 4.0 Collection and Analysis of Data

The School Business Manager will ensure that attendance data is complete, accurate, analysed and reported to the senior leadership team, parents and the governing body. The report should include commentary on any significant trends in attendance data with respect to expectations. The data will inform the school’s future practice to improve attendance and prevent disaffection. Attendance is monitored by class and by reasons for absence. It is also analysed by gender, ethnicity, pupils with special educational needs and those who are vulnerable to poor attendance. Accurate attendance returns are made within the stipulated time-frame. 5.0 Systems and Strategies for Managing and Improving Attendance

Attendance has a very high profile at Cam Hopton School and is regularly discussed at assemblies and in class. Parents are reminded in newsletters, on the school website and at school meetings about the importance of good attendance and its links to attainment. The systems in place are described below. 5.1 First-day Calling

Cam Hopton School has in place a system of first-day calling. This means that parents or carers will be telephoned on the first day a pupil is absent, without explanation, in order to establish a reason for the absence. This helps to identify at an early stage pupils who do not have a good reason for absence or who may be absent without their parents’ or carers’ knowledge.


5.2 Meetings with Parents or Carers

Where there is an emerging pattern to a pupil’s absence over a 3 to 4 week period (or sooner if staff are particularly concerned), with or without explanation, the school will invite the parents or carers to a meeting to discuss the reasons for the absences. Parents or carers of pupils who are identified as having an overall attendance rate below 90% will automatically be contacted by the Head Teacher or his representative. Plans should be put in place with the parents or carers and the pupil to resolve any difficulties and improve the attendance within a specified period – usually no more than 6 weeks. It will be explained to parents and carers that any future absences will be unauthorised unless there is clear evidence of good reasons for them. Every endeavour will be made to offer support to parents and carers in these circumstances. If appropriate, and with the parents’ or carers’ consent, this may be in the form of a referral to the Gloucestershire County Council (GCC) Early Help Partnership [5]. Where extensive support has been given, or offered and declined, and the pupil’s attendance continues to fall below the specified rate of 90%, a formal letter from the Head Teacher along with the Gloucestershire County Council Penalty Guidelines will be sent to the parents or carers of the pupil concerned. The parents or carers will be asked to contact the school as a matter of urgency. 5.3 Referral to County

The school is responsible by law for reporting poor attendance to the Local Authority. If, after meetings between the school and a pupil’s parents or carers, there are still unauthorised absences by the end of the specified time (or sooner if the pupil is failing to attend school at all), then the school will refer the case to the Gloucestershire County Council. This may result in the GCC issuing penalty notices and, in serious cases, prosecuting the parents or carers [2]. 5.4 Pupils Arriving Late

Pupils are expected to arrive at school, and be in the correct room for registration, on time, every day. It is very disruptive to their own education and that of others in their class if they are late. Pupils who arrive after the register closes will be marked absent for the whole session (a session being a morning or an afternoon). This absence will be ‘unauthorised’ unless the school is satisfied that there is a legitimate reason for the pupil to be late. Pupils who arrive late for school but before the register closes are monitored for frequency of lateness. If the lateness is persistent, the parents or carers will be requested to provide an explanation. For health and safety reasons it is important that the school knows who is in the building. Pupils arriving after the registration periods must report to the main school office. It is important that all pupils arriving late follow this procedure. For the same reason it is important that pupils leaving the premises legitimately (e.g. for a medical appointment), or returning to school later in the day, report to the main school office.


6.0 Parents’ and Carers’ Responsibilities

The prime responsibility for ensuring children receive an appropriate and full-time education rests with their parents or carers (defined by Section 576 of the Education Act 1996 as those with parental responsibility and those who have the care of a child). A detailed description of the responsibilities for ensuring that children are educated is given in Reference [3]. Cam Hopton School expects parents and carers will:

Ensure their children attend the school regularly.

Support their children’s attendance by keeping requests for absence to a minimum.

Not expect the school to agree routinely to requests for absence.

Not condone unjustified absence from school. Parents and carers will also be expected to:

Notify Cam Hopton School on the first day of absence, by telephoning the school before 9.00am, or by speaking to the School Business Manager whilst dropping off siblings.

Ensure their children arrive at school on time, properly dressed and with the

right equipment for the day.

Work in partnership with the school, for example by attending parents’ meetings and consultations, signing homework diaries when asked to do so, taking an interest in their children’s work and activities.

Contact the school without delay if they are concerned about any aspects of

their children’s school lives. Cam Hopton School will endeavour to support parents and to address their concerns.

7.0 Pupils’ Responsibilities

All pupils should be aware of the importance of regular school attendance. Pupils with difficulties that may prevent them from attending school regularly should speak to their class teacher. Pupils should attend all their lessons on time, ready to learn. If they have been absent from school they should give their class teacher a note from their parents to explain the absence. Pupils also have a responsibility for following school procedures if they arrive late or have to leave school early.


8.0 Governors’ Responsibilities

In accordance with section 175 of the Education Act (2002), the governing body of a maintained school shall make arrangements for ensuring that their functions relating to the conduct of the school are exercised with a view to safeguarding and promoting the welfare of children who are pupils at the school. 9.0 References

[1] “School attendance: Guidance for maintained schools, academies, independent schools and local authorities,” HM Government, DFE-00257-2013, November 2016 (www.gov.uk/government/publications/school-attendance).

