____________________________________________________________________ ______________ 2017 Attendance Policy Document Control Document Ref: Date Implemented: December 2017 Version: 1 Date Modified: Revision due date: November 2018 Governor Committee and date (where applicable) Welfare Committee – November 2017 Reviewed by: Jane Glendenning Sign and Date: Authorised by: Sign and Date: Related Documents/Policies Reference Title Behaviour for Learning Policy (2017) Safeguarding Policy (2017) 1 KING EDWARD VI HANDSWORTH SCHOOL FOR GIRLS
Categories of absence and procedure for reporting absences: Illness. Medical or dental appointments. Authorised absences. Exclusion. Family holidays and extended leave. Religious observance. Study leave.
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Permission to leave School site Page 9
Late arrival Page 9
School action following up absences Page 10
Rewards Page 11
Monitoring, evaluation and review. Page 11
ANNEX A – Sixth Form Attendance Procedures Page 12
ANNEX B – school attendance parental responsibility measures: statutory guidance for local authorities, school leaders, school staff, governing bodies and the police: School Attendance Orders. Prosecutions by the local authorities. Parenting Contracts. Penalty Notices. Circumstances where a penalty notice may be issued. Payment of penalty notice.
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ANNEX C – Attendance Monitoring Procedures Page 18
ANNEX D – Birmingham City Council Safeguarding Notice. Children Missing from Education (CME) – message to schools including flowchart of CME process
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ANNEX E – Information on ensuring a good education for children who cannot attend school because of health needs.
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We will fulfil our local and national responsibilities as laid out in the following documents:-The Education and Inspections Act 2006Education Act 1996 and 2011Children Act 1989Human Rights Act 1998Crime and Disorder Act 1998The Equality Act 2010 (Part 6)Children and Families Act 2014 (Part 3)Keeping Children Safe in EducationWorking Together to Safeguard Children Special Educational Needs and Disabilities (SEND) Code of PracticeEducation (Pupil Registration) (England) Regulations 2006The Education (Parenting Contracts and Parenting Orders) (England) Regulations 2007The Education (Penalty Notices) (England) Regulations 2007The Education (Penalty Notices) (England) (Amendment) Regulations 2012The Education (Penalty Notices) (England) (Amendment) Regulations 2013The Education and Skills Act 2008
Further details are available at: www.legislation.gov.uk
Aims and valuesThe aim of King Edward VI Handsworth School for Girls’ Attendance Policy is to enable the School to provide a consistent practice that encourages and facilitates the regular attendance of all students. We will endeavour to provide an environment where every student can feel: safe; healthy; able to enjoy and achieve; able to contribute to future economic well-being; and able to make a positive contribution.
King Edward VI Handsworth School for Girls’ aim is for the majority of students to achieve 97% attendance and to continue to improve towards 100%. Our aim is also to ensure that students are punctual to school and to lessons in order to prepare them appropriately for the world of work.
Statement of PrinciplesRegular attendance at school is key to steady student progress and enjoyment of learning, and for this reason the School is dedicated to ensuring its Attendance Policy is adhered to as much as is possible.
King Edward VI Handsworth School for Girls takes a whole-school approach to maintaining excellent attendance and it is the joint responsibility of parents/carers, students and all staff members to ensure that children are attending school as they should be. Students with frequent absences are being denied equality of opportunity, therefore we endeavour to work with families to make sure that any problems or circumstances which may lead or be leading to poor attendance are given the right attention and appropriate support.
Parents and carers have a legal responsibility to ensure that their children always attend school unless there is a genuine reason for them being unable to do so and that they have informed school. In accordance with the 2013 amendments to the Education (Pupil Registration) (England) Regulations 2006, King Edward VI Handsworth School for Girls requests that students not be taken out of school for term-time family holidays. Holiday requests will not be authorised.
Legal frameworkThe Education Act 1996 states that the parent/carer of every child of compulsory school age must ensure they receive efficient full-time education suitable: to their age, ability and aptitude, and; to any special educational needs they may have, either by regular attendance at school or otherwise. “If a child of compulsory school age who is a registered pupil of a school fails to attend regularly at the school his parent is guilty of an offence.” (Education Act 1996, Section 444(1))
Students can leave school on the last Friday in June if they will be 16 by the end of the summer holidays. They must then do one of the following until they are 18: stay in full-time education; start an apprenticeship or traineeship; or spend 20 hours or more a week working or volunteering, while in part-time education or
training.
King Edward VI Handsworth School for Girls is dedicated to complying with attendance laws set out by the legal framework and has set out this document accordingly.
