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Learner Attendance and Punctuality Policy and Procedure
Director Leanne Gagic January 2020
Publication Date
Board of Directors January 2020
V1 JKelly Last Review
Date Board of Directors Dec 2020
Review Date Board of Directors Dec 2021
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Learner Attendance and Punctuality Policy and Procedure
Policy Statement
Instep UK Ltd recognises that full attendance and attention to punctuality is key to success with
learners following the good example set by the staff.
Attendance and punctuality are the responsibility of all but closely monitored by the Trainer and the
Tutor.
Where attendance and/or punctuality falls below the expectations of Instep UK, action will be taken
by the Service Improvement Team and the Employer Managers to rectify and deal with this in line
with Instep UK Learner Procedures.
Learners are required to attend all scheduled workshops and one to one meeting and to be punctual
in doing so.
This covers all sessions identified on the learner’s Individual Learning Plan (ILP), including Functional
Skills and Learning Support.
However, Instep UK Ltd also recognises that, for some of our learners, adhering to these
expectations could be too demanding; therefore absences/lateness due to illness/disability, religious
commitments and some personal circumstances will be considered on an individual basis. Return to
learning following a period of absence will be encouraged and supported.
NB: For learners who are under 18 or considered vulnerable, parents / guardians / supporters will be
kept informed
These procedures have been developed as part of our commitment to providing a supportive
learning environment enabling learners who have chosen to study at Instep UK Ltd to achieve their
full potential.
Purpose – Intent The purpose of this procedure is to recognise the investments that learners and their employers
make when a learner enrols on a training programme and ensure that appropriate procedures are in
place to monitor attendance and poor punctuality and act upon absenteeism so that learners can be
supported to attain their apprenticeship.
This procedure lays out how we will:
o promote excellent attendance.
o challenge poor attendance.
Scope
This policy applies to all learners enrolled with Instep UK, to maximise their success and progression.
However, some statements only apply to certain cohorts of learners.
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It also applies to all teaching and business support staff with a responsibility to record and monitor
attendance.
Instep UK Ltd recognises that parents/carers/guardians and employers, where appropriate, can
support learners through encouraging good attendance and punctuality
Definitions Acceptable attendance is 90% or over, for all sessions with no unexplained late arrivals or early
departures.
An authorised absence is an absence which an employer would be prepared to accept or where the
absence could not have been reasonably foreseen (please see Appendix A).
Alternative Learning Activity occurs when a learner is not present for a timetabled activity, but is
involved in another activity contributing to their course (eg field trip, exam, external course).
All other absence, including sickness, is unauthorised (please see Appendix B).
Attendance is calculated using the following calculation.
Attendance Percentage
All day 100%
3 out of 4 sessions 75%
2 out of 4 sessions 50%
1 out of 4 sessions 25% Absent 0%
Responsibilities:
Employer Manager
The Employer Managers are responsible for confirming all Module Training requirements for new
learner cohort with Finance Director including where possible
• Dates
• Locations
Pre – Launch the Employer Manager(s) is responsible for providing MI Team with the following data:
• Employer Name
• Cohort Number
• Employer Single Point of Contact
Finance Director
The Finance Director is responsible for confirming dates and ensuring that there are sufficient
resources, including Trainer to accommodate the plan
Once confirmed the Module Training Plan the plan will be shared with the following
• Board
• Employer Manager
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• Head of MI
• Head of Quality and Safeguarding
• Operations Manager – Tutor
• Operations Manager – Trainer
MI Team
The MI Team are responsible for creating a folder in the Tutor Section on SharePoint, that can be
accessed by:
• Operations Manager – Tutor
• Operations Manager – Trainer
• Employer Manager
• Trainer
• Tutor
• Head of Quality and Safeguarding
Following enrolment the MI Team are responsible for
• communicating learner names, email addresses, programme and start dates to the Profiler team (where appropriate)
• Setting up learners on E-track
Following the Launch Session, the MI Team are responsible for ensuring that registers and created
and that the registers are made available to the above via SharePoint and contain the following data:
• Name of the Employer,
• Cohort Name/Number,
• Single-Point of Contact,
• Trainer Name and
• Learner Names.
MI Team are responsible for notifying the Operations Manager of new cohort numbers for this to be
disseminated to the Tutor(s).
Operations Manager Tutor
Operation Manager – Tutor is responsible for ensuring that the Tutor(s) are notified of newly
allocated learners and that the onboarding/enrolment process is followed.
