Attendance
If your child is ill and unable to attend school, please call the absence line at the school office on the first day of absence, and provide a written letter covering the child's whole absence on his/her return to school.
Attendance Policy
Adapted from Bucks Model Policy
To be used in conjunction with DFE Working Together to Improve School Attendance Statutory Guidance August 2024
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Scheme of Delegation |
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Approval By: |
Xxx Committee / FGB |
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Staff Lead Reviewer: |
Headteacher |
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Assigned Governor |
e.g HR, Finance, curriculum/subject, safeguarding, SEND, etc |
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Dates |
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Date of Approval |
Xx/20xx |
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Date of next Review |
Xx/20xx |
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Dates |
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Category (delete as applicable) |
A: statutory policy required by educational legislation B: statutory policy required by other legislation impacting directly on schools C: statutory other D: document referenced in statutory guidance NS: non statutory |
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Communication |
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Publication (delete as applicable) |
FCVS Website Sharepoint Folder and any Staff comms Required |
1. Introduction
The Senior Attendance Champion for Farnham Common Village Schools is the executive headteacher, Mr David Masters.
Regular school attendance is essential if children are to achieve their full potential.
Farnham Common Village Schools believe that regular school attendance is the key to enabling children to maximise the educational opportunities available to them and become emotionally resilient, confident and competent adults who are able to realise their full potential and make a positive contribution to their community.
Farnham Common Village Schools value all pupils. education it is vital that they attend regularly and be at school, on time, every day the school is open as long as they are fit and healthy enough to do so. We do all we can to encourage the children to attend, and to put in place appropriate procedures to support this. We believe the most important factor in promoting good attendance is development of positive attitudes towards school and learning. As set out in this policy, we will work with families to identify the reasons for poor attendance and try to resolve any difficulties.
Farnham Common Village Schools recognise that attendance is a matter for the whole school community. Our Attendance Policy should not be viewed in isolation; it is a strand that runs through all aspects of school improvement, supported by our policies on Child Protection, Anti-Bullying, Behaviour, SEND and Mental health and wellbeing. This policy should be read in conjunction with DFE Working Together to Improve School Attendance Statutory Guidance August 2024. It also takes into account the Human Rights Act 1998 and the Equality Act 2010.
Each child’s attendance can be summarised as:
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96%+ |
Excellent – Well done! This will help all aspects of their progress and life in school. This will give them a good start in life and supports a positive work ethic.
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94 – 95% |
Average – Well done, strive to build on this.
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90 – 93% |
Causing Concern – School will start to monitor attendance, learning in school will start to become affected.
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85 – 89% |
Poor – Absence is now affecting attainment and progress at school. Please work with the school urgently to improve the situation.
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Below 85% |
Unacceptable – Absence IS causing SERIOUS CONCERN. It IS affecting attainment and progress and is disrupting your child’s learning. We will continue to work with you and the Buckinghamshire School Attendance Support Team to improve your child’s attendance. |
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Lateness |
Any pupil’s late arrival disrupts teaching routines and so may affect the learning of others in the same class.
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Helping to create a pattern of regular attendance is everybody’s responsibility – parents, pupils and members of school staff. Parents / carers are able to view their child’s attendance record on Arbor. This is also used to monitor attendance throughout the school year. We will report to parents / carers on attendance in the end of year report.
2. Legal Framework
Section 7 of the 1996 Education Act states that parents must ensure that children of compulsory school age 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.
A ciild is of Compulsory School Age at the beginning of the term following their 5th birthday. A child ceases to be of compulsory school age on the last Friday in June of the school year in which they reach the age of 16.
Under the Education Act 1996, the Local Authority has a statutory responsibility to ensure that parents secure education for children of compulsory school age and where necessary, use legal enforcement.
The Education (Pupil Registration) (England) Regulations 2024, require schools to take an attendance register twice a day, once at the start of the morning session and then again during the afternoon session.
The register must record whether the pupil was:
- present;
- absent;
- present at approved educational activity; or
- unable to attend due to exceptional circumstances.
3. Categorising absence
Where pupils of compulsory school age are recorded as absent, the register must show whether the absence is authorised or unauthorised.
