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SOUTH AYRSHIRE COUNCIL Children and Community Directorate

Management Guideline No OM4 February 2011

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Management Guideline No OM4

Children and Community

County Buildings,

Wellington Square, Ayr, KA7 1DR

February 2011



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MANAGEMENT OF PUPILS’ ATTENDANCE AND ABSENCE REVISED MANAGAMENT GUIDELINES All schools in South Ayrshire should have procedures in place for implementing the Authority’s guidelines for the management of pupils’ attendance and absence.

1. Definition of attendance

Attendance is defined as participation in a programme of educational activities arranged and agreed by the school, including: » Attendance at school; » Learning outwith the school provided by a college, off-site unit or other learning

provider while still on the roll of the school; » Educational visits, day and residential visits to outdoor centres; » Interviews and visits relating to further and higher education or careers events; » Debates, sports, musical or drama activities in conjunction with the school; » Study leave for pupils participating in national exams, if arranged by the school

during the period of the national examination timetable; » Activities in connection with psychological services, learning or behaviour support; » Receiving tuition via hospital or outreach teaching services; and, » Work experience.

2. Definition of authorised absence

Schools may authorise absence when they are satisfied by a legitimate reason, provided usually by the parent/carer (via a phone call, email or note) or may be provided by another service provider (via a note, appointment card or phone call), such as: » Illness where no learning provision is made; » Medical and dental appointments to be recorded in separate category; » Meetings prior to, and in, court; » Attendance at, or in connection with, a Children’s Hearing or Care Review, or

appointment with another service provider, eg. social worker; » Religious observance; » Bereavement; » Weddings or funerals of those close to the family; » Arranged absence in relation to children in Gypsy/Traveller families; » Participation in non-school debates, sports, musical or drama activities agreed by the

school; » Lack of transport – including due to bad weather; » Exceptional domestic circumstances; » Only those family holidays agreed by the school to be taken in exceptional

circumstance; and, » Period of exclusion to be recorded in a separate category.



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3. Definition of unauthorised absence

Schools must record absence as unauthorised when there is no satisfactory reason for absence provided. Such absence is likely to include:

» Most family holidays, unless there are exceptional circumstances; » Parent/carer-condoned absence where the school does not agree there is a

satisfactory reason for absence; » Truancy, with or without the knowledge of the parent/carer; » All other unexplained absence is recorded as unauthorised absence unless a

satisfactory explanation is subsequently provided; » Longer-term exceptional domestic carer circumstances where support has been

provided; and » During disputes, such as relating to the return of a pupil after an exclusion.

4. Registration and recording of lateness and absence

Attendance should be noted and recorded at least twice a day to enable the school to note attendance and absence for each morning and afternoon session. The attendance information should be entered in to Click and Go on the same day. It is important that the information recorded is used to inform immediate follow-up action if required and in developing patterns of attendance and absence to inform strategic intervention, where necessary. Delays between class-level recording and further action should be minimised by efficient transfer of information. Attendance and absence are recorded per half-day session, but there also needs to be a method of recording the attendance of pupils who are late. There is also a clear difference between arriving a few minutes late due to traffic problems and entering the school five minutes before lunch, particularly where Education Maintenance Allowance are dependent on attendance. Therefore, if a pupil arrives late, but during the first half of the session, this should be recorded differently to a pupil who arrives during the second half of the morning or afternoon session. For secondary schools using period-by-period registration, where a pupil is late but registers in a period beginning in the first half of the opening, this will be recorded as having arrived in the first half of the session (even if a later period is missed). If the pupil is late but registers in a period beginning in the second half of the opening, this will be recorded as having arrived in the second half of the session (even if a later period is missed).

5. Immediate action on the first day of absence

If a pupil does not attend school, the absence should be checked against details of contacts made by parents/carers, including expected date of return to school. If a parent/carer has not advised the school their child will be absent, then it must be assumed that they are unaware of the absence and that the pupil is either missing or truanting. This should be recorded as unauthorised absence until an explanation is received by the school.

Where a pupil is expected, but does not arrive at school, the parents/carers should be contacted as soon as possible, using manual, electronic or automated calling. If attempts to contact the parent/carer are not successful, then emergency contact numbers, such as other family members, should be used. In most circumstances, contact with the parent/carer will result in the pupil returning to school or an explanation for their absence will be given. However, in rare incidents there have been more



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serious or tragic reasons why children have not registered at school. Schools cannot be complacent about children’s safety. If the school has been unable to establish contact with the parents or carers, action must be taken to satisfy the school and the education authority that the child is safe and well. Therefore if the parent/carer cannot be contacted to confirm the whereabouts of the child, the record of absence should be passed to a member of staff with responsibility for attendance to consider the information in the light of known attendance problems, support needs or current concerns about the pupil. This member of staff will be responsible for assessing what further action is required, taking into account the age of the pupil, the vulnerability of the pupil and any additional support needs. If appropriate, the school’s child protection co-ordinator should be consulted. In the case of children on the child protection register, looked after or highly vulnerable children, non-attendance should always be followed up immediately. In the case of children on the child protection register or who are looked after at home, then the child’s social worker should also be contacted. To enable swift action to be taken it is vitally important that the school has an up-to-date and accurate record of the key contact information for the child’s parent or carer. Schools should record all actions taken in relation to following up non–attendance.

