Reviewed November 2011
School’s roles and responsibilities 4
Attendance Leader 4
Categorising absence 5
Approved Educational Activity 6
Class Registers 6
Collection and analysis of data 6
Systems and strategies for managing and improving attendance 7
First-day Calling 7
Meetings with Parents 7
Referral to the LA Attendance Strategy Team 7
Lateness and Punctuality 7
Encouraging Attendance 8
Initiatives to Improve Attendance 8
Responding to Non-Attendance 9
Changing Schools 9
School Organisation 10
Headteacher, Governors and designated member of school staff with overall 10
responsibility for attendance
Governors’ Responsibilities 11
School staff responsibilities 11
Quality Assurance Leaders 11
Student Progress Leaders (SPL) 12
Student Support Leaders (SSL). 12
Class teachers/form tutors: 12
Parents’ / Carers’ Responsibilities 13
Students’ Responsibilities 13
Appendix 1 - Attendance Procedures - Responsibilities 14
Appendix 2 -List of Duties Covered by Attendance Officer/School Attendance 16
Appendix 3 -Attendance - Daily Procedures 18
Appendix 4 - Registration and Attendance codes 19
Appendix 5 - Fast Tracks 20/21
Student attendance and punctuality is a high priority at Swallow Hill Community College.
We expect our students to attend every day striving to maintain 100%. In recognition of
this our students are rewarded weekly, monthly, termly and annually for sustaining
outstanding attendance. There are a variety of whole school attendance campaigns allowing
students to be recognised for outstanding attendance and improved attendance. The school
upholds the expectation from the Department for Education in regarding good attendance
as at least 95% or more.
Attendance is at the heart of realising potential, with school and national statistics
recognising the impact good levels of attendance have on overall attainment and
achievement. Students will have more choices about further and higher education or
employment due to their success.
All students are closely monitored for attendance to ensure they are encouraged and
supported to maintain at least good attendance levels. Students are able to keep their own
records in their planner as a means of keeping parents involved. More details about
attendance policy and procedures are given in the planner to confirm expectations and
systems in place. There are a series of support and challenge mechanisms in school when
student’s attendance falls below acceptable levels, including in school support and multi
All avoidable planned absence is crucial to ensuring students have at least good attendance,
therefore we do not authorise holidays in term time. To help families plan in advance our
school calendar showing holiday dates for the 12 weeks a year students are out of school is
provided a year in advance.
School’s roles and responsibilities
The staff of Swallow Hill Community College are committed, in partnerships with the
parents, pupils, governors, the Local Authority, to building a school which serves the
community commendably, and of which the community is proud.
The school staff, alongside the LA, firmly believe that all pupils benefit from regular school
attendance. To this end we will do all we can to encourage parents/carers to ensure that
the children in their care achieve maximum possible attendance and that any problems that
prevent full attendance are identified and acted on promptly.
All staff (teaching and support)have a key role to play in supporting and promoting excellent
school attendance and will work to provide an environment in which all our pupils /
students are eager to learn, feel valued members of the school community and look
forward to coming to school every day. Staff also have a responsibility to set a good
example in matters relating to their own attendance and punctuality.
A member of the Senior Leadership Team will oversee, direct and co-ordinate the school’s work in
promoting regular and improved attendance and will ensure the
Attendance Policy is consistently applied throughout the school. This person, known as the
Attendance Leader, will also ensure that up-to-date attendance data and issues are shared weekly
with the Senior Leadership Team, are made regularly available to all staff, pupils / students and
parents (who will regularly be reminded about the importance of good school attendance) and that
a report is prepared for the governing body half termly. (S)he will ensure that attendance issues are
identified at an early stage and that support is put in place to deal with any difficulties.
Member of Leadership responsible for attendance: Ms L Greatrex
Attendance Officers: Mrs B Senior / Mrs K Leigh / Mrs S Warnes
Link Governor for attendance: Janet Gregson
The school is required to collate a mark from the attendance register twice each day; once
at the start of the day and once during the afternoon session. The school attendance team
are responsible for ensuring the correct codes are used.
The register will be called promptly within the first 10 minutes of a lesson starting. The
morning registration mark is taken from the lesson starting at 8.35 am and the lesson
ending at 12.20 pm by each class teacher. A mark will be made during this registration
period in respect of each child.
