Pupil Attendance Policy by Methodist College Belfast

Pupil Attendance Policy Policy Responsibility: Pastoral Vice Principal

Date Ratified: January 2026

Ratified by: Board of Governors

Next Reviewed Date: January 2029

Contents Contents .....................................................................................................................................2 1.

Rationale ............................................................................................................................4

Legal Requirements............................................................................................................4

Aims....................................................................................................................................4

Requests for absence of pupils from school ......................................................................4

Roles and Responsibilities ..................................................................................................5 The Board of Governors .....................................................................................................5 The Principal.......................................................................................................................5 Pastoral Vice Principal ........................................................................................................5 The Head of Pastoral Care ..................................................................................................5 Heads of Section ................................................................................................................6 Heads of Form ....................................................................................................................6 Form Tutors ........................................................................................................................6 Tutors .................................................................................................................................7 Heads of Department.........................................................................................................7 Subject Teachers ................................................................................................................7 Attendance Officer .............................................................................................................7 Parents/Guardians .............................................................................................................8 Pupils ..................................................................................................................................8

Referrals to Education Welfare Officer (EWO) ...................................................................8

Removal of a Pupil from the Register ................................................................................9

Links to Other Policies ........................................................................................................9

Appendix A Implications of Declining Attendance: Absence Tiers ..........................................11 Appendix B Monthly Actions....................................................................................................12 Appendix C Possible Interventions – moving from reactive to proactive ................................13 Appendix D Pupil Leaving: Procedure Proforma ......................................................................15 Appendix E Letter to send out to parents with Methody Matters at the beginning of the Autumn Term ...........................................................................................................................16 METHODIST COLLEGE BELFAST

Appendix F Letter 1 90-95% or first letter (to be sent out from the start of November by Head of Form) ..........................................................................................................................17 Appendix G Letter 2 85% to 90% to be sent out when attendance gets below 90%, after first contact .....................................................................................................................................18 Appendix H Letter 3 – to be sent out by Head of Pastoral Care or Pastoral Vice Principal after phone call with parents. (<85%) ..............................................................................................19

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Rationale

Methodist College Belfast is committed to ensuring pupils attend school regularly. It is a key factor in improving achievement. Staff work with pupils, parents/guardians and outside agencies to secure this aim. The College recognises the crucial importance of early intervention and staff respond to issues which might lead to non–attendance. Parents/guardians of pupils of compulsory school age have a legal duty to ensure that their children receive full-time education at school or otherwise. The College believes that parents/guardians play a major role in ensuring high levels of attendance and punctuality and in reducing absenteeism.

2. Legal Requirements It is a legal requirement that the College: • • •

• •

maintains attendance registers (either manual or computerised) in accordance with the relevant regulations; accurately records and monitors all absences and lateness; clearly distinguishes between absence which is authorised and absence which is unauthorised according to criteria laid down by the Department of Education. The Principal has the final decision as to whether or not an absence is authorised; submits returns through School Census and publishes information relating to levels of attendance and absence e.g. in the Annual Report; sets annual targets to reduce absence and submits these targets in accordance with the relevant regulations.

3. Aims • • • •

To create a culture which places great value on and achieves high levels of attendance and punctuality; To ensure strategies are in place to address school-based causes of poor attendance and punctuality; To ensure effective contacts with parents/guardians and external agencies; To ensure compliance with all relevant statutory requirements.

4. Requests for absence of pupils from school Dental and/or medical appointments should be made outside school hours or during the school holidays. In the event of such an appointment being unavoidable during the school day, a request for a part-day absence, should be submitted via Schoolcomms, three days in advance.

