Attendance Policy

Reviewed by: Wendy Burton
15 August 2025

Approved by the proprietors: Amanda Trevor-Roberts, Simon Trevor-Roberts
2 September 2025

Next review: August 2026

Key School contacts

School Attendance Champions (including EYFS provision): Amanda Trevor-Roberts and Wendy Burton

Email: trjunior@trevor-robertsschool.co.uk

Telephone number: 0207 586 1444 x 1

1. Aims and principles

The School aspires to high levels of attendance from all pupils. Good attendance is essential for all pupils to get the most from their school experience, including their attainment, well-being and wider life opportunities.

Academic achievement of pupils is affected if attendance is poor. The School is responsible for the safeguarding of all its pupils and good attendance is important in order that the School can carry out this responsibility. The School ensures that the Heads, SLT, staff, pupils and parents are aware of the importance of good attendance and support the School’s effective and clear attendance systems and procedures.

Good attendance is the expectation at Trevor-Roberts and rewards for good attendance are not considered necessary or helpful. Pupils feel safe and supported by their teachers and friends and so they want to come to school.

1.1. The aims of this policy are as follows:

a. To develop and maintain a whole school culture that promotes the benefits of good attendance;

b.  To ensure, so far as possible, that every pupil in the school is able to benefit from and make a full contribution to the life of the school;

c.  To prioritise and where possible improve attendance and punctuality across the school, reduce absence and set out the school’s approach to the management of absence/non-attendance;

d.  To recognise the links between attendance/absence and pupil wellbeing, specifically ensuring a consistent whole school approach to safeguarding; and

e.  To help to promote a whole school culture of safety, equality and protection.

2. Scope and application

This policy applies to the whole School including the Early Years Foundation Stage (EYFS). It is designed to address the specific statutory obligations on the School to record attendance and absence.

4.    Publication and availability

4.1. This policy is published on the School website.

4.2. This policy will be sent to Parents when pupils join the School and Parents will be reminded of it at the beginning of the school year and when the policy is updated.

4.3. This policy is available in hard copy on request. It can also be made available in large print or other accessible formats if required.

4.4. A copy of this policy is available from Wendy Burton in the Junior Office at any time.

5.    Definitions and interpretation

5.1. Where the following words or phrases are used in this policy

5.1.1.   references to attendance include references to attendance for all or part of the timetabled school day

5.1.2.   references to the Head are references to Simon or Amanda Trevor-Roberts

5.1.3.   references to a Parent mean:

a. all natural parents, whether they are married or not;

b. any person who has parental responsibility for a pupil; and

c. any person who has day to day responsibility for a pupil (i.e. lives with and looks after a pupil)

5.1.4.   references to a pupil includes anyone who is receiving an education at Trevor-Roberts School

5.1.5.   SAC means the School’s Attendance Champion/s.

6.    Responsibility statement and allocation of tasks

6.1.  The Heads, who are also the School proprietors, have overall responsibility for all matters which are the subject of this policy.

6.2. The Heads recognise that improving attendance is a school leadership issue and have appointed two designated senior leaders to have overall responsibility for championing and improving attendance in School, referred to in this policy as the SAC.

6.3. The SAC will keep this policy up to date and compliant with the law and best practice.

6.4. The SAC will monitor the implementation of this policy as required.

6.5. The SAC will analyse attendance and absence data at least termly.

6.6. The SAC, in conjunction with the Heads, will review and update this policy annually.

7.    The importance of good attendance

7.1. The School recognises the importance of developing good patterns of attendance from the outset. This is an integral part of the School’s ethos and culture.  In building a culture of good school attendance it recognises:

7.1.1.   The importance of good attendance, alongside good behaviour, as a central part of the school’s vision, values, ethos and day to day life;

7.1.2.   The importance of setting high expectations for the attendance and punctuality of all pupils and communicating these regularly and effectively to pupils and Parents; and

7.1.3.   Children missing education can act as a vital warning sign to a range of safeguarding issues, including neglect, sexual abuse and child sexual and criminal exploitation.

