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Attendance Policy

Purpose

Baleares international College regards regular attendance by students as essential if they are to benefit fully from the curriculum. Academic progress leading to examination success is not possible without regular attendance at school and punctual arrival to lessons.  Parents must ensure that their child attends regularly and that s/he arrives on time.
The school must support attendance and take seriously problems which may lead to non attendance. It must also promote and reward excellent attendance from its pupils.
 

Content

This policy outlines the strategies that are used to achieve the highest possible levels of attendance.
1.       Expectations of attendance – see appendix 1 2.       Registration of attendance – see appendix 2 
3.       Registration and attendance of the Sixth Form – see appendix 3 
4.       Encouraging good attendance and discouraging avoidable absence – see appendix 4 
5.       Monitoring levels of attendance and evaluating performance – see appendix 5  

  

Procedures and Implementation

(i) The tutor/class teacher monitors attendance daily by being responsible for the registration of their form/class group.
(ii)     Subject teachers register students in their lessons and send concerns to the form teacher. (iii) Form/class teachers inform SBE/JBI if there are any matters of concern.


 

Monitoring

All registers are to be completed by 0905 / 1600 

The School Office will contact parents of students who cannot be accounted for after 11.30 if no notification explaining absence has been received.

  

APPENDIX 1: 

Expectations of attendance

Baleares International College makes a commitment to monitor carefully each student's attendance and give parents early warning of problems. BIC requests that all parents demonstrate their commitment to ensuring that their son/daughter attends regularly and authorise their absence only when absolutely necessary.
The Principal informs parents of students that they are legally responsible for ensuring that their child attends and stays at school. Parents are advised that they should inform the school of the reason for a child's absence as soon as possible. When the child is ill they should inform the school of the nature of the illness, and if possible the predicted date of return. In cases of  illness due to medical reasons the school will request a doctor´s certificate in order to authorise absence after three consecutive days of absence.
Similarly, if a student needs to return/visit their country of origin for legal reasons, the school needs to be notified in writing with at least 2 weeks’ notice and a predicted date of return be given.  

Authorised/Unauthorised absence

Baleares International College reserves the right to decide whether an absence is authorised and whether to authorise up to two weeks holiday in term time - where this has been requested in writing in advance to the Principal. Holidays during term time are only authorised in exceptional circumstances.

In responding to requests, the school will underline the importance of regular attendance to the child´s learning, especially those in public examination classes. BIC will challenge unauthorised absence.  If a student is absent for no legitimate reason, parents will be seen by the Head of Primary, Secondary or in a final instance by the Principal.
Baleares International College will not issue formal letters of attendance to students whose unauthorised absence during the academic year exceeds 5%. BIC will not keep persistently absent students on the school roll. If a student does not respond to verbal and written warnings about unauthorised absence the Principal may take action that will lead to that student being permanently excluded from the school.

 

APPENDIX 2

Registration of Attendance

The school gate opens at 8.30am so that pupils can wait for the start of the school day within school grounds. 
Primary School children line up in the two play areas when the whistle is blown by the teacher on duty at 8.55am. Primary school teachers will collect and escort students to their class. Junior Registration ends at the 9.00 bell after which time the child must report to the office.
All Secondary School students must be at school by 08.50 for registration in the Form Room. Registration closes at 08.55 Lesson 1 begins at 09.00. 

The form teacher completes the register daily to indicate whether a student is present or absent by means of the appropriate iSAMS code. . The School Office will update registers following the criteria for Register Entries – see below.  Form teachers keep track of individual attendance rates, monitor reasons for absence through notes received and/or comments in the Homework Diary and notify SBE/JBI when attendance causes concern. The School Office will regularly check up on reasons for absence and update register accordingly. 
The School Office maintains a record of late arrivals – students who arrive after 09.00 are late for school and cannot attend registration. They must sign the digital late book in the School Office giving an explanation for the reason for their late arrival. These will then be updated by the School Office onto iSAMS 

The School Office will notify staff the names of those students who by 11.30 are not recorded in the register nor have signed the digital late book. The School Office will also inform staff of the names of those students who are authorised to leave during the school day. To detect truancy, lesson registers are kept by teachers, who refer any queries to the tutor. 
 

 

Criteria for Register entries

Teachers

PRESENT - Is PRESENT at Registration                   

Office use only 

LATE - Arrival after 0900  
MEDICAL - Illness   (incl. medical report after 3 consecutive days)              
AUTHORISED - Other authorised absence circumstances e.g appointments        
UNAUTHORISED - Absence unauthorised by the school or no reason yet given. 
  

