Attendance and Absence

At Valley Gardens Middle School, we are committed to providing a high-quality education for all our students. Excellent attendance is fundamental to raising standards and ensuring students reach their full potential. Regular attendance not only supports academic progress but also promotes well-being and a sense of belonging within our school community.

We strive to work in partnership with families to remove any barriers to attendance. While we understand that some absences are unavoidable, we expect all students to maintain high levels of attendance to avoid falling behind.

Reporting an Absence

If your child is unable to attend school due to illness, please notify us as early as possible and no later than 8:30 am.

  • Absence Line: 0191 917 6667 (Select Option 1)

  • Information Required: * Student’s full name and form class.

    • A specific reason for absence. Please provide a brief description of symptoms; we cannot mark an absence as “authorised” if the reason given is simply “unwell” or “ill.”

  • Daily Updates: Please contact the school on each day of absence to keep us informed of your child’s progress, unless a specific duration has been previously agreed upon (e.g., a 48-hour rule for gastric illness).

Unexplained Absences: To ensure the safety of our students, our office staff will contact parents/carers via text or phone call if a child is marked absent without a reason.

Report Absences via the Arbor App

Monitoring your child’s attendance has also never been easier than with the Arbor Parent Portal. By logging into the app, you can view your child’s live attendance percentage in real-time on your personalized dashboard. This feature allows families to stay informed and proactive, ensuring that attendance remains above our school target of 96%. We encourage parents to check this regularly, as it provides a clear, up-to-date picture of how many learning hours have been achieved. Celebrating these milestones together helps foster a positive “attendance culture” and ensures that any slight dips in attendance can be addressed with support before they impact your child’s academic progress.

You can also use Arbor as a digital option for reporting student illness. Parents and carers can now log same-day absences directly through the Arbor Parent Portal or the Arbor App.

How to use this feature:

  1. Log into your Arbor account.

  2. Navigate to the Attendance section.

  3. Select Log Absence/Illness and input the details.

  4. Submit your request for review by our Attendance Team.

Important Note on Details: When using the app, please provide a specific reason for the absence (e.g., “High temperature and cough”). To comply with our attendance coding requirements, we are unable to approve requests that use vague terms such as “unwell,” “ill,” or “not 100%.”

Please Note:

  • Same-Day Only: The Arbor App should only be used for same-day illness reporting. It cannot be used for future medical appointments or extended leave requests.

  • Alternative Methods: You are still welcome to report absences by calling our dedicated absence line at 0191 917 6667 (Option 1) or by emailing the school office.

[Link: View the Arbor Parent Guide for Logging Absences]

Medical Appointments and Leave of Absence

We encourage parents to book medical and dental appointments outside of school hours or during school holidays wherever possible.

  • Appointments: If an appointment during the school day is unavoidable, students must bring a letter or appointment card to the office to receive a Student Pass.

  • Leave of Absence Requests: All requests for term-time leave must be made in writing using the official form (available below or from the school office) at least three weeks in advance.

  • Note on Term-Time Holidays: In line with government guidelines, the Headteacher may not grant any leave of absence during term time unless there are exceptional circumstances. Leave is granted at the Headteacher’s discretion regarding both the permission and the permitted duration.

Defining “Exceptional Circumstances”

Exceptional circumstances are generally defined as “rare, significant, or unavoidable” one-off events. Examples may include:

  • Bereavement or funerals of immediate family members.

  • Sudden, significant family crises (e.g., loss of housing).

  • Religious observance (on days exclusively set apart by the religious body).

  • Agreed participation in high-level regulated performances or elite sporting activities.

National Framework for Penalty Notices

The Department for Education has introduced a National Framework to ensure consistency in how local authorities handle unauthorised absences.

Legal Sanctions & Fines

Where a child has 10 sessions (usually 5 school days) of unauthorised absence in a rolling 10-school-week period, the school is required to consider a Fine/Penalty Notice.

