Student Attendance Policy

Student Attendance Policy

DATE REVIEW DATE

August 2026 August 2027

Owner Version Number:

Director Ver07

Legal Sign off by:

N/A

Legal Sign of date:

N/A

Type of Policy: Authorised by Exec: Authorised by Board:

Exec August 2026 n/a

Circulation:

Website and Staff Handbook

CONTENTS AIM ............................................................................................................................... 4 RESPONSIBILITIES .......................................................................................................... 4 ATTENDANCE THRESHOLDS AND PROCEDURES ........................................................ 5 PUNCTUALITY AND LATENESS ...................................................................................... 6 ABSENCE CATEGORIES ............................................................................................... 7 PROCEDURE FOR ABSENCE REQUEST ........................................................................ 8 ABSENCE APPROVAL .................................................................................................. 8 UNAUTHORISED ABSENCE ........................................................................................... 9 PERSISTENT OR EXTENDED UNAUTHORISED ABSENCE.............................................. 10 CHILDREN MISSING EDUCATION (CME)................................................................... 11 EMOTIONALLY BASED SCHOOL AVOIDANCE ......................................................... 11 SPECIAL REQUESTS FOR LONG-TERM LEAVE ............................................................ 12 KHDA RAHHAL PROGRAMME .................................................................................. 14 ANNUAL REVIEW AND DATA REPORTING ................................................................ 14

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AIM 1.1

At JESS, we strive for an environment which enables and encourages all members of the community to reach out for excellence. For our children to gain the greatest benefit from their education it is vital that they attend school regularly and are punctual each day.

1.2

We understand that at times there may be unavoidable circumstances which cause your child to be absent. This policy outlines the roles, responsibilities, definitions and processes surrounding attendance and punctuality.

1.3

This policy is informed by:

1.4

1.3.1

KHDA requirements for Dubai private schools.

1.3.2

Executive Council Resolution No. 2 of 2017 Regulating Private Schools in Dubai.

1.3.3

Current UAE Ministry of Education attendance and student wellbeing regulations.

1.3.4

KHDA Parent-School Contract requirements.

1.3.5

JESS Safeguarding and Child Protection Policy.

Failure to comply with attendance expectations may constitute a breach of the Parent-School Contract and may be addressed in accordance with the Contract and applicable KHDA requirements.

RESPONSIBILITIES 2.1

Class Teachers take the register at 7:40 each day and manage issues related to attendance and punctuality in the first instance. Teachers therefore: 2.1.1

Monitor and deal appropriately with absence and punctuality.

2.1.2

Monitor, record and respond to student absence without notification. This is followed up daily and annotated on iSAMS by Admin staff.

2.1.3

Attendance below 94% across the full academic year is considered a cause for concern and will be monitored closely. In the first instance attendance will be managed by Year Group Leaders/Heads of Year, with support from Deputy Heads, Headteachers, and the Wellbeing team (Counsellors, School Nurses), as appropriate.

2.2

The Deputy Head will monitor and follow up on attendance causes for concern.

2.3

The Headteachers have the responsibility to monitor and authorise absence at the school and provide data for annual inspections and the Governing body.

2.4

Parents are responsible for ensuring their child attends school regularly, punctually and for the full school day unless prevented by authorised circumstances. It is the

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responsibility of parents to promptly inform the school of any absence, provide requested evidence where appropriate and respond to school attendance concerns, meetings and support plans. Attendance concerns will be managed through school processes in line with the parent contract and KHDA policy.

ATTENDANCE THRESHOLDS AND PROCEDURES 3.1

Attendance is monitored using the KHDA thresholds below. These thresholds inform proportionate intervention and do not replace professional judgement, safeguarding procedures, medical considerations, or KHDA requirements.

Attendance Rate

KHDA Rating

98%+

Outstanding

96% - 97%

Very Good

94% - 95%

Good

92% - 93%

Acceptable

Below 92%

Weak

Below 90%

Very Weak

3.2

JESS expects students to attend regularly and punctually and aims for each student to achieve attendance of at least 96% across the full academic year, subject to authorised absence and individual circumstances.

3.3

Attendance below 96% will be monitored, and communication with parents or legal guardians will be initiated to discuss any concerns and identify appropriate support.

Attendance below 92% will trigger formal monitoring and intervention.

3.4

A graduated response to attendance concerns will be used and may include:

3.5

3.4.1

Class Teacher contact.

3.4.2

Year Group Leader / Head of Year review.

3.4.3

Meeting with Deputy Head.

3.4.4

Attendance action plan.