8.   School responsibilities

8.1. The School acknowledges that attendance is the essential foundation to securing positive outcomes for all pupils and that everyone has a responsibility to take proactive steps to manage and improve attendance across the School community.

8.2. The School will consistently promote the benefits of good attendance, setting high expectations for every pupil and consistently communicating those expectations to pupils and Parents.

8.3. Where there are challenges to attendance, the School will work effectively and respectfully with pupils, their families and, where appropriate, local authorities to address them.

8.4. The School will respond to non-attendance and/or lateness proactively, firmly, consistently and with care, with appropriate reference to this policy, its safeguarding and behaviour policies and the School’s terms and conditions.  It will act in a proportionate and targeted way in response to data or intelligence and ensure intervention is regularly reviewed.

8.5. The School will have robust systems in place to track and record attendance, reasons for absence and patterns at an individual level in order to identify pupils at risk of non-attendance and those who are persistently absent and it will monitor and analyse this data regularly to facilitate early intervention to address issues.

8.6. Where there are challenges to attendance, the School will work with pupils, their families and, where appropriate, local authorities to address them. An attendance plan detailing strategies and additional support which aims to assist in overcoming barriers to attendance will be agreed with parents.

8.7. Where compulsory school-aged pupils are likely to miss more than 15 days of schooling (whether consecutive or not), notifications will be made to the relevant local authority in accordance with their protocols.

9. Staff responsibilities

9.1 The SAC

The Heads have appointed two senior members of staff from the School’s leadership team as SACs to have overall responsibility for championing and improving attendance at TR. The SACs are Amanda Trevor-Roberts and Wendy Burton.

9.1.1. The SACs responsibilities are:

a. to set a clear vision for improving attendance in school;

b. to establish and maintain effective systems for tackling absence and make sure the systems are followed by all staff;

c. to regularly monitor and evaluate progress, including the efficacy of the school’s strategies and processes;

d. to oversee and analyse attendance data; and

e. to communicate clear messages on the importance of attendance to pupils and Parents.

9.2. Staff with specific responsibilities for attendance

All teaching staff have day to day responsibility for monitoring and promoting good attendance and punctuality.

9.2.1. Form teachers have a formal routine for registers being taken accurately each morning and afternoon.

9.2.2. Form teachers will record all absences promptly and accurately using the processes specified in Appendix 1.

9.2.3. Katie Lamble and Wendy Burton in the Senior and Junior Offices, respectively, will seek explanations for all absences and reflect the reason for each absence in the codes recorded in the registers.

9.2.4. Katie Lamble and Wendy Burton will ensure that parents are called by 9.05 a.m. if a child is not at school and the school has not been informed of a reason for that pupil’s absence.

9.2.5. If it is not possible to contact a parent by phone or email or the school is not reassured that the child is safe at home, a home visit will be undertaken to try to establish contact and check on the welfare of the child at the earliest opportunity and certainly within 10 days. If the child has not been seen and the parent has not made contact, this must be reported immediately to the DSL and a risk assessment carried out to establish what action should be taken. If by day 10, the child has not returned to school, the school will notify Camden Learning of the absence. If the child lives in another borough, that borough will also be notified so that further enquiries and action can be taken.

9.2.6. If the Heads and/or the SAC’s are concerned that a child has a high number of absences or is regularly late for school, they will telephone Parents or arrange a meeting in order to see that a reduction in absences can be achieved.

9.2.7. Form teachers, Katie Lamble and Wendy Burton will look out for trends or patterns in a pupil’s attendance. Any specific concerns will be investigated and risk assessed by the SACs;

9.2.8. Class teachers will deal with lateness to lessons consistently and promptly and consider appropriate sanctions for pupils who frequently arrive late to a lesson in line with the School’s behaviour and discipline policies.

9.2.9. Form teachers will discuss non-attendance and/or lateness with pupils and Parents (where possible) and emphasise the importance of punctuality and attendance.

9.3. All Staff

9.3.1. The School ensures that all teaching and non-teaching staff know the importance of good attendance and are consistent in their communication with pupils and Parents about it.