6. Further action

Where the school decides that the reason provided for the absence by the parent/carer is unsatisfactory the school should record the absence as unauthorised. The parents/carers should be informed that the absence will be recorded as unauthorised and the reasons for doing so shared with the parents and/or carers. The school should keep a detailed record of the absence(s), the parent’s/carer’s explanation and the reason/s the school does not accept the explanation provided. The school should then initiate appropriate follow-up measures to ensure the protection and well being of the pupil. Follow-up measures should be in line with local policy and guidelines taking account of the individual circumstances of the pupil at each stage in the process. Unless there are exceptional circumstances, which should be recorded, and taking account of the individual circumstances of the child, an initial letter (Appendix 1) should be sent to the parents/carers. This should be done as soon as possible once attendance falls to 90%. Schools should use discretion when taking action in relation to non-attendance between the start of each new session and the October break (i.e. exercise caution when using percentage figures based on short time frame). If the initial letter fails to elicit a response from parents/carers and/or the attendance does not improve a second letter (Appendix 2) should be sent to the parents/carers no later than two weeks after the initial letter. If there is no response or improvement in attendance within 2 weeks of the second letter being sent the school should invite the parents/carers to a meeting to discuss the attendance issue. (Appendix 3) A member of the Senior Management Team and PT Guidance should be in attendance. The outcome of this meeting should be to identify actions that will improve the attendance of the pupil. A formal record of this meeting should be kept. If parents/carers do not attend the meeting or fail to contact the school regarding the meeting the formal warning letter should be sent. (Appendix 4) If within 4 weeks of the meeting with parents/carers being held there is no improvement in attendance the SMT member and PT Guidance should meet and agree whether to refer the non-attendance to the school’s multi-agency support team in cases where there is concern for the care and welfare of the pupil or whether a formal warning letter should be sent to parent/carers. (Appendix 4) A formal record of this meeting should be kept.



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If the case is referred to the multi agency support team a course of action should be agreed at the next available meeting.

If it is agreed a formal warning letter (Appendix 4) should be sent each case should be considered on an individual basis. However, it would be beneficial if attendance had not fallen below 70% at this point.

At the same time as the formal warning letter is sent to parents/carers (Appendix 5) should be completed and sent to the Clerk to the Local Attendance Council who will subsequently inform the parents that a period of intensive mutual monitoring is being carried out with the school and should attendance not improve within four weeks they will be called before the Attendance Council to explain their child’s absence. During the period of intensive mutual monitoring the PT Guidance should forward a copy of the pupil’s attendance print to the Local Attendance Council on a weekly basis. At the end of this period, the PT Guidance should complete (Appendix 7), to inform the Clerk of the Local Attendance Council whether, during the period of intensive mutual monitoring, the child’s attendance has improved to a satisfactory level. Should this not be the case, the parents/carers should be called to attend the Local Attendance Council. (Appendix 8a or 8b) Where there has been an improvement in attendance during the period of intensive mutual monitoring, PT Guidance should continue to monitor the pupil’s attendance and should there be a decline, it would be appropriate to re-instate a period of intensive mutual monitoring.

Table 1 Summary of actions at school level – it is important that the individual circumstances of the pupil are considered at each stage in the process.

ACTION REQUIRED WHEN TO IMPLEMENT 1 Parent /carer contacted by

phone or text message sent This should be carried out on the first day of an unexplained absence, if no notification has been received from parents/carers.

2 Emergency contacts used This should be carried out on the first day of an unexplained absence, if no notification has been received from parents/carers and there has been no success in contacting them by phone or by text messaging.

3

If no notification has been received from parents/carers of children on the child protection register, looked after at home or highly vulnerable children and there has been no success in contacting them or the emergency contacts by phone or text messaging, the child’s social worker should be contacted on the first day of an unexplained absence.

4

Standard Letter 1 (Appendix 1)

Unless there are exceptional circumstances, which should be recorded, and taking into account the individual circumstances of the child, this letter should be sent, no later than, when attendance falls to 90%.

