Reporting an absence and planned absence

We ask that you report your child’s/children’s absence by 8:45am on each day of absence via 01429 273283 explaining the reason and expected return date, along with child’s name a class/year /form tutor.

At Hart Primary School we operate First Day Response:

• If any child is not registered as present after the beginning of the school day (8:45am) a list will be made (Statutory attendance)
• Staff will listen to any voice recording messages linked to the designated absence line
• A visual check in school will be carried out in case register codes have been submitted in error
• Phone call made to parents/carers to confirm reason of absence and to discuss procedures and provide support for families if needed
• If no contact is made following the phone call, a message should be recorded on MIS system around no contact.
• The school will decide if other emergency contacts are to be contacted to ascertain reason for absence and safeguarding of child/children
• If there is still no contact or reason given, then the individual school in most cases will carry out a home visit and liaise with other stakeholders if involved.
• If at any point an individual school has any concerns around the absence, then they should follow their safeguarding procedures.
• if a pupil is not present when registers are taken, we will check messages, call parents/carers, and—if we cannot make contact—try other emergency contacts and may conduct a home visit, always prioritising safeguarding.

Medical evidence: We may ask for medical evidence if authenticity is in doubt or there has been a prolonged period of absence. Medical evidence may also be requested when this forms part of an attendance plan. We will not request evidence unnecessarily.

Planned Absence (Appointments, Religious Observance & Exceptional Circumstances)

Medical/dental appointments: Please arrange outside the school day where possible. If not, keep time out to a minimum and provide appointment confirmation where you can.

Religious observance: We authorise absence for genuine days of observance when notified in advance.

Performances/employment abroad, interviews, study leave, temporary part‑time timetable (exceptional reasons only): May be authorised where regulations allow and agreed in advance.

Term‑time leave/holidays: The law does not grant an automatic right to take leave in term time. Headteachers may only authorise in exceptional circumstances and each request is considered individually with evidence.

• Cheap travel
• work patterns
• birthdays and family visits are not exceptional.

Please submit leave of absence requests at least in advance using our ‘Leave of Absence Form’. Exceptional-Circumstances-Form-September-2024.docx

Support First, Formal Measures (When Needed)

At Hart Primary School we try supportive measures first—listening to you and your child, creating a plan together, and involving services that can help. Where absence persists and support is not effective or engaged with, we will explain potential legal consequences and ensure support is in place to help you respond. This is a last resort.

Depending on circumstances, this can include Attendance/Parenting Contracts or, with the local authority, an Education Supervision Order (ESO).

Penalty Notices (national framework from August 2024):

• Considered when there are 10 sessions of unauthorised absence within a rolling 10 school weeks (not necessarily consecutive; can span terms/years).
• First notice: £160 (reduced to £80 if paid within 21 days).
• Second notice (same pupil/parent): £160 within 28 days.
• A third notice cannot be issued within 3 years for the same pupil/parent; hitting the threshold again may lead to prosecution instead.

(Local authorities also set a Code of Conduct—we follow – Penalty-Notices-regarding-absence-from-school-Hartlepool-Sept-2024.docx)

Safeguarding and Attendance

We recognise and acknowledge that absence can be a symptom of a wider need. We consider attendance alongside safeguarding (e.g., Keeping Children Safe in Education) and escalate concerns swiftly. This reflects our duty of care.

If we cannot confirm a child’s safety when absent, we will follow our safeguarding procedures and may involve external agencies

Attendance concerns are always considered alongside safeguarding information to ensure pupils who may be vulnerable are identified and supported appropriately.