3.4.5

Meeting with Headteacher.

3.4.6

KHDA notification (if required).

Poor attendance may be an indicator of safeguarding, wellbeing, SEND, medical or mental health concerns. Attendance concerns will therefore be reviewed alongside safeguarding information and may result in referral to the Designated Safeguarding Lead.

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3.6

Attendance expectations remain applicable during periods of approved online or blended learning.

3.7

Attendance is monitored continuously and attendance percentages appear in reports.

PUNCTUALITY AND LATENESS 4.1

The School will take active steps to encourage excellent levels of punctuality.

Lateness will be monitored and followed up by Class Teachers, Year Group Leaders/Heads of Year and Deputy Heads.

4.2

Lateness is defined as arriving at school after the register has been taken.

4.3

School documentation will clearly state the time at which each school session begins and finishes, including the time at which gates open at 7:20 and registration closes at 7:40.

4.4

When a student arrives late having missed registration, his/her presence on site is recorded on iSAMS by Reception to update the emergency evacuation/fire registers.

4.5

Partial attendance refers to students arriving after period 1, leaving early and missing specific lessons. Attendance monitoring includes late arrival, early departure and partial attendance during the school day.

4.6

Repeated lateness and partial attendance are defined as two times within a 7-day period.

4.7

Concerns around lateness will be handled on a graduated pathway on a case-bycase basis, considering social and emotional needs and safeguarding concerns.

Steps can include:

4.8

4.7.1

Class Teacher / Form Tutor contact.

4.7.2

Year Group Leader / Head of Year review.

4.7.3

Meeting with Deputy Head.

4.7.4

Punctuality action plan.

4.7.5

DSO involvement where relevant.

4.7.6

KHDA notification (if required).

Repeated lateness that appears linked to avoidance of particular lessons, staff members, assessments or areas of the school will be reviewed as a potential wellbeing, safeguarding or emotionally based school avoidance concern.

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4.9

Persistent lateness may be recorded and managed in the same manner as repeated unauthorised absences where appropriate.

4.10

Lateness will be recorded on reports.

ABSENCE CATEGORIES 5.1

Parents are asked to complete the Absence Form (located on the Parent Portal and in the weekly Sway) for any absence.

5.2

Absence categories are: 5.2.1

Illness – Student is feeling unwell (after 2 days a medical note is required).

Absence Form should be completed by 7am on the date of absence.

5.2.2

Visa/Embassy Visit – if a student is going to sort a visa/passport or interview.

5.2.3

Medical appointment – a student has a scheduled medical appointment.

5.2.4

Bereavement / Compassionate Leave – compassionate leave, only approved for serious family matters.

5.2.5

Study Leave – available to Years 11 – 13 students only during school approved study leave periods.

5.2.6

Educational Visit* – if a student is attending an interview at another school or prospective job.

5.2.7

External Examination – if a student is undertaking an examination outside of school.

5.2.8

Work Experience* – if a student is undertaking in a school approved work experience placement.

5.2.9

Religious Holiday – if a student is observing a religious holiday.

5.2.10 National or International event* – if a student is representing their country in a sporting event or participating in an elite performing arts event.

5.2.11 Holiday – if student will be absent because of scheduled family holiday.

5.2.12 Rahhal Programme* – for any student who has received both school and KHDA approval to be enrolled in the Rahhal Programme. * Approved educational activities authorised by the school may be recorded separately from absence for attendance monitoring purposes.

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PROCEDURE FOR ABSENCE REQUEST 6.1

Parents are asked to complete the Absence Form for all categories except Illness or Bereavement, at least 3 weeks prior to dates being requested, wherever practical.

6.2

Parents should include any additional information relating to the absence if applicable.

6.3

If further clarification of the request is required an appointment/phone call will be made with the relevant Deputy Head.

6.4

The completed Absence Form will be held on record by JESS and parents informed of the School's decision.

ABSENCE APPROVAL 7.1

A completed Absence Form for any absence does not oblige the School to accept it. Absence will only be authorised if the student is absent with permission from the Headteacher for the following reasons: 7.1.1

Student is unwell or prevented from attending by any unavoidable cause.

7.1.2

Student must attend an embassy for a passport or visa application.

7.1.3

Student must attend a medical appointment (parents are requested to schedule medical appointments outside of school hours wherever possible).

7.1.4

There is a family bereavement or compassionate leave required for a serious family matter.

7.1.5

A Year 11, Year 12 or Year 13 student is granted study leave.

7.1.6

Student to attend an approved educational activity or visit (e.g. interview for another school, university/college or prospective job).