5 Standard Letter 2 (Appendix 2)

This letter should be sent if there is no response or improvement in attendance, no later than 2 weeks



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after Standard Letter 1 has been sent. 6 Meeting convened at school

(Appendix3)

If there is no response or improvement in attendance within 2 weeks of the second letter being sent the school should invite the parents/carers to a meeting to discuss the attendance issue with a member of the SMT and PT Guidance. A formal record of the meeting should be kept. If parents/carers do not attend the meeting or fail to contact the school regarding the meeting the formal warning letter should be sent. (Appendix 4)

7 Referral to school’s multi-agency support team/ formal warning letter (Appendix 4)

If within 4 weeks of the meeting being held with parents/carers there is no improvement in attendance, the SMT member and PT Guidance should meet and agree whether to refer the non-attendance to the school’s multi-agency support team or to issue a formal warning letter. (Appendix 4) It would be beneficial if attendance had not fallen below 70% at this point. (A formal record of this meeting should be kept.) Should a referral be made to the multi agency support team they will agree on what further action should be taken

8 Local Attendance Council (Appendix 5) (Appendix 6)

At the same time Appendix 5 should be completed and sent to the Clerk to the Local Attendance Council who will inform the parents/carers by letter (Appendix 6) that a period of intensive mutual monitoring is being carried out with the school. The clerk should send a copy of this letter to the PT Guidance. Should attendance not improve within 4 weeks the parents/carers will be called before the Attendance Council to explain their child’s absence.

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Intensive Mutual Monitoring (Appendix 7)

PT Guidance should forward a copy of the pupil’s attendance print to the Local Attendance Council on a weekly basis during the period of intensive mutual monitoring. At the end of the monitoring period PT Guidance should complete (Appendix 7) to inform the Clerk to the Local Attendance Council if attendance has improved to a satisfactory level or whether the parents/carers of the pupil should be called to attend the Local Attendance Council. (Appendix 8a or b)

10

Follow-up

If attendance has improved during the period of intensive mutual monitoring PT Guidance should continue to monitor pupil’s attendance and should attendance begin to decline it is appropriate to re-instate intensive mutual monitoring. (Appendix 5) should be completed and sent to the Clerk to the Local Attendance Council and parent/carer should be informed.

In addition, schools should consider the appropriateness of carrying out a home visit for any child whose attendance is causing concern. A home visit can be carried out at any time during the process outlined in the above table.



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N.B. Schools should ensure that they retain evidence of each step taken and can provide this in the event that further action is required.

7. Referral to the Attendance Council

When a case has been referred to the Attendance Council the Clerk to the Council may deem it to be appropriate to refer this back to the authority. The Attendance Council may:

• Refer the case back to the authority where the authority’s policy and procedures have not been followed, • Decide that no further action should be taken; Continue the case for an appropriate period to obtain additional information and recall the parent/carer and child after that period; • Recommend that a pupil be made the subject of an Attendance Order, and refer this recommendation to the Attendance Order Review Group which will include a representative from the school and where appropriate a member of the Attendance Council, a representative from the ASN team, the Clerk to the Attendance Council and a legal representative from Corporate Services.

• The Attendance Order Review Group has delegated authority from the Executive Director Children and Community to make a pupil the subject of an Attendance Order (see appendix 11). An attendance order can be revoked at the request of parents/carers provided this is approved by the Head of Service and school Management (see appendix 12) Once made, an attendance order remains in force as long as the child is of school age unless it is revoked.

The group will meet on a regular basis to consider recommendations from the Attendance Council. Once an Attendance order is in place the school should monitor the pupil’s attendance on an on-going basis.

8. Failure to Comply with the terms of an Attendance Order:

Parents/ carers will be in breach of an attendance order if their child fails to attend school without a reasonable excuse as defined in section 42 of the Education (Scotland) Act 1980. Should a child fail to attend school, after being made the subject of an attendance order, and the absence is unauthorised, the school, taking account of the child’s individual circumstances, may decide to notify the Head of Service and School Management that they are of the opinion that the attendance order has been breached (Appendix13). The Head of Service and School Management will consider each referral on an individual basis and determine whether it is appropriate to forward this referral to the Authority’s legal representative. Children and Community will advise the parents of the decision and the school will also be advised. (Appendix14) Subsequently South Ayrshire Council’s Legal Representative will contact the parents/carers to advise them of the next steps.



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9. Referrals to the Reporter

The above table outlines the process for pupils where there are no care or welfare concerns. However, in circumstances where there are care and welfare concerns about the child it will be appropriate to refer instead to the Reporter, Scottish Children’s Reporter Administration (see Appendix 5a). It is important to minimise delay before a referral is made to the Reporter in the case of young people whose problems are not confined to school.

When a school has previously identified a child as vulnerable, they should consider the appropriateness of carrying out a home visit for assurance that the child is safe and well. They should identify from within the range of staff working in the school, cluster or linked cluster, who is best placed to make this visit.