Roles and responsibilities
The Governing BodyAs part of our whole-school approach to maintaining high attendance, the Governors and Governing Body will: ensure that the importance of attendance is made clear by promoting the relevant school
policies and guidance directed at parents/carers and staff; annually review the School’s attendance rules and ensure that all provisions are in place to allow
school staff, parents/carers and students to implement the rules effectively; nominate or identify a member of the Governing Body who will take the lead role in monitoring
attendance and coordinating provision and policies for attendance; ensure that all legislation regarding attendance is complied with and that up-to-date guidelines
are communicated to parents/carers, students and staff; take time at relevant Governors’ meetings to regularly review and discuss attendance issues that
have arisen in order to stay on top of expected attendance targets for the year; ensure that the School is implementing effective means of recording attendance and organising
that data, including for any students who are being educated off-site; ensure that they are clear on how to analyse attendance data and how to communicate the
findings effectively to parents/carers and staff; ensure that senior leaders make the necessary referrals to the local authority and other relevant
agencies in individual cases of non-attendance; and use any data gathered to devise solutions to problems, make the proper adjustments to
attendance coordination and target set for the future.
The Headmistress and Senior Leadership TeamAs part of our whole-school approach to maintaining high attendance, the Headmistress and Senior Leadership Team will: ensure that all staff are up to date with the School’s attendance process, legislation and
government guidance, and that staff are fully trained to recognise and deal with attendance issues;
ensure that legislation and government guidance on attendance is complied with and that they are up to date with any legislative changes and how to implement them; and
ensure that systems to record and report attendance data are in place and working effectively.
The Designated Safeguarding Lead (DSL), Director of Post-16, Attendance Officer and Pupil Achievement Leader (PAL)As part of our whole-school approach to maintaining high attendance, the DSL, Director of Post-16, Attendance Officer and PALs will: be active in their approach to promoting good attendance to students and their parents/carers,
which includes forming positive relationships with families; develop and engage with multi-agency relationships to help with poor attendance and support
families who are having difficulties getting their child to attend; and document any specific interventions or steps taken to work with families to improve their child’s
attendance in case of future legal proceedings.
The Attendance Officer is also responsible for providing prompt and accurate records of student attendance as required by the Department for Education. This data is monitored through SIMS, the internal school network.
In additional the DSL will: coordinate with the Governing Body to monitor the implementation of the Attendance Policy
and its effectiveness, with an annual full review; and report to the Safeguarding Governor each half term and the Governing Body each term, on
attendance records, data and provision.
StaffAs part of our whole-school approach to maintaining high attendance, the School’s teachers and support staff will: be active in their approach to promoting good attendance to students and their parents/carers,
which includes forming positive relationships with families; ensure that the School’s teaching and learning experiences encourage regular attendance and
that students are taught the value of high attendance for their own personal progression and achievement;
ensure that they are fully aware and up to date with the School’s attendance process, legislation and government guidance;
ensure that they are following the correct systems for recording attendance and that attendance is taken daily;
Form Tutors will speak to the relevant Pupil Achievement Leader or seek support from the Attendance Officer if they are unsure how to deal with an attendance issue;
Form Tutors may be requested to contribute to strategy and intervention meetings around a tutee’s attendance if they are needed;
Subject teachers may be asked to provide work for external agencies who are supporting students who are unable to attend school and are being temporarily educated off-site.
Parent/carersAs part of our whole-school approach to maintaining high attendance, we request that parents/ carers: engage with their children’s education – support their learning and take an interest in what they
have been doing at school; promote the value of good education and the importance of regular school attendance at home; encourage and support their children’s aspirations; ensure that their children arrive at school on time, appropriately dressed and with the necessary
equipment;
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follow the set School procedure for reporting the absence of their child from school, and include an expected date for return;
do everything they can to prevent unnecessary school absences, such as making medical and dental appointments outside school hours;
use the School as a support when they or their child are having difficulties, and work to form a positive relationship with the School so that there is easy communication when a problem arises;
keep the School informed of any circumstances which may affect their child’s attendance; enforce a regular routine at home in terms of home learning, bedtime, etc. so that the student is
used to consistency and the school day becomes part of that routine. It is vital that the student receives the same message at home as they do at school about the importance of attendance;
do not take their children out of school for holidays during term time. If parents would like to make a special request for this, they may do so to the Headmistress;
sign the Home̶–School Agreement and return it to School at the start of each academic year (see the School’s Behaviour for Learning Policy).
Parents/carers who have daughters with persistent absence levels will receive support within school and from the Local Authority as appropriate. The School will discuss attendance problems with parents/carers and agree a plan with parents/carers to improve their child’s attendance. Our local councils have teams that help parents/carers improve their child’s attendance at school. The council will tell parents/carers if they’re able to help. Forms of help could include: support to reduce the burden on children where families are in difficulty (for example if a child is
spending a lot of time caring for someone); working with families and schools to overcome bullying and other serious problems; a parenting contract.
If support measures are not acted upon by parents/carers, parenting contracts and penalty notices are interventions which the School could access to promote better school attendance. (See Annex B.)