During the Programme Operation Manager – Tutor are responsible for ensuring that the registers
are used to inform Employer Managers/Operation Manager - Trainer of attendance prior to the
session and during the session and E-Track is updated weekly to aid Business Operations and inform
of At-Risk Learners.
Operations Manager Trainer
Operations Manager – Trainer is responsible for reviewing anticipated attendance on e-track weekly
to evaluate viability of scheduled Workshop sessions and implementing the following: -
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a. Workshop Potentially Not Viable i. Operations Manager - Trainer submits report to SMT for decision
ii. SMT proceed with training (see below) iii. SMT decide to cancel training
• Operations Manager - Trainer informs Trainer
• Operations Manager - Trainer informs Client Manager in order to inform Employer in advance
• Operations Manager - Trainer informs impacted Tutor(s)
• Tutor(s) cancel Learner bookings on e-track as ‘Cancelled by Employer’ – notes updated with ‘Cancelled due to insufficient Learner Numbers’
b. Workshop Viable i. Trainer delivers Workshop and updates Register accordingly (see ‘Flow Chart
Attendance’) ii. Operations Manager - Trainer informs Tutor(s) Register updated
iii. Tutor(s) reviews Register, update learners’ Workshop attendance on e-track follow up as per Attendance Policy
Business Support Team
The Business Support Team is responsible for liaising with the appropriate Tutor/Trainer after each
session to ensure all registers are inputted accurately. This is a daily activity. Any notes left by
Trainers/Tutors are passed to the appropriate person to be actioned in a timely manner through the
identification of learners at risk and escalation to the Service Improvement Team/Operations
Manager and Employer Manager.
Employer to be sent a link to the updated register for their reference.
Tutor
Tutors will add all the planned delivery modules to the E-Portfolio system for each learner as
planned visits.
Tutors will update the register weekly to include any planned cancelations by either the learner or
the employer using the codes in Appendix A
Following the module, the Tutor will access the register and update the learners’ attendance on E-
Track according to the register codes.
Tutors will openly and regularly discuss the attendance and lateness levels of a group or of individual
learners in the class. They will directly address issues of attendance and or punctuality in Individual
Progress Reviews. Targets for improvement will be set and monitored.
Tutors are also responsible for ensuring that learners are appropriately identified as At Risk and
where appropriate initiate and document any intervention strategies.
Trainer
Trainers will expect learners to arrive in sessions punctually, and will therefore set an example of
their own punctual attendance by being in the session ready to commence the lesson ahead of the
learners
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Trainers will always challenge latecomers. Lateness must be recorded in the register with an L and
the number of minutes late added.
The Trainer is responsible for ensuring that registers are marked in a timely and accurate manner.
Trainer are also responsible for ensuring that learners are appropriately identified as At Risk and
where appropriate initiate and document any intervention strategies.
Trainers will openly and regularly discuss the attendance and lateness levels of a group or of
individual learners in the class. They will directly address issues of attendance and or punctuality in
Individual Progress Reviews. Targets for improvement will be set and monitored.
Making contact with SPOC to report any absence and updating the register accordingly.
Learner
The learner is responsible for ensuring they have good attendance and punctuality at all sessions.
The learner is also responsible for providing accurate contact information and informing their
Trainer/Tutor of any changes to circumstances or contact details.
Quality
Where appropriate the Operations and Quality Team will also conduct quality sampling to ensure
registers and contact logs are being marked consistently and accurately.
Head of Quality
The Head of Quality is the owner of this process and is responsible to oversee that data collection is
timely, accurate and logged properly and that data is analysed in order to determine which areas
warrant corrective action.
Management of At-Risk Learners Operations/Employer Managers
Operations Managers and Employer Managers are responsible for managing the At-Risk Meeting
and processes to confirm that all intervention strategies are taking place, are effective and deliver
the required impact.
The Operations Manager(s) and Employer Manager(s) is also responsible for monitoring attendance
rates on a regular basis and ensuring provision below target is reviewed and appropriate action
plans are in place to improve the overall attendance.
The Operations Manager(s) and Employer Manager(s) will provide attendance and punctuality data
to the Board on a monthly basis at SMT Meetings.
Service Improvement
In conjunction with the Operations Managers and Employer Managers the Service Improvement
Team will monitor the attendance of all cohorts and identify all learners at risk and where necessary
implement a corrective action plan to assist in the improvement of attendance and punctuality.
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Procedure – Implementation Setting a clear standard and expectation of attendance and punctuality continuously, throughout the
learner’s programme is extremely important to ensure a consistent message is applied and
communicated.
The importance of good attendance and punctuality must be reiterated at induction irrespective of
age or level of programme.