7.1.7

Student must undertake an external examination.

7.1.8

Student undertaking an approved work experience placement.

7.1.9

The absence occurs on a day exclusively set aside for religious observance.

7.1.10 An approved national or international event, e.g. student is representing their country in a sporting event or participating in an elite performing arts event.

7.1.11 Student is undertaking Rahhal programme.

7.1.12 If students are absent for a family holiday, this will be recorded as unapproved leave as per policy.

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7.2

The school may request supporting evidence for any leave requests.

7.3

Repeated patterns of absence on specific days may also be investigated by the School.

7.4

At the Headteacher’s discretion, extended leave may be approved during term time in exceptional circumstances. Approval for extended leave will be based on numerous factors, such as current attendance record, student’s academic performance, absence does not fall during or close to testing and/or examination periods.

7.5

No term time leave will be approved for students in Years 10 to 13.

UNAUTHORISED ABSENCE 8.1

Unauthorised Absence is where any student stays away from school without permission.

8.2

Absences that do not fall under the categories outlined in section 5, including holiday absences, will be considered ‘unauthorised’.

8.3

Absence will be unauthorised if no explanation that is deemed sufficient by reference to the above lists, is forthcoming.

8.4

In cases of unauthorised absence, the student has responsibility to catch up on any work missed. The School will not set work for the student for their holiday period or provide additional support or tuition on their return.

8.5

Parents should avoid arranging holidays and other non-essential absence during published assessment and examination windows.

8.6

8.5.1

In the case of an authorised absence during School examination periods, examinations will not be set at an alternative time. Alternative arrangements will only be considered in exceptional circumstances and at the discretion of the Headteacher.

8.5.2

Absence during internal assessments, CAT4, GL, or other school assessment periods may affect the student’s ability to complete the assessment, and an alternative sitting will not necessarily be available.

Unauthorised absence may result in attendance monitoring meetings, escalation to senior leaders or a safeguarding review.

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8.7

8.8

Unauthorised absence escalation process: Unauthorised Absence

Action

1 day

Written notification to parents

3 days

Formal attendance warning

6 days

Attendance meeting and support plan

10 days

Headteacher review and safeguarding review

15 days

Referral to KHDA and further action in accordance with regulatory requirements

Any student attendance which falls below 92% will be monitored and managed in accordance with KHDA requirements. The school may share attendance information with KHDA where required by regulation, inspection processes or safeguarding concerns.

PERSISTENT OR EXTENDED UNAUTHORISED ABSENCE 9.1

Persistent absence is attendance below 90% or repeated patterns of absence which significantly impact learning.

9.2

In the event of persistent absence or unauthorised absences, the Deputy Head or Headteacher should: 9.2.1

Arrange a meeting between the Head of Year/Form/Class Teacher, the parents. The student may also be invited to the meeting in some circumstances.

9.2.2

Offer specific support to parents and individual students, either at school or elsewhere.

9.2.3

Facilitate case conferences and other meetings between all involved directly in the care of the student.

9.2.4

For absences exceeding 10 school days, the Deputy Head will arrange a reintegration meeting and wellbeing check-ins will be made by the class teacher.

9.3

Persistent absence will be considered misconduct, which may result in the deregistration of the student, subject to KHDA approval.

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9.4

In cases where parents wilfully withhold a student from school or persistently refuse to co-operate with efforts aimed at affecting a return to Good rating of school attendance, the Headteacher will seek advice from the KHDA. This may result in the student being de-registered from school, subject to KHDA approval, and identified as a “Children Missing Education”.

CHILDREN MISSING EDUCATION (CME) 10.1

If a student is absent without explanation: 10.1.1 Parents (or legal guardian) will be contacted on the first day using the contact details held on the school system.

10.1.2 Repeated attempts will be made using all emergency contacts.

10.1.3 Safeguarding assessment will be completed where concerns arise.

10.1.4 KHDA and/or relevant authorities will be notified where appropriate.

10.2

If contact cannot be established, the school will verify the student’s known circumstances, review available safeguarding information, and escalate the matter to the designated safeguarding officer.

10.3

The school will maintain a record of attempted contacts, information received, decisions, and escalation. Where the school has reason to believe that a student may be missing from education or at risk of harm, the matter will be managed under the school’s safeguarding and CME procedures and referred to KHDA or another relevant authority where required. A child missing education is a potential indicator of abuse or neglect, and all staff should be alert to signs of child at risk of going missing from education.