StudentsAs part of our whole-school approach to maintaining high attendance, we request that students: be aware of the School’s attendance rules, and when and what they are required to attend. This
will be communicated to them through the school staff, parents/carers and the school timetable;
speak to their Form Tutor if they are experiencing difficulties at school or at home which may impact on their attendance;
attend all lessons ready to learn, with the appropriate learning tools requested and on time for the class. Lesson times will be made clear through their school timetable;
bring a note of explanation from their parents/carers to explain an absence that has happened or is foreseen;
follow the correct set school procedure if they arrive late. Students are held responsible for this and it is made clear to all students what this procedure is by their Form Tutor, PAL, Attendance Officer and relevant member of the Senior Leadership Team. This will help the School to monitor attendance and keep accurate records for the student’s individual attendance, and is also vital for health and safety in the event of a school evacuation;
sign the Home̶–School Agreement and return it to their Form Tutor at the start of each academic year (see the School’s Behaviour for Learning Policy).
Categories of absence and procedure for reporting absences
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Absences will be treated as unauthorised unless a satisfactory explanation for the student’s absence is given to the School. Parents/carers cannot authorise absences.
The Attendance Officer should make it clear on the school register if informed beforehand whether a student’s absence is authorised or unauthorised. Where staff have concerns regarding absences they should follow the school’s safeguarding procedures.
IllnessMost cases of absence due to illness are short term, but parents/carers will need to make a phone call to alert the school on each day of absence before 8.00 am. Parents/carers can reach the Attendance Line, via the main school switchboard on 0121 554 2342 or directly on 0121 507 8483. If texting, the mobile number is 07860 055755.
When the student returns to school they should bring a note from their parent/carer or doctor explaining the absence – this is for the school records.
For prolonged absence due to illness, parents/carers may be asked to provide the School with medical evidence such as a note from the student’s doctor, an appointment card or a prescription paper. If these are not provided on request it may result in the absence continuing to be classed as unauthorised.
Medical or dental appointmentsParents/carers should make every effort to ensure these appointments are made outside school hours. Where it cannot be avoided, students should attend school for as much of that day as possible.
Authorised absencesThere may be some exceptional instances where the School will authorise absence such as for a family bereavement.
ExclusionExclusion is treated as an authorised absence. The PAL will arrange for work to be sent home.
Family holidays and extended leaveParents/carers should make every effort to ensure that family holidays and extended leave are arranged outside of school term time. Parents/carers may request a leave of absence during term time where there are exceptional circumstances. Requests for leave of this type must be made in writing, using the Leave of Absence Application Form, (available from the Attendance Officer or PAL,) to the Headmistress three weeks in advance of the leave being taken. In the case of unforeseen circumstances, such as a family bereavement that requires the student to travel to another country, this will be taken into consideration.
Parents should not book flights or make any other travel arrangements without the consent of the Headmistress. The Headmistress and Governing Body are within their rights to turn such applications down and refuse authorisation for parents/carers to take children out of school during term times. Such a decision will have been made in the best interests of the student’s year group, educational progress and attainment, proximity of examinations, the time of the academic year requested and with regard to their previous attendance record.
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Retrospective applications will not be considered and this time taken will be processed as unauthorised absence. The Headmistress may only grant such requests in exceptional circumstances and the Headmistress’s decision is final whether the request and the length of absence is approved.
All requests for authorised absence will be responded to in writing, and will outline the details of when the student is expected to return to school. Parents/carers should contact the School immediately if there will be a cause for delay from the stated date of return.
It remains the Headmistress’s decision whether to authorise any request for absence during term time under exceptional circumstances. These may include: death of a parent/carer or sibling of the student; life threatening or critical illness of a parent/carer or sibling of the student; parent/carer recuperation and convalescence from critical illness or surgery; leave for armed forces personnel who are prevented from operational duties to take their leave
at any other time; and leave of absence granted by a previous school (granted within the last six months and supported
by documentation from the previous school).
Family emergencies will be carefully considered. It is not always appropriate or in the best interests of the student for them to miss school for family emergencies that are being dealt with by adult family members. School and school friendships can provide students with stability and care during difficult times. The routine of school can also provide a safe and familiar environment during times of family upheaval.
If permission is not granted, but the student is still absent, the absence is classed as unauthorised and parents/carers may be subject to further action by the School or prosecution by the local authority.
Children who do not attend school regularly: do not achieve well in exams; find it difficult to maintain friendships; are more likely to become involved in crime; miss out on opportunities in further education and the world of work.
Attendance during one school year
equals this number of days absent
which is approximately this many weeks absent
which means this number of lessons missed
95% 9.5 days 2 weeks 50 lessons
90% 19 days 4 weeks 100 lessons
80% 38 days 8 weeks 200 lessons
Religious observance King Edward VI Handsworth School for Girls recognises that there may be times where students of different faiths observe religious festivals that fall outside of school holidays and weekends, and will allow authorised absence for these times.