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Pupils are encouraged not to take holidays during term time. In order to avoid this, the dates of the College’s terms are communicated to parent/guardians well in advance. If a pupil goes on a holiday during term time the absence is recorded as unauthorised as per the Department of Education guidance. Requests for leave of absence for religious observance should be directed to the relevant Head of Form. A request for absence of one day is made in writing by a parent/guardian to the Head of Form well in advance. For more than one day the request goes to the relevant Head of Section. If the request is not authorised, the Head of Section/ Form will contact the parent/guardian to explain why the College is not authorising the absence. A request for an absence of longer than 3 days should be made to the Pastoral Vice Principal. The College, in exceptional circumstances, sanctions limited absence for young guardians until alternative arrangements are made. The Principal sets a time limit for such absences in consultation with the Head of Pastoral Care and/or advice from EA or appropriate agency.

5. Roles and Responsibilities The Board of Governors •

approves the Attendance Policy and any proposed changes;

The Principal • • • •

sets attendance targets in accordance with the School Development Plan and DE targetsetting process; ensures the implementation of the policy throughout the College; liaises with the Education Authority and PSNI when they wish to exercise their powers to enforce truants to return to school; provides an annual report, with statistics, to the Board of Governors.

Pastoral Vice Principal • • • • •

advises on strategies that could be initiated or improved; works with Heads of Section to ensure the efficient running of registration arrangements and the implementation of strategies to monitor and improve attendance and punctuality; arranges appropriate training for staff; liaises with the Attendance Officer on the appropriate use of absence codes; authorises leavers’ names to be removed from register.

The Head of Pastoral Care • • •

meets regularly with and makes referrals, when appropriate, to the EWO; liaises with EWO and EA over persistent absentees; ensures LSCO/Pastoral/Form staff follow up on and support pupils being home tutored;

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• •

helps Pastoral/Form staff working with parents, external agencies and pupils with attendance issues; ensures there are strategies to help reintegrate pupils following long-term absences.

Heads of Section • • • • • •

provide guidance for staff on the procedures for registration and monitoring attendance; supervise the day-to-day implementation of attendance arrangements by Form staff; oversee the follow up on unexplained absences and lateness issues by Form staff; ensure attendance and punctuality targets are being monitored; ensure attendance information is communicated regularly to parents/guardians; ensures issues of unsatisfactory registering are dealt with effectively.

Heads of Form • • •

• • • • • • •

review weekly attendance reports and identify patterns, unexplained absences and issues requiring follow up; monitor records to ensure that all pupil absences are noted and explanations received from parents/guardians, and initiate action by Form team when necessary; in collaboration with Form Tutors and Tutors identify poor attendees (90% or below from beginning of November onwards) or those who are considered to be at risk and ensure appropriate follow up by the Form team, including informing the Head of Pastoral Care, of all poor attenders; ensure that all suspected truancy is followed up; ensure parents/guardians are contacted about pupil absences/lateness when appropriate; ensure all registration issues are completed and up-to-date at the end of each year; ensure the parents/guardians of leavers confirm in writing their intentions to remove their children from the College (except for pupils leaving at the end of either Form 5 or U6); report to the appropriate Head of Section on the efficiency of the system; liaise with the appropriate Head of Section over training needs; notify parents about the legal requirement for their children to attend school if a pupil of of compulsory school age fails to attend regularly.

Form Tutors • • • • •

analyse the weekly attendnace reports issued by the Attendance Officer and liaise with Head of Form for follow up; assist the Head of Form in monitoring absence, identifying patterns of absence and liasiing with Tutors; monitor records to identify ad hoc absences, truancy or unusual trends and, in consultation with Head of Form, carry out follow up. These absences may or may not be unauthorised; inform Head of Form when attendance falls below 90% and agree follow up; implement action, in line with the Positive Behaviour Policy, when there are problems with punctuality or compliance with registration regulations;

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Tutors • • • • • •

Identify when a pupil has been absent for 3 days and contact parents/guardians. Ensure Head of Form is aware; ensure that pupils are registered accurately; ensure that every absence is accounted for by parents/guardians; follow up cases of unaccounted absence with pupils and/or parents/guardians; inform the Head of Form of any possible underlying problems which might account for absences and poor punctuality; discuss with pupils their attendance and punctuality record each term, or more frequently if issues emerge.