10. Absence Related School Based Difficulties

If a child’s absence is authorised through parental contact, then an expected date of return to school, if given, should be noted. If the parent/carer advises that the non-attendance is due to difficulties at school, the member of staff with responsibility for pastoral care should work with the parent/carer and pupil to try to resolve the issue as soon as possible. This need not wait for the pupil to return to school, especially if there is a concern for which additional support may be required. If a child returns to school, but a pattern of absence is noted, then discussion with the pupil and parent/carer is also important.

Where concern about non-attendance is ongoing, home visits can help to build relationships between parents/carers and the school. Home visits can help the school to consider whether there are particular difficulties that the school may not be aware of and to consider if support should be offered via multi-agency support groups.

11. Family holidays during term time

Family holidays should not be recorded as authorised absence, except in exceptional domestic circumstances, where a family needs time together to recover from distress, or where a parent’s/carer’s employment is of a nature where school-holiday leave cannot be accommodated (eg armed services or emergency services). National guidelines highlight that local authorities and schools should judge when these circumstances apply and authorise absence, accordingly. South Ayrshire Council will encourage parents/carers and pupils to recognise the value of learning and the pitfalls of disrupting learning for the pupil, the rest of the class and the teacher.

12. Providing for pupils during long-term illness

Education authorities are required to make arrangements to support the learning of children with prolonged ill-health through outreach teaching or other special provision. Where appropriate provision is in place, schools may record this as attendance, but where it is not in place, this is still categorised as authorised absence but the local authority must actively be making alternative arrangements to ensure that children can access education. Further information about tuition for pupils who are outwith school can be obtained from the authority’s Manual for Inclusion.



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13. Home Education

When a /carer makes a formal request to home educate child/ren should remain on the school roll until formal permission to withdraw has been granted. Normal procedures for managing attendance should be followed until such permission is granted.

14. Children of Gypsy or Traveller families

The following procedures should be implemented by schools in relation to Gypsy and Traveller children:

A member of the Senior Management team or Pupil Support Co-ordinator should take responsibility for Gypsy and Traveller issues including flexibility in curriculum design and delivery.

Where there are Gypsy and Traveller children attending a school on a regular basis. The school should set targets on an annual basis to improve levels of access and attendance.

Whether or not pupils should remain on the school roll when they are on extended leave is not straightforward, but as a general rule they should remain on the roll until they have enrolled somewhere else or returned to the original school. In such cases Code Z should be used to record the absence.

15. Children transferring schools

This section refers to the processes whereby pupils are traced and records sent from one school to another and from one authority to another. Where a pupil transfers from a school, the receiving school will often be known in advance. When a pupil moves to a new address, the school will often know in advance. In such cases, tracing pupils presents few problems. It is possible, however, especially where the move is occasioned by a change of home address, that the destined school will not be known. In this situation, difficulties can arise and the following procedures should be followed without undue delay.

» Where a child is changing school and the forwarding school is known, it is the

responsibility of the head teacher to establish the name of the school the child is transferring to and to forward the pupil’s records (both electronic records and the Pupil’s Progress Record (PPR)) to the appropriate destination. An up to date copy of the pupil’s attendance record should be included in the PPR.

» Where the identified receiving school makes no request for records, the head teacher should make contact with the identified school to clarify the situation.

» When the whereabouts of the pupil is unknown the head teacher should make arrangements for enquiries to be made through family members, neighbours or other agencies with known involvement to ascertain the whereabouts.

» If the pupil appears to have left the area with no receiving school identified a referral should be made to County Buildings using Appendix 9. The pupil should remain on the school roll for 4 weeks from the date of referral to County Buildings. The pupil’s records should remain in the school and be archived in accordance with the retention policy.



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16. Attendance and absence data – recording and management

Schools and authority staff should use the SEEMIS Click & Go management information system to record and code information related to pupils’ attendance and absence. The appropriate codes taken from SEEMIS and ScotXed guidance on recording and coding can be found in Appendix 10.



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APPENDIX 1

Standard Letter 1

Date Parent/carer’s - *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* *Pupil’s* Forename* Surname* Class* *School Name* places great emphasis on good attendance and timekeeping. When pupils do not attend regularly this can result in them not making satisfactory progress. *Pupil’s Forename* attendance/late coming is giving cause for concern and I have enclosed a printout that indicates the absences/late coming incidents to date. It is possible that you did not know of the extent of the absences/late coming recorded for *Forename*. I would be obliged, if you could telephone the school to discuss the issue with *name of appropriate member of staff*. Yours sincerely Head Teacher Enc. Attendance Printout Code List *Amend as appropriate



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APPENDIX 2 Standard Letter 2

Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* *Pupil’s* Forename* Surname* Class* *School Name* places great emphasis on good attendance and timekeeping. Despite my previous letter to you *Forename’s* absence from school remains excessive. Excessive absence from school will severely impact on the progress which * Forename* will be able to make and I had hoped that an improvement would be evident. Unfortunately, the attached extract of the school register indicates that problems still exist. I must remind you that it is a legal requirement under the Education (Scotland) Act 1980 that parents/carers ensure that their children attend school on a regular basis. Clearly this requirement is not being met. I would therefore ask that you contact the school to make an appointment with *name of appropriate member of staff* to discuss * forename’s *continued absence from school. Yours sincerely Head Teacher Enc. Attendance Printout Code List

*Amend as appropriate



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APPENDIX 3

Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* *Pupil’s* Forename* Surname* Class* *School Name* places great emphasis on good attendance and timekeeping. Despite my previous letters to you *Forename’s* absence from school remains excessive. Excessive absence from school will severely impact on the progress which * Forename* will be able to make and I had hoped that an improvement would be evident. Unfortunately, the attached extract of the school register indicates that problems still exist. I must remind you that it is a legal requirement under the Education (Scotland) Act 1980 that parents/carers ensure that their children attend school on a regular basis. Clearly this requirement is not being met. A meeting has been arranged at the school on *day date at * time with * name of appropriate member(s) of staff to discuss the matter. I would be grateful if you would contact *name of appropriate member of staff to confirm that you will be able to attend. Yours sincerely Head Teacher Enc. Attendance Printout

Code List *Amend as appropriate



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Standard Letter 3 Appendix 4

Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* Despite our previous correspondence, the attendance of your child continues to prove unsatisfactory. *Forename’s* record falls well below what is required for progress in school. I now, therefore, remind you of your parental obligations under the Education (Scotland) Act 1980 Section 30. This states that: “Every parent or carer of a child of school-age has a duty to ensure that the child

receives education suitable to his/her age, aptitude and ability.” This duty is fulfilled by the parent or carer making sure that the child attends school regularly.

The education authority has a legal responsibility to enforce school attendance and is empowered to prosecute parents or carers whose children fail to attend school. As a result of the level to which *Forename’s attendance has fallen a referral has been made to the Local Attendance Council who will contact you in due course giving you details of a period of intensive mutual monitoring between the Attendance Council and the School which will be established for *Forename. Yours sincerely Head Teacher Enc. Attendance Printout Code List *Amend as appropriate



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Appendix 5

REFERRAL TO THE CLERK OF THE LOCAL ATTENDANCE COUNCIL

• Pupil’s Details:

Forename: __________Surname:_____________Date of Birth: ________________

School: ________________Class:________________

• Parent/Carer Details: Title: ___________Forename:______________________Surname:_____________

• Check List: (Please include any relevant correspondence between the school and parent/carer in relation to the following :)

Non Attendance (e.g. Appendix 1 and 2. Letters from, and details of phone calls to/from, parent/ carer, attendance prints)

Meetings arranged in school to discuss attendance issues ( e.g. Appendix 3)

Home Visits Final Warning Letter ( e.g. Appendix 4) Referral to a JST If appropriate (e.g. JST referral form, minute of meeting, support

plan) Details of any absence due to exclusion.( e.g. exclusion letter)

• Addition Information:

Prepared By: ___________________________ Date: _________________________________

Designation: _______________________________

Completed forms should be sent FAO Clerk to the Attendance Council Committee, South Ayrshire Council, 5-9 High Street, Ayr KA7 1LU. Or e-mailed to: [email protected]



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Appendix 5a

REFERRAL TO SCOTTISH CHILDREN’S REPORTER ADMINISTRATION

UNDER SECTION 36(3) OF THE EDUCATION (SCOTLAND) ACT, 1980

NON-ATTENDACE AT SCHOOL

• Pupil’s Details:

Forename: __________Surname:_____________Date of Birth: ________________

School: ________________Class:________________

• Parent/Carer Details:

Title: _________ Forename: _____________________Surname: _____________

• Check List: (Please include any relevant correspondence between the school and parent/carer in relation to the following :)

Non Attendance (e.g. Appendix 1 and 2. Letters from, and details of phone calls to/from, parent/ carer, attendance prints)

Meetings arranged in school to discuss attendance issues ( e.g. Appendix 3)

Home Visits Final Warning Letter ( e.g. Appendix 4) Referral to a JST (e.g. JST referral form, minute of meeting, support plan) Details of any absence due to exclusion ( e.g. exclusion letter)

• Addition Information:

Prepared By: _______________ _Date: __________ Designation: ______________



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Appendix 6 Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname*

Despite recent intervention by *Name of School in relation to your child* his/her attendance continues to prove unsatisfactory. *Forename’s* record falls well below what is required for progress in school. I now, therefore, remind you of your parental obligations under the Education (Scotland) Act 1980 Section 30. This states that: “Every parent or carer of a child of school-age has a duty to ensure that the child

receives education suitable to his/her age, aptitude and ability.” This duty is fulfilled by the parent or carer making sure that the child attends school regularly.