APPENDIX 3

Registration and attendance of the Sixth Form

This attendance policy has been drawn up to clarify expectations of students in post 16 education at BIC Sixth Form. High levels of attendance and excellent punctuality are both characteristics of students who achieve above or in-line with their potential. Research shows poor attendance and punctuality has a serious detrimental effect on outcomes. Attendance falling below 95% has been shown to result in an average reduction of one grade at A level per subject and this increases to two grades when attendance falls below 90%. One of our strategic objectives is to reduce to zero the number of students whose attendance drops below 90%. Our attendance target is currently set at an aspirational level of 95%. 

Expectations

Aim to have at least an average attendance of 95%.
Students are expected to attend all lessons.
Students are expected to attend tutor time on a daily basis and any meetings deemed necessary by the Sixth Form Team (e.g. careers or university presentations).
Students are expected to utilise their study periods effectively to work independently in the Sixth Form Study Room.

Responsibilities 

Staff  
  • The Sixth Form Team are responsible for monitoring attendance patterns within the Sixth Form.
  • Sixth Form Tutors will register students at 08.45 and 15.55 every day using ISAMS.
  • Subject teachers are expected to complete a register for every lesson within the first 15 minutes. Subject teachers will notify the relevant tutor directly if a student is absent from their lesson.  The tutor will send an email to parents / carers informing them of their child’s absence.  

Students   

  • Students must take an active and conscientious role in being responsible for their punctuality and attendance.  
  • Year 12 students must be punctual to the morning registration and be present for the afternoon registration.
  • Year 13 students with privileges must attend all their timetabled lessons and notify the tutor of their presence in school.
  • Parents / Carers have a joint responsibility to ensure that their sons/daughters attend the school as required and on time. 
  • Students must arrive to all lessons on time and be ready to learn.

Leave of Absence 

  • Students should not take any leave of absence during term time and subsequently these will only be authorised in exceptional circumstances. Students may be absent for unavoidable appointments such as specialist medical appointments, job interviews (not part time jobs) and driving tests and should inform the Tutor in advance. 
  • Students can take up to 3 days absence to attend Open Days at universities but are encouraged to visit at weekends wherever possible. The Tutor should be informed in advance of these absences. 
  • Students should not make routine doctor's, dental or other appointments during the school day. It is possible to make these appointments after the school day. This includes driving lessons. 
  • Under no circumstances should students undertake paid part time work during the school day and are advised to limit part time work to 10 hours per week if it is not to impact on study.

Procedures 

Student Absence 

  • Parents/carers should inform the School Office by phone or e-mail on the first day of absence, before 08.45. The Office will then record the reason for the absence on ISAMS.
  • On return to school, an absence letter should be provided to the Tutor to account for all the days of absence. 
  • If an absence is planned for a known reason in advance then the student or parent/carer should inform the Tutor beforehand, ideally in writing.

Protocols

  • If there has been no contact by 09.15 on the first day of absence, parents/carers will receive a message from the School Office advising them their son/daughter is absent.
  • Where the student is on report for poor attendance phone calls will be made to parents/carers 
  • Absence for holidays will be marked as unauthorised in all circumstances. 
    Absence for appropriate agreed reasons as outlined above will be coded accordingly and taken into account in calculating overall attendance. 

 

Monitoring 

  • Student attendance will be monitored in an appropriate and timely fashion to ensure that students, parents and carers are kept informed using accurate data.  
  • Review of this policy on a two-yearly cycle or more frequently if required by changing legislation or changing needs. 
  • Attendance and punctuality are monitored in the first instance by the Tutor who will liaise with the Head of Sixth Form in following up attendance and punctuality issues revealed through monitoring and support the follow up procedures outlined below

Consequence of poor punctuality and attendance

Punctuality 

  • Class registers are always taken at the beginning of each lesson and students arriving after this this time will be recorded as late.
  • Class teachers should inform the Tutors of any frequent lateness.
  • If punctuality is poor the student will have an initial verbal warning from their Tutor.
  • If there are three incidents of lateness during a week the Tutor will issue a formal written warning to the student with a copy to parents/carers and the student will be placed on punctuality report for a minimum of 5 working days. 
  • If there is regular pattern of continued poor punctuality a formal meeting will be called between the Head of Sixth Form, the student and their parent/carer.
  • If there is still no improvement a final written warning will be issued and the student may be asked to leave the Sixth Form. I think we need a distinction between punctuality and attendance and possible percentage boundaries leading to clearly identified courses of action. 