Heads of Department • • • • •

use SIMS to monitor attendance and punctuality by pupils to classes in their department; oversee the follow up by staff in the department on unaccounted absences from class and lateness to class issues; ensure that all suspected truancy is followed up; work with subject teachers to report concerns to parents/guardians; liaise with Heads of Form about attendance and punctuality issues.

Subject Teachers • • • •

use SIMS to record accurately the attendance and punctuality of pupils; follow up on absences and lateness to class; agree with the Head of Department the appropriate action to take when pupils are absent without authorisation or persistently late, in line with the Positive Behaviour Policy; notify the Attendance Officer and other relevant staff in advance if pupils will be absent from class due to a College activity.

Attendance Officer • • • • • • •

use Lesson Monitor to maintain an accurate pupil database and provide timely management of information; use Schoolcomms or telephone to notify parents/guardians of absence of pupils if the College is not already aware of it from earlier contact by parent/guardian; check the day-to-day operation of Lesson Monitor and Biometric readers, and deal with issues of inadequate registration which arise, in consultation with the Pastoral Vice Principal; ensure telephone calls, texts, voice messages, emails and written notes from parents/guardians are dealt with appropriately and SIMS updated; disseminate Attendance and Punctuality Reports to Tutors and to Heads of Form; assist Form staff with administrative tasks connected with attendance and punctuality issues; pass on to Heads of Form and/or Tutor all queries or pastoral and academic information from parents/guardians;

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• •

follow up on attendance and punctuality issues to do with Education Maintenance Allowances (EMA); compile attendance returns for the Department of Education.

Parents/Guardians Parents/guardians are responsible in law for ensuring that their children attend the school at which they are registered regularly, on time, properly dressed and in a fit condition to learn. Parents/guardians are also responsible for ensuring that their children stay at school once they have registered. Parents/guardians can support the regular and punctual attendance of their children by: • • • • • • • • • •

taking an active interest in their child’s school life and work; attending parents’/guardians’ information evenings, consultation sessions and other school events; ensuring that their child goes to bed at an appropriate time; ensuring that their child arrives at school on time each day; ensuring that their child misses school only for reasons which are unavoidable or justified, such as illness or days of religious observance; notifying the College on each morning of absence; confirming absence in writing when the child returns to school, unless they have sent a message via Schoolcomms/Gateway; avoiding booking family holidays during term-time; talking to the Tutor about issues which might be affecting their child; contacting the Tutor if they are concerned that their child may be reluctant to attend school.

Pupils • • • •

attend regularly unless they are ill or have an authorised absence; arrive at Tutor Group by 8.45 am, unless they are registered in an official early morning practice; discuss with their Tutor/Head of Form any planned absences well in advance and ensure a written request is received from their parent/guardian; sign out and in at the Attendance Office (or as directed) if leaving/ returning to/the College due to an appointment outside school or late to the College.

6. Referrals to Education Welfare Officer (EWO) In most instances, before a referral is made to an EWO the Tutor, Head of Form, Head of Section and Pastoral staff take steps to address the pupil’s attendance issues. These include interviewing the pupil and contacting the parent/guardian, initially by telephone. If there is no improvement a parental interview is arranged and/or letter is sent. If a referral to an EWO is made, written confirmation is sent

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home. It is envisaged that this process will take 4 to 6 weeks although delays can be experienced due to EWS staffing issues and increased referral numbers. Referrals may be made when: • • • • • • • •

• •

a pattern of irregular attendance develops; a pattern of persistent lateness emerges; a pattern of post-registration truancy persists; a prolonged period of non-attendance occurs; communication by the College to the parent/guardian meets with little or no response; there is a lack of parental co-operation in ensuring a pupil’s regular attendance; a pupil is withdrawn from the College by a parent/guardian to educate him/her other than at school (Elective Home Education); a pupil is withdrawn from the College by a parent/guardian who is moving to another area and the school does not have a confirmed destination school/provider where the child will resume his or her education. Such pupils will be regarded as a “Child missing education”; there are child protection concerns; there are specific and identifiable welfare issues which are preventing a pupil from accessing education.

