Attendance and Registration Policy

Policy details

Academy: Co-op Academy Princeville

Policy owner: Lauren Chapman  

Date of Policy Creation: 13.11.2023

Date of next Policy Review: November 2025

To be reviewed every 2 years and following any changes to legislation

Contents

Policy details        1

1. Policy Statement and Purpose        2

2. The Importance of School Attendance        2

3. Legislation and Guidance        3

4. Roles and Responsibilities        4

5. Reporting Absence        6

Reporting and Requesting Planned Absences        6

6. Recording Absence        7

Lateness and punctuality        7

Persistent lateness        8

Recording Attendance at off site provision / dual registered pupils        8

7. Authorised and Unauthorised Absences        9

Fines and Sanctions        10

8. Promoting and Supporting Attendance        10

9. Attendance Monitoring        12

Analysing attendance        12

Using data to improve attendance        13

Identifying and supporting Persistent and Severely Absent Pupils        13

Reintegration after significant absences        13

Identifying and supporting Children Missing in Education        14

10. Links with other Policies        14

Appendix 1 - Coding        15

Present Codes        15

Absence Codes        16

Appendix 2 - Reporting        18

Appendix 3 - Recognition and Rewards        19

Appendix 4 - Thresholds and Interventions        20

Appendix 5 - Responsibilities        21

Parental responsibilities        21

Appendix 6 - Definitions        22

Appendix 7 - Templates Letters and Texts        23

1. Policy Statement and Purpose

Co-op Academy Princeville is committed to providing a full education to all pupils, that embraces the concept of equal opportunities for all. We provide a welcoming and caring environment where every pupil feels safe and valued. Regular attendance and excellent punctuality are essential in ensuring pupils make sustained academic progress and social development.

The academy works in partnership with pupils and their parents or carers to promote the importance of regular and punctual attendance. Regular and punctual attendance is vital in ensuring that all children have full access to the curriculum, as valuable learning time is lost when pupils are absent or late.

The purpose of this policy is to ensure excellent attendance for all, that maximises pupil potential. As an academy, we recognise that regular attendance has a positive impact on the motivation and attainment of pupils. As such, this policy serves to give clear guidance to all stakeholders on their roles and responsibilities; provide advice and information on statutory duties of parents / carers and the Academy and demonstrate how the Academy will work in partnership with families, the local authority and other organisations to support the best possible attendance of all pupils.

2. The Importance of School Attendance

Regular attendance at school is vital to support pupils to achieve and help them get the best possible start in life. Good attendance is central to pupils’ academic achievement and personal development.

Research shows that going to school is directly linked to improved exam performance which should in turn lead to further learning opportunities and better job prospects.

As well as this, going to school helps to develop:

• friendships
• social skills
• team values
• life skills
• cultural awareness
• career pathways

We know that 90% of persistent non-attenders do not achieve expected levels of development at KS1 and KS2 and do not gain five or more good GCSEs. Around one third achieve no GCSEs at all.

Young people who regularly miss school without good reason are also more likely to become isolated from their friends, to underachieve in examinations and/or become involved in anti-social behaviour. In addition, Keeping Children Safe in Education, 2023 makes clear the fact that Children Missing Education are at significant risk of being victims of harm, exploitation or radicalisation, and becoming NEET (not in education, employment or training) later in life.  

Attendance and Punctuality - Lost Learning Hours

3. Legislation and Guidance

This policy meets the requirements of Working Together to Improve School Attendance from the Department for Education (DfE), and refers to the DfE’s statutory guidance on School Attendance Parental Responsibility Measures. These documents are drawn from the following legislation setting out the legal powers and duties that govern school attendance:

- Part 6 of The Education Act 1996

- Part 3 of The Education Act 2002

- Part 7 of The Education and Inspections Act 2006

- The Education (Pupil Registration) (England) Regulations 2006 (2010, 2011, 2013, 2016 amendments)

- The Education (Penalty Notices) (England) (Amendment) Regulations 2013

It also refers to:

         School census guidance

         Keeping Children Safe in Education, 2023

         Mental health issues affecting a pupil's attendance: guidance for schools

4. Roles and Responsibilities

AGC (Academy Governing Council)

The AGC is responsible for:

• Promoting the importance of school attendance across the academy
• Making sure school leaders fulfil expectations and statutory duties
• Regularly reviewing and challenging attendance data
• Monitoring attendance figures for the whole school
• Making sure staff receive adequate training on attendance
• Holding the headteacher to account for the implementation of this policy

The Headteacher and Senior Leadership Team

The Headteacher and SLT will offer a clear vision for attendance, underpinned by high expectations and core values, which are communicated to and understood by staff, pupils and families. SLT will make sure staff, pupils and families understand that absence from school is a potential safeguarding risk and understand their role in keeping children safe in education. SLT  will actively promote great attendance at all levels of the organisation to build up a culture of great attendance.