Absence can only be authorised by the school and cannot be authorised by parents. All absences will be treated as unauthorised unless a satisfactory explanation for the pupil’s absence has been received.
Parents should advise the school by telephone on the first day of absence and provide the school with an expected date of return. This should be followed up in the form of a written note from the parent/carer, though verbal explanations may be acceptable where this is considered appropriate. Alternative arrangements will be agreed with non-English speaking parents/carers.
Absenc will be categorised as follows:
Illness: In most cases a telephone call or a note from the parent informing the school that their child is ill will be acceptable. Parents may be asked to provide medical evidence where there are repeated absences due to reported illness. This will usually be in the form of an appointment card, prescription etc.
Medical/Dental Appointments: Parents are advised where possible to make medical and dental appointments outside the school day. Where this is not possible, pupils should attend school for part of the day. Parents should show the appointment card to school.
Other Authorised Circumstances:
• Days of approved religious observance (see guidance in DFE Working Together To Improve School Attendance Statutory Guidance August 2024.)
• Exceptional family circumstances – if approval has been given by the Headteacher
• Approved sporting/educational activity.
Service families taking holidays in term time should be considered as exceptional.
Excluded (no alternative provision made): Exclusion from attending school is counted as an authorised absence. The school will make arrangements for work to be sent home.
Late Arrival:
Junior School
The playground is supervised from 8.30 am and a soft start operates from 8.45am where children start going into class. Registration begins at 9.50am for the Juniors.
Infant School
The gate opens at 08.45am and the register is taken promptly at 9.00am.
Pupils arriving after this time will be marked as present but having arrived late. Pupils arriving late must immediately report to the school office to ensure that we can be responsible for their health and safety whilst they are in school.
The register will close thirty minutes after the opening of the register. Pupils arriving after the close of register will be recorded as absent. This will not be authorised and will count as an absence for that school session.
The absence will only be authorised if a satisfactory explanation for the late arrival can be provided, for example, attendance at a medical appointment. (Code M)
The absence will be recorded as unauthorised if the pupil has arrived late after the registers close without justifiable cause, for example, if they woke up late or were waiting for their uniform to dry. (Code U)
The register is taken twice a day and each day counts as two sessions.
If your child has a persistent late record you will be asked to meet with a member of SLT to resolve the problem, but you can approach us at any time if you are having problems getting your child to school on time.
It is essential that children arriving and leaving school with a parent/guardian outside the normal school hours are signed in or out from Reception. The signing in/out register is used in the event of an emergency/fire drill.
Unauthorised absence: Absence will not be authorised unless parents have provided a satisfactory explanation that has been accepted as such by the school.
Examples of unsatisfactory explanations include:
- A pupil’s/family member’s birthday
- Shopping for uniforms
- Having their hair cut
- Closure of a sibling’s school for INSET (or other) purposes
- “Couldn’t get up”
- Illness where the child is considered well enough to attend school
- Holidays taken without the authorisation of school
- Absences that have not been properly explained.
- Looking after family members
- Closure of a sibling’s school for INSET (or other) purposes
Exceptional Circumstances
DfE guidance states that:
Exceptional circumstances: All schools can grant a leave of absence for other exceptional circumstances at their discretion. The school will consider each application individually taking into account the specific facts and circumstances and relevant background context behind the request. If a leave of absence is granted, it is for the school to determine the length of the time the pupil can be away from school. Generally, the DfE does not consider a need or desire for a holiday or other absence for the purpose of leisure and recreation to be an exceptional circumstance.
Leave of Absence and Extended Leave: Parents do not have an automatic right to remove their child from school during term time for the purpose of a holiday and are strongly advised not to do so. Parents should be aware that if their child is absent for 10 school days they will miss 5% of their education during that academic year.
