140th Bursary Appeal

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Thank You

Attendance Policy Years 7 to 11

‘90% attendance sounds pretty good. If you got that in a test, you would be really pleased. But that means that you miss 19 school days a year. If you did that over 10 years of school, you would effectively miss a whole year of school. So when you sit your exams in Year 11, and the person next to you has 99% or 100% attendance, they have actually been at school a whole year longer than you.’

Author: Emma Silvestri-Fox
Date: December 2019
Agreed by staff: December 2019
Shared with Governors: December 2019
To be Reviewed: December 2021

Principles:

We believe that it is our responsibility to ensure that students make the best progress possible and attendance is crucial to this. For a child to reach their full educational potential, a high level of school attendance is essential. Jersey College for Girls, working together with parents, encourages all students to achieve excellent levels of attendance and punctuality.


Aims / Objectives

  • To improve student attendance and punctuality and encourage students and parents to realise the importance of good attendance and punctuality, aiming at a target of 96% for all students.
  • To give a high priority to attendance and punctuality amongst all stakeholders, in acknowledgement of the role attendance plays in the safeguarding of our students.
  • To ensure that statutory requirements, including the proper maintenance of registers and the submission of attendance data, are met.
  • To allow effective use of attendance data in the College.
  • To give clear guidance on expectations and procedures regarding attendance and punctuality and the taking of registers to all stakeholders.
  • To refer to the Education Welfare Officer as part of the graduated approach in response to attendance concerns.


Procedures

Students should be encouraged to take responsibility for:

  • Maximising their own attendance (as per Home School Agreement) (Appendix 1) Being present at all lessons.
  • Being punctual to all lessons.
  • Signing in at the office should they arrive at school late (after registration has been taken in form time / a lesson) and stating the reason why they are late.
  • Seeking proper permission in order to leave the premises during the school day and signing out at the office if they leave the premises.
  • Giving all of their teachers notice and seeking work for any planned absence.
  • Asking their teachers for missed work and catching up after any absence.
  • Reminding parents to communicate with the office should they be unable to attend.
  • Going to the College office if they feel unwell during the school day; the Office will contact home in the event of students needing to be collected to go home, students should not call their parents asking to be collected during the school day.

 

Parents have responsibility for:

  • Encouraging their daughter to maximise her attendance and arrive at school punctually (as per Home School Agreement) (Appendix 1).
  • Arranging family holidays during the school holidays in order to avoid absence.
  • Seeking permission in writing from the Principal well in advance (at least 7 days) for any planned absence.
  • Trying, wherever possible, to make medical (or similar) appointments for their daughters outside school time. If appointments are absolutely necessary, ensuring that an email requesting absence is submitted in advance.
  • Monitoring their daughter’s attendance via the SIMS ParentApp and checking data provided in full reports annually.
  • Negotiating an appropriate plan with the College in the event of long-term absence.
  • Meeting their legal obligation of ensuring that their daughter attends school on a regular and full-time basis.
  • Ensuring that should their daughter be considered to be too ill to remain in school during the school day, either they or an appropriate adult collects their daughter from reception.
  • Immediately informing the College by telephone or email if their daughter is unable to attend school and give a reason (reasons which qualify for authorised absence are specified in Appendix 4).
  • Requesting a note from any GP or consultant appointments relating to school absence and passing this to the Assistant to Head of School for records.
  • Responding to any punctuality and attendance letters using the appropriate reply slip in a timely manner.