To do this, SLT will be responsible for:

• Implementation of this policy at the school
• Monitoring school-level absence data and reporting it to governors
• Supporting staff with monitoring the attendance of individual pupils
• Monitoring the impact of any implemented attendance strategies
• Issuing fixed-penalty notices, where necessary

Strategic Lead for Attendance - Assistant Headteacher -Lauren Chapman

The strategic lead for attendance is responsible for leading attendance across the school including:

• Offering a clear vision for attendance improvement
• Evaluating and monitoring expectations and processes
• Having an oversight of data analysis
• Devising specific strategies to address areas of poor attendance identified through data
• Building relationships with parents/carers to discuss and tackle attendance issues
• Creating intervention reintegration plans in partnership with pupils and their parents/carers
• Delivering targeted intervention and support to pupils and families

Attendance Officer - Tasim Akhtar

The school attendance officer is responsible for:

• Ensuring absence procedures are followed in line with this policy
• Entering codes accurately and keeping the attendance register in line with legislation
• Monitoring and analysing attendance data (see section 7)
• Benchmarking attendance data to identify areas of focus for improvement
• Providing regular attendance reports to school staff and reporting concerns about attendance to the designated senior leader responsible for attendance and the headteacher
• Working with education welfare officers to tackle persistent absence
• Working as part of the safeguarding team to report and follow up concerns
• Advising the Headteacher when to issue fixed-penalty notices

Class Teachers

Class teachers are responsible for:

• Recording attendance on a daily basis, using the correct codes
• Recording all attendance, accurately, on the Management Information System (ARBOR)
• Recording registers in a timely manner
• Giving attendance a high profile and emphasising the importance of school attendance
• Making pupils feel welcome and supporting them after an absence or when late to school
• Helping pupils catch up on missed subject content after absences

School Office Staff

School office staff are responsible for taking calls from parents/carers and pupils about absence on a day-to-day basis and recording it accurately. They will also transfer calls from parents/carers and pupils to the correct pastoral staff or SLT in order to provide them with more detailed support on attendance. They will input codes accurately and ensure that late students and students leaving during the day are accounted for. School office staff work closely with the wider attendance team and safeguarding team.

Parents/carers

Parents/carers are expected to:

• Make sure their child attends every day, on time at 08:45
• Call the school to report their child’s absence before 08:30 on the day of the absence and each subsequent day of absence, and advise when they are expected to return
• Provide the school with more than 1 emergency contact number for their child
• Ensure that, where possible, appointments for their child are made outside of the school day. If this is really not possible, late afternoon is the best time of the school day, as children will have attended the majority of their lessons and school activity.

Pupils

Pupils are expected to:

• Attend school every day on time
• Attend every lesson on time
• Support their parents in making sure they get to school on time

5. Reporting Absence

Parents/Carers will be expected to provide an acceptable reason for every absence and will be able to report an absence on the day by contacting:

The office on 01274  442 164  before 8:30am

Parents/carers are requested to make contact on each day of absence even where pupils are absent for consecutive days, unless otherwise agreed with one of the Attendance Officers.

If absence reasons are medical, evidence will need to be provided such as a stamped medical card, hospital letter or prescription in order for the absence to be authorised. We will mark absence for physical or mental illness as authorised unless we have a concern about the authenticity of the illness.

Where communication is not made with the Academy about the reason for pupil absence this will be deemed as ‘unauthorised absence’. The parent/carer will receive contact from the Academy to ascertain reasons for absence. Calls will be made from the beginning of the school day and will be completed by 10 am on the same day. Follow up will be based on the following timescales:

• If a pupil is absent without communication, the attendance team will attempt to contact parents. You will receive a phone call after morning registration to request that you contact school to report the reason for your child’s absence. If you do not report your child’s absence following this call, or you do not answer the call, you will receive a home visit - even if it is the first day of absence.
• When a pupil is absent for two or more days without the school being provided with a reason, a member of the attendance team will conduct a home visit. Home visits from the attendance team or BCL are supportive and intended to establish if any actions need to be put in place in order to support a child’s return to school.
• If, after home visits and phone calls, the attendance team is still unable to get a reason for absence within 5 days, the attendance team will request the Police carry out a ‘welfare check’ at home.
• For extended periods of absence without reason, we may also contact the Child Missing Education Team at the Local Authority and/or siblings’ schools to support with enquiries about the whereabouts of your child.
• If a child is absent from the Academy for 20 days (or 10 days after an authorised holiday) and their whereabouts are unknown or they are reported to have left the local area, a referral to the Child Missing Education Team will be made and the child will be removed from roll.
• Where pupils are identified as vulnerable, or we have a safeguarding concern,  if communication is not made on day one of absence, procedures will be followed through more swiftly with welfare checks requested on day one if deemed necessary