The education authority has a legal responsibility to enforce school attendance and is empowered to prosecute parents or carers whose children fail to attend school. In a final attempt to improve your child’s attendance a period of intensive mutual monitoring will be established between *name of school and the Local Attendance Council From *start date until * end date. Should *forename’s attendance not improve during this period you will be called before the Attendance Council to explain your child’s absence. If you require any further information in relation to South Ayrshire Council’s Attendance policy it is available at www.south-ayrshire.gov.uk



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Appendix 7

Period of Intensive Mutual Monitoring Complete

Notification to Local Attendance Council

The period of intensive mutual monitoring from *first date to * second date has been completed* successfully/unsuccessfully for *forename surname form* school.

As the Period of Intensive Mutual Monitoring has been *successful the school will continue to monitor attendance and will advise of any decline in this position or / *unsuccessful and the parents/carers of Forename Surname should be requested to attend the Local Attendance Council.

PT Guidance

DHT



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Appendix 8a Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname*

Following the period of intensive mutual monitoring established for *child’s forename between ourselves and * school name from *start date to * end date. I am pleased to inform you that your child’s attendance has improved to an acceptable level.

*Forename’s attendance will continue to be monitored and should his/her attendance begin to decline a referral will be made to the Local Attendance Council to re-instate a period of intensive mutual monitoring.

Yours sincerely, CLERK TO LOCAL ATTENDANCE COUNCIL



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Appendix 8b Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* Despite recent intervention by *Name of School in relation to your child* his/her attendance continues to prove unsatisfactory. *Forename’s* record falls well below what is required for progress in school. I now, therefore, remind you of your parental obligations under the Education (Scotland) act 1980 Section 30. This states that: “Every parent or carer of a child of school-age has a duty to ensure that the child receives education suitable to his/her age, aptitude and ability.” This duty is fulfilled by the parent or carer making sure that the child attends school regularly. The education authority has a legal responsibility to enforce school attendance and is empowered to prosecute parents or carers whose children fail to attend school. As a result of the level to which*Forename’s attendance has fallen you are required to appear before the Local Attendance Council on *day*date at * time in * location. Yours sincerely, CLERK TO LOCAL ATTENDANCE COUNCIL



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Appendix 9

SOUTH AYRSHIRE COUNCIL

CHILDREN AND COMMUNITY

Children Missing from Education

Completed form should be emailed to [email protected]

School: Pupil Details: Surname: Forename: Known As: Date of Birth: Last Known Address: Name, address of parent/carer: (if different from above)

School Actions Have local enquiries been made? Yes/No (please detail below)

Eg. Home Link worker, Social Work, Housing, Health, Others

OFFICE USE ONLY

Child Protection Co-ordinator Response Date Result

Pupil Details Logged

Seemis Search

Local Authority Search



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Appendix 10

Guidance Notes for Attendance, Absence and Exclusions Data Collection

Data collection on pupil attendance and exclusions SEEMIS absence codes to be used in South Ayrshire schools

C&G ABS CODE

--- --- Present Attendance in school (where a pupil is physically present in school)

ATT

ABS A Other authorised absence

Includes: Bereavement Religious observance Meetings prior to and in court Attendance at or in connection with a Children’s Hearing or

Care Review Weddings of immediate family Sporting and cultural events not arranged by the school but

approved by them. Lack of transport – including due to bad weather Sanctioned absence due to religious or cultural practices or

families mobility

AUTH ABS

CLO C Closed (eg. election)

DCA Q Exceptional domestic circumstances (authorised) Absence related to short-term exceptional domestic circumstances can be classified as both authorised and unauthorised absence. Authorised absence under this heading covers situations such as: The period immediately after an accident or illness A period of serious or critical illness of a close relative A domestic crisis which causes serious disruption to the family

home, causing temporary relocation

AUTH ABS

DCU R Exceptional domestic circumstances (unauthorised) If a pupil is unable to attend school due to exceptional domestic circumstances, there is an expectation that additional support services will be accessed to support the pupil, and their absence from education will not be long-term and therefore categorised an authorised absence. However, where additional services have not been accessed and care responsibilities become long-term, the absence should be categorised as exceptional domestic circumstance (unauthorised).

UNAUTH ABS

EXC X Exclusion AUTH



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(/Y) Include all pupils excluded from school on a temporary basis.

ABS

EXL Z Extended leave with parental consent Where most family holidays will be recorded as unauthorised absence (see below), extended leave with parental consent should not be considered as a family holiday. Extended leave with parental consent should be recorded separately outside the figures for attendance and absence, and include circumstances such as: Extended overseas educational trips not organised by the

school Short-term parental placement abroad Family returning to its country of origin (to care for a relative,

or for cultural reasons) Leave in relation to the children of travelling families

FLC O Specialist provision outwith school Includes – out of school activities or time out of school that forms part of an agreed specialist support programme. This includes activities that are delivered on a multi-agency basis and may incorporate provision of support during non-standard hours eg. Weekends and evenings.