Referrals to an EWO are made by the Head of Pastoral Care.

7. Removal of a Pupil from the Register The Pastoral Vice Principal authorises the taking of a pupil’s name off the register in accordance with current regulations. It is done only after written confirmation of a pupil’s withdrawal is received from a parent/guardian or it is approved by an EWO. The proforma (Appendix E) is used to notify relevant staff in the College. The exceptions to the above are pupils who leave at the end of Form Five and Upper Sixth.

8. Links to Other Policies This policy should be read in conjunction with: • • • •

Safeguarding and Child Protection Policy Positive Behaviour Policy Code of Conduct for Pupils Code of Conduct for Staff and Volunteers

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To accurately record and monitor attendance in a consistent way, we will adhere to the guidance provided in the Department of Education Circular 2024/13, which can be found at the following link: Circular 2024/13 - Attendance Guidance & Absence Recording By Schools | Department of Education (education-ni.gov.uk) https://www.education-ni.gov.uk/publications/circular-202413-attendance-guidance-absencerecording-by-schools

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Appendix A Implications of Declining Attendance: Absence Tiers

https://www.educationni.gov.uk/sites/default/files/publications/education/Guidance%20for%20Schools%20%20Attendance%20reporting%20using%20Absence%20Tiers_1.pdf 11 METHODIST COLLEGE BELFAST

Appendix B Monthly Actions Attendance is reviewed on a monthly basis, or more often if required. Tier 1b At Risk Attendance 95 – 90.1% (1 -2 days per month or 5% - 9.9% absence) • • •

Each Tutor should review the attendance figures, highlight any patterns, and discuss their concerns with the Head of Form. The Tutor will then discuss attendance with the pupil. If no improvement occurs, the pupil will be interviewed by the Head of Form.

Tier 2 Chronic Attendance 90-80.1% (2 - 3 days per month or 10% - 19.9% absence) • • • • • •

The Heads of Section will review the pupil’s attendance and write to the parents (Appendix G, H) alerting them to the pupil’s current percentage attendance. Parents will also be informed that if attendance falls below 85%, pupils in Forms 1 - 5 may be referred to the Education and Welfare Service. The relevant Head of Section may also contact the parent to arrange a meeting to discuss the pupil’s attendance. The Head of Pastoral Care may meet with the pupil to find out whether support is required to enable attendance to improve. The Head of Form may also continue to meet with the pupil and may draw up an action plan or organise mentoring. Further action will be identified by the Vice Principal, Head of Pastoral Care, Head of Section and Head of Form, as appropriate.

Tier 3 Severe Chronic Attendance 80% (4+ days per month or 20%+ absence) • •

The Head of Pastoral Care will review the pupil’s attendance with the Head of Section/Head of Form and the parents will be contacted, as appropriate, to discuss their child’s attendance. The Head of Pastoral Care, in consultation with the Vice Principal (Pastoral) will inform relevant external agencies such as the Education and Welfare Service of any attendance concerns where necessary.