Reporting and Requesting Planned Absences

Attending a medical or dental appointment will be recorded as authorised as long as the pupil’s parent/carer notifies the school in advance of the appointment by:

• Coming into the school office to speak to a member of the team
• Sending an email to Prin-office@coopacademies.co.uk

You will need to show your appointment text or letter to verify your appointment. However, we encourage parents/carers to make medical and dental appointments out of school hours where possible. Where this is not possible, the pupil should be out of school for the minimum amount of time necessary by returning promptly to school following their appointment and also attend prior to appointment if not first thing in the morning. The appointment should be made at the start/end of the academy day to minimise disruption to learning.

The pupil’s parent/carer must also apply for other types of term-time absence as far in advance as possible of the requested absence. Go to section 7 to find out which term-time absences are authorised.

6. Recording Absence

Attendance register

By law, all schools are required to keep an attendance register. The academy uses an electronic system (ARBOR) to accurately record attendance and punctuality to every lesson on a daily basis.

There is  a daily registration session at the start of every day, during which pupils receive their morning registration mark. Any pupils arriving late (after 8:50am) will be given a late mark, and details and reason for lateness recorded. an ‘L’ code is added to the register. The office staff will record this on the system when they arrive. Afternoon attendance is recorded during afternoon registration.

The attendance register marks whether every pupils is:

• Present
• Attending an approved off-site educational activity
• Absent
• Unable to attend due to exceptional circumstances

Each day, pupils can access the building from 8:45am. Doors close at 8:50am. Registration closes at 9:30am and any pupil arriving after this time will lose half a day of attendance and be marked with a U (see appendix 1 for attendance register codes).

Any amendment to the attendance register will include:

• The original entry
• The amended entry
• The reason for the amendment
• The date on which the amendment was made
• The name and position of the person who made the amendment

We will also record:

• Whether the absence is authorised or not
• The nature of the activity if a pupil is attending an approved educational activity
• The nature of circumstances where a pupil is unable to attend due to exceptional circumstances

Lateness and punctuality

The statutory register of the academy closes at 9:30am daily. After this point, a pupil arriving late without prior notice or a reasonable explanation, will receive an unauthorised absence mark.

A pupil who arrives late:

• After 8:50am, but before 9:30am, will enter through the school office, and be marked as late, using the appropriate code (L)
• After the register has closed will be marked as absent, using the appropriate code (U)

If a pupil arrives after 8:50am, they will need to enter through the front entrance. Parents must:

• Speak to the school office to ensure that an accurate record of the lateness is recorded; or
• parents will be contacted by the academy to inform them and ascertain a reason for lateness.

Persistent lateness

It is not acceptable for pupils to persistently arrive late to school (whether before or after the register has closed) as this not only hinders their progress but also disrupts the learning of others. The Attendance Officer will monitor late arrivals and follow this up through:

• Letters home

• Punctuality Panels  

Pupils need to arrive at the academy on time in order to be ready for the day ahead. If they are late numerous times across the week, the following phone calls will be made:

• 1 late in a week – phone call home or a conversation with the class Teacher
• 2 lates in a week – Phone call home  or a conversation with the Attendance Officer
• 3+ lates in a week – Phone call home to arrange meeting with Assistant Headteacher

All lates and conversations with parents will be recorded by the academy.

If a pupil is persistently late to school and has two parent meetings across a half term, they are to be referred to the Attendance Officer. A home/school agreement will be prepared and signed to inform the Academy that parents will support punctuality and be at the forefront of any improvement. The Class Teacher and Attendance Officer will work with pupils and families regarding punctuality and attendance.

To support all students to attend and be punctual, all Co-op Academies run a breakfast club (free to pupil premium students or £2 per day) before school,  to ensure that pupils can start the day positively and be on time. If a pupil is persistently late, they may be referred to breakfast club to support punctuality.

If all the above are unsuccessful, the Academy will use legal channels in accordance with the local authority policy. This may mean that court action is taken.