Attendance 

  • Tutors will carefully monitor absences on a daily basis. 
  • If attendance falls below 95% without known and agreed reason the student will have a meeting with the Tutor. 
  • If attendance falls below 90% the student will have a Stage 1 Attendance Commitment Interview with the Head of Sixth Form and a formal warning letter will be sent home. The student will be on Attendance Report for a minimum of 5 working days. 
  • A continued pattern of non-attendance, such that attendance falls below 85%, will result in a Stage 2 Attendance Meeting with the Head of Sixth Form and a parent/carer. Targets will be set and the student will be on Attendance Report for a minimum of 10 working days and a final written warning issued to improve. There will be a discussion about future studies at the Sixth Form. The key aim is to see attendance improving. 
  • If the attendance problem is not resolved, a final Stage 3 Attendance Meeting will be arranged in which the student may be advised that they will not be entered for exams and to consider their future, with support from the Sixth Form careers advisor. 

Summary 

It is intended that this policy makes clear our expectations of post 16 students at Baleares International College and the consequences of poor attendance and punctuality. It is not our intention to exclude students from the Sixth Form without having explored all possible means for them to succeed. It is hoped that the implementation of a clear transparent policy will secure excellent attendance from all our students. We will continue to work positively with the students and continue to enjoy the support of parents/carers in achieving the best outcomes for the students. 

 

APPENDIX 4

Encouraging good attendance


The importance of good attendance and punctuality is emphasised in the school ethos, assemblies and form periods, through regular feedback on their attendance. In the Primary School, recognition for good attendance in the form of awards are issued:
Gold, Silver and Bronze certificates awarded each term.  (Gold-100% attendance, Silver 99% and Bronze 98%)
All students achieving Gold certificates have a letter of praise sent to parents from the Principal School. In the Junior School, there will be an ‘Attendance Cup’, awarded on a weekly basis to the form group with best attendance.
 
Discouraging avoidable absence
Students are taught that every absence requires a valid reason and rigorous monitoring takes place. Students are informed that they are expected to catch up on missed work.
Students whose unauthorised absence exceeds 5% are identified and parents are asked to meet  with the Principal.
When writing a reference for students, punctuality figures are often required and these will be duly noted.
In cases of repeated lateness to lessons students may be placed on an ‘Attendance and Punctuality Report’ monitored by JBI (and SBE).
 
 
Students persistently late 
Stage One: If the tutor feels a tutee is late for registration too frequently s/he will warn the student that this is not acceptable and must improve.
Stage Two: If a warning from the tutor does not lead to an improvement the tutor will speak to SBE/JBI. They will normally then write a letter to the parents expressing the school's concern regarding lateness.
At this stage SBE/JBI could, in exceptional circumstances, place the student on a Punctuality Report if  necessary. In such cases the Principal will write to explain why the report been issued.
Stage Three: If the lateness persists the School Office will contact home immediately and seek clarification as to the reason for the lateness or absence.
Stage Four: In the unlikely circumstances of the report not having the desired effect the JBI/SBE or DGI in the most persistent cases will invite the parents into school to discuss the matter.
The Principal will update staff during the regular morning briefing of relevant developments.
  

APPENDIX 5

Monitoring levels of attendance and evaluating performance

Responsibilities


Form Teacher

  • ensures that register information is accurate and up to date
  • takes register every morning and afternoon – registers are legal documents
  • collects written evidence to support authorised absence and amends register.
  • investigates cases of unexplained absence from registration or lessons, contacting parents as required and/or informing the School Office
  • regularly monitors attendance rate and punctuality of individuals in group, notifying SBE/JBI of any students causing concern

Head of Primary/Secondary

  • liaises with form teachers to discuss those students persistently late 
  • contacts parents
  • informs Principal of any action neededInforms staff via morning briefings.

Principal

  • meets with parents to discuss any students that are a cause for concern

Parents

  • ensure their children attend school regularly and punctually
  • provide a note to cover any known absence
  • must seek authorisation for any prolonged known absence.

Students

  • are responsible for making sure that their attendance is maintained at the highest possible level
  • are responsible for ensuring they receive their attendance mark and for bringing notes to school regarding absence
  • who are late must sign in.