9.3.2. The School provides appropriate training and professional development for staff consistent with their roles and responsibilities

10.    School arrangements

10.1. The School will accurately complete admission and attendance registers and have effective day to day processes in place to follow-up absence. These registers will be kept electronically.  Contact details of relevant staff can be found at the beginning of this policy. Other details about the School’s arrangements can be found in Appendices 1, 2 and 3 to this policy.

10.2. The School will regularly inform parents about their child’s attendance and absence/punctuality levels via reports and Parents’ Evenings.

11.    Monitoring attendance

11.1. The School will undertake regular data analysis to identify and provide additional support to pupils that need it, and to look at historic and emerging patterns across the School and develop strategies to address them.  Such analysis may include:

11.1.1.   monitoring and analysing weekly attendance patterns and trends and providing support in a targeted way to pupils and families;

11.1.2.   using this analysis to provide regular attendance reports to class teachers to facilitate discussions with pupils and to leaders (including the Learning Support Co-ordinator and Designated Safeguarding Lead)

11.1.3.   undertaking frequent individual level analysis to identify pupils who are absent significantly more than others

11.1.4.   conducting analysis of half-termly, termly and full year data to identify patterns and trends;

11.1.5.   benchmarking attendance data to identify areas of focus for improvement; and

11.1.6.   devising specific strategies to address areas of poor attendance identified through data.

12.    Pupil Responsibilities

12.1. School attendance is important to pupil attainment, wellbeing and development. The School therefore has high expectations of pupils as to their attendance and has systems in place to manage poor attendance.

12.2. Pupils should be aware that:

12.2.1.   they are expected to be present in-person for the duration of each School day;

12.2.2.   they are expected to arrive on time and attend all timetabled lessons;

12.2.3.   they should not leave a lesson or the School site without permission or otherwise in accordance with School rules;

12.2.4.   they should engage with the School’s arrangements for recording and managing attendance as set out in this policy;

12.2.5.   any unexplained absence will be followed up;

12.2.6.   persistent lateness or non-attendance will result in action being taken by the School. This may take the form of:

a.  offers of support to seek to identify and address any barriers to attendance;

b.  communication with Parents;

c.  reporting to other agencies such as children’s social care; and

d.  imposition of sanctions in line with the School’s behaviour policy.

12.2.7.   If pupils are having difficulties that might discourage or prevent them from attending School or specific lessons regularly, they may speak to any member of staff, though the School encourages them to speak to their Form Teacher in the first instance.  Pupils are entitled to expect this information to be managed sensitively.

13.    Additional needs

13.1. The School recognises some pupils may find it harder than others to attend School and will work with those pupils and parents to try to remove barriers to attendance by building strong and trusting relationships and working together to put the right support in place.

13.2. In many instances of absence because of a mental health issue, attendance may serve to help with the underlying issue as much as being away from School may exacerbate it. It is also the case that a prolonged absence may heighten anxiety about attending in the future.

13.3. The School will make reasonable adjustments where a pupil has a disability that puts them at a substantial disadvantage, in comparison with pupils without a disability, in relation to school attendance.

13.4. It will also work with parents, and where appropriate with the local authority, to develop specific support approaches for attendance for pupils with SEND needs e.g. ensuring the provision outlined in a pupil’s education, health and case plan is accessed.

13.5. Suitable strategies and support will also be considered for pupils with any social, emotional or mental health issue that is affecting their attendance.

13.6. Where barriers are outside of the School’s control, the School will work with Parents and pupils to identify alternative sources of support or consider, where appropriate, making a referral for early help.

13.7. The School will make a sickness return to the local authority if a pupil is recorded in the attendance register as absent and there are reasonable grounds to believe that the pupil will have to miss 15 consecutive or cumulative school days or more for illness during the current school year.

14.    Parent responsibilities

14.1. The law entitles every child of compulsory school age to an efficient, full-time education suitable to their age, aptitude and any special educational need they may have.  It is the legal responsibility of every parent to make sure their child receives that education.

