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Absence

Absence from School

There are two types of absence from school: authorised and unauthorised:

Authorised Absences are those where the pupil has received authorisation from a teacher or authorised representative of the school or where satisfactory explanations have been received from a parent/carer (e.g. pupil illness.)

Unauthorised Absences are those where a pupil is absent from school without the permission of a teacher or representative of the school (i.e. truancy).

Educational Authority Policy

Please refer to Cambridge County Council for information on pupil absence from school and your legal position. 

Planned Absence Notification

If you are planning to take pupils out of school (perhaps for a family holiday or on religious grounds), the school needs to be consulted before the planned period of absence.

Please refer to Cambridge County Council for initial guidance and then complete the college's Request Form for Planned Absence. It should be returned to the Head of Year BEFORE the commencement of the period of absence and BEFORE making any bookings regarding the absence.

Parents/Carers are strongly urged to avoid booking a family holiday during term-time. Parents do not have any right or entitlement to take their child out of school for a break and the college will generally not authorise standard family holidays. Leave of absence during term-time will be considered on an individual basis and only granted in exceptional circumstances.

If the pupil is absent from school and where advance authorisation has not been agreed, the college will record an 'unauthorised absence' (i.e. truancy) against the pupil. In some circumstances, parents can be fined for taking their child on holiday during term time without consent from the school.

The Planned Absence form is also available from the College Reception. The Planned Absence form should only be used and submitted by parents/carers to request a pre-planned pupil absence. The form may not be used by pupils unless there are special circumstances. If notified details are judged to be inconsistent with known pupil information, the college will contact the parents to confirm the request.

Same Day – Online Notification

For 'same day' notification (short-term illness or doctors' appointments etc) parents/carers can register pupil absences online using the colleges Notification Form. You will need to know your child's tutor group and the name of their form tutor. Parents/carers should notify pupil absences as soon as possible, ideally by 8.30am on each morning of absence.

If the pupil is absent from school and a notification of absence is not received, the college may record an 'unauthorised absence' (i.e. truancy) against the pupil.

If a pupil is required to leave the school premises during the school day (perhaps to go to a medical or other appointment) the parent/carer should also write a short explanatory note in their child's School Diary. 

This authorisation will be checked by the pupil's form tutor and/or teacher of the lesson they are leaving. The pupil must also 'sign out' (at the College Reception) before leaving the school premises so the school has a record of them being off-site in the event of a fire evacuation or other emergency. The pupil should 'sign in' on their return.

[The online form should only be used and submitted by parents/carers to report 'same day' pupil absences. It may not be used by pupils unless there are special circumstances. If notified details are judged to be inconsistent with known pupil information, the college will contact the parents to confirm the request.]

Same Day – By Phone Message

For 'same day' notification (short-term illness or doctors' appointments etc) parents/carers can also register pupil absences by phone. Please call the college on 01954 284000. Parents or guardians should leave a message stating pupil name, tutor group and the reason for absence. Parents/carers should notify pupil absences as soon as possible, ideally by 8.30am on each morning of absence.

If the pupil is absent from school and a notification of absence is not received, the college may record an 'unauthorised absence' (i.e. truancy) against the pupil. 

If a pupil is due to leave school premises during the school day (perhaps to go to a medical appointment) the parent/carer should also write a short explanatory note in their child's College Diary.

This authorisation will be checked by the pupil's form tutor and/or teacher of the lesson they are leaving. The pupil must also 'sign out' (at the School Admin Office) before leaving the school premises so the school has a record of them being off-site in the event of a fire evacuation or other emergency. The pupil should 'sign in' on their return. 

If the circumstances of a pupil absence do not fit any of the above scenarios, parents/carers should phone the college and leave a message and contact details. A member of staff will call you back during the morning to discuss the details.

Parents/carers are asked to notify the College by 8.30am on each day of pupil absence, unless alternative arrangements have been agreed.  Upon notification, details will be entered on the pupil records and the relevant staff will be informed.

Any pupil found using the notification facilities with the intention to mislead or gain advantage will have committed a significant breach of school discipline. Such misuse will result in disciplinary procedures being opened by Cambourne Village College.  

For long term medical absence, please refer to School Policy Pupils Absent From School On Medical Grounds.