Attendance
Attendance Policy
The Independent Grammar School: Durham
Introduction
The Independent Grammar School: Durham is committed to ensuring progress and
positive outcomes for all pupils. Regular attendance at school is important in
achieving this. This policy sets out the procedures in place to monitor attendance,
follow up absence, support pupils and families, and consider requests for leave of
absence. It should be read with the Safeguarding Policy, the Parental Commitment
and Keeping Children Safe in Education 2026. The school has regard to Working
Together to Improve School Attendance (July 2026).
Responsibilities and contact
Parents should ensure that their child attends punctually and should notify the school
before or on the morning of the first day of an unexpected absence, giving the
reason and expected return date. They should keep the school informed if the
absence continues and provide current contact details. The school’s day-to-day
contact for absence is the school office on 0191 323 0056, or 07984 619739. The
designated senior leader for attendance is Mr Jonathan Blower (VP (Upper School));
parents may contact this person through the school office for more detailed support. Staff
take the register accurately and pass unexplained absence or safeguarding concerns to
the Principal and the Designated Safeguarding Lead (DSL) without delay.
Registration and punctuality
All children at IGS: Durham have their attendance registered twice daily.
Morning registration is at 8.30 a.m. and afternoon registration immediately follows
the lunch break at 1 pm. The school day ends at 4 pm (after clubs have finished).
The register remains open for 20 minutes after the start of each session; the same
interval applies to both sessions. Children arriving after the register is taken must report to the
school office. The correct national attendance or absence code will be entered for
every session, including for pupils who arrive after the register has closed.
The attendance and admission registers are kept electronically, with controlled
access. Entries, amendments and their reasons are retained for six years from the
date of entry. An unexplained absence is initially recorded with the appropriate code
and updated as soon as the reason is established, no later than five working days
after the session. The school does not mark a pupil present simply because work is
completed remotely. Persistent or regular lateness is discussed with parents so that
children can arrive ready for lessons. A flexi-school child who is absent at
registration, who has not been reported as sick, is recorded as an authorized
absence.
Following up absence and safeguarding
When a pupil is absent and there has been no notification from home, the school will
contact a parent by 9.30 a.m. to confirm the reason, the child’s whereabouts and
who is caring for them. If contact is not made, staff will try the other recorded
contacts and consider further steps, including a welfare check or referral where
appropriate. The procedure is repeated for subsequent unexplained days and the
school records its attempts and the outcome. The DSL is informed promptly if an
absence gives rise to a safeguarding concern; the school does not wait for a
numerical threshold where a child may be at risk.
The school monitors the level and pattern of absence, including repeated short
absences, lateness and any change from a pupil’s usual attendance. Staff discuss
emerging concerns with the pupil and parents, seek to understand barriers and
agree proportionate support. The senior attendance leader reviews individual and
whole-school patterns at least half-termly with the Principal and DSL, checks
whether support has worked and reports significant themes to the School Board. For
persistent or severe absence, the school works with parents and, where appropriate,
the local authority and other services to agree and review a support plan. Absence
connected with health, disability, SEND, bullying or other difficulties is considered
individually, including reasonable adjustments where required.
A temporary part-time timetable for a pupil of compulsory school age is used only
exceptionally, in the pupil’s interests, with parental agreement, a clear purpose, start
and end dates, review arrangements and a plan to return to full-time education. It is
not used to manage behaviour or as a substitute for needed support. The correct
attendance code is recorded for each session.
Local authority returns and children missing education
The school makes the required new-pupil and deletion returns when a pupil is added
to or removed from the admission register, in accordance with the 2024 registration
regulations. A pupil is removed from the register only when a prescribed ground is
met; absence alone does not justify removal. The school makes attendance returns
to the local authority at the agreed frequency, at least monthly, for pupils of
compulsory school age who fail to attend regularly or have ten continuous school
days of unauthorised absence. It makes a sickness return promptly where it
reasonably expects a pupil recorded absent through illness to miss at least 15 school
days, consecutively or cumulatively in the school year. Concerns about a child
missing education are referred to the local authority promptly, independently of these
return cycles.
Requesting leave of absence
We recognise that there will be times when a pupil is absent on grounds such as
religious observance, bereavement, a special family occasion, a medical
appointment or an interview at another school. Parents should request planned
absence in advance, in writing or by email to the Principal, giving the dates and
reason; for one day or part of a day, a note to the class teacher at least two school
days beforehand will normally suffice and will be passed to the Principal where a
decision is needed. The Principal decides each request on its individual facts and
confirms the decision and duration in writing. Absence is not authorised simply
because a parent has notified the school.
The school does not encourage family holidays during term time. A holiday for
leisure or recreation will not normally be treated as an exceptional circumstance. As
an independent school IGS:D is not legally bound by regulation 11’s restrictions on
granting leave, but has regard to the national guidance and will record the reason for
any departure. The school uses the prescribed national code for the reason and
circumstances of any absence; Code C for exceptional circumstances is not a
general code for all authorised absence. Pupils who miss school are helped to catch
up. For prolonged ill health, the school works with parents and relevant services on
suitable education and support for return.
Reception children
For children in Reception, unexplained or prolonged absence is followed up
promptly. Staff track patterns, contact parents and additional emergency contacts
where necessary, and refer concerns or request a welfare check when appropriate
under the EYFS safeguarding requirements. Contact information is checked
regularly and the school seeks more than one emergency contact for each child
wherever possible.
This policy is reviewed by the Principal and School Board at least annually and
sooner if requirements or school arrangements change.