Parents/carers will be aware of these dates and should give the School written notification in advance.
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Study leaveThe School has a period of study leave during GCSE and A Level examinations where students may be granted authorised absence to revise at home with parental support. Supervised study on site is available throughout the study period. During this time, students must either attend designated registration, or sign in and out with the Attendance Officer if they come in to school at a different time.
Permission to leave School siteKey Stage 3 or 4 students should not leave the school grounds during the school day without parental approval and the permission of staff. If there is a legitimate reason for leaving the school site, then students must be collected from the main school reception by their parent/carer.
Please see Annex A for details of provision for Sixth Form students
Late arrivalThe attendance register will be taken at the start of the school day and again in the afternoon. It is important that students are punctual and organised which means being in their form room on time, every day. In the morning registration begins at 8.35. Registration in form rooms will finish once the form leave (either for assembly or to move to the first lesson of the day). If students arrive later than 8.35 they will receive a late mark. If the form group have gone to assembly, the student must register directly with the Attendance Officer (not through the InVentry system), giving a reason for their lateness and then go into assembly at the back of the hall. Students can take their bag with them if it is appropriate. Any unjustifiable reason for absence will be marked as unexplained.
It is vital that students sign in at the Attendance Office to ensure that appropriate health and safety regulations are followed and that all students are accounted for. If students have arrived in school and not made themselves known to either their Form Tutor or the Attendance Officer, they will receive a ‘U’ mark (unauthorised).
If students are not in school by 9.00 and a parent/carer has not contacted school to explain their absence, the student will receive an unexplained absence mark (O). The automated system will then contact home to inform parents/carers that their daughter has not arrived in school. If there is no response to this message, the Attendance Officer will work through the contacts on SIMS (in accordance with our Safeguarding Policy) in order to establish the whereabouts of the students.
If there is a problem with any of the Green Buses, the company will contact School directly. The Attendance Officer will therefore not give the student a late mark.
Parents/carers will need to provide a note for any unexplained absence.
The law now treats persistent lateness in the same way as irregular attendance. Parents/carers may be prosecuted by the Local Authority if late arrival is not resolved, as persistent lateness has been clearly demonstrated to have a negative impact on a child’s education.
Minutes late per day duringthe school year
Equivalent number of daysteaching lost in a year
Equivalent number of lessons missed in a year
5 minutes 3.4 days 17 lessons10 minutes 6.9 days 30 lessons15 minutes 10.3 days 50 lessons20 minutes 13.8 days 70 lessons30 minutes 20.7 days 105 lessons
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In the afternoon registration begins at 1.30. Students who arrive after this time but within the registration period will be marked as late. The afternoon registration period ends at 1.35.
If a student is not present at the time that the afternoon registration takes place they will be marked absent. Any unjustifiable reason for absence will be marked as unauthorised.
A register is also taken within the first 5 minutes of all subject lessons by the subject teacher, and any unexplained absences (N) reported back to the Attendance Officer, via email immediately. If a student is late to the lesson this will be recorded on the register.
Poor punctuality can lead to a student: Feeling embarrassed in front of their friends; Missing the beginning of vital lessons; Missing important information about the wider context of school life as well as instructions for
the day; Learning bad habits which could affect their employability in the future.
Persistent lateness will result in sanctions as per the Behaviour for Learning Policy i.e. missed minutes being made up during lunchtime or in an after school detention with a member of the Senior Leadership Team, plus placing the student on ‘Attendance and Punctuality Report’. A meeting with a parent/carer may also be deemed necessary to discuss the cause of the lateness and to develop strategies and interventions to support both the student and parents/carers.
School action: following up absencesRegisters are accessed by the Attendance Officer at the end of the registration period and a report created. Where there are unexplained or unauthorised absences, the Attendance Officer will contact the parents/carers. If a pattern of unauthorised absences emerges, the Form Tutor or PAL will contact the parent/carer to discuss possible reasons and school support systems that could help.
Parents/carers will be contacted if a student gives a reason for an unauthorised absence and there is doubt about the truth of the excuse.
The Attendance Officer will chase students for written explanation from their parents/carers for their absence upon the student’s return from being away. This is for the School records and is necessary no matter what the reason or length of the absence. If a student has been sent home ill from school and returns the following day, the Attendance Officer will have been notified by the School Office and a written letter will not be necessary.
A letter of concern will be sent to parents/carers if attendance falls below 95% and this is a concern for the School. The letter will outline the student’s percentage attendance and will state that all absences will be considered as unauthorised without proof of attendance at a medical establishment. The letter will also ask if there are any underlying medical reasons or emotional reasons (e.g. close family bereavement) accounting for absences – support systems can then be put in place.