The registers will close at 9.30 am and 12.50 pm. Any student who arrives after the closing
of the register will count as absent. Students who arrive before the register closes will be
counted as present but will be dealt with under the school’s policy on punctuality and
A mark will be made in respect of each child during registration. Any child who is not
present at this time will be marked ‘N’ unauthorised absence unless leave has been granted
by the school in advance or the reason for absence is already known and accepted by the
school as legitimate. Where a reason for absence is given and accepted by the school at a
later stage, the register will be amended in such a way that the original entry and the
amendment /correction are distinguishable. The decision about whether the absence should
be authorised or unauthorised rests with the school attendance team.
The School recognises the clear links between attendance and attainment, and attendance
and safeguarding children. It recognises that inappropriate authorisation of absence can be
as damaging to a child’s education as authorised absence, will potentially send a message to
parents that any reason for non-school attendance is acceptable and can render children
extremely vulnerable to harm. If absence is frequent or continuous, and except where a
child is clearly unwell, staff will therefore challenge parents about the need and reasons for
their child’s absence and will encourage them to keep absences to a minimum. A note or
explanation from a pupil’s home does not mean an absence becomes authorised. The
decision whether or not to authorise an absence will always rest with the school. If no
explanation about an absence is received by the school within 2 weeks, the absence will
Absence will be authorised in the following circumstances:
Where leave has been granted by the school in advance, for example –
A pupil is to participate in an approved performance for which a licence
has been granted by the Local Authority,
A pupil is involved in an exceptional special occasion – in authorising
such an absence the individual circumstances of the particular case and
the pupil’s / students overall pattern of attendance will be considered,
Where the school is satisfied that the child is too ill to attend;
Where the pupil / student has a medical appointment (although parents
should be encouraged to make these out of school hours wherever possible,
and to return their child to school immediately afterwards – or send him / her
to school beforehand);
Where there is an unavoidable cause for the absence which is beyond the
families control, e.g. extreme weather conditions;
The absence occurs on a day exclusively set aside for religious observance
by the religious body to which the pupil’s / student’s parents belong;
The pupil / student lives more than three miles from school and no suitable
transport arrangements have been made by the Local Authority;
The pupil / student is of no fixed abode, his/her parent is engaged in a trade
which required him/her to travel, the pupil / student has attended school as
often as the nature of the trade permits and, have reached the age of six,
he/she has attended 200 sessions in the preceding 12 months;
In other exceptional circumstances (e.g. a family bereavement) and for a
very limited period.
Except in the circumstances described above, absences will be unauthorised.
Some examples of reasons for not authorising absence would be:
· no explanation has been given by the parent;
· the school is not satisfied with the explanation;
· the pupil / student is staying at home to mind the house;
· the pupil / student is shopping during school hours;
· the pupil / student is absent for unexceptional reasons, e.g. a birthday;
· the pupil / student is absent from school on a family holiday without priorpermission;
· the pupil / student has been stopped during a truancy sweep and is unable (or the parent
is unable) to give a satisfactory reason for the absence.
Approved Educational Activity
Where a student is engaged in off-site approved educational activities, the school will
check his/her attendance on a daily basis before entering the appropriate code in the
In order to track pupils’ / students’ whereabouts throughout the day, deal with any truancy
that occurs and to ensure the safety of pupils / students, subject teachers will take a register
at the beginning of every lesson to record absence and lateness. Any sudden absences that
occur during the day will be picked up by either the subject teacher, school attendance
team, SSL/SPL or Attendance Leader. The Attendance Leader or SSL/SPL will deal with the
issue accordingly: notifying parents, inform Police and decide punitive measures – making up
the time missed through detentions as appropriate.
Collection and analysis of data
The Attendance Leader will ensure that attendance data is complete, accurate, analysed and
reported to the senior leadership team, parents and the governing body. The report should
include commentary on the trajectory and the school target. The data will inform the
school’s future practice to improve attendance and prevent disaffection.
Attendance is monitored by year group, tutor group, at subject level and by reasons for
absence. It is also analysed by gender, ethnicity, pupils / students with special educational
needs and those who are vulnerable to poor attendance.
Accurate attendance returns are made to the DfE within the stipulated time frame.
Systems and strategies for managing and improving attendance
Attendance has a very high profile and is regularly discussed at assemblies and in tutor
groups. Parents are regularly reminded in newsletters and school meetings about the
importance of good attendance and its links to attainment, and weekly attendance figures
are displayed prominently in school.