May 2026
Reviewed: September 2026
Next review: September 2027
Attendance Policy
The Independent Grammar School: Durham
Introduction
The Independent Grammar School: Durham is committed to ensuring progress and
positive outcomes for all pupils. Regular attendance at school is important in
achieving this. This policy sets out the procedures in place to monitor attendance,
follow up absence, support pupils and families, and consider requests for leave of
absence. It should be read with the Safeguarding Policy, the Parental Commitment
and Keeping Children Safe in Education 2026. The school has regard to Working
Together to Improve School Attendance (July 2026).
Responsibilities and contact
Parents should ensure that their child attends punctually and should notify the school
before or on the morning of the first day of an unexpected absence, giving the
reason and expected return date. They should keep the school informed if the
absence continues and provide current contact details. The school’s day-to-day
contact for absence is the school office on 0191 323 0056, or 07984 619739. The
designated senior leader for attendance is Mr Jonathan Blower (VP (Upper School));
parents may contact this person through the school office for more detailed support. Staff
take the register accurately and pass unexplained absence or safeguarding concerns to
the Principal and the Designated Safeguarding Lead (DSL) without delay.
Registration and punctuality
All children at IGS: Durham have their attendance registered twice daily.
Morning registration is at 8.30 a.m. and afternoon registration immediately follows
the lunch break at 1 pm. The school day ends at 4 pm (after clubs have finished).
The register remains open for 20 minutes after the start of each session; the same
interval applies to both sessions. Children arriving after the register is taken must report to the
school office. The correct national attendance or absence code will be entered for
every session, including for pupils who arrive after the register has closed.
The attendance and admission registers are kept electronically, with controlled
access. Entries, amendments and their reasons are retained for six years from the
date of entry. An unexplained absence is initially recorded with the appropriate code
and updated as soon as the reason is established, no later than five working days
after the session. The school does not mark a pupil present simply because work is
completed remotely. Persistent or regular lateness is discussed with parents so that
children can arrive ready for lessons. A flexi-school child who is absent at
registration, who has not been reported as sick, is recorded as an authorized
absence.
Following up absence and safeguarding
When a pupil is absent and there has been no notification from home, the school will
contact a parent by 9.30 a.m. to confirm the reason, the child’s whereabouts and
who is caring for them. If contact is not made, staff will try the other recorded
contacts and consider further steps, including a welfare check or referral where
appropriate. The procedure is repeated for subsequent unexplained days and the
school records its attempts and the outcome. The DSL is informed promptly if an
absence gives rise to a safeguarding concern; the school does not wait for a
numerical threshold where a child may be at risk.
The school monitors the level and pattern of absence, including repeated short
absences, lateness and any change from a pupil’s usual attendance. Staff discuss
emerging concerns with the pupil and parents, seek to understand barriers and
agree proportionate support. The senior attendance leader reviews individual and
whole-school patterns at least half-termly with the Principal and DSL, checks
whether support has worked and reports significant themes to the School Board. For
persistent or severe absence, the school works with parents and, where appropriate,
the local authority and other services to agree and review a support plan. Absence
connected with health, disability, SEND, bullying or other difficulties is considered
individually, including reasonable adjustments where required.
A temporary part-time timetable for a pupil of compulsory school age is used only
exceptionally, in the pupil’s interests, with parental agreement, a clear purpose, start
and end dates, review arrangements and a plan to return to full-time education. It is
not used to manage behaviour or as a substitute for needed support. The correct
attendance code is recorded for each session.
Local authority returns and children missing education
The school makes the required new-pupil and deletion returns when a pupil is added
to or removed from the admission register, in accordance with the 2024 registration
regulations. A pupil is removed from the register only when a prescribed ground is
met; absence alone does not justify removal. The school makes attendance returns
to the local authority at the agreed frequency, at least monthly, for pupils of
compulsory school age who fail to attend regularly or have ten continuous school
days of unauthorised absence. It makes a sickness return promptly where it
reasonably expects a pupil recorded absent through illness to miss at least 15 school
days, consecutively or cumulatively in the school year. Concerns about a child
missing education are referred to the local authority promptly, independently of these
return cycles.
Requesting leave of absence
We recognise that there will be times when a pupil is absent on grounds such as
religious observance, bereavement, a special family occasion, a medical
appointment or an interview at another school. Parents should request planned
absence in advance, in writing or by email to the Principal, giving the dates and
reason; for one day or part of a day, a note to the class teacher at least two school
days beforehand will normally suffice and will be passed to the Principal where a
decision is needed. The Principal decides each request on its individual facts and
confirms the decision and duration in writing. Absence is not authorised simply
because a parent has notified the school.
The school does not encourage family holidays during term time. A holiday for
leisure or recreation will not normally be treated as an exceptional circumstance. As
an independent school IGS:D is not legally bound by regulation 11’s restrictions on
granting leave, but has regard to the national guidance and will record the reason for
any departure. The school uses the prescribed national code for the reason and
circumstances of any absence; Code C for exceptional circumstances is not a
general code for all authorised absence. Pupils who miss school are helped to catch
up. For prolonged ill health, the school works with parents and relevant services on
suitable education and support for return.
Reception children
For children in Reception, unexplained or prolonged absence is followed up
promptly. Staff track patterns, contact parents and additional emergency contacts
where necessary, and refer concerns or request a welfare check when appropriate
under the EYFS safeguarding requirements. Contact information is checked
regularly and the school seeks more than one emergency contact for each child
wherever possible.
This policy is reviewed by the Principal and School Board at least annually and
sooner if requirements or school arrangements change.
May 2026
Reviewed: September 2026
Next review: September 2027
Discover more
If you would like to know more about life at IGS, or to book an in-person visit, contact us now.
Discover more
If you would like to know more about life at IGS, or to book an in-person visit, contact us now.