Parents wishing to take their child out of school during term time must send a written request to the head teacher before arrangements are made. Retrospective requests will not be considered and therefore will result in the absence being categorised as unauthorised. Each request will be considered individually and will take the following factors into account:
- Length of the proposed leave
- Age of the pupil
- The pupil’s general absence/attendance record
- Proximity of SATs and public examinations
- Pupil’s ability to catch up the work missed
- Pupil’s educational needs
- General welfare of the pupil
- Circumstances of the request
- Purpose of the leave
- Previous term time holidays taken
- When the request was made
All requests for leave of absence will receive a written response. Where a request has been granted, the letter should state:
- The expected date of return
- That parents must contact school should any delays occur
If the permission to take leave is not granted and the pupil is absent, the absence will be unauthorised. In such cases the school may refer the matter to the County Attendance Team who may issue a Penalty Notice.
Penalty Notices are issued in accordance with the Buckinghamshire Code of Conduct: https://www.buckinghamshire.gov.uk/schools-and-learning/school-attendance-and-supporting-children-in-education/pay-your-childs-penalty-fine-for-missing-school/code-of-conduct-for-issuing-penalty-notices-for-unauthorised-absence-from-school/
Religious Observance Farnham Common Village Schools acknowledges the multi-faith nature of British society and recognises that on some occasions, religious festivals may fall outside school holiday periods or weekends and that this necessitates a consideration of authorised absence or special leave for religious observance. (Code R)
It is reasonable for a parent to allow their children not to attend school on any day of religious observance if recognised by the parent’s religious body.
Parents are requested to give advance notice to the school if they intend their child to be absent.
However, in the interests of fulfilling the academic requirements of the school and limiting the authorised absence rate of the school, it is identified as reasonable that no more than one day be designated for any individual occasion of religious observance/festival and no more than three days in total in any academic year. Absence in excess of this will be categorised as unauthorised.
Traveller Absence: The aim for the attendance of Traveller children, in common with all other children, is to attend school as regularly and as frequently as possible.
To protect Traveller parents from unreasonable prosecution for non-attendance, the Education Act 1944, section 86, states that a Traveller parent is safe from prosecution if their child accrues 200 attendances (i.e. 200 half days) in a year. Traveller absence (Code T) is acceptable only when the family is engaged in a trade or business that requires them to travel and when the child is attending school as regularly as that trade permits.
It does not mean that part-time education for Traveller children is legally acceptable, nor does it relieve parents of their duties to ensure that their children are receiving suitable education when not at school.
When in or around Buckinghamshire, if a Traveller family can reasonably travel back to their base school (see below) then the expectation is that their child will attend full-time.
Farnham Common Village schools will be regarded as the base school if it is the school where the child normally attends when they are not travelling. However, the pupil must have attended in the last 18 months. Traveller children can register at other schools temporarily whilst away from their base school. In such cases, the pupil’s school place at Farnham Common Village schools will be kept open for them whilst travelling. This is to protect them from unfairly losing their place at their school of usual attendance.
Farnham Common Village schools can operate effectively as the child’s base school only if we are engaged in on-going dialogue with Traveller families. This means that parents must:
- advise of their forthcoming travelling patterns before they happen; and
- inform the school regarding proposed return dates
Farnham Common Village schools will authorise absence of Traveller children if we are satisfied that a family is travelling and has given indication that they intend to return.
Traveller children will be recorded as attending an approved educational activity when:
- The child is on roll and attending another visited school
- Undertaking supervised educational activity under the jurisdiction of another Local Authority’s Traveller Education Service
- The child is undertaking computer based distance learning that is time evidenced
Where Traveller children are registered pupils at a school and are known to be present either at a site (official or otherwise) or in a house and are not attending school, the absence will be investigated in the same way as for any other pupil.
4. Deletions from the Register
In accordance with the Education (Pupil Registration) (England) Regulations 2024, pupils will be deleted from the register only when one of the following circumstances applies:
- The school is replaced by another school on a School Attendance Order
- The School Attendance Order is revoked by the Local Authority
- The pupil has ceased to be of compulsory school age
- Permanent exclusion has occurred and procedures have been completed
- Death of a pupil
- Transfer between schools
- When a parent informs the school in writing that the pupil is to be withdrawn to be educated outside the school system
- Failure to return from an extended holiday after both the school and the local authority have tried to locate the pupil
- A medical condition prevents their attendance and return to the school before ending compulsory school-age
- In custody for more than four months (in discussion with The Youth Offending Team)
- 20 days’ continuous unauthorised absence have elapsed and both the Local Authority and school have tried to locate the pupil
- A pupil has left the school but it is not known where he/she has gone after both the school and the Local Authority have tried to locate the pupil
The Education (Pupil Registration) (England) Regulations 2024 will be referred to for further guidance.