The School has procedures for dealing with unexplained absences within a week. The
school attendance team requests explanations for absence via a phone call or following
letter where there are concerns.
The School has in place a system of first-day calling. This means that parents will be text
messaged (Keep Kids Safe System) or telephoned on the first day a pupil / student is absent
without explanation to establish a reason for the absence. This helps to identify at an early
stage pupils /students who do not have a good reason for absence or who may be absent
without their parents’ knowledge. Where it is not possible to make contact with parents on
the first day of absence, the school will send a letter to them by first class post.
Meetings with Parents
Where there is an emerging pattern to a pupil’s / student’s absence over a 3 to 4 week
period (or sooner if staff are particularly concerned), with or without explanation, the
school will invite parents to a meeting to discuss the reasons for the absences. Plans should
be put in place with the parents and pupil / student to resolve any difficulties and improve
the attendance within a specified time limit – usually no more than 6 weeks. It will be
explained to parents that any future absences will be unauthorised unless there is clear
evidence of a good reason for them.
Referral to the LA Attendance Strategy Team
If there continue to be unauthorised absences by the end of the specific time (or sooner if
the pupil / student is failing to attend school at all), the matter will be referred to the
Attendance Strategy Team Attendance Improvement Officers (AiO) either as case work or
fast track intervention.
Lateness and Punctuality
Students are expected to arrive at school, and be in the correct room for lesson 1
registration, on time every day. It is very disruptive to their own education, and that of
others in their class, if they are late. Pupils / students who arrive after the register closes
will be marked ‘U’ absent for the whole session (a session being a morning or an
afternoon). This absence will be unauthorised unless the school is satisfied that there is a
legitimate reason for the pupil / student to be late.
Such a reason will not include things such as missing the bus, clothes in the washing machine
or lost shoes. A pupil / student who is persistently absent by reason of lateness will be dealt
with in the same way as other students with an emerging pattern of absence.
Pupils/students who arrive late for school in the morning, arriving before the register closes
will be marked as late.
For health and safety reasons it is important that the school knows who is in the building.
Pupils / students arriving late should therefore report to Student Reception and sign in. It is
important that all pupils / students arriving late follow this procedure.
For the same reason it is important that pupils / students leaving the premises legitimately
(e.g. for a medical appointment), or returning to school later in the day also report to the
Student Reception to obtain an official signed out slip.
The school does not authorise holidays during term time. Holidays taken in term time
will be deemed unauthorised absence coded ‘G’
The school holiday dates are published a year in advance and we strongly advise
parents/carers to book their family holidays during the school holidays.
Swallow Hill Community College encourages regular attendance in the following ways;
By providing a caring and welcoming learning environment;
Involving pupils in school attendance policies and practices;
By responding promptly to a child’s or parent’s concerns about the school or other
By marking registers accurately and punctually during morning and afternoon lessons. If
pupils arrive at school after the close of register without a written explanation, the
lateness will be recorded as an unauthorised absence and the pupil’s name recorded on
the late sheet in case of a fire drill;
By publishing and displaying attendance statistics and school attendance targets;
By requiring pupils to regularly record their own attendance and punctuality;
By celebrating good and improved attendance;
By appointing an ‘Attendance Governor’ whose role is to work closely with the school
and Attendance Strategy Team.
By monitoring pupils, informing parents/carers in writing of irregular attendance,
arranging meetings with them if necessary and referring the family to the Attendance
Strategy Team if the irregular attendance continues.
Initiatives to Improve Attendance
Weekly inter-form competitions for the best and most improved form attendance
Monthly inter house competitions for the best or most improved attendance
Monthly campaigns aimed at encouraging 100% attendance for individual students.
Invitations to Governors celebration events such as lunch for improved and 100%
attendance, half termly.
Termly attendance certificates for targeted students on an attendance review
Inter- House competition, attendance display boards
Specific initiatives to improve and reward attendance
Involvement in Children Leeds Attendance initiatives and competitions for ‘Give it
100%’ in November and March each academic year.
