ATTENDANCE AND PUNCTUALITY POLICY

GOLFTYN C.P. SCHOOL

 

ATTENDANCE AND PUNCTUALITY POLICY

 

Golftyn C.P. School seeks to ensure that all its pupils receive a full-time education which maximises opportunities for each pupil to realise their true potential.

The school will strive to provide a welcoming, caring environment, whereby each member of the school community feels wanted and secure.

All school staff will work with pupils and their families to ensure each pupil attends school regularly and punctually.

The school has established an effective system of incentives and rewards which acknowledges the efforts of pupils to improve their attendance and timekeeping and will challenge the behaviour of those pupils and parents who give low priority to attendance and punctuality.

To meet these objectives Golftyn C.P. School will establish an effective and efficient system of communication with pupils, parents and appropriate agencies to provide mutual information, advice and support.

WHOLE SCHOOL POLICY FOR SCHOOL ATTENDANCE – AIMS

 

  1. To improve the overall percentage of pupils at school.
  1. To make attendance and punctuality a priority for all those associated with the school including pupils, parents, teachers and governors, the Headteacher and IWO are responsible for ensuring the consistent implementation of standardised attendance codes and the authorisation of pupils absences.
  1. To develop a framework which defines agreed roles and responsibilities and promotes consistency in carrying out designated tasks.
  1. To provide support, advice and guidance to parents and pupils.
  1. To register pupils am/pm using electronic software.  (Each teacher will register their pupils directly using SIMS on computers in their classrooms from September 2007).
  1. To develop a systematic approach to gathering and analysing attendance related date.  The secretary is responsible for ensuring attendance data recorded by the electronic software package is correct and the systems are included within their attendance policy.
  1. To further develop positive and consistent communication between home and school.
  1. To implement a system of rewards and sanctions.
  1. To promote effective partnerships with the Inclusion Welfare Service and with other services and agencies.
  1.  To recognise the needs of the individual pupil when planning re-integration following significant periods of absence.
  1.  All Primary Schools provide attendance data to the LEA weekly via remote downloads.

To Improve the Overall Percentage Attendance of Pupils at School

 

  • Apply Whole School Attendance Policy consistently.
  • Establish and maintain a high profile for attendance and punctuality.
  • Relate attendance issues directly to the school’s values, ethos and curriculum.
  • Monitor progress in attendance measurable outcomes.

To Make Attendance and Punctuality a Priority for All Those Associated with the School Including Pupils, Parents, Teachers and Governors.

 

  • Use staff/school handbook, prospectus, WAG guidance.
  • Produce reports for governors and parents notified termly about their child’s, class and school average attendance, this will be RAG coded.
  • Highlight importance of attendance at Induction Evenings and workshop evenings.
  • Discuss attendance issues with Inclusion Welfare Officer/Pastoral staff evaluation meetings and/or in relevant staff meetings (e.g. attendance review meetings).
  • Celebrate attendance awards in whole school assemblies.

To Develop a Framework Which Defines Agreed Roles and Responsibilities and Promotes Consistency in Carrying out Designated Tasks. 

  • Maintain unambiguous procedures for statutory registration.
  • Encourage parents to inform school of absences on first day.
  • Ensure clearly defined late registration procedures.  Register closes at the end of play time which is 11am
  • Respond swiftly to lateness (in respect of both pupils and parents).
  • Headteacher/Secretary meet regularly with Inclusion Welfare Officer to review attendance and punctuality.
  • Have clear procedures prior to referral to the Inclusion Welfare Officer.
  • Review attendance regularly.
  • Be familiar with the Inclusion Welfare Officer’s referral and recording system.
  • Make a phone call home to all children who have an attendance percentage less than 90% on the second day that the child is absent.

To Provide Support, Advice and Guidance to Parents and Pupils

 

We will look to take advantage of every opportunity to highlight the importance of regular attendance at school. These opportunities may arise in:

  • PSE
  • Assemblies
  • Meetings (Attendance Strategy Meetings)
  • Staff talking to pupils/parents
  • Public support offered by school – including home visits by IWO.
  • Improved communication with parents e.g. when parents ring in.
  • Highlight pupils whose attendance/punctuality is causing concern prior to visit by IWO.
  • Provide accurate and up-to-date contact information for parents.
  • Involve parents from earliest stage having identified problem with attendance.

To Further Develop Positive and Consistent Communication between Home and School

 

  • Promote first absence contact.  (Phone call).
  • Make full use of computer generated letters (see examples).
  • Promote expectation of absence letters/phone calls from parents.
  • Encourage all parents into school to discuss any problems that may be leading to low attendance/lateness.