 

Subject Teachers have responsibility for:

  • Being aware of their legal obligation to complete accurate registers (See Appendix 3).
  • Keeping a head count of all students in class so that in the event of a fire drill or alarm, teacher knows how many students should be at assembly point.
  • Completing a registration for each lesson, at the start of the lesson, and submitting it on SIMS employing the codes specified in Appendix 4.
  • Submitting register immediately should you receive a reminder from Office staff.
  • Contacting the office as soon as possible, using the absence email address, should a student who has attended registration and period 1 be absent in a subsequent lesson without explanation.
  • Amending registers when a student arrives late (changing ‘N’s to ‘L’s).
  • Ensuring lessons are sufficiently stimulating and useful from the moment they start in order to promote punctuality and attendance.
  • Promoting good attendance within their lessons and praising students for their good attendance.
  • Monitoring attendance in their lessons and referring any concerns regarding attendance or punctuality to their Head of Department the student’s tutor.
  • Dealing with individual students regarding punctuality to their lessons (refer to Improving Behaviour Policy)
  • Assisting students to keep up-to-date with work should they need to miss or have missed lessons.


Heads of Department have responsibility for:

  • Monitoring attendance in their department
  • Checking if there are any patterns of attendance or punctuality which relate to their subject or a particular subject teacher specifically (e.g. a student who is frequently absent for the same lesson each week)
  • Supporting subject teachers with any issues related to attendance and punctuality.
  • Informing College Business Manager of any visits or activities which might require registers to be completed by the office.
  • Informing a student’s tutor regarding any concerns relating to attendance or punctuality in the department.


Tutors have responsibility for:

  • Promoting good attendance and punctuality amongst their tutees.
  • Ensuring that registration (which acts as morning roll call) is complete by 8.35am.
  • Ensuring that afternoon registration (which also acts as afternoon roll call) is completed by 2.25pm.
  • Monitoring the attendance and punctuality of students in their tutor group.
  • Discussing attendance and punctuality in academic mentoring sessions either to praise or promote improvement and link with academic achievement.
  • Liaising with subject teachers, subject leaders and Head of School regarding a student’s attendance and punctuality.
  • Contacting parents, in the first instance, should there be any concerns regarding a student’s attendance and punctuality, using the suggested email template provided by Heads of School: https://jerseyedu.sharepoint.com/:w:/s/JCG/JCGStaff/EY29kjowu0RCoXynFIOnMrsB3zWJiV9jzQe-Boc3NSsr4w?e=71d6mN (Please see Appendix 2)
  • Informing office of any communication from parents regarding absence of a student.
  • Completing afternoon roll call registration on all days using the procedures in place (including assembly day and House day).

 

Heads of School and Assistants to Heads of School have responsibility for:

  • Communicating to parents via Parent Information Evenings the College’s graduated approach to attendance (Appendix 6).
  • Checking monthly statistics relating to attendance (where attendance is below 90%), considering amount of absence and any patterns of absence.
  • Discussing concerns with Assistant Head teacher Student Progress and Welfare in weekly meeting and contacting parents, using standard letter or as appropriate.
  • Responding to individual cases, as appropriate, according to the level of absence, previous communication and individual circumstances.
  • Recording the concerns and actions on the attendance spreadsheet in the staff area.
  • Supporting tutors and subject teachers in ensuring that students attend lessons and arrive punctually.
  • Meeting on a termly basis with the AHT Student Progress and Welfare and Education Welfare Officer to discuss attendance and punctuality.
  • Communicating to parents in writing (using letter similar to this example and enclosing up-to-date attendance statistics sheet - see Appendix 5) when there are concerns about attendance / punctuality.
  • Communicating with parents to praise student if attendance improves significantly.
  • Communicating with Assistant Head teacher for Student Progress and Welfare when there is a concern regarding attendance and punctuality.
  • Setting up a meeting with parents and student to discuss an attendance plan / punctuality plan if this action is considered necessary.
  • Liaising with parents and negotiating an education plan in the event of long-term absence.
  • Arranging a home visit, completing EBNA paperwork and strengths and difficulties questionnaires with students and parents as appropriate to inform a potential referral to the EWO.
  • Liaising with Education Welfare Officer where there is a serious concern in the Lower or Upper School and we are not satisfied with the results of our own action.
  • Informing staff in briefings of actions and students to monitor in relation to attendance and punctuality.