Recording Attendance at off site provision / dual registered pupils

• Attendance at alternative provisions is monitored daily using Arbor. The Attendance Officer will make initial contact with parents where pupils are absent - pupils will be given a ‘B’ code on Arbor when they have attended external alternative provision. Any absences will be recorded using the appropriate absence code.
• Some provisions, as well as managed moves, are used on a dual-registration basis - The Attendance Officer will oversee this and will give the pupil the appropriate enrolment status. In these cases pupils will be given a ‘D’ code when they are on roll with the provision for all periods where the pupil is expected to attend the other provision/school.
• pupils who are Guest Pupils at another school will remain as ‘single registration’ at Co-op Academy Princeville. Where the pupil has attended the other school, a ‘B’ mark will be recorded. All absences will be logged with the appropriate code.
• The Attendance Officer from the Academy will conduct home visits where appropriate.
• Attendance Lead provides daily/weekly attendance figures to key staff
• Once a placement is set up, pupils must attend. Failure to do so will carry the same consequences as non-attendance within the Academy.
• Attendance Officer to request regular attendance certificates for pupils attending  dual-registration provisions/schools.

Reporting to parents/carers

Pupil attendance is available ‘live’ in the Arbor App. Teachers will also share attendance with pupils and parents regularly.

Your child’s attendance and punctuality will be reported to you each term during target day,; and at the end of the year in the school report.

If your child’s attendance falls, or is declining over time, we may send a nudge letter to highlight this.

In circumstances where levels of punctuality and/or attendance are unacceptably low, you will receive a letter explaining this, and a copy of your child’s attendance certificate.

7. Authorised and Unauthorised Absences

Medical and Illness

Children should attend school on every possible day they can. Mild illnesses such as colds, coughs and temperatures should not prevent a pupil from coming to school. Guidance for school leaders on authorising absence for mild illnesses, or mild anxiety, from the chief medical officer can be found here and details when parents or carers should make sure pupils attend.

Approval for term-time absence

The Government’s amendments of the Education Regulations 2006 removed the right of Headteachers to authorise family holidays and extended leave. The academy policy, therefore, reflects this legislation.

The Headteacher will only grant a leave of absence to a pupil during term time if they consider there to be 'exceptional circumstances'. A leave of absence is granted at the Headteacher’s discretion, including the length of time the pupil is authorised to be absent for.

Exceptional circumstances is a very specific term, and can be defined as an incident or circumstance that is, rare, sudden, unforeseen, and has significant impact on the child, and is likely to be temporary. Examples of circumstances that may be exceptional, include:

• Bereavement of a family member who shares the family home
• Obligatory religious observance
• Attendance at an Embassy or consulate to renew travel documentation

Examples of circumstances that may not be exceptional, include:

• A family holiday
• Visiting a relative who is unwell
• Celebratory trips or visits, such as the wedding of a distant relative or friend, a birthday, or work-related travel
• Anything event or occurrence which is ongoing over time, or is recurring or likely to happen on a number of occasions during the child's education

These lists are not exhaustive, and inclusion as an example does not imply that Headteachers cannot exercise their legal discretion in these instances.

The school considers each application for term-time absence individually, taking into account the specific facts, circumstances and relevant context behind the request.  Any request should be submitted as soon as it is anticipated and, where possible, at least 4 weeks before the absence. Leave of absence forms can be requested from the school office, or at the end of this document. The Headteacher may require evidence to support any request for leave of absence including travel tickets; medical evidence; letters from authorities.

Valid reasons for authorised absence include:

• Illness (including mental illness) and medical/dental appointments
• Religious observance – where the day is exclusively set apart for religious observance by the religious body to which the pupil’s parents/carers belong. If necessary, the school will seek advice from the religious body to confirm whether the day is set apart. The academy authorises up to two days for a religious absence per academic year and one day per religious event
• Traveller pupils travelling for occupational purposes – this covers Roma, English and Welsh Gypsies, Irish and Scottish travellers, showmen (fairground people) and circus people, bargees (occupational boat dwellers) and new travellers. Absence may be authorised only when a traveller family is known to be travelling for occupational purposes and has agreed this with the school, but it is not known whether the pupil is attending educational provision

Fines and Sanctions

The school or local authority can fine parents/carers for the unauthorised absence of their child from school, where the child is of compulsory school age. The school is obligated to pass information about unauthorised absence to the local authority. This can lead to a fixed penalty notice issued from the authority. If issued with a fine, or penalty notice, each parent/carer must pay £60, per pupil within 21 days or £120 within 28 days. The payment must be made directly to the local authority. Fines are issued per pupil and per parent so in a family of four, you could receive up to four fixed penalty notices.

Penalty notices can be issued by a Headteacher, local authority officer or the police.

The decision on whether or not to issue a penalty notice may take into account:

• The number of unauthorised absences occurring within a rolling academic year
• One-off instances of irregular attendance, such as holidays taken in term time without permission
• If an excluded pupil is found in a public place during school hours without a justifiable reason

If the payment has not been made after 28 days, the local authority can decide whether to prosecute or withdraw the notice.

If a pupil fails to return from a leave of absence and contact with the parents has not been made or received, school may take the pupil off the school’s role in compliance with the Education (Student Registration) (England) Regulations 2006. This means that the child will lose their school place.