Every enrolling learner must be made aware of their individual attendance and punctuality target.
On commencing the Apprenticeship, every learner must receive their timetable.
For those learners who are under the age of 18, they will receive a Parent Pack which includes a
letter, copy of the learner timetable, consent form and self-addressed envelope, which confirms that
the parent and or guardian is willing to receive information relating to attendance and punctuality.
Employers will receive a similar letter and consent form so that they too can be involved in the
Apprentices educational progression.
The register is the legal and auditable document used by Instep UK to record attendance and
punctuality. The accurate marking of a register is a contractual requirement for all teaching staff and
non-compliance will be subject to staff disciplinary procedures.
Registers must be completed within 10 minutes of the start of the lesson. If the activity prevents
this, a temporary paper register must be completed and the electronic register completed the next
working day. It is the responsibility of all teaching staff to ensure they are trained in the use of
electronic registers; are aware of the register marking codes and know how to access and complete
a temporary paper register, if needed. Register marks can be found in Appendix A.
All unauthorised absences will be followed up by the Trainer/Tutor by informing the Single Point of
Contact at the employers site before 12 pm on the day.
The learner’s attendance and punctuality is calculated through the use of Registers and contact logs,
therefore it is imperative that registers and contact logs are completed in an accurate and timely
manner.
Learners are also identified as At-Risk during reviews with the Tutor and employer and appropriate
targets and strategies will be individually developed and implemented to support improved
attendance.
Attendance Monitoring and Action We appreciate our learners are adults and we will communicate clearly and appropriately our high
expectations for punctuality and attendance. Where this falls below an agreed level this will lead to
action, including possible disciplinary action or even removal from the apprenticeship programme.
There should be no differential between the attendance to workshop sessions, one to one and each
Functional Skills element, therefore the overall average attendance target will be 93% 2019/2020.
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Apprentices falling into AMBER will have a meeting with their tutor letting them know they are ‘at
risk’ of not achieving in a timely manner and an action plan will be developed to help the apprentice
improve their attendance. Contact will also be made with the employer to let them know of the risk.
Where an apprentice falls into RED the Instep UK learner discipline procedure will be instigated, and
the employer informed.
A meeting will be held between the apprentice, Tutor and employer to discuss issues and to develop
an action plan to help improve attendance. Tutors must use recent attendance rather than
cumulative to measure progress between each intervention or learner discipline.
Where an employer is responsible for keeping their apprentice at work and not allowing them to
attend off the job training, the Employer Manager will contact the employer to remind them of their
responsibilities in line with the commitment statement and this will be recorded as part of the
Employer Review.
The needs of learners with learning difficulties, medical conditions or disabilities will be taken into
consideration during any reviews or disciplinary action, with regards to attendance.
If attendance or punctuality targets are due to long-term illness/disability, a specific action plan will
be discussed with the learner and put into place by his/her Trainer/Tutor and monitored by the
Operations Manager.
Attendance and corrective action Attendance
Attendance Rag Rating 100% - 93% Green
93%- 90% Amber
<90% Red
Corrective action
Issued by Service improvement Tutor/Employer/Line Mgr.
Service improvement Tutor/Employer/Line Mgr.
Ops Mgr./Employer Mgr./Employer
Amber Red 2nd Month Red
Action First Stage + Action Plan for Improvement
Second Stage + Action Plan for Improvement
Third Stage – review of suitability for Apprenticeship
Improvement Target
1 month to improve 1 month to improve
Under 18 Parent/Carer informed of risk
Parent/Carer informed of risk
Parent/Carer informed of outcome
Monitoring - Impact The Head of Quality will quality assure the process by carrying out adhoc checks on ‘at risk’ and ‘high
risk’ learners to ensure the process has been followed. Anywhere this has not happened, the
Operations Manager will be contacted immediately to ensure actions are in place to reduce the risk.
The Operations Manager(s) will report trends and follow up actions to the SMT monthly.
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Appendix A - Marking of Registers The correct, accurate and timely completion of Registers is an important aspect in the process, in
addition to the Instep UK’s legal responsibility to ensure that we account for learners’ attendance
and Off the Job Hours. All Trainers must complete the register in an accurate manner whilst the
session is taking place.
The register marks to be used are as follows:
Register Mark Reason P - Present The Learner is present in the workshop
A – Authorised Absence This mark can only be applied if the learner meets the criteria in Appendix B. Notes section to be used to add comments.
UA – Unauthorised Absence
This mark to be used for all other absences.
