Introduction

Roots Federation believes that good attendance is essential if children are to be settled and take full advantage of the learning and development opportunities available to them at school. Valuable learning time is lost when children are absent or late. In addition, we believe that continuity and consistency from such a young age are important contributors to a child’s wellbeing and progress.

 

A welcoming, well organised learning environment that supports and celebrates its learners is a key factor in ensuring children enjoy school and attend regularly. All staff ensure that their learning environments are of a high quality. Regular, rigorous environmental audits are carried out by the Senior Leadership Team to ensure this.

 

Good attendance (above 95%) and punctuality promotes good outcomes for children. In a small minority of cases, good attendance practice may also lead to the earlier identification of more serious concerns for a child or family and may have a vital part to play in keeping a child or other family members safe from harm.

 

Keyworkers will feed back to parent/carers about pupil attendance and punctuality regularly at each Catch Up Call. This provides an opportunity for key workers to praise and recognise excellent attendance or share attendance concerns and discuss barriers to good attendance. Where necessary a target for improving attendance may be set. If there is no improvement in attendance/punctuality, the pupil is referred to the Head of School.

 

Our Aims

• To ensure that every child is safeguarded and their right to education is protected.

• To create a culture where good attendance is ‘normality’ and valued.

• To value the individual and be socially and educationally inclusive.

• To be consistent in the implementation of our policy and procedures.

 

The Executive Headteacher is responsible for the overall management and implementation of the policy and for monitoring attendance patterns and reporting this data termly to governors.

 

The school newsletter is used to highlight the importance of good attendance and punctuality. It regularly includes sections reminding parent/carers of our school attendance target and what that means in terms of number of days absent. It also includes information about any initiatives which the school is using to promote attendance and punctuality.

 

Procedures

Children should be at school, on time, every day that the school is open, unless the reason for the absence is unavoidable, such as illness or injury.

 

Parent/carers are expected to:

• Ensure their child attends school and arrives on time every day.

• Promote a good attitude to learning by ensuring their children attend school in appropriate clothing and footwear.

• Arrange medical and dental appointments out of school time wherever possible.

• Inform the school by telephone or email, either in advance where applicable or on the first day of their child's absence, and on each subsequent day of absence. Unless informed otherwise.

• Work in partnership with the school and other agencies in the best interests of their child; this includes informing the school about significant influences and changes in the child’s life, which may impact on learning.

The classroom registers close 10 minutes after entry. The office staff passes messages of absence from parent/carers to the class teacher.

 

If a child is absent from school and the school has not received a phone call or other message from the parent/carer, a first day absence email will be sent. The Office Administrator follows this system:

 

• An email reminder will be sent to request parent/carer contacts the school to inform of reason for absence.

 

• The absence reason is recorded next to the child’s name on Arbor and Octopus software systems. Ideally a reason for every absence needs to be established.

 

Day 1 of Absence

1. Parent/carer contacts the school to explain the absence.

2. Obtain a valid reason for the absence and record it in Octopus.

3. If no notification has been received, the school will email both contacts by:

   • 9:30am (morning session) or

   • 12:30pm (afternoon session) to establish the reason for absence.

4. If a valid reason is obtained, record the reason in Octopus.

5. If no reason is received by 10.30/1.30pm a second email is sent.

6. If no reason is obtained a call to all emergency contacts at 12.00/15.00. If no answer sends an email stating a home visit will be conducted. Head of School notified. Home visit must be conducted by 13.00/15.30.

 

Day 2 of Absence

1. Repeat the Day 1 procedure unless the parent/carer has already notified the school that the child will be absent for 48 hours due to illness.

2. If a valid reason is obtained, record the reason in Octopus.

 

Day 3 of Absence

1. Repeat the Day 1 procedure.

2. If a child is absent without an explanation for 2 days, the Head of School will make contact, initially by telephone and/or email.

 

If the child is known to Social Care, the relevant social worker will be informed of the unauthorised absence.

 

If after 20 consecutive days the absence continues, the child’s name will be removed from the register. This is to comply with the Hertfordshire provider agreement.

 

NB: If at any point during a child’s absence there are concerns around a child’s welfare, a referral will be made the Children’s Services.

 

Administrative Staff

In addition to taking messages regarding pupil absences and following up on unexplained absences when a child does not arrive at school without a reported reason, administrative staff will also:

 

• monitor weekly attendance data.

• promptly inform the Head of School if there are any concerns relating to attendance/punctuality.

• produce weekly/termly/yearly data for analysis.

• contact parents/carers by letter, following 2 consecutive instances of lateness or absence.

• oversee the admission and induction of new pupils.

• ensure staff are following the registration systems and structures in this policy.