The school considers each application for term-time absence individually whilst taking into

account circumstances and relevant context behind the request. A leave of absence is granted entirely at the Headteacher’s discretion.

8. Promoting and Supporting Attendance

The Academy recognises that poor attendance can be an indication of difficulties in a child’s life. This may be related to problems at home and/or in school. Parents should make school aware of any difficulties or changes in circumstances that may affect their child’s attendance and or behaviour in school, for example, bereavement, divorce/separation, incidents of domestic abuse. This will help the school identify any additional support that may be required.

Co-op Academy Princeville also recognises that some pupils are more likely to require additional support to achieve excellent attendance, for example, those pupils with special educational needs, those with physical or mental health needs, and looked after children.

The academy implements a range of strategies to support improved attendance. Strategies

used will include:

• Regular communication with home
• Offering incentives and rewards
• Mentoring
• Support plans
• Rewards systems
• Referral to the Educational Welfare Officer

Where parents fail or refuse to engage with the support offered and further unauthorised

absence occurs, Co-op Academy  Princeville will consider the use of legal sanctions.

As a very last resort - and only in exceptional circumstances, the Academy may implement a part time timetable to support regular attendance. This would only be a very last resort.

Rewarding Attendance

Recognising strong attendance is key and celebrating strong attendance is important. Within the academy rewards policy, pupils will receive additional recognition on a half termly basis for achieving 96%+ attendance.

• Every term, whenever a pupil attends the academy and is on time every day, their name will be entered into a prize draw at the end of a term, where significant prizes will be awarded (1st, 2nd, 3rd).
• Every week, in each Keystag, every class that has achieved the highest attendance % will be rewarded with juice/hot chocolate and a biscuit.
• Each term, those pupils who have 100% attendance will receive a termly attendance badge, a certificate, and they will be entered in the prize draw.
• Further ad-hoc attendance initiatives and events will take place half termly across the year within year groups in order to boost and encourage full attendance. An example of this are random 100% attendance weeks where pupils are rewarded for gaining 100% all week.

Attendance achievements will be communicated to families regularly in the school office and on the  website.

Legal Intervention

The law requires parents to ensure that their child attends school regularly. The academy has a primary responsibility in dealing with the issue of attendance, in partnership with parents and pupils. The majority of attendance issues will be dealt with by the academy, however, on occasions, attendance concerns may need to be passed on to the Local Authority.

Schools have to regularly inform the Local Authority of any pupils who are regularly absent from school, have irregular attendance, or have missed 10 school days or more without the school's permission. Schools also have a safeguarding duty, under section 175 Education Act 2002, to investigate any unexplained absences.

If a pupil is missing school without good reason and support options have been exhausted without improvement/engagement, schools can refer to the Local Authority for legal intervention. This is likely to result in the pupil case file being referred for consideration in the Magistrates Court.

Local Authorities and schools can use various legal powers if a child is missing school without a good reason and when other methods of support and challenge have not worked. This action can include:

• a Parenting Order
• an Education Supervision Order
• a School Attendance Order
• a fine (sometimes known as a ‘penalty notice’)

9. Attendance Monitoring

The school will monitor attendance and absence data weekly, half-termly, termly and yearly across the school and at an individual pupil level. Through this analysis we will Identify whether or not there are particular groups of children whose absences may be a cause for concern

Pupil-level absence data will be collected each term and published at national and local authority level through the DfE's school absence national statistics releases. The underlying school-level absence data is published alongside the national statistics. The school will compare attendance data to the national average, and share this with the academy governing council and Regional Director.

Analysing attendance

The school will analyse attendance and absence data regularly to identify pupils or cohorts that need additional support with their attendance, and use this analysis to provide targeted support to these pupils and their families. We will look at historic and emerging patterns of attendance and absence, and then develop strategies to address these patterns.

Using data to improve attendance

The school will provide weekly attendance reports to support staff, class teachers and to school leaders, to facilitate discussions with pupils and families and use data to monitor and evaluate the impact of any interventions put in place in order to modify them and inform future strategies.

Identifying and supporting Persistent and Severely Absent Pupils

Persistent absence is where a pupil misses 10% or more of school, and severe absence is where a pupil misses 50% or more of school. The academy will work with parents/carers, staff, agencies and pupils to prevent children from falling into either of these categories.

The school will use attendance data to find patterns and trends of persistent and severe absence. We will hold regular meetings with the parents/carers of pupils and all adults who are listed as holding parental responsibility, who the school (and/or local authority) considers to be vulnerable, or are persistently or severely absent, to discuss attendance and engagement at school. We will provide access to wider support services to remove the barriers to attendance.