Administration support and Assistants to Heads of School have responsibility for:

  • Running an AM register report by 9am and subsequently following up any incomplete registers. (Administration support – AS)
  • Ensuring that should a student (Y7-11) be absent without a reason provided, parents are contacted (preferably by 10am on the same morning) in order to determine the reason for the absence. (Administration support – AS)
  • Managing the InVentry electronic sign in system, including supervising students who sign in late. (Administration support – AS)
  • Completing roll calls with appropriate codes (see Appendix 4) should a student be absent. (AS and AHOS)
  • Liaising with Heads of Department regarding any visits or activities that may require the office to complete registers. (AS and AHOS)
  • Liaising with the examinations officer regarding students who are involved in examinations and completing registers as appropriate. (AS and AHOS)
  • Checking that lesson by lesson registers are completed by all staff. (AS and AHOS)
  • Sending reminders to staff when lesson by lesson registers have not been submitted by the next morning. (AS and AHOS)
  • Informing Assistant Headteacher Student Progress and Welfare if any members of staff persistently fail to submit registers. (AS and AHOS)
  • Including accurate attendance figures on student summer reports sent to parents of students in Lower and Upper Schools. (AS and AHOS)
  • Collating accurate attendance statistics for Heads of School on a monthly basis. (AHOS)
  • Collating accurate attendance statistics for Heads of School and Assistant Headteacher Student Progress and Welfare when required. (AHOS)


Assistant Headteacher Student Progress and Welfare has responsibility for:

  • Communicating and promoting the importance of good attendance and its link with good academic progress throughout the school.
  • Supporting Heads of School in ensuring that good attendance and punctuality is promoted throughout the school.
  • Meeting with Heads of School in order to monitor their analysis of attendance and discuss any concerns.
  • Directing staff who persistently fail to submit registers or submit inaccurate registers and referring these cases to the Principal should there be no improvement.
  • Communicating serious concerns relating to student attendance to Vice Principal and Principal.
  • Meeting on a termly basis with the Education Welfare Officer to discuss attendance and punctuality.
  • Making initial contact with the Education Welfare Officer to report cases of serious concern and liaising with Education Welfare Officer as required.
  • Monitoring the attendance statistics provided by the Assistant Heads of School and EWO.
  • Providing statistics to Principal as required by Education.

 

Principal has responsibility for:

  • Authorising or not authorising, at his discretion, any requests for absence.
  • Monitoring attendance in the school.
  • Reporting attendance statistics at each Governors’ Meeting.
  • Providing the annual attendance return required to Education.


Relationship to other policies

External Policies 

  • Data Protection

Internal Policies :

Appendix 1 – Home School Agreement

Home School Agreement

Jersey College for Girls is a selective fee-paying provided school within the provision of the States of Jersey’s Education Department. Parents / Guardians choose to send their daughters to JCG to benefit from our education and values. Therefore, in choosing JCG, it is implicit that Parents / Guardians support the College in its expectations. These expectations are expressed in the Home School Agreement.

JCG offers a broad and balanced education for girls between the ages of 11 and 18. We aim to provide our students with opportunities and experiences to enable them to understand and believe in themselves, to help them to achieve success as they define it and to make a significant and positive contribution to the world in which they live. We value the abilities of all our students in whichever field they lie, be they academic, creative or sporting and we will support and encourage each individual to find and develop her own personal strengths. Within our JCG family of students, parents, staff, governors, alumni and the JCG Foundation we are committed to maintaining high standards of education in an environment in which care and respect for others, a passion for learning and the pursuit of excellence can thrive.