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Appendix C Possible Interventions – moving from reactive to proactive Tier 1a Regular Attendance 100-95.1% (<1 day per month or 0 – 4.9% absence) Possible pro-active interventions at this level may include regular data analysis and sharing of results with the whole school, incentives for good attendance and most improved attendance such as stickers, postcards, verbal praise and positive re-enforcement with parents. Also using notice boards in staffrooms and Tutor Group rooms to reinforce attendance messages, ensuring that teachers are aware of the attendance policy. Tier 1b At Risk Attendance 95 – 90.1% (1 -2 days per month or 5% - 9.9% absence) Possible interventions at this level may include analysis of data at Form, class and pupil level, including identifying any pupils for whom there may be cause for concern. This could include early “nudge” letters, texts and / or offers of support. Other interventions might include: • Attendance policy in place and is understood by all staff and pupils. • Corridor posters - Miss School = Miss Out; in-school attendance league tables. • School assemblies are typically used to show the link between attendance and success.. • Paying special attention to emotional health and wellbeing. • Forging solid relationships with parents. Parents engaged in school life can have a positive impact on a pupil’s attendance. Tier 2 Chronic Attendance 90-80.1% (2 - 3 days per month or 10% - 19.9% absence) Possible interventions at this level may include faceto-face meetings with pupil / parent; trying to establish the reasons for absence and what more can be done to support the pupil / family. Involvement with EWS may be required. Other interventions might include: • Home visits by a home liaison person once an absence trigger is reached. • Advice provided by school on sleeping patterns, energy drinks, online gaming. Tier 3 Severe Chronic Attendance 80% (4+ days per month or 20%+ absence) At this level, interventions will be implemented by EWS in conjunction with the school, which may include interagency work and / or court action. Possible interventions at this level would include further and regular meetings with EWS, seeking support from outside agencies, individual plans of action. Ultimately legal action may be required if no change is apparent within an agreed timeframe. Other interventions might include:

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• Text messages sent to parents where a pupil is missing in the morning. • Nudge letters to parents advising on attendance and highlighting the goal of 95% attendance • Parent Report comments in respect of attendance • Letters informing recipients of the number of lessons missed in English, Maths, Science etc and the impact on results if poor attendance continues. • Daily reminders via Schoolcomms if no reason if provided for absence

Based on DENI Guidance for Schools: Monitoring and Reporting Pupil Attendance using Absence Tiers. Updated January 2024

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Appendix D Pupil Leaving: Procedure Proforma PUPIL LEAVING: PROCEDURE PROFORMA Please find below the proforma for pupils leaving the College. Parent must contact the Principal’s Office in writing NAME OF PUPIL:

YEAR GROUP:

DESTINATION

PROPOSED DATE OF LEAVING

(Name/address of School/College/Other) PERIOD OF NOTICE GIVEN

ANY SPECIAL ARRANGEMENTS

(If any)

(i.e. fees)

Member of staff contacted

Name of contact

Date

Reason(s) for leaving:

(mother /father /etc) Interview with Parent Yes/No

Name on Parent’s Letter of Confirmation

Date of interview

Comments:

Date of letter

Comments:

On completion of this procedure the VP (Pastoral) will inform: Head of Section (who will inform Head of Form), Time-tabling, Principal’s PA, Attendance Officer, Fees Office, Learning Support Co-ordinator, Head of Exams FOR ADMIN USE ONLY: Mark as Leaver on Sims.net Transfer CTF File Inform IT Department Remove from Biometric system (if applicable) Remove from STAR File received from Principal’s Office and Filed 15 METHODIST COLLEGE BELFAST

DATE:

Appendix E Letter to send out to parents with Methody Matters at the beginning of the Autumn Term School attendance – A very important message for all parents and guardians Dear Parent/Guardian, This is an important update about school attendance for the 202X/2X academic year. The College is working in partnership with pupils, parents and guardians to improve school attendance. We would like to take this opportunity to thank the majority of parents who make sure their children attend school regularly. Your efforts, along with those of the College, will ensure that your child will have the best chance to achieve their academic potential and have real opportunity in further education and the world of work. It will also enable your child to: • • • • •

access the lessons needed to achieve their expected grades maintain friendships and develop new ones have access to extracurricular activities offered by the school establish life skills develop work habits such as good punctuality which are essential to thrive in the world of employment

Some figures: Attendance during one school year

Equivalent number of days absent

Equal to this number of weeks

And this number of lessons missed

95%

9 days

2 weeks

90%

19 days

4 weeks

120

85%

29 days

6 weeks

180

If you are worried about your child/children’s attendance, please contact the College to discuss your concerns directly. We wish you and your child/children all the best for the new academic year. Kind regards, Principal