Where students have been away for either short or long term, they must speak to their subject teachers to request/discuss any work they have missed.
The steps that the School will take if students are missing in education (see Annex D) are as follows:Day 1 – the Attendance Officer will text and then follow up the text with a phone call in order to question the validity of the absence or to establish the whereabouts of the student;
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Day 2 – if parents/carers have not responded to the Attendance Officer, all contact numbers will be tried until the whereabouts of the student is established. The Attendance Officer will check with the student’s friends, siblings and known relatives at the school or other schools. The School will also make enquiries with all members of staff and other professionals who have been involved with the child. All records of conversations or left messages will be recorded.Day 3 – two members of staff (including the Attendance Officer) will carry out a Safe and Well Home Visit if the student does not attend school and no valid reason has been given. If possible, staff will enquire of neighbours about the location of the family. The Attendance Officer will send a letter to the last known address and record the outcome. The Attendance Officer will call the Children Missing Education Team to conduct ‘background checks’ on the familyDay 4 – the Designated Safeguarding Lead will make a referral to the Birmingham City Council (BCC) ‘Children Missing Education’ team, inform BCC’s CME officer and complete the ‘Missing Pupil’ referral form. Completed referral forms will be sent to BCC.
Where a student has been absent from school for a period of more than 20 school days, and where the absence was unauthorised and both the school and Local Authority have been unable to contact the parents/carers at the known home address, the School may remove the student from the school roll. The School will notify the Local Authority when such action is taken.
The School will take disciplinary action against any students who are discovered to be persistently truanting and parents/carers will be contacted to discuss possible reasons and school support systems that could help. (See the Behaviour for Learning Policy.)
Rewards for attendanceAs we recognise that it is not always possible to gain 100% attendance, we will be rewarding students for excellent attendance between 95-100% every half term and also measuring attendance that is improved compared to the previous half term.
Certificates will be rewarded at the end of each half term as follows:
95-97% attendance
Bronze attendance certificate
Improved by 5% compared to previous half term
Bronze improved attendance certificate
98-99% attendance
Silver attendance certificate
Improved by 7% compared to previous half term
Silver improved attendance certificate
100% attendance Gold attendance certificate
Improved by 10% or more compared to previous half term
Gold improved attendance certificate
Monitoring, evaluation and review1. Governors, the Headmistress, the DSL, Attendance Officer and relevant pastoral staff will review
this policy annually and assess its implementation and effectiveness. The policy will be promoted and implemented throughout the school.
2. The School Council will review the effectiveness of the policy annually and their views given to the DSL.
3. A record of attendance is kept both centrally on SIMS and in students’ files on CPOMS.4. The attendance data will be reported to the Governors and Governing Body termly or provided
to them at any time on request.5. Attendance data will be analysed to reflect and re-design further strategies to improve
procedures.ANNEX A: Sixth Form Attendance Procedures
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Principles
In drawing up these procedures, we seek to balance the need to safeguard all students with the aim of allowing them to develop the skills of independent study and time management.Safeguarding of students is achieved by responsible behaviour, clear rules, accurate record keeping, detailed monitoring and timely communication of absence. Development of independence is achieved by gradually extending the amount of time students are given to make their own decisions about their studying.
Expectations
Year 12Until Christmas, all Y12 students are expected to be in school throughout the school day. The only exception to this is if students are completing work experience/volunteering on Wednesday afternoons as part of Enrichment. Lesson registers are completed by staff for all lessons. In study periods, students are expected to sign in using their tag and use one of the several rooms allocated for private study. This applies to Periods 1-3 and 5. However, P4 registration for those with a study period is completed face-to-face with a member of the support staff in a designated location.
After Christmas, it is expected that the majority of students will be allowed the privilege of leaving the site at 2.35pm, if their final lesson is a study period. This coincides with the publication of Review 1 and with the start of individual, independent work on the EPQ. Decisions will be made by the PAL and Director of 6th Form on a student-by-student basis, and will take into account factors such as attendance, punctuality and work ethic (as seen in December’s Review 1). Attendance on site at morning and afternoon registration and all lessons/study periods up to 2.35pm remains compulsory, as it does throughout Year 13.
In January, parents will be sent an email informing them of the decision to allow this privilege, together with a reminder of the new expectations. Girls will be informed in an assembly. Parents of students who do not obtain the privilege will be informed by telephone or meeting – potentially as part of Review 1 conversations.
The privilege may be withdrawn in the light of attendance, punctuality, academic or behaviour concerns.
Year 12 Enrichment The only exception to the above is Wednesday afternoons each week, which is set aside for enrichment. Students are divided into three groups, and there is a carousel of three activities: in school enrichment, work-related learning and community service. On any given Wednesday, two thirds of the students will have an off-site activity - work-related learning or community service. Parental consent and placement contact details are required before any student can leave the premises for one of these sessions.
