Attendance Policy 2019


  1. 1. Rationale:

Newman RC College recognises that regular attendance is crucial if students are to achieve their God given talent and potential. Excellent attendance to college has a positive impact upon levels of attainment, relationships with peers, engagement with learning and future educational and employment opportunities. In line with our values, the college will seek to work with our young people, parents and external partners to strive for high levels of attendance and punctuality for all of our children, thereby affording them every opportunity to achieve ‘dignity and excellence.’

This policy outlines how the college will seek to promote excellent attendance, defines expectations of those involved, explains the systems used for recording and monitoring attendance and summarises the intervention and support available for those whose attendance falls short of the expected standard.

  • 2. Targets

The college strives for all students to achieve 100% attendance. However, it is recognised that on occasion a young person may be too unwell to attend college. To allow for such an occasion, the minimum expected attendance to college is 97% in any college year. The college uses the following system to monitor attendance of students.

100%Excellent: This is the standard we expect from you.

It will prepare you for the world of work.

97%-99% Good: This will ensure that your learning is continuous and give you a good start in life.
91%-96%Cause for concern: Your absences are affecting your learning. You may not get the grades you are capable of.
90% and belowPersistently absent: This is a serious concern.

Your learning and attainment are being disrupted. Doors may be closed to you in the future.

The table below demonstrates how attendance links to lost learning time.

% AttendanceDays missedLessons missed
  1. 3. Roles and Responsibilities

Students are expected to:

  • Arrive at the college before 08:50 and quickly move to their form room when the first bell sounds at 08:55.
  • Be sat down in their form room by the second bell at 09:00.
  • Attend all lessons on time (lesson times can be found on the MyEd app.)
  • Sign in at the attendance office if they are late providing a detailed explanation for their late arrival.
  • Sign out at the attendance office should they need to leave the college prior to 15:15.
  • Inform their form tutor of any known absence in advance.
  • Report (with their class teacher’s permission) to the medical room in the Pastoral Care Centre if they feel so unwell that they cannot continue their learning.

Students are not allowed to contact their parent/s directly.

Parents are expected to:

  • Ensure their child achieves the minimum attendance of 97%. Ensuring their child’s regular attendance at school is a parent/carer’s legal responsibility (section 444 of the 1996 Education Act) and permitting any absence that is not authorised by the college is an offence in law for which the college may take legal action through the issuing of a Penalty Notice.
  • Ensure their child arrives punctually every day in time for morning registration at 09:00.
  • Inform the college on their first day of any absence providing a clear explanation as to the reason for absence. This should be reported via the MyEd app or through telephoning the college.
  • Work in liaison with the college to overcome any barriers to their child achieving excellent attendance including attending meetings in college when requested.
  • Not request holidays in term time as these will not be authorised by the college.
  • Make every effort to ensure that medical appointments are taken outside of college hours.
  • Familiarise themselves with the contents of this attendance policy and accept the contents.

Form Tutors are expected to:

  • Be punctual to their form room for morning registration at 08:55.
  • Record morning registers accurately by 09:05 ensuring a physical check of all students is made.
  • Monitor the attendance and punctuality of their tutees and raise any concerns with Year Leaders as soon as they are identified.
  • Give praise to students that have excellent attendance, and show encouragement to students whose attendance has improved
  • Speak to their tutees regularly about their attendance and punctuality
  • Celebrate excellent attendance or raise relevant concerns about poor attendance with parents on relevant parents’ and consultation events.

Year Leaders are expected to:

  • Promote excellent attendance and punctuality to college via planned form tutor sessions, assemblies and other year group events.
  • Monitor the attendance and punctuality of their year group at whole cohort, key group and individual student level.
  • Provide leadership support to Form Tutors and Pastoral Co-ordinators in the monitoring of attendance and planning of attendance improvement strategies.
  • Report to relevant senior leaders on the attendance and punctuality of their year group.
  • Plan and implement interventions to raise attendance and improve punctuality as relevant for their year group, key groups and individual students.
  • Arrange targeted attendance panel meetings with students and parents for students whose attendance is a cause for concern, setting targets for improvement and evaluating impact.
  • Meet with the attendance team every two weeks as a minimum to jointly monitor attendance and punctuality and to plan intervention and support strategies as appropriate.
  • Ensure that any truancy from college or lesson truancy is dealt with appropriately including contacting parents, implementing a relevant sanction and placing the student onto attendance report.