Farnham Common Village Schools will follow Buckinghamshire County Council’s Children Missing Education Protocol when a pupil’s whereabouts is unknown.
5. Roles and Responsibilities
Farnham Common Village Schools believe that improved school attendance can only be achieved if it is viewed as a shared responsibility of the school staff, governors, parents, pupils and the wider school community.
Farnham Common Village Schools will:
- Actively promote the importance and value of good attendance to pupils and their parents
- Form positive relationships with pupils and parents
- Contribute to a whole school approach which reinforces good school attendance; with good teaching and learning experiences that encourage all pupils to attend and to achieve
- Comply with the Registration Regulations, England, 2024 and other attendance related legislation
- Implement systems to report, record and monitor the attendance of all pupils, including those who are educated off-site
- Analyse attendance data to identify causes and patterns of absence
- Contribute to the evaluation of school strategies and interventions
- Work with other agencies to improve attendance and support pupils and their families
- Document interventions used to a standard required by the Local Authority should legal proceedings be instigated
Request that Parents will:
- Talk to their child about school and what goes on there. Take a positive interest in their child’s work and educational progress
- Instil the value of education and regular school attendance within the home environment
- Encourage their child to look to the future and have aspirations
- Contact the school if their child is absent to let them know the reason why and the expected date of return. Follow this up with a note where possible.
- Try to avoid unnecessary absences. Wherever possible make appointments for the doctors, dentists etc. outside of school hours
- Ask the school for help if their child is experiencing difficulties
- Inform the school of any change in circumstances that may impact on their child’s attendance
- Support the school; take every opportunity to get involved in their child’s education, form a positive relationship with school and acknowledge the importance of children receiving the same messages from both school and home
- Encourage routine at home, for example, bed times, homework, preparing school bag and uniform the evening before
- Not keep their child away from school to go shopping, to help at home or to look after other members of the family
- Avoid taking their child on holiday during term-time. Where this is unavoidable, send a written leave request to the Head Teacher in advance of booking the holiday.
6. Using Attendance Data
All pupils’ attendance will be monitored and will be shared with the Local Authority and other agencies if a pupil’s attendance is a cause for concern.
Class teachers are able to see and track the attendance data for pupils in their class via Arbor. Attendance data for all pupils will be reviewed each term by SLT and this will be used to trigger school action as set out in the escalation of intervention. Ongoing monitoring of attendance by teachers, administrative staff and SLT will inform interventions required outside of these review points.
Attendance data will also be used to identify emerging patterns and trends to inform whole school strategies to improve attendance and attainment. Our school attendance averages at 95% and we target to keep it at this level. We know that good attendance is the key to successful learning.
Farnham Common Village Schools will share attendance data with the Local Authority as required. All information shared will be done so in accordance with the Data Protection Act 1998.
7. Support Systems
Farnham Common Village Schools recognise that poor attendance is often 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. This will help the school identify any additional support that may be required.
Farnham Common Village Schools also recognise that some pupils are more likely to require additional support to attain good attendance, for example, those pupils with special educational needs, those with physical or mental health needs, migrant and refugee pupils and looked after children.
The school will implement a range of strategies to support improved attendance. Strategies used will include:
- Discussion with parents and pupils
- Attendance report cards
- Referrals to support agencies
- Learning mentors
- Friendship groups
- Reward systems
- Time limited part time time-tables
- Additional learning support
- Behaviour support
- Inclusion units
- Reintegration support packages
Support offered to families will be child centred and planned in discussion and agreement with both parents and pupils.
8. Legal Sanctions
Where intervention fails to bring about an improvement in attendance, Farnham Common Village Schools will notify the County Attendance Team of the irregular attendance.
The County Attendance Team or school, may invite parents to attend an Attendance Contract Meeting and issue a formal warning of a Penalty Notice.