• inform parent/carers of school procedures when parent/carers have failed to inform the school.

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Registration

Registers are the only way of recording pupil attendance and must be completed accurately. This is the responsibility of whichever member of staff has been directed to take the register for that session. Registers can be re-submitted in the case of a mistake or a pupil arriving after submission, but registers must be accurate and submitted within 30 minutes after the class enters school.

 

Good Attendance

Co-operation between home and school is the best way to support children’s well-being and attendance needs. Even though it is not compulsory for a child to attend an Early Years setting, it is important we discuss any instance when a family decides to withdraw a child from the nursery. Establishing good and consistence attendance habits from an early age has such positive benefits on a child:

 

1. Good habits

   • It builds in young children the idea that getting up and going to school is simply what you do.

   • Children who attend every booked session develop a feel for the rhythm of the week and gain a sense of security from some regular elements, even when the actual pattern or focus of their learning or activity may vary widely from week to week.

 

1. Secure relationships

   • Young children find it easier to build and sustain a range of social relationships when they regularly attend nursery.

   • Regular times arranged with parent/carers help to develop a secure attachment within the nursery.

   • For some families, particularly at times of stress, the child’s regular attendance at a setting allows parent/carers to get other things done and helps them enjoy spending time with the child when he or she is at home.

 

1. Self-esteem

   • Children who rarely miss sessions at an early years setting and arrive on time are more likely to feel good about themselves. This is because they know what goes on and what to expect, feel more confident with the adults and the other children and have more opportunities to be valued and praised for their own special contribution.

   • Children who regularly miss sessions or are generally late, can frequently experience a sense of having to try a little bit harder just to understand what is going on and what other children are talking about or doing.

   • Regular attendance, on time, helps many young children to separate from their parents or carers at the start of the day and settle more readily into daily life in their setting.

 

1. Learning and Development

   • Staff carefully plan every session for each child in their care and want to take every opportunity to help them thrive. Experiences gained in one session are often developed further in the next session, whether or not these are consecutive days.

   • Children learn in many different ways through play with others and through being in the company of staff who actively support their learning and development.

   • Underachievement is often linked to lower attendance. For some older students this is linked to a steadily deteriorating trend in attendance which is traceable right back to their Early Years setting.

 

Working Together to Improve Attendance

We are committed to working in partnership with parents and carers to support good attendance. If families are experiencing challenges that may affect a child's ability to attend regularly, we encourage them to speak with us at the earliest opportunity. With consent, we may signpost or refer families to local support services, such as Families First, which provides advice, guidance and practical support on a range of issues including parenting, family relationships, wellbeing, housing, finances and accessing wider community services. Seeking support at an early stage can help to prevent difficulties from escalating and ensure children are able to access their education consistently.

 

Safeguarding

Good attendance is important for every child, but especially those for whom specific factors make them more vulnerable to disengagement or underachievement. Most children are well supported by their families and continue to thrive, whatever their background or circumstances. However, there are some factors in children’s lives which make it more likely that they will experience some difficulty. It is particularly important to pay close attention to the patterns of attendance for potentially vulnerable groups of children, including, for example:

 

• children who are known to social care or the criminal justice system.

• children with immigration issues.

• children who may be subject to a forced marriage, honour-based violence, female genital mutilation, sexual exploitation, children facing difficult family circumstances e.g., housing problems, bereavement, separation/ divorce,

• children from families experiencing some degree of financial hardship, e.g., in receipt of 2yr old funding, Early Years Pupil Premium funding (EYPP),

• children with additional needs, learning difficulties or disabilities,

• children with English as an Additional Language (EAL) or from Black and Minority Ethnic (BME) families,

• children about whom other agencies have raised concerns, including those supported through Early Help,

 

Any problems with regular attendance are best sorted out between the school, the parent/carers, and the child. This helps establish whether there are issues only for an individual child or if the family as a whole may be going through a difficult time. Children could sometimes be reluctant to attend school. If a child is reluctant to attend, it is never better to cover up their absence or to give in to pressure to excuse them from attending. This gives the impression that attendance does not matter and may make things worse. Parent/carers are expected to contact school at an early stage and to work with the staff in resolving any problems together.

 

Parent/carers of children whose attendance is inconsistent and generally poor will be contacted by the Head of School and their future attendance monitored. If there is cause for concern, the health visiting service and/or Multi-agency Team may be contacted in order to ascertain if family support may be needed. In more urgent cases, social care may be contacted.

 

IMPORTANT: Child Protection and safeguarding concerns must be acted on immediately, in line with the school Child Protection Policy.