14.2. This means pupils must attend every day that the School is open, except in a small number of allowable circumstances such as being too ill to attend or being given permission for an absence in advance from the School.

14.3. The School will help Parents to understand what is expected of them and why attendance is important to their child’s attainment, wellbeing, and wider development and provide clarity on the short- and long-term consequences of poor attendance.

14.4. Dental or medical appointments should be made during the School holidays or after the school day except in cases of emergency.

14.5. Other expectations the School places on Parents can be found in Appendix 1 of this policy.

15. Staff training

The School ensures that regular guidance and training on attendance is arranged on induction and at regular intervals thereafter so that staff understand what is expected of them by this policy and have the necessary knowledge and skills to carry out their roles. This will include all staff understanding the importance of good attendance and the School’s strategies for tracking, following up and improving attendance.

16.    Information sharing

16.1. Personal information on attendance will only be shared in line with legal obligations and having regard to government guidance on attendance, safeguarding and children missing education.

16.2. The School, local authorities and other local partners should work jointly and share data on individual cases where it is of benefit to a pupil (e.g. health services where there are medical conditions or the police where there are extra-familiar harms).

16.3. Where appropriate the schools will attend regular targeting support meetings.

16.4. The School is legally required to share information from the registers with the local authority.  This includes new pupil, attendance and sickness information.

16.5. The law allows local authority officers access to the attendance and admission registers of all types of schools to carry out their functions under the Education Acts to support joint working between schools and local authorities.  These officers are also permitted to take digital or physical extracts of the School’s registers.

16.6. The School must provide specific pupil information on request to the Secretary of State.

16.7. Where appropriate, the School is expected to inform a pupil’s social worker if there are unexplained absences.

17.    Record keeping and confidentiality

17.1. All records created in accordance with this policy are managed in accordance with the School’s policies that apply to the retention and destruction of records.

17.2. The information created in connection with this policy may contain personal data.  The School’s use of this personal data will be in accordance with data protection law.  The School has policies which explain how the School will use personal data.

18.    Linked policies and documents

• Safeguarding Policy
• Missing Child Policy
• Risk Assessment Policy
• SEND Policy
• Behaviour Policy
• Disability Policy
• Admission Register

Appendix 1 – SCHOOL ARRANGEMENTS

1. Managing attendance

1.1. The School monitors, records and shares data about pupil attendance by accurately completing admission and attendance registers as required by law. The admission and attendance registers are kept electronically and retained by the School for six years prior to the current academic year as stated by the law.

1.2. The School expects all pupils to be present at School for the whole of the School day, from registration at 9 a.m. (at the latest, the doors to the school open at 8.25 a.m.) to the end of the school day at 3.20 pm/3.50 pm/3.55 pm/4 pm (depending upon which class the pupil is in), but this period may be extended for after school clubs, sports fixtures or school trips. Registration for afternoon sessions takes place between 1.30pm and 2 pm.

2. The role of Parents and reporting absence

2.1. The School expects all Parents to:

2.1.1. ensure their child attends School by 8.25 a.m. or 8.30 a.m. (whichever is the appropriate time for their child’s class);

2.1.2. make any application for an authorised leave of absence at the earliest opportunity and in writing;

2.1.3. Ensure that all dental or medical appointments are made during the School holidays or after the school day except in cases of emergency;

2.1.4. notify the School of any absence or delay as soon as reasonably possible in accordance with this policy and when doing so, give an accurate explanation for this. Calls should be made to the School Office by 9am or as soon as practically possible; and

2.1.5. co-operate with the School to explore possible barriers to attendance and to improve it where attendance has been raised as an issue.

3. Registration and attendance checks

3.1. Morning registration is between 8.45 a.m. and 9 a.m.

3.2. Afternoon registration is between 1.30 pm and 2 pm.

3.3. Once the morning and afternoon registers close, a pupil will be recorded as absent if not present.

3.4. If a pupil is absent when the register starts being taken but arrives before the register is closed they will be recorded as a late arrival.