Attendance Contract An Attendance Contract is a voluntary agreement between the Local Authority, school and the parent, it can also be extended to include the child and any other agencies offering support to resolve any difficulties leading to improved attendance.
The contract will outline attendance targets and will detail agreed actions that will help to achieve the target. The contract will be reviewed regularly.
The contract can be used as evidence in a prosecution should irregular attendance continue.
Penalty Notices (Anti Social Behaviour Act 2003) Penalty Notices will be considered when:
- Intervention has failed to bring about improvement and further unauthorised absence has occurred following written warning to improve.
- A pupil has taken leave of absence i.e. for the purpose of a holiday in term time and the absence has not been authorised by the school
A Penalty Notice gives the parent the opportunity to avoid a prosecution. A £80 fine,per parent/carer, per child must be paid within 21 days. The fine increases to £160 per parent/.carer, per child if paid after 21 days but within 28 days of the date the Notice was issued.
Penalty Notices are issued in accordance with the Buckinghamshire Code of Conduct: https://www.buckinghamshire.gov.uk/schools-and-learning/school-attendance-and-supporting-children-in-education/pay-your-childs-penalty-fine-for-missing-school/code-of-conduct-for-issuing-penalty-notices-for-unauthorised-absence-from-school/
Failure to pay the Penalty Notice may result in a prosecution under Section 444 of the Education Act 1996.
Prosecution: The school will provide the Local Authority with evidence required for a prosecution under Section 444 of the Education Act 1996. This is to ensure that parents realise their own responsibilities in ensuring attendance at school and most importantly about returning children to education.
Intervention Flow Chart
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Each term school will identify pupils with attendance that is below 94%. Attendance of concern will be dealt with on a case by case basis; the following actions may not be appropriate when the school has regular contact and communication with the parent / carer through SEND or pastoral links. Causing Concern 90 – 93% - an email is sent informing the parent / carer, offering support and guidance and stressing the importance of attendance. Poor 85 – 89% - a letter is sent informing the parent / carer, offering support and guidance and stressing the importance of attendance. It will say that a meeting will be needed if attendance does not improve. Unacceptable – below 85% - A letter is sent informing the parent / carer, offering support and guidance and stressing the importance of attendance. The parent / carer will be invited in for a meeting. The County Attendance Team may be involved. When attendance is reviewed, and if the attendance has not improved, the next action step may be triggered. With pupils with Poor or Unacceptable attendance, whose attendance then improves, an email or letter may be sent recognising and congratulating on the improvement. Poor attendance due to the child being taken out of school without authorisation for a holiday will be addressed through the guidance given in the DFE Working Together to Improve School Attendance Statutory Guidance August 2024. This may include the issuing of a Penalty Notice. Actions taken will be in line with the DFE Working Together to Improve School Attendance Statutory Guidance August 2024. |
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If you receive an email or letter informing you of concerns regarding your child’s attendance you should
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If there is no improvement and the parent has not provided a good reason for the absence, the school may refer to the County Attendance Team |
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Whilst your involvement in an Attendance Contract is voluntary, if you fail to engage with the support offered and your child’s attendance remains irregular, the County Attendance team may issue a Penalty Notice or begin legal proceedings in the Magistrates’ Court.
Penalty Notices are issued in accordance with the Buckinghamshire Code of Conduct: https://www.buckinghamshire.gov.uk/schools-and-learning/school-attendance-and-supporting-children-in-education/pay-your-childs-penalty-fine-for-missing-school/code-of-conduct-for-issuing-penalty-notices-for-unauthorised-absence-from-school/ If you are issued with a Penalty Notice of £80 per parent/carer, per child this must be paid in full within 21 days otherwise the Penalty will increase to £160 per parent/carer, per child. If you fail to pay the Penalty by the 28th day, the County Attendance Team may instigate legal proceedings against you.
If you are found guilty of this offence you can be fined up to £2500 and/or a community order or imprisonment of up to three months. |
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An Attendance Contract is a voluntary agreement between you and the Local Authority aimed at supporting you in improving your child’s school attendance. |
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The County Attendance Team will invite you to attend an Attendance Contract Meeting and may issue a Warning of a Penalty Notice. |