Attendance figures shared with pupils, use of analysis to set targets
Prize draws e.g. Leeds United tickets
Attendance Officer, AIO, AST representatives present at school events to address
issues e.g. parents evening, open evening, exam preparation, transition meetings
SPLs have target cohorts 86%- 92%
SSL’s have target cohorts of 70% - 85%
Sanctions in place for punctuality issues to including repeat offenders for lateness to
school on Keep Kids Safe Late list. A text is sent home each day to identified students
who habitually arrive late to school. One text is sent on the morning, a second text
later in the evening to remind students to be on time the next day. Lateness on Fridays
results in a text on Sunday evening.
Responding to Non-Attendance
When a pupil does not attend school we will respond in the following manner:
On the first day absence, if no note or telephone call is received from the parent/carer
by 10am the school will endeavour to contact them that day. The school will use the
‘Keep Kids Safe’ system.
If there is no response, the school will continue to try and contact the parent/carer. If,
by the end of the day, there has been no contact made, (third day if waiting for a
response to a letter), the school will send a letter of concern to parents/carers or invite
them into school to discuss their concerns. The school will tell parents that if the
absence persists that a referral could be made to the Attendance Strategy Team. (See
AST 6 Stage Process for managing irregular attendance).
Failure to comply with the expectations set by the AST may result in further action, a
penalty notice (from £50 which rises to £100 if unpaid by 28 days.), an application for an
Education Supervision Order, a court prosecution or a Parenting Order, in severe legal
cases where parents /carers have not responded to support the court is empowered to
order a custodial sentence.
It is important that if families decide to send their child/children in their care to a different
school they must inform the attendance officer as soon as possible. A pupil will not be
removed from this school roll until the following information has been received and
The date the pupil will be leaving this school and starting the next;
The address of the new school;
The new home address, if it is known.
The pupil’s school records will then be sent on to the new school as soon as possible. In
the event that the school has not been informed of the above information, the family will be
referred to the AST as a ‘Child Missing Education’ (CME).
The school will complete a ‘Common Transfer File’ (CTF) for all pupils leaving the school
for another school, or where the destination is unknown.
In order for the school’s Attendance Policy to be successful, every member of staff must
make attendance a high priority and convey this to the pupils at all times.
Parents/carers need to support these views in the home to ensure that children are
receiving corresponding message about the value of education. In order to ensure that
attendance is a priority we have a team of three Attendance Officers who share the
responsibilities of the duties for their role. The school has been allocated 3 part time
Attendance Improvement Officers (AiO) to complete case work and fast tracks.
In addition to this, the School has the following responsibilities:
Headteacher, Governors and designated member of school staff with overall responsibility
for attendance to:
Adopt the whole policy and ensure that attendance is prioritised within the school
Ensure that the registration procedures are carried out efficiently and that appropriate
resources are provided;
Initiate a scheme for contacting parents on the first day of absence;
Ensure that key staff have time-tabled periods for liaison and follow-up work with the
Attendance Strategy Team and appropriate access to attendance data;
Consult and liaise closely with the Attendance Strategy Team on a regular basis and take
responsibility for ensuring appropriate pupils are identified and referred to without
To work in close collaboration with the Attendance Strategy Team during their
Attendance Consultation Visits;
Institute an attendance award scheme with assemblies, certificates and rewards;
Ensure that attendance percentages/graphs are displayed around the school and to set
whole school attendance targets;
Set aspirational annual attendance and absence targets (in discussion with the
Attendance Strategy Team).
To regularly monitor progress towards attendance targets set – (in-school and half
termly/termly DfE returns). Any child with below 85% attendance is a persistent
absentee whether absence authorised or unauthorised and appropriate measures should
be taken to support improved attendance.
Monitor and evaluate attendance with the Attendance Strategy Team.
To participate in City Wide attendance initiatives.
To review the attendance policy regularly with pupils, parents, staff, governors and
Attendance Strategy Team.
The governing body of a maintained school shall make arrangements for ensuring that their
functions relating to the conduct of the school are exercised with a view to Safeguarding
and promoting the welfare of children who are pupils at the school.
The Governors should nominate one Governor to be responsible for challenging and
supporting attendance of the school. This includes working with the Assistant Principal with
responsibility for Attendance.
