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Procedures for Monitoring Attendance

1. Introduction

Effective attendance recording and monitoring are essential to ensuring that all pupils at Turning Point Leeds (TPL) access their full educational entitlement. Accurate records help us safeguard pupils, identify concerns early, and work collaboratively with parents/carers and host schools. This policy sets out the procedures for recording attendance, contacting families, and sharing information with host schools in line with Leeds City Council expectations for alternative provision.

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2. Recording Attendance

Daily registration

  • Attendance is recorded electronically at the start of each day and at the beginning of each session.

  • Teachers and support staff are responsible for marking registers accurately and promptly.

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Morning registration

  • Registration takes place at 9:30am.

  • Attendance is recorded directly onto the Collaborative Learning Manager (CLM), which is accessible to host schools in real time.

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3. Monitoring Attendance

Initial monitoring

  • If a pupil is absent without prior notification, TPL staff will follow up immediately.

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Contacting parents/carers

  • By 9:30am, the designated staff member will call parents/carers of absent pupils to determine the reason for absence.

  • All calls are documented within attendance records.

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Informing host schools

  • The host school will be informed of the pupil’s absence via CLM

  • Notification will be made promptly after contacting the parent/carer.

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4. Weekly and Monthly Attendance Updates

Weekly

  • Attendance data is reviewed weekly to track individual and group trends.

  • A summary of attendance is shared with host schools on request.

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Monthly

  • A comprehensive attendance report can be prepared monthly, highlighting patterns or concerns.

  • Reports can be shared with host schools and reviewed internally by the Headteacher.

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On request

  • Additional reports can be provided to host schools or relevant authorities.

  • Requests are processed within two working days.

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5. Addressing Attendance Concerns

Initial concern

  • If a pupil’s attendance falls below 95%, a meeting will be arranged with the pupil and parents/carers to explore reasons and offer support.

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Persistent absence

  • Attendance below 90% is classified as persistent absence.

  • An Attendance Improvement Plan (AIP) will be drawn up in collaboration with the pupil, parents/carers, and host school, tailored to the pupil’s needs.

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Ongoing support

  • Regular follow-up meetings will monitor progress.

  • Where concerns remain, and with host school consent, referrals may be made to external support agencies.

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6. Roles and Responsibilities

Teachers and Support Staff

  • Record and monitor daily attendance.

  • Contact parents/carers by 9:30am for unreported absences.

  • Inform host schools promptly of absences.

  • Prepare and share weekly and monthly reports if requested 

  • Respond to requests for additional reports.

  • Record attendance at the start of each day and session.

  • Report attendance concerns to the host school Attendance Officer immediately.

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Directors 

  • Oversee the implementation of attendance procedures.

  • Review attendance data regularly and address systemic issues.

  • Support staff in managing and improving pupil attendance.

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Parents/Carers

  • Ensure their child attends regularly and punctually.

  • Notify TPL of absences by 9:00am on the first day of absence.

  • Attend meetings and engage with improvement strategies when required.

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7. Safeguarding and Local Authority Duties

  • Poor or irregular attendance can be a safeguarding indicator. Attendance records are reviewed by the DSL to identify welfare concerns.

  • TPL will share attendance information with host schools and, where necessary, Leeds City Council.

  • TPL acknowledges Leeds City Council’s statutory duty under Section 436A of the Education Act 1996 to ensure all children receive suitable education and will co-operate fully with any monitoring or quality assurance processes.

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8. Review and Evaluation

This policy will be reviewed annually to ensure effectiveness and compliance with legislation, local authority expectations, and best practice for alternative provision. Feedback from pupils, staff, parents/carers, and host schools will be used to inform updates.


Date: August 2025
Next Review: August 2026

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