The Attendance Team are expected to:

  • Monitor accurate completion of form time and lesson registers throughout a college day referring inaccuracies and anomalies to senior leaders for follow up.
  • Be the first point of contact for parents reporting the absence of their child and record absences accordingly.
  • Contact parents of absent students on the first day of absence if no parental contact is made to explain the reason for absence.
  • Ensure that all absences have the relevant code in SIMs according to the reason for absence including whether the college has authorised or unauthorised any absence.
  • Ensure that students arriving late to college receive the relevant late code and that students are placed into a 30-minute detention for every three late codes accrued.
  • Report the absence of any student who is on child protection or any student in care to the safeguarding team by 09:30 in order that this can be followed up with direct contact to parents, parents or other relevant agencies.
  • Make relevant safeguarding checks every morning and afternoon session for students who are coded as B (educated off site), D (Dual registered), E (excluded) or C (an absence authorised by the college) and report on these daily to the relevant senior leader.
  • Provide weekly attendance data reports to senior leaders.
  • Respond to all parental requests for all requests for absence including any holidays requests.
  • Respond to attendance triggers as per section 5 of this policy.
  • Issue Penalty Notices and initiate legal proceedings for unauthorised absence where relevant.
  • Liaise with the Local Authority attendance team regarding students who are persistently absent (below 90% attendance).

The Associate Assistant Head Teacher with responsibility for attendance is expected to:

Assume strategic leadership responsibility for establishing high levels of attendance and punctuality to college and to lessons.

  • Lead and inspire all staff to promote excellent attendance and punctuality.
  • Ensure that attendance is a key strategic priority for the college and that development planning addresses improvements to attendance year on year.
  • Ensure that attendance systems and processes are in line with national statutory guidance and local authority guidance.
  • Providing leadership support to the attendance team.
  • Ensure effective methods of communication between attendance, pastoral, SEND, CLA and safeguarding teams so that students who experience multiple difficulties have a co-ordinated response to overcoming barriers to attendance.
  • Provide regular attendance and punctuality reports to the Head Teacher and Governing Body.
  • Ensure that regular attendance information is communicated to parents via MyEd, letters and the college website.
  • Provide regular information to Governors, parents, LEA and DFE regarding training undertaken, monitoring and evaluation of the College Attendance Policy and the associated in-school practices.

Governors are expected to:

  • Under the Education (Student Registration) (England) Regulations 2006 (and amendments made in 2010 and 2013) the governing body is responsible for making sure that admissions and attendance registers are kept. College governors are also bound by the statutory requirement under Section 538 of the Education Act 2006 which requires governing bodies to provide information requested by the Secretary of State – absence data that will be collected every term through the school census.
  • Consider how the ethos of the college, the curriculum, standards of teaching and learning and leadership and management all contribute to promoting the highest levels of attendance and punctuality.
  • Ensure that a robust and regularly reviewed attendance policy is in place that communicates to all stakeholders how attendance will be promoted, recorded, managed and monitored including how requests for absence will be considered and what support is available for those whose attendance is a cause for concern.
  • Hold senior leaders to account on the attendance and punctuality of the college.
  1. 4. Recording and monitoring of attendance and punctuality

At each session (AM and PM) the college must record whether every student is

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

AM and PM registers:

The college are required to take two formal registers per day. These are at morning registration at (09:00) and period 3 (12:05). On a Wednesday, PM registers are taken period 4 (12:05).

Lesson registers:

An electronic register is taken at the start of each lesson by the subject teacher.

Recording students who are late:

The college gates are locked at 08:55 and students arriving after this time are classed as late. Students arriving after 08:55 must enter through reception and sign in with the attendance team who will record them as late. Students arriving after 09:15 must sign in at reception using the electronic sign in system. Registers close at 09:30. Students arriving between 09:00 and 09:30 will be recorded as L (Late before registers close). Students arriving after 09:30 will be recorded as U (late after registers have closed). Parents will be contacted to provide reasons for the late arrival of their child.

Monitoring of register completion

The attendance team monitor the completion of registers throughout a college day. Any register not completed on time is followed up swiftly to ensure full completion as quicklyas possible.

Advance request for absence made by parent / carerParent contacts college on first day of absence No contact from parent regarding absence Student arrives to college late (after 08.55)Students arrive after 09:00 due to late arrival of college busIncomplete registers and register errorsStudent leaves the college site during the college day

1. Attendance team to make decision whether to authorise the absence and communicate to parent as relevant.

2. Attendance team to notify form tutor, PACO and Year Leader to inform of absence in advance.

3. Attendance team to input relevant code for absence as relevant.

4. Where C code is used, attendance team are to carry out safeguarding checks for AM and PM sessions.

1. Attendance team to make decision whether to authorise the absence.

2. Attendance team to record the reason for absence and code appropriately in SIMs.

1. Attendance team to send truancy call via MyEd.

2. Where a reply is received from parent, a decision whether to authorise will be made and relevant absence code recorded.

3. Where no reply to truancy call is received, the Attendance Team will initially contact parents by phone to establish reason for absence.