Parents/Guardians

As parents/guardians we are committed to:

  • Supporting and promoting the values and expectations of JCG.
  • Contacting the College at our earliest convenience if we are concerned about our daughter’s education or wellbeing.
  • Ensuring that our interaction with the College is conducted in a courteous and professional manner at all times.
  • Ensuring that our daughter attends school regularly and punctually during the term-time. We will notify the school by phoning in before 9.00am if she is unable to attend school for any reason. We will keep absences for other reasons e.g. to attend medical appointments to a minimum and send in a note to her tutor in advance of the appointment. Arranging to collect our daughter should we be notified by the College that she is unwell and needs to go home.
  • We acknowledge that we have no automatic right to take our daughter out of school to go on holiday during term-time and that leave of absence for such occasions must be requested well in advance and is awarded at the Principal’s discretion.
  • Ensuring that our daughter attends any off-timetable events as we recognise that these are crucial to developing a rounded education.
  • Supporting the College in whatever educational initiative or event it judges to be of benefit to our daughter.
  • Supporting the College’s Improving Behaviour Policy (available on the College’s website).
  • Supporting the College’s Home Learning Policy, (available on the College’s website) and doing our best to see that our daughter completes the homework set by the College to the best of her ability.
  • Supporting the College’s uniform guidelines and sixth form dress code by ensuring that our daughter is sent to school correctly dressed.
  • Notifying the College of any issues or concerns which might affect our daughter’s progress.
  • Recognising the requirement to pay the fees as determined by the governing body by the first day of each term and to give at least one term’s notice of our daughter leaving the College in advance and in writing to the Principal and acknowledging that failure to do so will result in being liable to pay a term’s fees in lieu of notice.
  • Attending Parents’ Evenings and other meetings at the College to discuss our daughter’s progress and wellbeing.
  • Taking an active interest in our daughter’s education and her life at the College.
  • Notifying the College of any changes to our family circumstances or contact details.


The College

As a College we are committed to:

  • Promoting our values and expectations of learning, behaviour and wellbeing.
  • Providing students with a safe and stimulating learning environment
  • Providing students with a broad and balanced curriculum.
  • Notifying parents as quickly as possible in the event of their child being absent from school without parental knowledge and when their child is unwell at school and needs to be collected and taken home. (Y7-11 only)
  • Notifying our Education Welfare Officer should we have on-going concerns relating to punctuality or attendance. (Y7-11 only)
  • Doing our best to ensure that each student can be successful in achieving her goals.
  • Communicating with parents in a courteous and professional manner at all times.
  • Keeping parents informed about school matters through regular Parent Briefings, information published on the school website and letters, including assisting the governing body to fulfil its responsibility to notify parents a term in advance of any fee increases.
  • Providing parents with regular written reports on their daughter’s progress as well as appropriate opportunities to discuss their daughter’s progress face to face with her teachers.
  • Providing a healthy, safe and welcoming environment.
  • Making every effort to deal promptly and sensitively with issues causing parents and students concern whether raised informally or formally using the College’s complaints procedure.
  • Responding to Child Protection or Safeguarding issues as outlined in our policy (available on the College’s website).


Students

As a student I am committed to:

  • Supporting and promoting the values and expectations of JCG.
  • Pursuing every opportunity to learn and achieve my goals.
  • Attending school regularly and punctually, signing in at the Office if I arrive late for any reason and signing in and out if I have to leave school to attend a medical or other appointment.
  • Attending lessons promptly and with the right equipment.
  • Completing my class work and home learning promptly and to the best of my ability.
  • Supporting the College’s uniform policy by wearing the correct uniform.
  • Treating others with care and respect and adhering to the College’s Code of Conduct and the guidelines laid down in the College’s Improving Behaviour and Counter Bullying policies both in school and when on trips and visits both on and off island.
  • I will not be a bystander if I witness a student being bullied. I will intervene or fetch an appropriate adult to intervene.
  • Respecting my learning environment by treating equipment and books with care and by not dropping litter or deliberately damaging College equipment or property.
  • Behaving appropriately at all times. I am an ambassador of my College.

Appendix 2 – suggested email from tutor to parent for consecutive 3 days or more of absence

Dear

I’m aware that NAME has been quite unwell this week. I just wanted to make contact to find out how she is and to ask if there is anything I can do to reassure her until she is well enough to return to school? Although her priority must, of course, be getting better some students worry about missing work and about the quantity of work that needs to be caught up. To put NAME mind at ease I can arrange to collate work for her in her absence, if she would like, and work with her to create a ‘catch up timetable’ when she returns. If it looks as though NAME may be absent for longer please could I ask that you send us a doctor’s note for our files.