Year 13From the start of Year 13, each student may nominate one afternoon per fortnight where she has a double study period. This is in recognition that the Wednesday afternoon enrichment opportunity does not extend into Year 13. The student will communicate her chosen free to the Attendance Officer. The normal routine would be to sign out of school at 12.20, and the SIMS afternoon register completed with code X (not required on site). The privilege may be withdrawn in the light of attendance, punctuality, academic or behaviour concerns – for example if there is a pattern of absence on the morning of the nominated day. Y13 students continue to have the option to leave
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the site at 2.35pm if Period 5 is a study period, provided that they sign out and follow all the procedures – tagging in for study periods 1-3 and 5, and registering with a member of support staff for P4.
After Christmas, it is expected that the majority of students will be allowed to extend the privilege of afternoon study at home to one afternoon per week. This coincides with the completion of the EPQ and the mock examinations for Year 13. Again, decisions will be made by the PAL and Director of 6 th Form on a student-by-student basis, and will take into account factors such as attendance, punctuality and work ethic (as seen in November’s Review 1).
In January, parents will be sent an email informing them of the decision to allow this privilege, together with a reminder of the new expectations. Girls will be informed in an assembly. Parents of students who do not obtain the privilege will be informed by telephone or meeting – potentially as part of Review 1 conversations.
The privilege may be withdrawn in the light of attendance, punctuality, academic or behaviour concerns.
Additional reasons for absence in Year 12 and 13Sixth Formers do have opportunities to visit universities for open days and attend subject masterclasses as part of their preparation for university. In Year 13 this may also result in interviews at universities. These days out of school will affect attendance records. Students must always inform their subject teachers beforehand and make arrangements to catch up with missed work/ independent learning required from that lesson.
Registration
Morning registration: Students go to a form room and are registered in person by the tutor. If a student is late and misses registration, they sign in with the Attendance Officer, who will enter L into SIMS. Students must not use their tags on arrival at school.
Study period registration: When on site for a study period, students must tag in at the beginning of that period at the nearest InVentry access point. The only exception to this is the start of Period 4 (afternoon registration), if remaining on site.
Lunchtimes: Students may leave the site during the lunch hour, but they must sign out and back in again in good time for afternoon registration.
Afternoon Registration (1.30): Afternoon registration takes place in person. It will either be in lessons or at a designated point (usually the Library) with a member of support staff. Where a student is using the privilege of a study afternoon at home, she should sign out of school at 12.20pm, and the code used will be X.
Period 5 (Year 12): If granted the privilege of leaving at 2.35pm after Christmas, students should sign out using the Study Leave code on InVentry.
Coding of lateness
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Arrived at tutor base 8.35-8.40 L.Arrived at Attendance Office 8.40-9.00 L (unless it is an absence, e.g. medical appointment, rather than lateness).Registers close at 9.00am.No mark after 9am – U, an unexplained absence which needs chasing up.
Monitoring of Attendance
The Attendance Officer will monitor attendance in the 6th form on a daily basis, contacting home to chase up absences and passing on to PALs information about vulnerable students. Where necessary, PALs will discuss absences with both students and parents and seek solutions to any patterns of absence. The Attendance Officer will meet regularly with the Director of Post-16 to evaluate these procedures.
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ANNEX B:
School attendance parental responsibility measures: Statutory guidance for local authorities, school leaders, school staff, governing bodies and the police January 2015
School Attendance Orders If it appears to the local authority that a child of compulsory school age is not receiving a suitable education, either by regular attendance at school or otherwise, then they must begin procedures for issuing a School Attendance Order. The order will require the child’s parents/carers to register their child at a named school. If they fail to comply with the order the parent can be prosecuted.
Prosecutions by local authorities If a child of compulsory school age fails to attend regularly at a school at which they are registered, or at a place where alternative provision is provided for them, the parents may be guilty of an offence and can be prosecuted by the local authority. Only local authorities can prosecute parents and they must fund all associated costs. Local authorities should consider the Attorney General’s Guidelines for Crown Prosecutors in all prosecution cases.
Local authorities must conduct all investigations in accordance with the Police and Criminal Evidence (PACE) Act 1984. Local authorities have the power to prosecute parents who fail to comply with a school attendance order (section 443 of the Education Act 1996) or fail to ensure their child’s regular attendance at a school (section 444 of the Education Act 1996)6 .
Section 444 has two separate but linked offences: Section 444(1): where a parent fails to secure the child’s regular attendance; and section 444(1A) where a parent knows that the child is failing to attend school regularly, and fails to ensure the child does so. Section 444ZA7 applies the offence to where parents fail to secure the regular attendance of their child at a place where the local authority or governing body has arranged alternative provision. There are statutory defences for parents to use under the 1996 Act.