Pupils with attendance of less than 90% will be identified by the attendance team and referred to the Attendance Lead for more intensive casework. Preventative intervention work will be done to avoid pupils reaching PA status.

Identifying and supporting Children Missing in Education

We recognise that a child going missing from education is a potential indicator of abuse or neglect. A pupil is counted to be ‘Missing in Education’ if they have been absent for 20 consecutive days from the academy (with no reason for absence given) or if they have not returned for 10 consecutive school days after returning from an authorised absence. Where a child is identified as missing education we will comply with our statutory duty to inform the local authority of any pupil who falls within the reporting notification requirements outlined in Children Missing Education – Statutory guidance for local authorities (DfE September 2016) and follow the Bradford Local Authority procedures.

School and college staff members must follow the Bradford  Children’s Services LA protocols

Contact: CME@bradford.gov.uk 01274 438877

Children who are absent, abscond or go missing during the school day are vulnerable and at potential risk of abuse, neglect, CSE or CCE including involvement in county lines. Academy staff members must follow the academy’s procedures for dealing with pupils who are absent/go missing (flow chart of actions can be seen in the appendices), particularly on repeat occasions, to help identify the risk of abuse and neglect including sexual abuse or exploitation and to help prevent the risks of going missing in future.

10. Links with other Policies

This policy links to the following policies:

• Academy Safeguarding Policy
• Behaviour policy
• Exclusions Policy

Appendix 1 - Coding

The following codes are taken from the DfE’s guidance on school attendance.

Present Codes

Absence Codes

Appendix 2 - Reporting

At  Princeville, we believe that recognising and celebrating good attendance is just as important as supporting improvement. We recognise and celebrate good attendance and punctuality in the following ways:

*1 Where there are pupils who are not attending for reasons such as moving school and awaiting a school place, a significant medical need, etc. These pupils will be deducted from weekly calculation, at the Attendance Leads discretion

*2 This reward is measured across the term, so all pupils have the opportunity to achieve this each term. Attendance must be 100%, and no allowances will be made for those whose attendance is below 100% for the term

*3 This reward is measured across the year. Attendance must be 100%, and no allowances will be made for those whose attendance is below 100% for the year.

Appendix 4 - Thresholds and Interventions

At  Princeville, we believe that everyone should benefit from their education, and we have a menu of support available to help children to maximise their attendance at school. We support good attendance and punctuality in the following ways:

* Where all other attempt to improve attendance have failed, and there is no sign of improvement

Appendix 5 - Responsibilities

Parental responsibilities

Appendix 6 - Definitions

Fine

Your local council can give each parent a fine of £60, which rises to £120 each if you do not pay within 21 days. If you do not pay the fine after 28 days you may be prosecuted for your child’s absence from school.

Prosecution

You could get a fine of up to £2,500, a community order or a jail sentence up to 3 months. The court also gives you a Parenting Order.

Education Supervision Order

If the council thinks you need support getting your child to go to school but you’re not co-operating, they can apply to a court for an Education Supervision Order.

A supervisor will be appointed to help you get your child into education. The local council can do this instead of prosecuting you, or as well.

Parenting Order

This means you have to go to parenting classes. You’ll also have to do what the court says to improve your child’s school attendance.

Appendix 7 - Templates Letters and Texts

Example Nudge Letter

Attendance matters – and you can help!

Dear {Parent/CarerName}

I am writing to you because {Student Name} has missed more school than other students this year.         

{Student Name} has been absent for {#.#} days so far this year which is a percentage of  {##.##%}   The average attendance of the students at Co-op Academy xxxx in {Y#} is {##.##%} which means your child has missed more school than most other students.

When students miss school they fall behind.  Just missing five days a year of school could decrease your child’s chances of achieving well, whether the absence is authorised or unauthorised.

Our purpose is to support every child in achieving the best outcome.  We know that students who are in school, every day, have a better chance at making progress and reaching their full potential.  

You could have a big impact on {Student’s Name}  attendance and we appreciate your support and help.

Yours sincerely

Example Text Messages

1. falling below 95% / below average / declining

Dear parent. We are just letting you know that your child has missed x days of learning this year. This is more than the average for the school which is x. Please contact x if you would like to discuss your child's attendance. We know this could have a big impact.

2. Ascending attendance

Dear parent. Your child's attendance has improved! This will have a big impact on their learning. Thank you for ensuring x is in school as much as possible. We appreciate your support.

Example Absence Letter

Dear Parent/Carer

RE: Your Child’s Attendance Matters to Us

Your child’s attendance is  x %

This means they have missed  x school days

This was xxxxx lessons

This year,  xxxxx has missed over 11 days of learning. Our aim is for all students to have 100% attendance. This would mean missing no days of school. Our minimum expectation of 96% means that we would expect children to miss no more than two days per term (or 6 in a year).  

