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Reporting Absence

Reporting Your Child’s Absence

If your child is unwell, please let us know using the StudyBugs app by 8:00 AM on the day of absence.

If you don’t yet have the app, you can download it for free here: [Click here].

Important:
If your child is absent and we have not received notification, the absence will be recorded as unauthorised until you inform us of the reason.

If you do not have internet access, please call the school’s main number on 01293 423690 and follow the automated instructions to report the absence.

Long Term Absence Request

For long term absence requests please download these forms.

  • MUST BE SOUGHT IN ADVANCE and a minimum of 10 school days’ notice is required
  • A separate form must be completed for each child.

By Downloading the Leave of Absence Form you agree to be bound by the Terms and Conditions laid out in the letter below.

Please scroll down the page to read more important information regarding this as well as penalty notices from the deputy headteacher.

Leave of Absence Form

Download here

Penalty Notice Leaflet

View here

Returning to school after an absence

  • If your child is ill for a period of 5 days, we would normally expect them to have seen a doctor. For illnesses of this length we will ask to see supporting medical documentation, which can be in the form of a certificate, a photocopy of any prescription, a note from your GP, a signed appointment card or a screen shot of your call to the surgery confirming that your child has been to see them, together with the reason and length of absence.

Medical appointments

  • If your child has a medical appointment of any kind (i.e. doctor, dentist, hospital, or optician) please bring in the appointment card or letter to confirm this, preferably in advance, or telephone the designated Absence Line.
  • For morning or afternoon appointments, we would normally expect the child to be in school for the other half of the day.
  • If you need to take your child out of school to accompany you to an appointment, this will be an unauthorised absence.

Late Marks

  • Registration takes place at 8.45am If a child arrives after 8:45 they will be marked as late. If your child misses either a morning or an afternoon registration they should visit Reception and then sign in using the Inventry screen. If punctuality does not improve, this may result in further sanctions. Where a medical appointment is the cause of lateness, evidence of this must be seen and sanctions will not be applied.
  • Persistent late arrival at school after the register has been taken is recorded as an unauthorised absence (Code U) **U Code is applied if the child arrives after 9:15 am.

Request for Absence in Term time and Unexplained Absence from School

There are only 190 contact days in the school year, which means that there are 175 non-school days left for holidays, treats and shopping. This letter provides you with the information required to make an informed decision and to ensure that you are aware of the legal position should you take your child/children out of school during term time.

May I also take this opportunity to remind you that, in line with the Crawley School’s Attendance Policy, requests for absence in term time will not be authorised. I would like to draw your attention to the school’s Attendance Policy, which refers to the potential use of Fixed Penalty Notices for the following:

 A referral for a Fixed Penalty Notice (FPN) may be made to the Local Authority for the following reasons:

  • When a student has a minimum of 10 school sessions recorded as unauthorised.  (A School day is two sessions AM and PM.)               
  • Any absence marked in the register as unauthorised i.e. if you fail to provide evidence of an absence or your child has truanted, will be recorded as unauthorised absence (Code 0).
  • If your child is ill for a period of 5 days or more, we would expect them to have seen a doctor. For illnesses of this duration we will ask to see supporting medical documentation, which can be in the form of a medical certificate/note from your GP, a photocopy/scan of any prescription, a signed appointment card or a screen shot of your call to the surgery.
  • Persistent late arrival at school after the register has been taken is recorded as an unauthorised absence (Code U).
  • A holiday or period of absence in term time of 5 or more days, which has not been authorised by the Head Teacher (Code G). The Government has directed that Head Teachers may now only grant leave for a holiday in exceptional circumstances.
  • If you notify the school that your child is ill prior to or after a period of either authorised or unauthorised absence, you will need to provide medical documentation or the absence will be unauthorised and if the total number of days is 5 or more than a referral may be made for a Fixed Penalty Notice.
  • If you withdraw your child/children from school during term time, without authorisation being requested in advance, in line with the school’s policy.
  • FPNs can also be used during the first 5 days of exclusion. Parents are made aware of the consequences by letter when a child is excluded from school.

Mr A Cook,

Deputy Headteacher.

Fixed Penalty Notices (Please see WSCC Penalty Notice leaflet) – Applies to Years 7 to 11 only

A Fixed Penalty Notice, is issued to each parent or carer for each child at the rate of £160 and must be paid within 28 days. If this is the first FPN in a rolling 3 year period, a parent or carer will be given the opportunity to pay at a reduced rate of £80, so long as payment in made in the first 21 days.

For a second Penalty Notice issued to the same parent of the same child within a rolling 3 year period, the fine amount will be £160 if paid within 28 days, and there is no opportunity to pay at the lower £80 amount.

FPNs are capped to two within any 3 year period. Once this limit has been reached, WSCC will either prosecute the parent or consider allocating an Investigating Officer.

If a FPN is not paid within the stated timeframes, consideration will be given to prosecuting the parent for the criminal offence of having failed to ensure their child attended school regularly, under Section 444 of the Education Act 1996. If found guilty at court a parent may be fined up to £1,000 for the standard offence or £2,500 for the aggravated offence. The court may also impose court costs.

We will continue to reward not just good individual and class attendance in school, but also much improved attendance from students.  We know that we all need to work together to improve attendance and the achievement of all our children, and I thank you in advance for your co-operation.

Should you wish to discuss any points mentioned in this letter, please contact attendance@holytrinitycrawley.org.uk (01293 652971) and we will direct your query to the correct member of staff.

Mr A Cook,

Deputy Headteacher.