School staff responsibilities
We expect that school staff will:
Keep regular and accurate records of attendance for all pupils, at least twice daily;
Monitor every pupil’s attendance;
Contact parents as soon as possible when a pupil fails to attend where no message has
been received to explain the absence;
Follow up all unexplained absences to obtain notes authorising the absence;
Encourage good attendance;
Provide a welcoming atmosphere for children;
Provide a safe learning environment;
Provide a sympathetic response to any pupil’s concerns
Make initial enquires of parents/carers of pupils who are not attending regularly, express
their concern and clarify the school’s and the LA’s expectations with regard to regular
Refer irregular or unjustified patterns of attendance to the Attendance Strategy Team;
(in accordance with the 5 stage process for managing irregular attendance)
Meet, where possible, the requirements of the UN convention – The Rights of the
Child, by ensuring that children are consulted in all decisions that relate to them.
Quality Assurance Leaders
To ensure all members of department engage in the registration process and
ensure that registers are completed accurately and punctually;
To identify a TLR postholder in the department to focus on attendance liaising with
members of department and the school attendance leader and attendance team
The TLR postholder for attendance should promote good attendance and
punctuality to subject lessons: registers; staff accountability; monitoring attendance
and follow up; interventions and strategies.
TLR postholder for Attendance to inform department staff of any missing marks in
registers taken for the previous week to ensure they are corrected accordingly.
The aim is to have no missing marks each week.
To reinforce good practice at department meetings;
To share the subject teachers and department issues or concerns regarding the
early identification of disaffection with the School Attendance Team, SSL’s and SPL’s
To ensure all department class lists are accurate and up to date when any changes
are made. Informing Michelle Heaton SIMS Manager of any updates to ensure all
department registers have the correct student names.
Student Progress Leaders (SPL)
To identify track and monitor students in the 86%-92% cohort until they reach over
93% or fall into PA at 85% or below.
To have learning conversations with students with regard the impact of poor
attendance on attainment. Less than 92% potential to drop a GCSE grade. Less than
85% unlikely to achieve 5 A*- C grades.
To contact parents/carers to discuss issues relating to underachievement and
possible links to poor attendance.
To identify target cohorts of students for monitoring each half, passing on lists of
students to school attendance team to send letters informing parents/carers their
child is monitored due to poor attendance.
Student Support Leaders (SSL).
To identify track and monitor students in the 70%-85% cohort until they reach over
86% or fall to 69% and below.
To have learning conversations with students with regard the impact of poor
attendance on attainment. Less than 85% unlikely to achieve 5 A*- C grades.
To contact parents/carers to discuss issues relating to underachievement and
possible links to poor attendance.
To identify target cohorts of students for monitoring each half term, passing on lists
of students to school attendance team to send letters informing parents/carers their
child is monitored due to poor attendance.
To liaise with school attendance team, School Child Protection Leader, Form
Tutors, SPL, QA, subject staff and Attendance Strategy Team Attendance
improvement Officers (AiO) to share relevant information regarding target students.
Class teachers/form tutors:
To complete registers accurately in a accordance with School Attendance Team,
AST/DfE guidance and punctually for all lessons;
To follow up any unexplained non-attendance and liaise with school attendance
To record all reasons for absences in the register; using N or L codes.
To inform SPLs, SSLs or school attendance team of concerns;
To be alert to early signs of disaffection which could culminate in non-attendance
and to report these concerns as soon as possible to the School attendance team,
SPL, SSL or form tutor, if a subject teacher showing concern about non attendance
Parents’ / Carers’ Responsibilities
The prime responsibility for ensuring children receive an appropriate and full-time
education rests with parents / carers (defined by the Education Act 1996 as those with
parental responsibility and those who have the care of a child), who will be supported and
encouraged by the School.
We expect that all parents/carers/persons who have day to day responsibility for the
children and young people will:
Ensure their children attend the school regularly;
Support their children’s attendance by keeping requests for absence to a minimum;
Not expect the school to automatically agree any requests for absence, and not
condone unjustified absence from school.
Parents will also be expected to:
Encourage regular school attendance and be aware of their legal responsibilities;
Ensure that they contact the school whenever the child/children is unable to attend
Contact the school on the first day of the child’s absence and send a note on their
return to school;
Ensure their children arrive at school on time, properly dressed and with the right
equipment for the day;
Work in partnership with the school, for example by attending parents’ meetings and
consultations, signing student planners when asked to do so, taking an interest in their
children’s work and activities;
Contact the school without delay if they are concerned about any aspects of their
children’s school lives.
If a problem occurs that may keep the child away from school. The School will
endeavour to support parents to address their concerns.