ATT

FLD V Out of school but marked present: Includes: Day and residential visits to outdoor centres Educational visits Interviews and visits relating to further and higher education Debates, sports, musical or theatrical productions arranged by

or in conjunction with the school Activities connected to psychological services Off-site school medical examinations Receiving tuition via hospital or outreach teaching services

ATT

HOL H Holiday

INS I In-Service

LT1 J Late (arrives in first half of opening) Where a pupil has arrived late but during the first half of the opening, this will be marked as J - Late (arrives in first half of opening). This is regardless of whether the lateness is for a valid reason.

ATT

LT2 K Late (arrives in second half of opening) Where a pupil has arrived late but during the second half of the opening, then this will be marked as K - Late (arrives in second half of opening). This recording is regardless of whether the lateness is for a valid reason.

ATT *

MED F Sickness with no educational provision (medically certified) This would include any time where a pupil is off sick, with

AUTH



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medically certified proof of illness, and section 14 of Education (Scotland) Act 1980 is not applicable. See SEED circular 5/2001 and the document Guidance on Education of Children Absent from School through Ill-health.

ABS

NIM F Notifiable illness (medically certified) This code to be used to report any illness as advised by Headquarters during a given period of time eg. Swine Flu, where medical certified proof of illness is provided.

AUTH ABS

NIS D Notifiable illness (self certified) This code to be used to report any illness as advised by Headquarters during a given period of time eg. Swine Flu

AUTH ABS

NIX H Should not attend (notifiable illness) This code only to be used by schools when advised by Headquarters

AUTH ABS

OAT O Other attendance out of school Other attendance out of school ie. College/consortium school study. Pupils on day release to a college or another school for a specific subject. It is the responsibility of the host school or college to inform the originating school if the pupil is absent.

ATT

OUN N Other unauthorised absence Include any other reasons for absence not covered in the above categories; e.g. where a parent/carer is refusing to send their child to school following a dispute with the school, or when a parent/carer refuses to sign a behaviour agreement following an exclusion.

UNAUTH ABS

PER P Medical or dental appointments

ATT

PHL E Family holiday authorised by school Such circumstances may include: A family holiday judged to be important to the wellbeing and

cohesion of the family following serious or terminal illness, bereavement or other traumatic events

A family holiday where a parent’s/carer’s employment is of an nature where school holiday leave cannot be accommodated (eg. armed services or emergency services)

Where a school’s prior agreement has not been sought the absence should automatically be classes an unauthorised.

AUTH ABS

SEL D Sickness with no educational provision (self certified) This would include any time where a pupil is off sick, with letter from parents/carers as proof of illness, and section 14 of Education (Scotland) Act 1980 is not applicable. See SEED circular 5/2001 and the document Guidance on Education of Children Absent from School through Ill-health.

AUTH ABS

SEP B Sickness with educational provision This definition may include time spent on sick leave or maternity leave, with proof such as a parental letter or medical certificate, and where adequate educational provision has been made.

ATT



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Adequate educational provision is as set out in SEED circular 5/2001, and the document Guidance on Education of Children Absent from School through Ill-health. Previously, no distinction was made between sickness where a child was simply absent from school and sickness where some form of tuition or other education was provided. Where a child was receiving tuition in hospital, this was defined as attendance. In keeping with the 2000 Act, therefore, sickness where an appropriate level of educational provision is being provided should be re-categorised as attendance. Sickness where no such provision is provided should continue to be categorised as authorised absence.

STY S Study Leave Study leave for prelims or national exams, from first date of exams until timetabled lesson restart.

ATT

TBC T Reason for absence not yet known by the school (temporary code) This should be re-coded when information about the reason for absence is provided to the school by parents / carers. It should be noted that absences that remain coded as “T” at the end of the school year will be automatically moved to code “U” (see below) and reported as truancy / unexplained in statistical returns.

UNAUTH ABS

UNA U Truancy, including unexplained absence Include all absence for which no adequate explanation has been provided.