To Implement a System of Rewards

 

  • A class with 100% attendance record for a whole week will get 10 minutes extra play the following week, supervised by the Headteacher or an assistant headteacher.
  • Pupils with 100% attendance record for the whole term will be presented with a “100% Attendance” sticker in the whole school assembly.
  • The class with best attendance record for a whole term will receive the ATTENDANCE CUP to keep in their classroom for a term.  This is presented in a whole school assembly.
  • Pupils with a 100% attendance record for the whole year will receive a 100% Attendance Certificate at the end of the school year (see caps in appendices).
  • The IWO has instigated a monitoring system for attendance and punctuality.  She will come into school over a period to record and monitor attendance and punctuality.  This is carried out with each class over the school year.
  • Attendance figures are RAG ordered at the end of each term and sent home to parents. Highlighting school average, class average and child’s actual attendance.
  • Attendance figures are reported at every governors meeting and are included in the Headteacher’s Report to governors termly.

To Recognise the Needs of the Individual Pupil When Planning Reintegration Following Significant Periods of Absence

 

  • Be sensitive to the individual needs and circumstances of returning pupils.
  • Involve and inform all staff of reintegration process.
  • Involve parents as much as possible.
  • Agree timescale for review of reintegration plan.
  • Include Inclusion Welfare Officers, parents and pupil in reintegration plan and reviews of the plan.

REGISTRATION (INCLUDING LATENESS)

 

  • Registers are taken at the beginning of the morning session and afternoon session.
  • Teachers will register the children directly onto the SIMS application in their classroom.
  • Lateness is defined as an arrival after 9.00am. Pupils will be recorded as late in Pupil Record Book and be given Code L code on Register.
  • If a pupil arrives after 10:45a.m. then the late is recorded as U
  • The school takes the opportunity to promote the Curriculum Cymreig during registration.

AUTHORISED/UNAUTHORISED ABSENCE

IT IS FOR THE SCHOOL TO DECIDE WHETHER AN ABSENCE IS DEFINED AS AUTHORISED / OR UNAUTHORISED O.

  • All absences should be explained by a letter or by ‘phone call from the child’s parent/guardian.
  • Any unexplained absence will be followed up by class teacher or SMT.
  • Any further unexplained absences should be followed up with a letter home to parents AFTER TWO WEEKS (see example in appendices).
  • ABSENCE WILL BE AUTHORISED FOR THE FOLLOWING REASONS:-

Sickness

Medical (Dental) appointments

Days of religious observance

Exceptional family circumstances

Reasons agreed with the Headteacher

  • HOLIDAYS

All holiday requests will be sent to the Headteacher for an ‘Holiday Authorisation Calculation chart’ (see appendix 3) to be carried out using a points system. All pupil receiving more than 8 points will not be granted an authorised holiday, holidays will be marked on SIMS as ‘unauthorised’. Pupils receiving less than 8 points will be given an authorised holiday request.

UNATHORISED ABSENCES

Absence from school will not be authorised for:-

Shopping

Haircuts

No uniform

Looking after younger siblings

Birthdays

Minding the house

If in doubt please see the Headteacher who will also seek further guidance, if necessary from the IWO.

APPENDICES

  1. Absence codes.
  1. Letters
  1. Non reporting absences
  2. Late/attendance letters (1st)
  • Parents to meet with Nicola and Shelley – attendance

Attendance Codes

Code School Meaning Statistical Meaning Physical Meaning
/ Present (AM) Present In for whole session
Present (PM) Present In for whole session
B Educated off site – changed Authorised Absence Out for whole session
C Other authorised circumstances Authorised Absence Out for whole session
D Dual Reg (attending other estab) AEA Out for whole session
E Excluded  (no alternative provision) Authorised Absence Out for whole session
F Extended family holiday (agreed) Authorised Absence Out for whole session
G Family holiday (not agreed) Unauthorised Absence Out for whole session
H Annual family holiday (agreed) Authorised Absence Out for whole session
I Illness Authorised Absence Out for whole session
J Interview AEA Out for whole session
L Late (before reg closed) Present Late for session
M Medical/Dental appointment Authorised Absence Out for whole session
N No reason yet provided for absence Unauthorised Absence Out for whole session
O Unauth Abs(not covered by other code) Unauthorised Absence Out for whole session
P Approved sporting activity AEA Out for whole session
R Religious observance Authorised Absence Out for whole session
S Study leave Authorised Absence Out for whole session
T Traveller absence Authorised Absence Out for whole session
U Late (after register closed) Unauthorised Absence Late for session
V Educational visit AEA Out for whole session
W Work Experience AEA Out for whole session
X Non-compulsory school age absence Attendance not required Out for whole session
Y Partial or enforced closure Attendance not required Out for whole session
Z Pupil not yet on roll Attendance not required Out for whole session
! No Attendance Required Attendance not required Out for whole session
# School closed to all pupils Attendance not required Out for whole session
All should attend / No mark recorded No mark No mark for session

Appendix 1

Appendix 2

  1. Non reporting absences

 

Letterhead

Dear Parent of «forename» «surname»,

According to our records «forename» has been absent for the periods shown below and we have not received an absence note for «him_her»

We are legally required to record reasons for absence from school.