The fines available to the courts if parents are found guilty of the section 444 (1) offence include a level 3 fine of up to £1,000. If they are found guilty of the section 444 (1A) the fine is at level 4, up to £2,500 and the court can also sentence them to imprisonment for up to three months. Local authorities have the power to prosecute parents of students found in a public place during school hours after being excluded from school. The fine is a level 3 fine of up to £1,000.
Parenting Contracts A parenting contract is a formal written signed agreement between parents and either the local authority or the Governing Body of a school and should contain: • A statement by the parents that they agree to comply for a specified period with whatever requirements are set out in the contract; and • A statement by the local authority or governing body agreeing to provide support to the parents for the purpose of complying with the contract.
Parenting contracts can be used in cases of misbehaviour or irregular attendance at school or alternative provision. Parenting contracts are voluntary but any non-compliance should be recorded by the School or local authority as it may be used as evidence in court where an application is made for a behaviour parenting order.
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The local authority or governing body should fund any support required to implement a parenting contract (such as referral to parenting classes) and provide information to parents about other types of support available, such as details of national and local agencies and helplines.
Penalty Notices Penalty notices are fines of £60/£120 imposed on parents. They are an alternative to the prosecution of parents for failing to ensure that their child of compulsory school age regularly attends the school where they are registered or at a place where alternative provision is provided.
Penalty notices can only be issued by a head teacher or someone authorised by them (a deputy or assistant head), a local authority officer or the police. All schools and the police must send copies of penalties issued to the local authority. Penalty notices can be issued to each parent liable for the attendance offence or offences.
Penalty notices can be used where the student’s absence has not been authorised by the school. Penalty notices may also be issued where parents allow their child to be present in a public place during school hours without reasonable justification during the first five days of a fixed period or permanent exclusion. The parents must have been notified by the School at the time of the exclusion of this and the days to which it applies.
CIRCUMSTANCES WHERE A PENALTY NOTICE MAY BE ISSUED – Birmingham City Council Directive February 2017The issuing of a Penalty Notice is considered appropriate in the following circumstances: 1. Attendance: When: a student has had a minimum of 20 sessions of unauthorised absence in the previous 12
calendar months; a school or place of alternative educational provision has commenced the relevant Local
Authority legal intervention process and despite that process being followed by the school, there has been little improvement in the
student’s attendance. 2. Unauthorised Leave in Term Time: When: a student has been taken on an unauthorised “leave of absence” from school or a place of
alternative educational provision for minimum of 10 school days in term time, or; a student has had a minimum of 10 sessions of unauthorised absence in the previous 12
calendar months and has then been taken on an unauthorised leave of absence from school or a place of alternative provision for a minimum 5 school days; and
the School or place of alternative educational provision have followed the relevant Local Authority legal intervention process, a penalty notice may be issued.
Parents will receive a separate Penalty Notice for each child.
Payment of Penalty NoticeThe penalty is £60 if paid within 21 days of receipt rising to £120 if paid after 21 days but within 28 days. The payment must be paid directly to the local authority. The parents can only be prosecuted if 28 days have expired and full payment has not been made.
There is no right of appeal by parents against a penalty notice. If the penalty is not paid in full by the end of the 28 day period, the local authority must decide either to prosecute for the original offence to which the notice applies, or withdraw the notice.
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ANNEX C: Attendance Monitoring Procedures
If absence has fallen below 95%:
1. Check the reasons for absence – are these authorised or unauthorised?2. Are the absences as a result of ‘known’ events such as religious observance, ‘R’ codes?3. Is the absence a result of ‘I’ codes? Are these one block or sporadic days?4. If the School has concerns over the levels of absence of a student (e.g. patterns forming;
sporadic days; lack of corroborated medical evidence for absence), the following action will be taken:
Week 1. 1. Advice letter to parents/carers raising concern and requesting parental/carer support and asking if they need support.
2. Legal Action Information for parents/carers enclosed, together with an attendance printout.
Weeks 2-3
Monitor for 2 school weeks. 1. If attendance has improved, continue to monitor but no further action at this time.2. If there continues to be a concerning level of student absence, either authorised or
unauthorised, the Pastoral Team will implement Early Help including a ‘Signs of Safety and Wellbeing’ discussion with the pupil or intervention from the School Nurse. There will be also be a requirement for parents/carers to provide medical evidence for all absences.
3. If additional concerns are raised, the School may report concerns to the Children’s Advice and Support Service (CASS) or carry out a Multi-Agency Safeguarding Hub (MASH) referral.
Week 4 If there are still concerns and the student has had another unauthorised absence, parents/carers will be invited to attend a School Attendance Review Meeting (SARM) between PAL, DSL and parents/carers to discuss attendance and to agree a plan of action and timescale in order to work together to improve attendance. This will be formally documented on the Local Authority form and both School and parents/carers will retain a copy. Parents/carers are given 7 days’ notice of this meeting.
