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Attendance policy


1.            Policy Statement

Severn View Primary Academy promotes the view that regular attendance is important to ensure the best possible learning outcomes for all of our children.

Once a child is enrolled at the academy, parents have a legal responsibility to ensure that their child attends every day, unless prevented from doing so by illness or other exceptional circumstances for which absence is authorised by the academy. 

Under the Education (Pupil Registration) (England) Regulations 2006, the governing body are responsible for making sure the academy keeps an attendance register that records which pupils are present at the start of the morning session and during the afternoon session. This register will also indicate whether an absence was ‘authorised’ or ‘unauthorised’.

Definition of ‘authorised absence’:

·           an absence is classified as authorised when the academy has ascertained that a child has been away from the academy for a legitimate reason and the academy has received notification from a parent or guardian. Exceptional cases of religious observances or particular family circumstances may also result in an authorised absence being granted by the academy.

·           only the academy can make an absence authorised. Parents and carers do not have this authority. Consequently, not all absences supported by parents and carers will be classified as authorised. For example, if a parent takes a child out of the academy to go shopping during academy hours, or allows a child to stay away from the academy to celebrate a family birthday or go on a family outing, this will not mean it is an authorised absence.

Definition of ‘unauthorised absence’:

·         an absence is classified as unauthorised when a child is away from the academy without the permission of the academy.


2.            Aims and Objectives

Our aims and objectives in relation to pupils’ attendance are to:

     maximise attendance so that all pupils can gain full access to the curriculum and be enabled to reach their full academic potential and achieve a high level of personal and social well-being;

     ensure that pupils are safe and that their whereabouts are known;

     discourage families from arranging holidays during academy terms;

     ensure that parents and carers understand clearly when it is appropriate to keep their children off school and when this constitutes unauthorised absence;

     ensure that academy staff and parents and carers are familiar with and adhere to our procedures for registering pupils’ attendance, and reporting, recording and following up a pupil’s absence or lateness;

     ensure that pupils and their parents and carers understand the importance of regular and consistent attendance;

     make clear to parents and carers the consequences of failing to ensure that their children attend the academy.



3.            Roles and Responsibilities

Governing Body

It is the responsibility of the Governing Body to;

·         establish a policy and procedure for Attendance;

·         to monitor the effects of the procedure;

·          to focus its attention and where necessary its efforts on the total level of absence amongst all its pupils;

·         set an attendance target for the following year by the end of the summer term.



It is the responsibility of the Principal to:

·         ensure that the academy continues to focus attention and where necessary effort, on the total level of absence amongst all pupils;

·         expect pupils to attend the academy regularly, on time, properly equipped and ready to learn;

·         encourage punctuality and a positive attitude towards attendance;

·         communicate with parents as soon as possible if there is a problem with attendance or punctuality;

·         closely monitor absences in order to keep unauthorised absences to a minimum; 

·         include in yearly and other reports to parents on achievement, pupil’s attendance and level of punctuality

·         work promptly in partnership with parents and pupils to resolve issues, which affect attendance or punctuality as quickly as possible;

·         establish clear procedures for recording absence to comply with the legal requirements in the Education (Pupil Registration)(England) Regulations 2006 and associated guidance for the reporting and recording of attendance.


Administration Staff

It is the responsibility of the administration staff to;

·         effectively monitor and promptly investigate all absenteeism and lateness ;

·         closely monitor absences in order to keep unauthorised absences to a minimum; 

·         work in partnership with parents and pupils to resolve issues, which affect attendance or punctuality as quickly as possible;

·         Provide the Principal and Governors with attendance data as required.


Parents/ carers

·         are responsible for ensuring their child regularly and punctually attends the academy, properly dressed, equipped and in an appropriate condition to learn;

·         are responsible for immediately informing the academy of the reason for any absence by telephone call on the first morning of any absence by 09.30am; 

·         are expected to work actively with academy staff to solve attendance problems where these develop;

·         do not have a right to take pupils on holiday in term time; leave of absence must be granted in advance by the academy; any application will be considered against the pupil’s attendance record, family circumstances and timing with regard to assessments and examinations;

·         can expect the academy to keep them fully informed of their child’s attendance/punctuality record.



4.            Absence

·         When a child is absent unexpectedly, the class teacher will record the absence in the register, and the academy office staff, who will contact a parent or carer to check the safety of the child.

·         The academy encourages parents to telephone the academy to inform them of their child’s absence through illness, on the first morning of absence by 9.30am. This provides reassurance of a child’s safety in the event that parents cannot be contacted by telephone, for any reason.

·         The academy should be informed prior to an planned absence, e.g. if a child has an unavoidable medical appointment.

·         If a child continues to be absent details will be passed to the Principal and Designated Child Protection Officer who will decide on the course of action to take. This could include the involvement of external agencies.

·         When children have an illness that means they will be away from the academy for over five days, the academy will do all it can to send work home, so that, where possible, the child can keep in touch with the learning going on in their class. If the absence is likely to continue for an extended period, or be a repetitive absence, the academy will contact the Local Authority (LA) support services, so that arrangements can be made for the child to be given some tuition outside the academy, where possible.



5.            Requests for leave of absence

·           We believe that children need to be in the academy for all sessions, so that they can make the most progress possible and do not miss out on crucial learning which may put them at an educational disadvantage. However, we do understand that there are exceptional circumstances in which a parent may legitimately request leave of absence for a child. Such requests should be made in writing to the Principal using a ‘Term time leave of absence’ request form available from the school office..

·           Parents and carers have no statutory right to withdraw their children from the academy for a family holiday. Children are required to attend school for 190 days in a school year, leaving 175 days of weekends and academy holidays. Parents and carers should always endeavour to arrange family holidays when their children are not required to be in the academy.

·           The academy will contact the parent or carer of any child who has an unauthorised absence. If a child has a repeated number of unauthorised absences, the parents or carers will be asked to visit the academy to discuss the reasons

·           The governors reserve the right to consider taking legal action, possibly resulting in a fixed penalty fine, against any parents or carers who repeatedly fail to accept their responsibility for sending their children to school on a regular basis.



6.            Lateness

·           Children should arrive in the classroom between 8.45am and 8.50am.

·           All children arriving after 8.50am must report to the office and the administration staff will record the arrival..

·           The register will remain open for 20 minutes and any child arriving before 9.10am will be recorded as a Late Arrival (L code). Pupils arriving after 9.10am will be recorded as an unauthorised absence (U code).

·           Lateness is monitored by the administration staff and if children have persistent lateness a member of staff will contact the parents.

·           The Senior Leadership Team will review annually the feasibility of using an Education Welfare Officer to assist with monitoring of late arrivals.



7.            Monitoring and Review

·           It is the responsibility of the governing body to monitor overall attendance, and they will request an annual report from the Principal. The governing body also has the responsibility for this policy, and for seeing that it is carried out. The governors will therefore examine closely the information provided to them, and seek to ensure that our attendance figures are as high as they can.

·           The academy will keep accurate attendance records on file for a minimum period of three years.

·           The rates of attendance will be reported on the academy website.

·           This policy will be reviewed every two years by the governing body or sooner if necessary.



Policy Reviewed by the Governing Body May 2014