I look forward to hearing from you.

Kind regards,


Tutor

Appendix 3 – Extract from Fire Advice issued by Jeremy Harris and Roy Bedson, Education Policy in relation to Fire Safety.

  • In addition to School Secretary keeping up-to-date registers in the School Office, all class teachers should be responsible for keeping a head count of all students, so that in the event of a fire drill or alarm, all teachers know how many students should be at the assembly point and this head count can be compared with the School Secretary’s records
  • There should also be another person allocated to obtain the records if the School Secretary is temporarily unavailable for any reason
  • Schools may have their own procedures for maintaining a written register (e.g. keeping an up-to-date printout of names with the School Secretary)


Our interpretation:

  • In the event of a full school evacuation for fire or any other reason, the responsible person or their delegate in the Admin Office will take the InVentry and office mobile device with them to the assembly point. InVentry is updated with visitor information and sign-out records of students and staff. The office mobile device will allow access to SIMS and students records, including attendance records.
  • All class teachers are be responsible for keeping a head count of all students, so that in the event of a drill or alarm, all teachers know how many students should be at the assembly point. Teachers should take their school mobile devices with them as the mobile device will allow access to SIMS and students records, including attendance records.

Appendix 4 – Registration guidance and codes

Registration guidance

Unless an alternative symbol has been entered by the office and you follow it, please only use the symbols as per below. Please don’t worry about the ‘P’, ‘V’ etc. on the SIMS screen.

AM Registration 8.25am and Period 1

Scenario

Action

Student is present

/

Student is absent and office have pre-entered a symbol

Enter the same symbol as that entered by office

Student is absent

N

Student arrives late (8.25 or after register has been submitted)

Send to the office to sign in

Student has music/exam/sport/ other activity in school but no symbol entered by office

N


Period 2 onwards

Scenario

Action

Student is present

/

Student is absent and office have pre-entered a symbol

Enter the same symbol as that entered previously by office

Student is absent

N *Get message to the office*

This can be done using group office email: absence@jcg.sch.je or by telephoning the office

Student arrives late

L

You know the student has music/exam/sport/ other activity that is in school as you have spoken to them or seen a list to say they are involved.

Q


PM Registration 2.00pm (1.50pm on a Tuesday)

Scenario

Action

Student is present

/

Student is absent and office have pre-entered a symbol

Enter the same symbol as that entered by office

Student is absent

N *Get message to the office*

This can be done using group office email: absence@jcg.sch.je or by telephoning the office

Student arrives late

L

Student has music/exam/sport/ other activity in school but no symbol entered by office

N

 

Medical appointments

Discretion can be used if the student has only missed part of the am / pm session. If an M is pre-entered for the morning and a student returns before 11am, the M can be changed to ‘/’ when they arrive, for the morning session only. A note of the time and initials will be added to SIMS. The M will remain for the lessons they have missed. In the afternoon, if a student arrives back from the appointment before 3.00pm the M will be changed to ‘/’ retrospectively for the session.

If we are not notified in advance of an appointment the M will not be changed.

The mark in the registration/session box will be amended to present as this alters the student’s overall % attendance. It will always be done retrospectively in case of a fire alarm.

 

Additional codes to be used by assistants to Heads of School and Administration Support only:

Present

/

Use this if the student is in your lesson and on time

Unauthorised absence

O

Do not use this

Late

L

Use this if a student arrives for a lesson late unless it is morning registration when the office will enter lateness when you have already marked student as ‘N’

Educated off-site

B

Only use if code has been pre-entered by office

Other authorised

C

Only use if code has been pre-entered by office (this usually means that the student is authorised to not be in school for an exceptional reason; office staff to enter the reason when they pre-enter the C code)