 

Attendance Meetings

The Head of School will monitor individuals, rooms, different ethnic groups, SEN, and EYPP pupils to identify patterns and trends in absence/punctuality, including persistent absence. The systems and structures are then followed to improve attendance for these individuals or groups. This is monitored by the governor responsible for vulnerable pupils and shared with governors on a termly basis. Where attendance falls below expected levels, parents/carers will receive an attendance concern letter (Appendix 1) as outlined below:

 

• Attendance falls below 95%: An initial attendance concern letter will be sent to parents/carers to highlight the importance of regular attendance and offer support where required.

• Attendance falls below 90%: A formal attendance concern letter will be issued. Parents/carers may be invited to discuss any barriers to attendance and agree actions to support improvement.

• Attendance falls below 85%: A serious attendance concern letter will be sent. Attendance will be reviewed by senior leaders and parents/carers will be required to attend a meeting to discuss attendance and agree an improvement plan. Continued poor attendance may result in a review of the child's funded place and referral to relevant support services where appropriate.

 

Term- Time Holidays

Term-time holidays are strongly discouraged due to the impact that absence can have on a child's learning, development, and participation in the curriculum. Regular attendance helps children build secure relationships, maintain routines, and engage consistently with planned learning experiences. Where holidays are taken during term time, families should be aware that children may miss important educational opportunities and experiences that cannot always be replicated on their return. Attendance and punctuality are therefore expected to be prioritised wherever possible.

 

Extended Holidays

There are a very small minority of children who through cultural reasons may have extended absences. Providing the school is made aware of these the child’s place may be retained, provided the extended absence is for no longer than a month. Otherwise, their place will be allocated to another child on the waiting list.

 

 

 

Appendix 1

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Attendance Below 95%

 

Dear Parent/Carer,

Re: Attendance Concern (Below 95%)

 

We have noticed that your child has been absent on several occasions and are concerned that your child’s attendance at nursery has fallen below 95%.

Regular attendance at Nursery is very important, as it helps children build the foundational knowledge and skills they will need as they move through school. Establishing good attendance habits now supports a smoother transition into primary school and helps ensure children develop positive routines that will benefit them throughout their educational journey. Thank you for your continued support in helping your child attend regularly and on time.

When your child started here, you completed a parent/carer agreement confirming attendance for their funded hours. If your circumstances have changed and you would prefer fewer sessions, we are happy to discuss this with you.

Whilst the place is free to parent/carers, the council funds these hours. Regular absence may impact this funding and the experiences we are able to offer.

If you would like to discuss this further, please do not hesitate to contact us.

Yours sincerely,
 

 

 

Attendance Below 90%

 

Dear Parent/Carer,

Re: Attendance Concern (Below 90%)

We have identified that your child is frequently absent and we are concerned that your child’s attendance at nursery has fallen below 90% and is now at a level that is impacting their learning and development. This level of absence is not acceptable and requires improvement.

 

Regular attendance at nursery is essential to support your child’s early development and ensure they gain the skills needed for future learning. Ongoing absence disrupts their progress, affects their ability to build relationships, and makes it more difficult for them to establish the routines needed for a smooth transition into primary school. It is important that your child attends regularly and arrives on time.

 

You are required to contact the nursery on each day of absence and provide a reason.

 

When your child started at the nursery, you agreed to ensure they attended their funded hours each week. If you are unable to maintain this commitment, you must speak to us so that we can review your child’s sessions.

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Yours sincerely,
 

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Attendance Below 85%

 

Dear Parent/Carer,

Re: Serious Attendance Concern (Below 85%)

We are extremely concerned that your child’s attendance at nursery has fallen below 85%. This level of absence is significantly low and is unacceptable, as it is likely to have a serious impact on your child’s development and may put their nursery place at risk.

 

Regular attendance at nursery is essential for your child’s progress. The amount of time your child is currently missing is preventing them from developing key skills, building relationships, and keeping up with their learning. It is vital that strong attendance habits are established now to support a successful transition into primary school. We must make it clear that your child is expected to attend consistently and arrive on time moving forward.

Your child is currently missing a substantial amount of their funded early education. You are required to inform the nursery of the reason for any absence on each day it occurs.

 

When your child started at the nursery, you agreed to ensure they attended their allocated funded hours each week. Failure to improve attendance may result in us having to take further action, including reviewing, and potentially withdrawing your child’s place.

 

As the nursery receives funding from the council for these sessions, continued low attendance may result in funding being reclaimed. This directly impacts the resources and provision we are able to offer all children.

 

You must contact the nursery as soon as possible to discuss this matter. We are willing to offer support; however, immediate and sustained improvement in your child’s attendance is required.

 

Yours sincerely,

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