All students should be aware of the importance of regular school attendance. If they are
having difficulties that may prevent them from attending school regularly, they should speak
to their form tutor, subject staff or SSL/SPL.
Students should attend all their lessons on time, ready to learn. If they have been absent
from school they should give their form tutor or student reception/attendance office a note
from their parents to explain the absence. Students also have a responsibility for following
school procedures if they arrive late.
We expect that all students will:
Attend school regularly;
Attend school punctually;
Attend school appropriately prepared for the day;
Discuss promptly with their form tutor/class teacher or SPL/SSL, any problems that
deter them from attending school.
Appendix 1 - Attendance Procedures – Responsibilities
Group Tutors/subject teachers
Complete registers accurately each lesson within first 10 minutes, using correct codes.
Form tutor to collect absence notes, check date and pass to school attendance office.
During group tutor periods, raise attendance issues and display group attendance
During lessons, focus on attendance as a key issue to improve attainment.
Check for patterns of absence within the group and pass on any useful information to
the School attendance team/Form Tutor/SPL/SSL.
Alert school attendance office/Form Tutor/SPL/SSL if long term absentee suddenly
returns to school without warning.
Where possible, counsel pupils about attendance issues in form time. Set individual
targets for pupils each half-term.
Student Support Leaders
(supported by SPL)
Monitor form tutors’ register keeping.
Reinforce procedures through House meetings.
Organise internal truancy checks, monitor students on trackers who are repeat
Highlight importance of good attendance through assemblies and form tutor periods.
Organise rewards for good attendance and punctuality – termly and yearly certificates,
nominations for trips in conjunction with the School Attendance Team.
Counsel pupils with attendance problems and provide personalised support.
See parents of pupils with attendance issues, giving regular updates as appropriate.
Inform school attendance team of any changes to circumstances of students identified by
Refer to data provided by school attendance team to confirm students targeted for
intervention for poor attendance.
Liaise with AIO on a regular basis and monitor pupils targeted to improve attendance.
Hold a focal meeting regularly with the AIO for students on fast track or case work.
Initiate referrals in conjunction with the school attendance team to pass on to AIO.
Organise/attend school-based panel meetings in consultation with AIO/L
Greatrex/school attendance team.
Coordinate re-admission of long-term absentees involving form tutor, subject staff,
SPL/school attendance team/AiO as appropriate.
Leadership Link (L Greatrex)
Monitor and manage the school attendance policy.
Produce termly/yearly whole school attendance action plan to be regularly updated and
reviewed using RAG to show progress with identified actions and impact.
Support subject departments and house teams in putting policy into action.
Produce weekly/half termly/yearly statistical analyses as needed(L Greatrex /school
Gather data for DfE returns (L Greatrex/ school attendance team).
Analyse data to identify trends and results of intervention to improve attendance.
Keep staff informed of whole school attendance on a regular basis linked to progress
towards academic year target.
Report to Governors half termly with regard to attendance data, campaigns and impact.
Liaise with nominated Attendance Governor, meeting regularly and updating on issues
and concerns as well as celebrating successes.
Termly review meetings
Initiate training when necessary for staff, Governors or other stakeholders.
Attendance Officer – School Attendance Team (see Appendix 2)
Record telephone messages and update appropriate registers.
Transfer late marks onto registers from signing in sheets.
Print registers and absence report forms.
See parents as and when necessary, in conjunction with Attendance Leader/SPL/AIO/SSL
List of Duties Covered by Attendance Officer/School Attendance Team
Management of Electronic Attendance Registers (Lesson Monitor).
Input paper registers as appropriate from supply staff or staff unable to access SIMS.
Send messages to identified staff on SIMS alert system to remind them to complete
registers for all lessons.
Entry of late marks onto Electronic Registers.
Management of absence phone messages and entry of absence codes onto Electronic
Respond to information/enquiries from Parents/Carers regarding attendance or absence.
Management of coding of students on Alternative Curriculum, contact with WILZ/Oasis
to obtain accurate attendance information for students.
Production of list of absentees for ‘keep kids safe’ and entry of codes from replies
telephoning parents of students whose absence gives for concern.
Home Visits for absentees who cannot be contacted by telephone or non-improvement.
Seeing students in school to monitor poor attendees, also to praise and reward
Production of reports for Absences, Analysis, Group Summary & Lates for L Greatrex,
SSL/ SPL/QA as required.