 

Will you please enter the reasons for «forename»’s absence next to the dates on the slip below and return it to «his_her» teacher.

Yours sincerely,

Nicola Cooper

Headteacher

………………………………………………………………………………………

«forename» «surname» «year_reg»

«periods_of_absence»

I have written the reasons for absence next the dates.

Signed…………………………………………….

  1. Late/attendance letters (1st)

 

 

Letterhead

 

 

Dear Parent,

The Inclusion Welfare Officer, Mrs Shelley Jones, has been into school and has expressed concern that _________ has received __ late marks over the period ____________.

Mrs Jones visits school every month to look at the registers and will be monitoring ______’s punctuality over the coming weeks.

We hope you will work with school to improve ________’s punctuality.  If we can be of any help with this, please contact me.

Yours sincerely,

Nicola Cooper

Headteacher

   

 

Letterhead

Dear Parent,

The Inclusion Welfare Officer, Mrs Shelley Jones, has been into school to look at class registers and has noted _________’s attendance since January is only _____, due to a high number of medical absences.   Mrs Jones has asked if _________ has a medical condition/concern of which school needs to be aware in order that we can support her/him and yourself with this.

Please call into school to speak to either ________ or myself if you wish to discuss the reasons for ____________’s absence.

Yours sincerely,

Nicola Cooper

Headteacher

 

  

  1. Parents to meet with Nicola and Shelley – attendance

 

Letterhead

 

Dear Parent,

I am writing regarding ________’s attendance at school.  Following my letter dated_____________, _______’s has been absent on _____ days.

His/her attendance is now currently _____, which is of concern and for this reason I am inviting you to come into school on ___________at ______ to discuss this further.  I have also invited Mrs Shelley Jones, Inclusion Welfare Officer to the meeting.

I look forward to meeting you then so we can all agree how we can work together to improve _______’s attendance in the coming weeks.

Yours sincerely,

Nicola Cooper

Headteacher

Appendix 3

Holiday Authorisation Calculation chart
Name of Pupil …………………………………… Class …………….. Year group ………

The merits of each individual request should be evaluated by providing answers to ALL the following questions and scoring accordingly.

(*Where the holiday already taken in the current academic year exceeds the DfES guideline “i.e. maximum of 10 days in any academic year”, any further requests should NOT be authorised.)

Points Possible Points
When is the holiday planned for? September = 2 pts

May           = 2 pts

Other dates = 1 pt

Pupil’s attendance level is?

(Up until end of Autumn term use the % figure from the previous year also.)

Less than 70% = 5 pts

70% to 80%     = 4 pts

81% – 85%       = 3 pts

86% to 95%      = 2 pts

More than 95% = 1 pt

How close is the pupil to a Teacher’s Assessment or other testing? Non-TA/Test year = 1 pt

More than 16 weeks = 1 pt

8 – 16 weeks             = 2 pts

2 – 8 weeks               = 3 pts

Less than 2 weeks     = 4 pts

How much holiday leave has already been authorised in current academic year?* 8 or more  = 4 pts

5 to 7 days = 3 pts

1 to 4 days = 2 pts

No days     = 1 pt

Sub total:
Any special mitigating circumstances/aspects of the holiday which can be classed as part of that pupils curriculum requirements (& work set to satisfy these) as below: Subtract 2 points from sub total
Details of mitigation:

 Total:

Leave for family holiday where the total is 8 or more should NOT be authorised.

The only exception to the above may be where there are, in the opinion of the headteacher, ‘exceptional circumstances’.  (including religious and cultural considerations; add comment in mitigation box).  If the Local Authority has begun legal proceedings holiday should NOT be authorised.

DELETE WHERE APPROPRIATE:     REQUEST APPROVED / REQUEST DENIED

IF YOU CHOOSE TO TAKE YOUR CHILD ON THIS HOLIDAY PLEASE ENSURE YOU MONITOR SCHOOP AND THE SCHOOL WEBSITE SO THAT YOU DO NOT MISS IMPORTANT MESSAGES

Completed by: ……………………………………………..     Date:  …………………….