4. In the case of vulnerable students, where parental contact cannot be made a home visit will be made on the first day of absence and daily until parental contact is made. This will be logged via the CPOMS system so that the absence can be followed up by safeguarding staff with parent/carer/social care as relevant.

5. In the case of other students, where parental contact cannot be made, a home visit will be made on the third day of absence and daily until parental contact is made.

6. Once parental contact is made, decision whether to authorise is made and relevant absence code recorded.

7. All parental contact and home visits to be logged electronically.

1. Students arriving after 08.55 will sign in with Attendance Team in reception. Attendance will ensure L code in recorded.

2. Students arriving between 09:15 and 09:30 will sign in via electronic system at reception. L code (late before register closes) will be recorded.

3. Students arriving after 09:30 to sign in via electronic system at reception. U code (late after register closes) will be recorded. Parents contacted to provide reasons.

1. Students sign in at reception with attendance team. Registers will be amended to / (present) code.All incomplete registers, in accuracies or anomalies will be dealt with using the following protocols:

1. A cumulative log will be made by the attendance team.

2. For incomplete registers a verbal instruction will be given to the member of staff via the on- call team and/or senior leader and the register completed on instruction.

3. In the case of errors, a daily log will be provided to AHT Inclusion and Wellbeing who will send formal email to relevant member of staff and faculty leader.

4. For 3 errors or incomplete registers a letter of concern will be issued to the member of staff.

1. If a student leaves for an authorised reason (e.g. medical appointment) they will sign out via the electronic system at reception. The attendance team will ensure an appropriate absence code is recorded.

2. If a student leaves college premises without permission the Attendance Team will:

– notify parents immediately

– notify the police using ‘101’ telephone number

– notify the Year Team in order for truancy to be recorded and a sanction implemented.

– record the absence as unauthorised.

3. If a student is to be sent home ill the PACO must notify the attendance team in order that the relevant absence code can be recorded.

Attendance Codes

The following attendance codes will be used to mark AM and PM registers.

/Present at AM registrationMMedical
\Present at PM registrationNNo reason provided for absence
BEducated off siteOUnauthorised absence
COther authorised absencePApproved sporting activity
DDual registrationRReligious observance
EExcludedSStudy Leave
GUnauthorised family holidayTTravellers Absence
HAuthorised holidayULate after register has closed
IIllnessVEducational Trip or Visit
JInterviewWWork experience
LLate before register closedYEnforced closure

Educational Trips and Visits

The trip leader must ensure that a list of students scheduled to attend the any school visit or trip during college hours is provided to the attendance team a minimum of 48 hours prior to any trip taking place. On the day of the trip, the trip leader must ensure that an accurate attendance register is taken prior to departure from college and that a copy of this is handed directly to the attendance team prior to leaving the college premises.

B, C, D and E codes

In line with safeguarding requirements, the Attendance Team will carry out safeguarding checks for students recorded as B (educated off site), C (other authorised absence), D (dual registered) and E (excluded) by contacting parents/external providers as relevant for all morning and afternoon sessions. A daily log of these checks is provided to the AHT Inclusion and Wellbeing and a cumulative log maintained and stored centrally in the Attendance Office alongside copies of public liability insurance certificates for relevant providers.

Authorised / Unauthorised absence

Any absence is authorised at the discretion of the college. Parental notification of absence and / or illness is not sufficient reason for an absence to be authorised by the college. Only college can state whether an absence has been authorised. Therefore, parental contact for any absence is required, including a clear explanation for the absence. Parents will be notified as to whether has deemed an absence to be authorised or unauthorised.

Medical Evidence

The college may require medical evidence for an absence from college to be authorised. This is will be determined on an individual student level but will always be required in the following circumstances:

– for any single period of absence of more than 5 college days

– for the third separate period of illness in any half term and for ALL subsequent absences thereafter

– for any absence for a student who is in the ‘persistently absent’ category (less than 90% attendance)

Medical evidence can take any of the following forms:

– A medical appointment card

– A medical appointment letter

– A copy of a prescription with the name of the child and a relevant date clearly visible

– Medication with a chemist’s label showing the name of the child and a relevant date clearly visible

– An “unfit for School” declaration or letter from your GP

– A hospital discharge letter

  1. 5. College response to absence

The college operates a structured response to absence triggers. These are detailed in the table below. Copies of letter to parents can be found in Appendix A.

Attendance CategoryCollege response


Excellent attendance celebrated via MyEd communication, rewards assemblies, progress reporting systems and parents’ evenings.

97 – 100%

Good – Acceptable

Acceptable attendance acknowledged via MyEd communication, progress reporting systems and parents’ evenings.

93 – 96%Cause for concernStage 1 letter sent home to parents.