Sending of 3 Day letters as necessary if contact cannot be made with via phone
Sending unauthorised holiday letter for G code as appropriate
Sending 3 separate illness letter to arrange an attendance review meeting for identified
Attending Focal meetings with SSL/SPL/AIO as appropriate.
Weekly vivo points for 100% attendance and punctuality for appropriate students
Production of RAG attendance information for form tutors.
Clearing ‘N’ Coded absence to ensure correct code is allocated after contacting home
for named students to accurately authorise/unauthorise absence..
Missing marks report collated and sent to the Senior Leadership Team (SLT) and
department Attendance TLR.
Ensuring monthly campaign rewards of vivo points are allocated to identified students.
Produce monthly data linked to attendance campaign for L Greatrex to share with
Update on students targeted for monitoring at 86% - 92%, less than 85%.
Identification of ‘at risk’ students linked to absence.
Code analysis and comparison with previous year data to be available for scrutiny.
Sending texts to inform parents/carers of becoming PA at 85% and below.
Preparing and reporting Half-Termly accurate Attendance Return required by LA for
Preparing and reporting accurate Persistent Absence figures required LA for DfE.
Half termly meetings with AST officers.
Preparing data to identify students requiring intervention/support from school
attendance team and/or AST AiO’s. Case work or Fast track.
Attending School Attendance Panel Meetings with AIO/ Parents as and when required.
Holiday request follow up with parents/carers.
3 separate illness letters sent to identified students with follow up review meeting in
school with student/parent or carer.
Attending school attendance officer network meetings to share good practice and
report back to L Greatrex.
Producing attendance letters for targeted students monitored and tracked by
SPL/SSL/school attendance team.
Management of new Starters and Leavers (in-year) including contacting new /previous
school for information exchange.
Completion of Children Missing Education process for identified students. Including
referral to AST for action as appropriate.
Appendix 3 -Attendance - Daily Procedures
Enter marks for any Manual Entry registers.
Enter register for Internal Exclusion and Isolation when information received from staff
Enter late marks from sheets. Students arriving after 9.30 to be marked U.
Send text messages to parents/carers using ‘Keep Kids Safe’
Collate information from blue absence slips provided by students from their planner to
authorise/unauthorise absence as appropriate.
Respond to phone calls and messages as required linked to attendance.
Keep Kids Safe
Communication system features
Audit trail – evidence of communication and reporting
Track message delivery and status and improve contact data quality
Response management system
Multi lingual messaging and blocking
Timed release group messages
Absence and punctuality management
Instant absence letters
Text for help/student forum – Anti bullying and drugs
Community reach module
Appendix 4 - Registration and Attendance codes
Code Description Meaning
/ Present am registration Present
\ Present pm registration Present
B Educated off site (NOT Dual Approved Education Activity
C Other Authorised Circumstances Authorised absence
(not covered by another appropriate
D Dual registration (i.e. pupil attending Approved Education Activity
E Excluded (no alternative provision Authorised absence
F Extended family holiday (agreed) Authorised absence
G Family holiday (NOT agreed or days Unauthorised absence
in excess of agreement)
H Family holiday (agreed) Authorised absence
I Illness (NOT medical or dental etc. Authorised absence
J Interview Approved Education Activity
L Late (before registers closed) Present
M Medical/Dental appointments Authorised absence
N No reason yet provided for absence Unauthorised absence
O Unauthorised absence (not covered Unauthorised absence
by any other code/description)
P Approved sporting activity Approved Education Activity
R Religious observance Authorised absence
S Study leave Authorised absence
T Traveller absence Authorised absence
U Late (after registers closed) Unauthorised absence
V Educational visit or trip Approved Education Activity
W Work experience Approved Education Activity
X Non-compulsory school age Absence Not counted in possible
Y Enforced closure Not counted in possible
Z Pupil not yet on roll Not counted in possible
# School closed to pupils Not counted in possible
Appendix 5 - Fast Tracks
Fast Tracks are one of the tools of the Attendance Strategy Team. They have been found to
be effective, when used in a focused and targeted way, in raising attendance of groups
where the absence is not deeply entrenched and there are no complex reasons preventing
the child from attending regularly. They make effective use of AIO time by enabling
intervention with larger groups of pupils. It is expected that all officers will deliver Fast
Tracks as part of the range of support on offer for schools to promote good attendance.