3.5. If a pupil arrives after the register has closed but before the end of the session without a satisfactory explanation, then this will be recorded as an unauthorised absence

3.6. Absence will be recorded on the Attendance Register as set out in Appendices 3 and 4.

4. Managing absence

The attendance of all pupils is monitored on a weekly basis through their Form Teacher. The SAC will analyse attendance and absence data and discuss with senior leaders any emerging trends. Data is shared on a regular basis with relevant teaching and support staff.

The data will be used to monitor and evaluate the impact of interventions put in place in order to modify them and inform future strategies and decisions taken.

Persistent absence is where a pupil misses 10% or more of school and severe absence is where a pupil misses 50% or more of school. The School will:

4.1. Use data analysis to identify patterns and trends of persistent and severe absence

4.2. Hold regular meetings with parents/ carers of pupils who the School (and/or Local Authority) considers to be vulnerable, or are persistently or severely absent, to discuss attendance and engagement at school

4.3. Provide access to wider support services to remove the barriers to attendance

4.4. Ensure key pastoral staff have conversations with pupils under or close to 90% attendance and that they are closely monitored. Interventions to work towards removing barriers to attendance may include:

• sending letters to parents or carers;
• Class teacher discussions with the pupil.

Individual pupils returning following a period of absence as a result of illness will be supported to catch up on any work missed and to ensure their emotional wellbeing is safeguarded as they return to school. This will be undertaken in consultation with parents and/or local authority and partners as appropriate.

5. Authorised absences

5.1 Authorised absence means that the School has either given approval in advance for a pupil to be away (granted an authorised leave of absence) or has accepted an explanation offered afterwards as justification for absence.

5.2 If the School authorises an absence it is not obliged to provide educational work for the pupil who is going to be absent.

6. Applications for an authorised leave of absence

6.1. Applications for authorised leaves of absence during the School day will only be granted in exceptional circumstances and will only be permitted if made in writing to either of the Heads at either trjunior@trevor-robertsschool.co.uk or trsenior@trevor-robertsschool.co.uk. A leave of absence is granted at the Heads’ discretion.

6.2. The School will consider each application for an authorised leave of absence individually, taking into account the specific facts and circumstances, the pupil’s past attendance record and the relevant background context behind the request.

6.3. Apart from illness or where there are additional needs, no pupil should be away from School without prior permission from either of the Heads.

6.4. Dental or medical appointments should be made during the School holidays or after the school day except in cases of emergency.

6.5. If a leave of absence is granted, it is for the Head to determine the length of the time the pupil is or was permitted to be away from School. It will be recorded as an authorised absence. See Appendices 3 and 4.

6.6. A leave of absence will usually be authorised for religious observance if the day concerned is exclusively set apart for religious observance by the religious body to which the relevant Parents and pupils belong. Parents are expected to make a request for this type of leave of absence in advance.

6.7. Other exceptional circumstances may include external examinations and the attendance of interviews at other schools.

7. Reporting duties

7.1. The School is legally required to share information from their registers with the local authority. As a minimum this includes

7.1.1. Attendance returns: providing the local authority with the names and addresses of all pupils of compulsory school age who fail to attend school regularly or have been absent for a continuous period of ten school days where their absence has been recorded as unauthorised.

7.1.2. Sickness returns: providing the local authority with the full name and address of all pupils of compulsory school age who have been recorded as ill and who the school has reasonable grounds to believe will miss 15 days consecutively or cumulatively because of sickness. Only one sickness return is required for a continuous period of sickness in a school year.

7.1.3. New Pupil and Deletion returns : providing the Local Authority when a pupil’s name is added to or deleted from the School admission register outside of standard transition times

7.2. Action will be taken in accordance with the Missing Child Policy included in the TR Safeguarding and Child Protection Policy if any absence of a pupil from the School gives rise to a concern about their welfare.

Appendix 2 – ADMISSIONS REGISTER

1. Admissions Register

1.1. In accordance with the requirements of the School Attendance (Pupil Registration) (England) Regulations 2024 the School will:

1.1.1. maintain an admission register of all pupils admitted to the School (also known as the school roll); and

1.1.2. inform the local authority of any pupil who is going to be added to or deleted from the School’s admission register at non-standard transition points.