Timeline Fine Amount (Per Parent, Per Child)
Paid within 21 days £80
Paid within 28 days £160

Important Changes:

  • The Three-Year Escalation: If a second penalty notice is issued to the same parent for the same child within a three-year rolling period, the fine is charged at a flat rate of £160.

  • Third Offence: A third instance of unauthorised leave within three years will likely result in direct legal action or prosecution, rather than a fixed penalty notice.

North Tyneside Council administers these notices. Further information on their specific procedures and the Code of Conduct can be found on the North Tyneside Council website.

Punctuality

Punctuality and “L” vs “U” Codes

Being on time is a vital life skill.

  • Arrival at school: Children are expected to have arrived at school by 8.40 for the morning session and by 13.00 for the afternoon

  • The School Day: Our registers open between 8.45-9.15 and 13.00-13.30

  • L Code: Students arriving after the register opens but before it closes will be marked as ‘L’ (Late).

  • U Code: Students arriving after the register has closed will be marked as ‘U’ (Unauthorised Late). A ‘U’ code counts as a full session of unauthorised absence and can contribute toward a Penalty Notice.

The “Support-First” Model

In line with national guidelines, Valley Gardens Middle School operates a “Support-First” approach. We believe that punishing absence is rarely as effective as understanding its root cause.

  • Attendance Contracts: For students whose attendance falls below expected levels, we may invite parents to an Attendance Support Meeting to create a formal ‘Attendance Plan.’ This is a collaborative agreement designed to identify barriers and provide clear, timed actions to improve attendance before any legal measures are considered.

  • Point of Contact: If you are struggling to get your child into school, please do not wait for us to contact you. Reach out to your child’s Form Tutor or our Attendance Officer immediately.

The Attendance Officer for the school is Mr Matthew Hope

[email protected]

Forms and Downloads

Leave of Absence Form – PDF

Leave of Absence Form – Word

Supporting Students with Health Needs and EBSNA

We recognize that for some students, attending school every day is a challenge due to physical illness, chronic health conditions, or emotional barriers. Our goal is to provide a supportive environment that minimizes the impact of these challenges on a child’s education.

Chronic and Long-Term Illness

If your child has a long-term medical condition, we will work closely with you and relevant healthcare professionals to ensure their needs are met. This often includes:

  • Individual Healthcare Plans (IHP): A tailored plan outlining the student’s medical needs, triggers, and the support required during the school day. Please contact our office to discuss creating a plan.

  • Reasonable Adjustments: Modifications to the school environment or timetable to help the student remain engaged with learning.

  • Medical Evidence: For persistent or long-term absences, we may request medical evidence (such as a consultant’s letter or specialist report) to ensure we are providing the correct level of coding and support.

Emotionally Based School Non-Attendance (EBSNA)

We understand that some students experience significant anxiety or emotional distress related to attending school, often referred to as EBSNA. We take a compassionate, proactive approach to these situations:

  • Early Intervention: We encourage parents to contact their child’s Head of Year as soon as patterns of anxiety or reluctance to attend school emerge.

  • Collaborative Planning: We work with families to create a “return to school” or “engagement plan” that feels safe and manageable for the student.

  • Support Services: Where appropriate, we can facilitate referrals to internal pastoral support or external services such as the North Tyneside Educational Psychology Service or CAMHS.

Remote Learning and Transition

In cases of significant long-term illness where a student is physically unable to attend, the school will coordinate with the Local Authority’s medical tuition services to ensure education continues. We aim to keep students connected to their peers and their learning, providing a phased and supportive transition back to the classroom when they are ready.

https://www.northtyneside.gov.uk/services/schools-and-learning/school-attendance-and-absence

Key Terminology for Parents

  • EBSNA: Emotionally Based School Non-Attendance.

  • IHP: Individual Healthcare Plan.

  • Part-time Timetable: A temporary, short-term measure used in very specific circumstances to support a student’s reintegration.

  • Persistent and Severe Absence

    The Department for Education defines specific thresholds for intervention:

    • Persistent Absence (PA): Students with attendance below 90% (regardless of whether the absence is authorised or unauthorised).

    • Severe Absence (SA): Students with attendance below 50%.