A variety of practices have grown up across the service which are referred to as “fast
tracks”. None of these conform, exactly, to what the DfE would describe as a fast track –
however it would be correct to say that most of these practices are similar to each other,
and to the DfE method.
A common process for Fast Track is required in order to;
1. Deliver a consistent service to schools and families across the whole service;
eliminating differences in practice from base to base, wedge to wedge, or even
officer to officer.
2. The PRAB return must be an accurate and consistent reflection of the use of legal
measures under the framework defined by the DCSF.
3. The correct use of Penalty Notices in these situations needs to be defined to
comply with the code of conduct..
A Fast Track could be defined as “targeting a group of pupils with poor attendance with the
purpose of reaching a common target over a fixed period with legal sanctions for failure to
Decision to run a Fast Track
There are a variety of reasons why an AIO/school/AA would wish to institute a fast track.
The most common reason would be where an attendance analysis has revealed that a
specific cohort of pupils within the school are under-attending on what would be expected
e.g. the attendance of year 10 boys was less than year 11, year 10 girls and year 10 the
previous year. The aim of the Fast Track may be to impact on whole school attendance
quickly, to target pupils to prevent them from becoming persistent absentees or to move
pupils out of the PA category.
Conditions of a Fast Track
1. A Fast Track should not be run unless the school agree. An AIO should not run a
Fast Track without discussing with their AA.
2. The pupils and parents subject to the Fast Track must be aware of their
involvement, the targets required and the consequences of failing to reach the
3. Adequate records should be kept of any Fast Track including evaluations which will
be specified in the proposal.
4. Time periods, targets and consequences should be clear to school, pupils and
parents at the outset.
Setting up a Fast Track
Discussions on a Fast Track could be initiated by the AIO, the AA or the school. However
all need to agree on the need for it, the parameters of the Fast Track and the consequences
of failure to reach targets.
The following decisions will need to be made and recorded;
1. Why a Fast Track would be beneficial; who the target group are and why.
Example. An attendance analysis is carried out in a secondary school and boys in year 10
are found to under-attending as compared to the school in general, the girls in year 10 and
boys in year 11. You may have a significant number of pupils in this group attending
between 60% and 80%. There are very few below 60% and these may be on individual case
Therefore your target group is boys in year 10 of X school with attendance between 60 –
80% over the previous term.
2. You then need to decide if any of the target group are to be withdrawn from the
Fast Track, and the criteria for withdrawal. Any decisions to withdraw a pupil need
to be justified, transparent, explainable and recorded. These must be agreed,
understood and supported by the school.
Example; The main reason to exclude would be that the absence has been authorised by the
school. AIOs should not bow to pressure from school to exclude pupils for unjustifiable
reasons. Decisions must be fair and defendable.
3. You must then decide (with the school) all the necessary practical issues – start
date, period, target, meetings, letters etc. Most of these have been laid down in this
Elements of a Fast Track
1. Preparation. Deciding on a target group, deciding on the target to be achieved, dates
for letters, meetings etc. Letter sent to parents.
2. Period 1. Four weeks during which each individual in the target group must meet an
attendance target. Those reaching target are dropped from scheme and informed.
3. Series of school meetings with parents of those failing target. Penalty notice warning
letters given out at meetings. If not present at meeting parent is seen and letter is
hand delivered. At this stage multiple or complex issues may arise which render the
family unsuitable for a fast track. These can be excluded at this point but the reasons
must be recorded.
4. Period 2. A further four week period. Those reaching target congratulated by letter.
Those failing target issued with a Penalty Notice. In exceptional circumstances a
referral to court may be more appropriate. The reasons for this must be recorded.
5. Evaluation completed to include attendance of pupils for 6 weeks/term prior to
initial letter, during initial tracking period, 4 weeks after initial tracking period, 4
weeks after issuing of penalty notice.
FAST TRACK FLOW CHART
Return to Termly Fast Track Cohort
Pathway Planning Identified By AIO /
School / AA
Exclusions Targets /
Parents / Pupils Informed of
Target, Time Limit i.e.
Failed to Attend Meeting in
Multiple / Complex Meeting in School School
Problems Penalty Notice Home Visit / Carer Seen
Warning Issued Penalty Notice Warning Given