Absence and Attendance

A PARENT’S GUIDE TO SCHOOL ATTENDANCE

The school days begins at 8.40am when the gates are opened and children will be recorded as late if they arrive after 9.00am. If you arrive at school after the classroom doors have closed, then you need to accompany your child to the school office to sign them in. If the signing in is recorded as after 9.00am then, it will be marked as an unauthorised absence. Please could we remind you that 10 sessions of unauthorised absence could lead to a fine.

It is vital that you inform the school office if your child/children will be absent. Please telephone the school on 01707 339079 to leave a message or send an email to admin@swallowdell.herts.sch.uk to report pupil absence by 9.30am. If we do not receive notification of absence you will receive a telephone call or text from a member of the office staff.

If your child is sick, please telephone the school on each day of absence. All letters concerning pupil absence should be emailed or handed in to the school office. Special leave should be put in writing or emailed and addressed to the Headteacher for authorisation.

If your child cannot attend school due to illness or any other exceptional circumstances, you must contact the school office on each day of absence, before 8:50am. If we do not hear from you by midday, it will be marked as an unauthorised absence. Please could we remind you that 10 sessions of unauthorised absence could lead to a fixed penalty notice (fine) being issued.

To request special leave please complete leave of absence form. Please complete and submit this form to the school office via admin@swallowdell.herts.sch.uk or can be handed into the school office for the attention of the Headteacher.

Leave of absence request form

Absence FAQs

What is an exceptional absence?

An exceptional absence is a request for leave during term time that meets the school's criteria for exceptional circumstances. Absence from school is authorised only in exceptional circumstances and all requests must be supported by appropriate evidence.

Do holidays during term time count as an exceptional circumstance?

No. Family holidays, city breaks and recreational travel during term time will not be authorised.

What evidence is required?

All requests for exceptional absence must be supported by appropriate evidence. Requests without evidence are unlikely to be authorised.

Can my child attend a medical appointment during the school day?

Yes. Medical, dental or hospital appointments may be authorised where evidence is provided, such as an appointment letter, text message or screenshot from a healthcare provider.

Where possible, appointments should be made outside school hours. In most cases, pupils should attend school before or after the appointment and only be absent for part of the day.

Can my child attend a funeral?

Yes. A funeral of a close family member may be authorised. Normally, one day of absence will be authorised. Evidence may be requested.

Can my child be absent for a religious celebration?

Yes. One day may be authorised for a recognised religious observance or celebration. Evidence may be requested.

I am unwell and unable to take my child to school. Will this be authorised?

No. A parent's illness is not normally considered an exceptional circumstance for a pupil's absence.

Parents should make alternative arrangements to ensure their child attends school. If a parent is too unwell to bring a child to school, there may also be concerns about the child's welfare if they remain at home all day.

We have transport difficulties getting to school. Will this be authorised?

No. Transport problems, including car breakdowns, missed buses or difficulties arranging transport, are not considered exceptional circumstances.

Parents should make alternative arrangements wherever possible.

My child is refusing to come to school. Will the absence be authorised?

No. School refusal or anxiety-related absence will not automatically be authorised.

Please contact the school as soon as possible so that we can work together to identify the difficulties and put support in place.

What should I do if my child is finding mornings difficult?

Please still bring your child to school, even if this means arriving later than usual.

It is always better for a child to attend part of the school day than to miss the whole day. Staff will support your child on arrival and help them settle into learning.

Further information & guidance on school attendance, including Attendance Policy

Should my child go to school/nursery today? :: Hertfordshire and West Essex Healthier Together (hwehealthiertogether.nhs.uk)

Attendance at Swallow Dell flow chart for parents Attendance Policy

Summary of responsibilities where a mental health issue is affecting attendance

Should I keep my child off school guidance

Spotlight on: Attendance