Dual Registration

D

Only use if code has been pre-entered by office

Unauthorised Holiday / Leave

G

Only use if code has been pre-entered by office

Approved holiday / Leave

H

Only use if code has been pre-entered by office

Illness

I

Only use if code has been pre-entered by office

Medical Appointment

M

Only use if code has been pre-entered by office

Approved Sporting Activity

P

Only use if code has been pre-entered by office

Religious observance

R

Only use if code has been pre-entered by office

Study leave

S

Only use if code has been pre-entered by office

Late - 30 minutes after register

U

You should not have to enter this one

Educational visit/trip

V

Only use if code has been pre-entered by office

Work experience

W

Only use if code has been pre-entered by office

Interview

J

Only use if code has been pre-entered by office

No Reason yet provided

N

You should use this one when a student is not present in your lesson and no code has previously been entered by the office. If it is not registration, you should contact the office to see if they know where the student is.

Not required to attend

Q

Present in school but not in your lesson for a legitimate reason (e.g. sitting an exam).


The main codes you should use are / or N for AM registration. In subsequent lessons, the office should have already given a code (e.g I /S/M etc.). You should continue with this code for your lesson.

Appendix 5 – Example of type of letters used for absence / lateness*

*Please personalise this letter where possible.

Dear

I am writing to you with regard to Name’s attendance for this current academic year. I am enclosing a copy of her attendance record, which is kept electronically. I am aware that your daughter has been unwell this year and this has contributed towards her absence. However, I would like to make you aware of the fact that her total attendance this year is ??%, which is well below the expected attendance for students at JCG.

If Name is experiencing a recurring illness or she is having ongoing treatment please inform me in writing so that it can be kept on file for future reference. Year 10 is a very important year and this term sees the start of coursework and exams in many of her subjects.

Should you wish to discuss this further, please feel free to contact me on …

I hope that your daughter’s attendance can further improve this term.

Yours sincerely

Head of School…


Dear ….,

Each month, a punctuality report is generated to assist us in monitoring student lateness and identify any potential punctuality issues.

We understand that there are usually valid reasons for arriving late to school. We want to ensure that communication is maintained between parents and the College and we therefore feel it is important that you are aware that, according to our records, ….has been registered late for registration at 8.25am on the occasions listed below during the last month.

I would be grateful if you could sign an acknowledgement below for the lateness and return this slip to school. If you feel that there are any notes that are important for us to know, please provide details on the acknowledgement slip. This will help us to understand the situation and allow us to help where appropriate.

If you would like to discuss ---------’s punctuality or well-being further, please do not hesitate to contact her tutor or myself on tel. 516… or email ….


Yours sincerely,

------------------------------------------------------------------------------------------------------------------


Student Name:

Student Form:

Dates when late

Notes (if appropriate)







I acknowledge receipt of the letter informing me of my daughter’s recent punctuality record.


Signed: Date:

Appendix 6 – template of ‘Unauthorised’ letter following parental request

Dear ……………..

Thank you for your letter requesting absence for NAME on DATE.

I receive many requests for absence and only authorise those for significant family events. I do know you understand the importance of attendance and the positive impact it has upon the students’ educational outcomes. I also hope you understand my need to be fair and consistent in my response to parental requests. Therefore NAME’s absence will be marked down as unauthorised.

Yours sincerely

Carl Howarth

Principal

Appendix 7 – JCG Attendance Action

Percentage

Rating

What it means?

Action

99-100%

Excellent

Student able to meet full potential

Achievement Mark

96-98%

Fair to Good

Could mean up to 60 hours of lessons missed during the year.

Achievement Mark

91-95%

Concerning

By the end of the year 4 weeks of school will have been missed (up to 120 hours)

Letter from Head of School (to parents and student) or tutor chat and follow up email

86-90%

Low

By the end of the year 6 weeks of school (a half term) will have been missed (at risk of underachieving)

Letter from HoS & EBNA/ Early Help/ FSW/ Attendance Plan

85% and below

Requires External Agency support

Missing over half a term of school and there is clear evidence that low attendance is linked to low achievement.

PARM and Ref EWO