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Appendix F Letter 1 90-95% or first letter (to be sent out from the start of November by Head of Form)

Date xxx

Dear xxx Attendance at School

PUPILNAME (DOB)

In Methody, we are committed to learning and working hard, not only for ourselves, but for the benefit of the College and the wider community. Attendance at school is an important way to ensure that pupils achieve their full potential and it is essential that we work together to achieve the best outcomes for every young person. I am writing to you in relation to PUPILNAME’s attendance, which is currently NUMBER per cent. As you are aware, absence from school impacts significantly on a young person’s academic progress and wellbeing. The Department of Education’s Miss School Miss Out campaign stated that young people who miss school are more likely to become isolated from their friends and to underachieve in examinations. Even 10% of days missed is considered ‘chronic’ and equates to almost one month of learning, socialising and opportunities lost throughout the school year. The wellbeing and progress of pupils is our priority, and we know that absence from school is sometimes a sign that additional support may be needed. I will continue to monitor PUPILNAME’s attendance, and I look forward to seeing an improvement. If the absence is due to a medical reason, please ensure that we have been informed so appropriate support can be put in place. Yours sincerely

Head of Form Enc. Registration Certificate

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Appendix G Letter 2 85% to 90% to be sent out when attendance gets below 90%, after first contact Date xxx Dear xxx Attendance at School PUPILNAME (DOB) In Methody, we are committed to learning and working hard, not only for ourselves, but for the benefit of the College and the wider community. Attendance at school is an important way to ensure that pupils achieve their full potential and it is essential that we work together to achieve the best outcomes for every young person. I am writing to you again in relation to PUPILNAME’s attendance, which is currently NUMBER per cent. We are concerned about PUPILNAME’s attendance, and I have enclosed a copy of the registration certificate so that you can view a detailed breakdown of your child’s absence from school. Absence from school impacts significantly on a young person’s academic progress and wellbeing. The Department of Education’s Miss School Miss Out campaign stated that young people who miss school are more likely to become isolated from their friends and to underachieve in examinations. 85% attendance is considered as ‘very poor’ and equates to five weeks and three days of learning, socialising and opportunities missed throughout the school year. The wellbeing and progress of our pupils is our priority, and we know that absence from school is often a sign that additional support may be needed. If the absence is due to a medical reason, please ensure that we have been informed so appropriate support can be put in place. However, once attendance falls below 85%, we have an obligation to inform the Education and Welfare Service. The Education and Welfare Officer may then contact you to ask you to explain any absences. I would like to invite you to contact us as soon as possible to discuss how we can work together to maximise PUPILNAME’s attendance. I look forward to hearing from you soon. Yours sincerely

Head of Form or Head of Section Enc. Registration Certificate

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Appendix H Letter 3 – to be sent out by Head of Pastoral Care or Pastoral Vice Principal after phone call with parents. (<85%) Date xxx Dear xxx Attendance at School PUPILNAME (DOB) In Methody, we are committed to learning and working hard, not only for ourselves, but for the benefit of the College and the wider community. Attendance at school is an important way to ensure that pupils achieve their full potential. I am writing to you in relation to ongoing, significant concerns about PUPILNAME’s attendance, which is currently NUMBER per cent. Each absence is recorded on your child’s register, which currently shows they have NUMBER authorised and NUMBER unauthorised absences. Because of the level of PUPILNAME’s absence, a referral is now being made to the Education and Welfare Service, as discussed in our recent telephone conversation. While poor school attendance is often a sign that additional support is needed, parents are required by law to ensure their child attends school regularly. The EWS will work with both you and the College to seek to improve PUPILNAME’s attendance. Legal action is always a last resort in relation to poor school attendance and may be prevented by us working together to improve attendance and ensure the right support is in place for PUPILNAME. Yours sincerely

Vice Principal/Head of Pastoral Care Enc. Registration Certificate

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