1.2. The admission register must be kept electronically and a back-up copy of the register is made at least once a month in the form of an electronic or printed copy.

1.3. The school must ensure that every entry in the School’s admission register is preserved for six years beginning with the day on which the entry was made; and every back-up copy of the register is preserved for six years after the end of the school year that it relates to.

1.4. The admissions register contains specific personal details of every pupil in the School, including their date of admission, information regarding Parents and details of the school they last attended.

1.5. A pupil’s name can only be deleted from the admission register for a reason set out in regulation 9 of the School Attendance (Pupil Registration) (England) Regulations 2024. When any of the situations set out in regulation 9 occurs, the pupil’s name must be deleted.

1.6. Where the School notifies the local authority that the pupil’s name is to be deleted from the admission register, the School must provide it with the following information

1.6.1. the full name of the pupil

1.6.2. the address of the pupil

1.6.3. the full name and address of any parent the pupil normally lives with

1.6.4. at least one telephone number of any parent with whom the pupil lives or can be contacted in an emergency

1.6.5. the pupil’s future address, the full name and address of the parent who the pupil is going to live with, and the date the pupil is expected to start living there, if applicable

1.6.6. name of the pupil’s other or future school and pupil’s start date or expected start date there, if applicable

1.6.7. the ground (prescribed in regulation 9) under which the pupil’s name is to be deleted from the admission register.

Appendix 3 – ATTENDANCE REGISTER

1. Attendance register

1.1. The School records and monitors the attendance of all pupils in accordance with the School Attendance (Pupil Registration) (England) Regulations 2024.

1.2. The School uses the appropriate national attendance and absence codes system to enable it to record and monitor attendance and absence in a consistent way which complies with regulation 10 of the Attendance Regulations. See Appendix 4.

1.3. The attendance register will be kept electronically and a back-up copy of the register is made at least once a month in the form of an electronic or printed copy

1.4. The School will also use these records to identify patterns of poor attendance and work with pupils and Parents to resolve any issues before they become entrenched.

1.5. The School is required by law to take attendance registers twice daily – once at the start of the morning session and once during the afternoon session.

1.6. On each occasion it will be recorded whether every pupil is

1.6.1. physically present in school when the attendance register begins to be taken; or

1.6.2. absent from the school when the attendance register begins to be taken but attends before the taking of the register has ended; or

1.6.3. attending a place other than the school; or

1.6.4. absent.

1.7. The circumstances in which a pupil may be recorded as attending a place, other than the school, can include:

1.7.1. Attending educational provisional arranged by a local authority;

1.7.2. For an educational visit or trip arranged by or on behalf of the School and supervised by a member of school staff;

1.7.3. Attending a place for an approved educational activity that is a sporting activity;
1.7.4. Attending a place for any other approved educational activity.

2. Recording absence

2.1. Absence will be recorded in accordance with the national absence codes set out in regulation 10 of the School Attendance (Pupil Registration) (England) Regulations 2024 and statutory guidance Working Together to Improve School Attendance. See Appendix 4.

3. Unauthorised absence

3.1. The “unauthorised absence” code will be used when prior permission for absence has not been given or where the School is not satisfied with the explanation given for absence or delayed attendance or where no explanation has been given meaning that the code for “unable to attend due to an exceptional circumstance” is not appropriate. Examples include:

3.1.1. a holiday that has not been authorised by the School or is in excess of the period determined by the Head to be reasonable;

3.1.2. a reason for absence has not been provided;

3.1.3. a pupil is absent from school without authorisation;

3.1.4. a pupil has arrived in school after registration has closed and without reasonable explanation.

3.2. The School will notify Camden Learning of unauthorised absences for a continuous period of 10 days or more (or fewer than 10 days if the School feels it appropriate).

Appendix 4 – ATTENDANCE AND ABSENCE CODES

The following codes should be used to record attendance and absences in accordance with The School Attendance (Pupil Registration) (England) Regulations 2024