We know that when students miss school they fall behind.  Just missing five days a year of school could decrease your child’s chances of achieving well by 10% – whether the absence is authorised or unauthorised. Pupils who attend school regularly on average also feel better connected, develop superior social skills and have higher self-esteem and confidence. Not being in school means your child is missing out on the essentials they need to be successful.

Our purpose is to support every child to achieve their very best.  In order to do this, we would like you to ensure xxxxx attends school on every day possible so that they can achieve better attendance this year and therefore maximise their chances of success. An extra 6 days of school could make all the difference.

If you need any support regarding your child’s attendance please contact the school to speak to a member of the pastoral team. We are here to help and want to see xxxxx in school, every day.

Thank you for supporting xxxx’s progress by ensuring they are in school, every day and on time.  You could have a big impact on their attendance.

Yours sincerely

Headteacher

Example Invitation to Panel Letter

Dear Parent/carer of ______________________________________________________________

RE: Attendance Panel Meeting

I am writing because the academy has ongoing concerns about ____________________________ attendance and punctuality. The average number of missed days of school for a student at Co-op Academy xxx  is xxx.    Your child has missed more days than most students.

I would like to invite you to an Attendance Panel Hearing to discuss this matter in full. The meeting will be held at Co-op Academy xxxx  on ___________________________________, at _____________. A Parenting Contract may be offered at the meeting; this is a plan that is agreed between you and Co-op Academy xxxx  and includes actions and targets to improve  ____________________________ attendance. If you wish, you may bring a friend or other representative along to the meeting.

Staff are working at Co-op Academyxxxx to support you to improve______________________’s attendance, but it is important that you understand that we are required to consider legal proceedings where a parent/carer fails to ensure the regular school attendance of their child/children. However, this is only considered when all plans to improve matters have failed. My initial role will be to try and support you in ensuring ____________________________ attendance and punctuality improves.

We need to remind you of your legal responsibility to ensure your child attends school regularly, under Section 444 of the 1996 Education Act. Failure to ensure regular school attendance can result in a fine of up to £2,500 and/or 3 months in prison.

Please don’t ignore this letter. If for any reason this appointment is not convenient, please contact the academy on 01274 442164

Yours Sincerely

Headteacher

Sample Letter

Attendance below 90%

[Insert date]

Dear [insert parent / carer name],

Although we appreciate that children do become poorly on occasion, we still need to ensure that all children are accessing the good teaching and learning that we offer and support our parents where we can for them to be able to access this.

I am writing to inform you that the attendance of (child’s name) has fallen below 90% (insert child’s percentage attendance). A pupil with attendance below 90% is classed as a ‘Persistent Absentee’ by the Department for Education.

We believe that it is important that all parents are aware of their children’s attendance figures so that we can work together in order to raise attendance for every child as soon as possible.

We will continue to monitor (child’s name) attendance closely and keep you updated.

Please do not hesitate to contact our Attendance Leaders, [Name], or our Attendance Officer [Name], for further information or if you would like support and advice in achieving this target.

Yours sincerely

 Headteacher

Sample Letter

Absence reason required

[Insert date]

Dear [insert parent / carer name],

Attendance and punctuality are very important to us here at XXXXXXX and we are striving to build firm foundations of both so your child will be ready to start secondary school, further education and employment, understanding their importance.

According to our records (child’s name) has been absent on the date/s shown below and we have not yet received an absence note or telephone call giving the reason. Several attempts were made to contact you without success.

It is your responsibility as a parent to contact school on the first day of your child’s absence before 9:30 a.m. to let us know why your child is not in school. We are legally required to record reasons for absence from school, therefore until we hear from you any absence will remain unauthorised.

Will you please enter the reason/s for (child’s name) absence next to the dates on the slip below and return it to school as soon as possible.

Yours sincerely

Name

[Inclusion Officer / Lead]

----------------------------------------------------------------------------------------------------------------------------

(childs name and class)

(date absent)

I have written the reason/s for absence next to the relevant date/s

Signed __________________________________________ Parent                                                                        

Sample Letter

Home visit – no answer

Sorry we Missed You

Date:

Dear parent/carer

A member of staff called at your address today.

This was because we had not heard from you by 10:00am regarding the absence of your child. School made several attempts to contact you on the numbers you have provided; but, as we were unable to reach you, we attempted a home visit to ensure all was well.

If we are still unable to get a response from you by the end of the school day, we may attempt to visit again, or seek support from other agencies.

This procedure is in place to ensure that we know where your child is and that you are all safe.

Please call the school as soon as possible on 01274 442164 to let us know why your child is absent today.

If your child is absent in the future, please follow the absence reporting procedure, by calling the school office by 8.30am on their first day of absence.