UNAUTH ABS

UPH G Family holiday not authorised by school Such circumstances may include: The availability of cheap holidays The availability of desired accommodation Poor weather experienced during school holidays Holidays which overlap the beginning or end of term Parental difficulty obtaining leave (with local judgement applied)

UNAUTH ABS

WRK W Work Experience Includes: work experience, arranged or agreed by the school volunteering, arranged or agreed by the school

ATT

*Two separate recording codes J - Late (arrives in first half of opening) and K - Late (arrives in second half of opening) are to be used for pupils who arrive late, depending on whether the pupil arrives in the first or second half of the half-day opening. Codes J - Late (arrives in first half of opening) and K - Late (arrives in second half of opening) will be included in Scottish Government summary statistics (J - Late (arrives in first half of opening) in summary attendance figures and K - Late (arrives in second half of opening) in summary absence figures). In tackling non-attendance at individual pupil level, the Directorate agrees with the argument that failing to acknowledge the ‘partial attendance’ of K - Late (arrives in second half of opening) pupils may inadvertently encourage some pupils not to attend at all. SEEMIS has been instructed to programme the attendance module to uplift code K - Late (arrives in second half of opening) as attendance rather than absence on pupil reports. However, in whole school statistics and Scottish Government reports this will be categorised as absence. NB. The undernoted codes are available on Click and Go but should not be used by schools SCH ~ In school but not in class

MIS M Missing



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Appendix 11 NOTE: IF YOU ARE IN DOUBT ABOUT THE REQUIREMENTS OF THIS ORDER YOU SHOULD CONSULT A SOLICITOR

To: - Parents/ carers name and Address

ATTENDANCE ORDER SECTION 36(2) OF THE EDUCATION (SCOTLAND) ACT 1980

RE: YOUR (Pupils name and Date of Birth)

WHEREAS the South Ayrshire Council, hereinafter referred to as "the Authority", as Education Authority for the South Ayrshire area required you by virtue of Section 36 of the Education (Scotland) 1980 (hereinafter referred to as "the said Act") as parent/carer or guardian of (pupils name and DOB) to appear before them and explain the absence of the said child from school and

WHEREAS you failed to appear before the South Ayrshire Attendance Council at their meeting of (date) and

WHEREAS you failed to satisfy the Authority that you had a reasonable excuse and

THEREFORE THE AUTHORITY REQUIRE YOU TO cause the child to attend (name of School) with immediate effect

In terms of Section 41 of the said Act, if the terms of the order are not complied with you will be guilty of an offence unless you satisfy the Court that you had a reasonable excuse as defined in Section 42 of the said Act. On conviction the Court may impose the following sentences:-

First or subsequent conviction £1,000 or imprisonment for a term not exceeding one month, or both such fine and such imprisonment

If you are aggrieved by the making of this Order you may within fourteen days from the receipt of the Order appeal against it to the Sheriff at Ayr Sheriff Court, Wellington Square, Ayr.

Signed on behalf of the Authority this (today’s date).

....................................................................

Head of Legal and Administration

cc: (Head teacher, name of school)

(Name) Head of Services and School Management

Appendix 12



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SOUTH AYRSHIRE COUNCIL

REVOCATION OF ATTENDANCE ORDER DATED XX/XX/20XX

RE: (Pupil’s name and date of birth)

WHEREAS South Ayrshire Council made an Attendance Order on XX/XX/20XX under section 36(2) of the Education (Scotland) Act 1980 as amended, in respect of the child XX (date of birth XX/XX/20XX),

and WHEREAS the parent(s) of said child have applied to South Ayrshire Council under section 39(4) of the said 1980 Act, for revocation of the attendance order,

and WHEREAS South Ayrshire Council are satisfied that said application should be granted,

THEREFORE the Attendance Order in respect of the child XX (date of birth) is NOW REVOKED.

Signed on behalf of South Ayrshire Council

..............................................................

Head of Legal and Administration

CC (Head Teacher, name of school)

CC Head of Services and School Management



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Appendix 13

NOTIFICATION OF FAILURE TO COMPLY WITH AN ATTENDANCE ORDER

School: Pupil Details: Forename: Surname: Known As: Date of Birth:

Address:

Name, address of parent/carer: (if different from above)

Date Attendance Order Implemented: __________________________________________ Details of Absences: (please give details of periods of absence, reasons given for absence, actions taken by the school. Attendance prints should be included with this form.



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Appendix14 Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* FAILURE TO COMPLY WITH ATTENDANCE ORDER SECTION 36(2) OF THE EDUCATION (SCOTLAND) ACT 1980

As a result of *Child’s forename’s* unauthorised absence from school on the dates**you have failed to comply with the Attendance Order implemented on *date*. As a consequence, your case will now be referred to the Authority’s Legal representative.

Yours sincerely

Brian McInroy

Head of Services and School Management



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Appendix 15 Date Parent/carer’s- *Title*Surname* Parent/carer’s – *Address* Parent/carer’s – *Postcode* Dear Parent/carer’s *Title*Surname* REVOCATION OF ATTENDANCE ORDER

I am happy to advise that as * forename’s * attendance has improved to an acceptable level the Attendance Order implemented on *date* for *child’s forename* will be revoked from *date*. *forename’s* attendance will be monitored on a regular basis and should his/her attendance decline it may then be necessary to review the situation.

Yours sincerely

Brian McInroy

Head of Services and School Management

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