Future absences only authorised at discretion of the college.

90 – 92.9%PoorStage 2 letter sent home to parents.

All future absences unauthorised without relevant medical evidence being provided.

Year Leader to make telephone contact to discuss attendance concern directly with parent/s.

Issuing of Penalty Notice where there are sufficient grounds.

SENCO to be notified and to contact parents to arrange a person-centred review (for all SEND students).

Below 90%Very Poor / Persistently Absent Stage 3 letter sent home to parents

All absences to continue to be unauthorised without relevant medical evidence being provided.

Formal attendance meeting to take place in college or a home visit to be arranged.

Attendance contract (see Appendix B) to be completed including formal improvement targets.

SENCO to be notified. Emergency review to be instigated for all students with an EHCP.

Children Missing Education:

The college adheres to the Oldham Local Authority procedures for children who are missing education. This is detailed in Appendix C.

  1. 6 .Support and Intervention for absence concerns

The college wishes to work closely with parents to support the improvement of their child’s attendance. As such, the college has a range of support strategies as follows:

Pastoral team support:

Support is available from your child’s Form Tutor, Year Leader and Pastoral Co-ordinator. Please contact the college for you to arrange a mutually convenient time to discuss your child’s attendance.

Attendance Team:

The college Attendance Officers can meet with parents and students to discuss attendance concerns. This includes where parents are finding it difficult to get their child into college each day. Attendance Officers are also willing to carry out home visits to support the improvement of attendance.

Attendance contracts:

The college may request parents and students to complete an attendance contract. This is a supportive measure that outlines the barriers to a student’s attendance, improvement targets for future attendance and what support the college will offer. Whist attendance contracts will be required for any student with below 90% attendance, this can be put in place at any stage to support a student’s attendance.

Home visits:

The college Attendance Officers will carry out home visits, which may be pre-arranged or unannounced depending on the reason for the visit. In addition, parents with disabilities or any other barrier to them being able to come into college, can request a home visit in respect of advice around improving their child’s attendance.

Attendance panels:

The college makes use of attendance panel meetings with students and/or parents. These are supportive meetings where barriers to attendance and punctuality are raised and informal discussions about required improvements are undertaken.

Individual Health Care Plans:

An Individual healthcare plan (IHP) can be put in place to support students with a temporary or long-term medical condition. This is written by either the Attendance Officer, SENCO or Learning Support Manager with input from the parent and the school health advisor. The aim of the IHP is to ensure appropriate support and adjustments are implemented to ensure that an ongoing medical condition does not present a barrier to attendance.

Referrals to external support agencies:

Where the college believe that internal support strategies have failed to bring out about the necessary improvement to a student’s attendance it may be necessary to make a referral to an external support agency such as social care or Early Help.

Fast Track to Attendance:

Where college intervention and support have failed to bring about the necessary impact, the college may refer to the Local Authority to implement a Fast Track to Attendance strategy. This is a formal plan to address a student’s persistent absence from school.

  1. 7. Requests for leave of absence including holidays in term-time.

Education (Student Registration) (England) Regulations 2006 have been amended (as of 1

September 2013) to prohibit the proprietor (headteacher) of a maintained school granting

leave of absence to a student except where an application has been made in advance and the

proprietor considers that there are exceptional circumstances relating to the application. Applications for leave of absence should be made in writing a minimum of three weeks in advance of the planned absence. The leave of absence form can be found in Appendix D.

  1. 8. Requests for participation in approved sports activity or performances

Parents of able sportsmen and women can seek leave of absence from school for their child to take part in regional, county, national and international events and competitions. It is, however, at the Headteacher’s discretion whether to authorise this and he/she will wish to discuss with you the nature and frequency of the absence and how learning will continue if absence occurs. Permission for your child to leave early or arrive late to attend coaching and training sessions is also at the discretion of the Headteacher and is not likely to be given if it is a regular event, unless the sports club or association is providing an education tutor as part of their coaching.

Parents of a child performer can seek leave of absence from school for their child to take part in a performance. They must contact the Headteacher to discuss the nature and frequency of the work, whether the child has a valid performance licence and whether education will be provided by the employer during any future leave of absence. Any absence recorded as part of a child’s participation in a public performance is recorded as C (absence authorised by the college).

The college will only authorise absence for the above where the company or provider has public liability insurance, a copy of which is provided to the college. In addition, the Headteacher will only authorise absence for such activity if the student concerned has overall excellent attendance to college and is making satisfactory academic progress. Permission for such activity can be withdrawn at any time.

  1. 9. Links to other college policies:

This policy should be considered alongside the following policy documents:

Accessibility Plan
Special Educational Needs and Disability Policy
Supporting Children with Medical Needs
Behaviour for Learning Policy

Appendix A

Appendix B