Yours sincerely

Mrs N Majid

Acting Headteacher

Falling Attendance

                                                                Date

Dear XXXXX,

Although we appreciate that children do become poorly on occasion, we still need to ensure that all children are accessing the good teaching and learning that we offer and support our parents where we can for them to be able to access this.

I am writing to inform you that the attendance of XXXX has fallen to XXX. A pupil with attendance below 90% is classed as a ‘Persistent Absentee’ by the Department for Education.

We believe that it is important that all parents are aware of their children’s attendance figures so that we can work together in order to raise attendance for every child as soon as possible.

We will continue to monitor XXXX attendance closely and keep you updated.

Please do not hesitate to contact our Attendance Lead  Lauren Chapman, for further information or if you would like support and advice in achieving this target.

Yours sincerely

Mrs N Majid

Acting Headteacher

Falling Attendance - Below 96%

                                                                Date

Dear XXXXX,

Although we appreciate that children do become poorly on occasion, we still need to ensure that all children are accessing the good teaching and learning that we offer and support our parents where we can for them to be able to access this.

I am writing to inform you that the attendance of XXXX has fallen to XXX. A pupil with attendance below 90% is classed as a ‘Persistent Absentee’ by the Department for Education.

We believe that it is important that all parents are aware of their children’s attendance figures so that we can work together in order to raise attendance for every child as soon as possible.

We will continue to monitor XXXX attendance closely and keep you updated.

Please do not hesitate to contact our Attendance Lead  Lauren Chapman, for further information or if you would like support and advice in achieving this target.

Yours sincerely

Mrs N Majid

Acting Headteacher

Dear [parent],

School Attendance Panel Meeting

I am writing to express concern regarding your child’s [child’s name] level of attendance at school which has now fallen to [x%] and to invite you to an Attendance Panel Meeting to discuss how we can help to improve the situation. The meeting will be with [Head Teacher or Attendance Officer] and [any other professional]. Together we will identify the concerns and draw up a very brief Action Plan. This will include a target for attendance and a review date.

We are keen to help you to ensure that [child’s name] attends school as regularly as possible and makes good progress in school. We would like to meet with you at [Time and date]. If you are unable to attend for any reason please telephone me on [telephone number] and if necessary we will reschedule the meeting.

Please note that parents who refuse to cooperate with School Attendance Panels may be referred to the  Bradford Attendance Service who may issue a Fixed Penalty Notice of £60 if paid within 21 days or £120 if paid within 28 days. Parents who do not pay the Fixed Penalty Notice may be prosecuted under Education Act 1996, Section 444 or the Local Authority may apply for an Education Supervision Order.

In addition to, or instead of, the above enforcement options, and to ensure that we have explored all avenues of possible support, school may also seek advice from the Vulnerable Children’s meeting, a multi-disciplinary panel who meet regularly to discuss such cases. The panel includes health, social care and education colleagues so that we can look at any additional support that may benefit the family and enable your child to attend school on a more regular basis. You may receive a telephone call from a health professional prior to your child being discussed at this meeting.

Yours sincerely,

Head Teacher

Dear [parent],

School Attendance Panel Meeting

Further to our Attendance Panel Meeting on [date of meeting] I am writing to arrange a further meeting to review progress as we discussed. The meeting will be with [Head Teacher or Attendance Officer] and [other professional]. At the meeting we will also review the brief Action Plan we agreed.

We are keen to help you to ensure that [child’s name] attends school as regularly as possible and makes good progress in school. We would like to meet with you at [Time and date]. If you are unable to attend for any reason please telephone me on [telephone number] and if necessary we will reschedule the meeting.

Please note that parents who refuse to cooperate with School Attendance Panels may be referred to the  Bradford Attendance Service who may issue a Fixed Penalty Notice of £60 if paid within 21 days or £120 if paid within 28 days. Parents who do not pay the Fixed Penalty Notice may be prosecuted under Education Act 1996, Section 444 or the Local Authority may apply for an Education Supervision Order.

In addition to, or instead of, the above enforcement options, and to ensure that we have explored all avenues of possible support, school may also seek advice from the Vulnerable Children’s meeting, a multi-disciplinary panel who meet regularly to discuss such cases. The panel includes health, social care and education colleagues so that we can look at any additional support that may benefit the family and enable your child to attend school on a more regular basis. You may receive a telephone call from a health professional prior to your child being discussed at this meeting.

 Yours sincerely,

 Head Teacher

During the period of the part-time timetable the school will:

·      monitor the effectiveness of the part-time timetable

·      hold a review on the agreed date and inform  Bradford Attendance Service of the outcome

·      provide work for the child to do whilst at home and mark all work completed

·      mark the school register with a C for any session missed due to the agreed plan.