[2] “Attendance and absence from school: Leaflets for parents - attendance, penalty notices and prosecution,” Gloucestershire County Council, 2017 (www.gloucestershire.gov.uk/education-and-learning/school-attendance-and-exclusions-and-welfare/attendance-and-absence-from-school).

[3] “School attendance parental responsibility measures,” HM Government, DFE-00256-2013, January 2015 (www.gov.uk/government/publications/parental-responsibility-measures-for-behaviour-and-attendance).

[4] “Children missing education,” HM Government, DFE-00214-2016, September 2016, (www.gov.uk/government/publications/children-missing-education).

[5] “Early help for children, young people and families,” Gloucestershire County Council, 2017 (www.gloucestershire.gov.uk/health-and-social-care/children-young-people-and-families/early-help-for-children-young-people-and-families).


10.0 Appendix ‘A’ – Attendance Guide for Parents and Carers

CAM HOPTON CHURCH OF ENGLAND PRIMARY SCHOOL ATTENDANCE POLICY

A GUIDE FOR PARENTS AND CARERS 1. When does my child need to be in School?

Your child should be at school in good time for registration. The school day starts at 8.40am. The morning register will be called promptly at 8.45am and the afternoon register at 1.00pm.

2. What happens if my child is late?

Registration finishes at 9.00am in the morning and 1.10pm in the afternoon. If your child arrives between 8.45am and 9.00am he/she will be marked late if the register has been called. If your child arrives after 9.00am he/she will be marked unauthorised absence. If your child arrives between 1.00 and 1.10pm he/she will be marked late if the register has been called. If your child arrives after 1.10pm he/she will be marked unauthorised absence.

3. Does the School need letters explaining my child’s absence or will a phone call do?

We would expect a parent to telephone the school on the first day of absence, before 9.00am preferably. If you do not phone us, we will phone you. However, we need a written explanation on your child’s return to school. If we do not receive an explanation, or if the explanation is unsatisfactory, we will not authorise the absence, and this will be shown on your child’s end of year report.

4. What reasons will the school accept for absences?

Illness

Emergency dental or medical appointment (please make routine appointments after school or during the holidays)

Day of religious observance

Family bereavement


Except in the case of illness, you should ask for permission for your child to miss school well in advance, giving full details. In cases of recurring absences through illness you may be asked to produce a medical certificate.

5. I am thinking about taking my child on a holiday during term time. Is this acceptable?

The school will not normally authorise absence for day trips, holidays, visiting relatives, shopping, birthdays or looking after brothers or sisters, etc. Please contact the Head Teacher if you wish to apply for leave of absence in exceptional circumstances.

6. Will the School contact me if my child is absent?

The school operates a first day response to absences: we will phone you if we have not heard from you. This is because we believe it is our responsibility to ensure your child’s safety as well as their regular school attendance. On returning to school we will require a letter explaining the reason for the absence. If we are concerned about aspects of your child’s attendance or punctuality we will contact you to discuss the best way forward.

7. My child is trying to avoid coming to School. What should I do?

Contact your child’s class teacher immediately and openly discuss your worries. Your child could be avoiding school for a number of reasons – difficulties with school work, bullying, friendship problems, family difficulties. It is important that we identify the reason for your child’s reluctance to attend school and work together to tackle the problem.


11.0 Appendix ‘B’ – Attendance Register Codes

CAM HOPTON CHURCH OF ENGLAND PRIMARY SCHOOL ATTENDANCE POLICY

REGISTER CODES (from Reference [1])

CODE

DESCRIPTION

MEANING

/ Present (AM) Present

\ Present (PM) Present

B Off-Site Educational Activity Present at an Approved Off-Site Educational Activity

C Leave of absence authorised by the school

Authorised absence from school

D Dual Registered (at another educational establishment)

Present at an Approved Off-Site Educational Activity

E Excluded but no alternative provision made


H Holiday authorised by the school – in exceptional circumstances and at the Head Teacher’s discretion


G Holiday not authorised by the school or in excess of the period determined by the Head Teacher

Unauthorised absence from school

I Illness (NOT medical or dental etc. appointments)


J At an interview with prospective employers, or another educational establishment


L Late arrival before the register has closed

Present

M Medical/Dental appointments Authorised absence from school


N Reason for absence not yet provided


O Absent from school without authorisation


P Participating in a supervised sporting activity


R Religious observance Authorised absence from school

S Study leave Authorised absence from school

T Gypsy, Roma and Traveller absence


U Arrived in school after registration closed


V Educational visit or trip Present at an Approved Off-Site Educational Activity

W Work experience Present at an Approved Off-Site Educational Activity

X Not required to be in school Admin Code

Y Unable to attend due to exceptional circumstances

Admin Code

Z Pupil not on admission register Admin Code

# Planned whole or partial school closure

Admin Code

ATTENDANCE POLICY - camhopton.gloucs.sch.uk102053]CHS_Attendance... · 5.1 First-day Calling ......

Documents

Transcript of ATTENDANCE POLICY - camhopton.gloucs.sch.uk102053]CHS_Attendance... · 5.1 First-day Calling ......