Week 5 Further unauthorised absence adding up to 10 sessions in total over the previous 12 calendar months whether parents/carers attend the SARM or not will result in the DSL sending an Education Legal Intervention Team Final Warning Notice and an attendance printout to each parent individually.
Ongoing If there are at least 10 further sessions of unauthorised absence within 12 weeks of the warning notice being issued, School will refer parents to the Education Legal Intervention Team/Court Section. Following this the process is in the hands of the Local Authority and they will proceed with one of the following options: Penalty Notice; Single Justice Notice; issue of a summons where parent pleads not guilty; prosecution in court.
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School will remind all parents of their legal responsibilities using the whole school ‘Fast-Track to Attendance letter at the start of term.
Attendance Officer to generate a weekly attendance report for Form Tutors, PALs, DSL, Director of Post-16.
PALs to monitor year group attendance report and support Form Tutors to chase absence notes
PALs to support Form Tutors to address ‘N’ codes in registers and to discuss with Form Tutors any students with extended absence during that week, with particular attention paid to ‘I’ (illness), ‘N’ (no reason yet provided for absence – maximum of two weeks only as N), ‘L’ (Late) ‘O’ (unauthorised absence and no valid reason given) and ‘U’ (late after registers closed) codes.
ANNEX D: Birmingham City Council Safeguarding School Noticeboard 09.02.17
Children Missing from Education – message to schoolsFrom September 2016 amendments to regulation 8 (f and h) of the Education (Pupil Registration)(England) Regulations 2006 made it clear that schools, academies and city councils have a duty to carry out joint reasonable enquiries to try and establish the location of children who are continuously absent from school for a period of not less than twenty consecutive days and their whereabouts is unknown.
To ensure, as far as is possible, that these children are promptly safeguarded, we ask school and academy colleagues to refer them within the first five days of the child’s absence, to our CME team. This will enable the Children Missing Education (CME) team to undertake early enquiries alongside yours with the aim of seeking a resolution within a maximum of twenty six working days (from the child’s first day of absence).
Any child for whom you have significant safeguarding concerns or is missing from school and home alone, should be referred immediately to the Children’s Advice and Support Service (CASS) or to the Police if you feel the child is in immediate danger.
If the child has moved to an address outside a reasonable distance from school or cannot be found through the joint enquiry, the CME team will contact the referring school to agree further actions or to confirm roll removal.
Please note that it is not admissible to delete children from school registers who are absent from school for twenty continuous days whose location/address is known.
Record forwarding addressName of educational setting
Google map address & complete Pupil Movement Form
Send to admissions contact
ANNEX E:
https://www.gov.uk
Illness and your child's educationAcademies (unless they’re only for students between 16 and 19 years old), maintained schools and pupil referral units should support children with medical conditions.
If your child has a medical conditionYou or a healthcare professional should tell the school if your child has medical needs.
If your child has a disability, the school must make ‘reasonable adjustments’ to make sure they aren’t discriminated against. These changes could include providing extra support and aids (like specialist teachers or equipment).
Schools are not subject to the reasonable adjustment duty to make alterations to physical features, like adding ramps. They must make the buildings accessible for their disabled students as part of their overall planning duties.
If your child gets sick at schoolBy law, schools have to provide a space for:
treatment of sick or injured students; first aid or medical examinations.
There should also be access to a sink and a toilet.
If your child can’t go to schoolIf your child can’t attend because of illness or injury, your school and local council will provide support to make sure their education doesn’t suffer.
The school’s roleThe School should: encourage them to stay in contact with other students, e.g. through visits or videos help them; make sure they’re kept informed about school events and clubs; carry out Safe and Well home visits by two members of the School Pastoral Team; reintegrate at school when they return; seek advice from the local council if your child is likely to be away from school for more than 15
school days, sharing information about your child’s needs, capabilities and the programme of work if requested.
The local council’s roleIf your child’s going to be away for a long time, the local council will make sure they get as normal an education as possible. This could include arranging: home teaching; a hospital school or teaching service; a combination of home and hospital teaching.
The local council must make sure your child continues to get a full time education - unless part time is better for their health needs.
The local council should also: have a senior officer in charge of the arrangements and a written policy explaining how they’ll
meet their responsibilities; make sure your child isn’t without access to education for more than 15 school days; arrange education from the start of your child’s absence if it’s clear they’re going to be away
from school for long and recurring periods.
For further information on ensuring a good education for children who cannot attend school because of health needs read the Department for Education statutory guidance - www.gov.uk/government/uploads/system/uploads/attachment_data/file/269469/health_needs_guidance__-_revised_may_2013_final.pdf