EMOTIONALLY BASED SCHOOL AVOIDANCE 11.1

Emotionally based school avoidance occurs when a student has trouble attending or remaining in school where emotional distress, anxiety, or other wellbeing factors are significant contributors. It can also include children who come to school but cannot enter their class due to anxiety and other emotional factors.

11.2

Emotionally based school avoidance will not automatically be treated as unauthorised leave or deliberate non-compliance. Students experiencing emotionally based school avoidance will not normally be managed through disciplinary procedures alone.

11.3

Where attendance concerns relate to a Student of Determination, chronic medical condition or identified additional need, the school will consider appropriate reasonable adjustments and support measures before determining intervention strategies.

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11.4

Attendance plans will be developed collaboratively with parents, the student and relevant professionals. A support pathway to support reintegration will be created with reasonable adjustments and may include working with professionals such as the counsellor, wellbeing lead, health office, inclusion department, or external professional involvement where appropriate. This support may also include a modified timetable where appropriate.

SPECIAL REQUESTS FOR LONG-TERM LEAVE 12.1

There are some occasions where special, long-term absence can be requested for a child due to serious illness to the child or a close family member, of for a full immersion educational experience.

12.2

Definitions: 12.2.1 Serious illness’ is defined as ‘any medical condition where death is imminent or likely or that which requires emergency admission to a hospital or emergency surgery and where treatment cannot be deferred and delay in treatment will lead to significant consequences’.

12.2.2 ‘Long term absence’ is a continuous period of absence of more than 10 school days.

12.2.3 A Close Family Member is defined as:

12.3

(a)

Mother or Father (or a step equivalent);

(b)

Sibling;

(c)

To include legally recognised “Step” equivalents at the discretion of the Headteacher.

Principles: 12.3.1 When considering each request, the Deputy Head/Headteacher may consider the following factors: (a)

reason for request;

(b)

attendance record;

(c)

student academic performance;

(d)

current year level and assessment calendar;

(e)

any previous requests.

12.3.2 Each request will be decided on a case-by-case basis.

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12.4

Reasons where long term leave is granted: 12.4.1 Serious illness of a child: Leave will be granted if the child is suffering from a serious illness that requires time off school or must travel abroad for treatment.

12.4.2 Serious illness of a close family member: Leave will be granted if either the mother/ father or a sibling is suffering from a serious illness and must travel abroad for treatment.

12.4.3 Overseas Full immersion Educational Experiences: Leave may be granted to allow students to attend another educational institution for up to one term, if the School is satisfied that: (a)

the experience will be educationally beneficial;

(b)

the child will be able to catch up with JESS school work;

12.5

To retain the student’s enrolment at JESS, fees must be paid for the full leave period.

12.6

The School will require proof of attendance at the other educational institution or medical certificates to approve a long-term leave request. The School reserves the right to withhold permission if satisfactory evidence is not provided.

12.7

Long term absence requests will not be granted for any other reasons, other than those mentioned above.

12.8

Permission will not be granted in important examination and testing years.

12.9

Normally only one period of long-term leave for educational immersion will be approved. Serious medical circumstances will be considered separately on a caseby-case basis.

12.10 For the avoidance of doubt, JESS will not support students spending taster-terms at Boarding Schools as this does not meet the criteria for educational immersion under this policy.

12.11 For the avoidance of doubt, long-term absence requests will not be granted for any other reasons, other than those mentioned above.

12.12 The following table outlines guidance on time allowed, fee payment and recording of attendance:

1

Reasons for request

Time allowed

Fees paid

Attendance recorded at JESS

Serious Illness of child requiring hospital treatment

Termly, up to one year

Yes

No

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2

Serious Illness of a close family member requiring hospital treatment abroad

Termly, up to one year

Yes

No

3

Overseas Full immersion Educational Experiences

Up to one term

Yes

No

KHDA RAHHAL PROGRAMME 13.1

The KHDA Rahhal Programme is a flexible, customisable education framework by the KHDA. It allows Dubai private school students to blend traditional schooling with parttime home learning, elite sports training, or specialised talent development, treating the world as a classroom

13.2

JESS is a KHDA approved Rahhal programme provider. Any student wishing to undertake Rahhal firstly requires school approval, followed with final approval by KHDA.

13.3

Please refer to the KHDA Rahhal guidelines here.

13.4

Please refer to KHDA Rahhal FAQs here.

ANNUAL REVIEW AND DATA REPORTING 14.1

Headteachers will report attendance trends, persistent absenteeism and punctuality concerns to the Exec and Governing Board at least annually.

14.2

Attendance data will be reviewed annually to identify trends by phase, year group and protected student cohorts, enabling targeted interventions and support.

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