What do I do if my child is going to be absent from school?

Years 7 – 11

As part of our Safeguarding Procedures, if you know your child is going to miss lessons through illness please notify the School Attendance Officer by 9.30am on each day of absence. Please explain the absence by telephoning 01634 851262. This is usually sufficient for short absences but if the period runs beyond 3 days, please contact the Attendance Team to discuss the likely date of return and any special arrangements we might need to make. The Attendance Team can be contacted by phoning 01634 851262 (please include a contact number if you leave us a message) or you can contact us by emailing: We ask that medical appointments are made outside school hours. Please could parents/carers contact: or 01634 851262 to advise of any appointments in advance. If a student is likely to miss registration please call or email on the morning of the appointment. On their arrival at school the student must sign in at Student Services.

For any appointments that require the student to leave school during the school day – parents/carers need to contact the school as above. As part of our Safeguarding Procedures we need to be advised of:-

• the time of the appointment

• the time they are being collected

If students have a medical appointment and this is at the start or end of the school day, they should bring medical evidence in (either the hospital letter or appointment card).

Students must sign out at Student Services and wait in Reception to be collected. If they return to school later on the same day then they must sign in again at Student Services.

Following any absence, your child should bring in a note of explanation on the day he or she returns to school for the attention of the Attendance Officer.

In the event of long-term absence through illness, the Head of Year will provide support and can help re-integrate your child on their return.

Planned Absences

Students should not be absent from school unless they are ill or have medical or dental appointments that cannot be arranged at another time. However, requests for Leave of Absence for educational purposes may be authorised, providing sufficient notice, evidence and documentation are given.

You must get permission from the Head of Year or Principal if you want to take your child out of school during term time (this must be for no more than five school days).

You can only do this if:

• you complete a Planned Absence form at least three weeks in advance

• there are exceptional circumstances

It is up to the Principal how many days your child can be away from school if leave is granted. You can be fined for taking your child on holiday during term time without the School’s permission. If your request is declined, and you still take your child out of school, each parent could receive a warning letter or be issued with a £60 penalty notice for each child you have taken out of school. This penalty notice will rise to £120 if you do not pay within 21 days. The non-payment of these fines will result in an application to criminal court. The fines are issued to each parent/carer.

Students have 12 weeks holiday each year and family holidays must be arranged during those times. Requests for absence are at the discretion of the Head of Year and Principal and should be submitted at least 3 weeks in advance by completing the online planned absence form a hard copy is available from Main School Reception. Parents should consider that schools can only authorise absences for exceptional circumstances. Financial considerations do not constitute exceptional circumstances and neither do other factors which apply to the majority of other pupils.

UKAT Sixth Form

If a student has a genuine reason for absence parents/carers must inform the main office by 9.30am on each day of absence. Any unexplained absence will generate a message home. For planned absence requests, students are asked to complete a UKAT Sixth Form online planned absence form, a hard copy is available from the Sixth Form Common Room or you can download one of the forms below:

Please click here to access our UKAT Sixth Form Authorised Absence Form.

Attendance Data

Please click here for the attendance data for Chatham Grammar School for Girls for 2018/2019