C – Contact Mark When applied to the register it means that the learner has not attended as required. The C mark will inform the Trainer that contact must be made with the Single Point of Contact to confirm that the learner has not attended. The mark should be followed by either L, UA in the appropriate session.
E – Employer This mark to be used when the employer has requested that the learner does not attend due to work commitments.
AL – Alternative Learning This mark to be used if a learner is attending alternative learning that contributes to the apprenticeship standard.
L – Late The learner has attended but is late. Notes section to be used to add the time of arrival.
D – Left Early The learner attended the session but left early Notes section to be used to add the time the learner left the session.
Z – Session Cancelled The session is cancelled by Instep UK for one of the following reasons:
• Staff absence
• Unexpected business closure
Appendix B – Authorised Absence
The following reasons for absence are acceptable
1. Driving tests (not lessons) 2. Stay in Hospital 3. Emergency Doctor or Dental Appointments 4. Funeral of a close relative 5. Religious holidays and festivals (where the
learner practises the religion/faith) 6. A medical appointment which cannot be
re-arranged 7. A visit to University either to attend an
open day or for interview; or a career related interview
8. Attendance at a probation meeting or court appearance
9. Jury Service 10. Severe disruption to learner’s mode of
transport 11. Attending a job interview 12. Pregnancy related sickness 13. Pre and Post Natal appointments 14. Moving house 15. Care of a relative or person, where the
learner is a registered carer (including children under 18)
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Flow Chart Attendance Procedure
Employer Client Manager confirms training requirements for new learner cohort with Finance
Director
Finance Director confirms Training Schedule for all module training sessions with ALL
Stakeholders
MI upload learner populated Registers for each scheduled training session onto SharePoint
MI confirm Booking details with Ops Managers who inform Tutors/Trainers as part of new
learner allocation process
Tutor(s) add Workshop Event to e-track for their Learners
Tutor(s) update e-track with any learner cancellations pre and post Workshop Events
(See Below Workshop Viability)
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Flow Chart - Workshop Viability
Workshop Planned
Is the Workshop Viable
Yes No
Trainers Manager submits report to SMT for decision
Proceed with training as originally agreed
SMT Decision to cancel
No
Yes
Trainer informs Trainer and Ops Managers
Trainer informs Client Manager in order to inform Employer in advance
Operations Manager informs impacted Tutor(s)
Tutor(s) cancel Learner bookings on e-track as ‘Cancelled by Employer’ – notes updated with ‘Cancelled due to insufficient Learner Numbers’
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Flow Chart Attendance – to be completed at Start/Break/Lunch/Break of each Session
Start of Session
Learner Attends
Session on time
Learner is marked
as attending “P”
Yes
No
Learner is
marked as “C”
Learner Attends
Session Late
Learner is
marked as
attending “L”
Trainer to contact
SPOC At First
Break to Ascertain
Reason
Learner is absent
from work for
reason in
Appendix A
Learner is
marked as
attending “A”
Trainer to contact
SPOC At First
Break to Ascertain
Reason
Learner is absent
from work
Alternative
Learning
Learner is
marked as
attending “AL”
Trainer to
contact SPOC At
First Break to
Ascertain Reason
Learner is absent
from work for
work reasons
Learner is
marked as
attending “E”
Yes Yes
Yes Yes
Trainer to Add Comments, including amount of time missed, time and method of contact and reason for
absenteeism against each learner
Learner Leaves
Session early
Learner is marked
as attending “D”
Trainer to
contact SPOC At
First Break to
Ascertain Reason
Learner is absent
from work for
any other
reasons
Learner is
marked as
attending “UA”
Yes
Yes
Trainer to Add “Z” to all learners and update comments to indicate the date the session will be repeated
No
Yes
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Learners Attending not on register Instep recognise that some learners may attend the session that are not already enrolled for that
cohort. This may be for the following reasons:
• They are a private learner
• They cannot attend their schedule training event
• They have not fully completed their enrolment.
In the event that a learner attends the session who is not on the pre-populated register, the training
must complete all sections of the Paper Copy Register sent in the Pack Up by Business Support,
highlighting that the learner is a guest.
If the Trainer knows from which other cohort the learner is from, this information must be
completed.
The paper register must be returned with the feedback forms to the Business Support Team within
48 hours.
Business Support Team will be responsible for looking up the learner and completing the
appropriate register for the correct cohort to demonstrate attendance, adding the actual attendance
date to the notes section.
For any learner who is identified as not being allocated to a cohort Business Support Team must
inform MI of the learner name. [email protected]
MI will check for learner enrolment and follow the onboarding process.
