Class Teachers are responsible for completing attendance registers at the start of the first period and once again at the beginning of the second period each day

The names and details of pupils who join or leave the school will be included or deleted from the Attendance Register (as well as the Admission Register).

The school reports the following attendance issues to the Supreme Education Council:

  • 20 days of unauthorized absence
  • Deletion from the school registers when the next school is not known.

Each attendance register will include the following information:

  • Details of the pupil’s form/tutor group
  • Whether a pupil is present or absent on any given day
  • Information about authorized or unauthorized absence. Details of such information will be found in correspondence between home and school, which is kept in each pupil’s correspondence file/or electronically.

Electronic registration:

  • The register will be backed up every month/or a printed version will be available
  • There will be provision for the register to be stored for at least 3 years
  • If corrections are made to the register provision to show the correction and the original will be made through comparison with the electronic version and the printed copy.

The School Principal, together with the School Secretary is responsible for collecting the registers after each school day’s registration and for following up on any issues that require following up with either pupils’ parents and/or with the Supreme Education Council. Any such correspondence has to be in written form, and a copy of which placed on the pupil file.

Attendance Register Entries:

  • All entries to attendance registers must be made in ink (no pencil).
  • Attendance registers must show original and amended entries
  • Any amendment must be accompanied by the name and title of the person making the amendment and the date on which the amendment was made.

The wording below explains the codes used in the attendance registers and gives clear instructions to form tutors on how to maintain their attendance register. A copy of this wording is affixed to the inside front cover of each form attendance register.

In the case of an approved absence the following code letter should be marked in the circle:

H Holiday

M Medical/dental appointment

P Approved outside activity

V Educational visit

C Other circumstances (to be specified as a footnote)

  • All absences should be explained by a letter from the parent(s). Letters should be sent in the register to the office. The absence circle should be marked with an ‘N’ when a letter has been received (only the final day in a series of absences)
  • Attendance totals should be completed daily
  • The school secretary will publish an ‘absent pupils’ list and will do the following:
  • Ascertain the reason
  • Ensure the proper safeguarding action is taken
  • Identify whether the absence is approved or not
  • Identify the correct code to use before entering it on to the school’s electronic register
  • In the event of a fire the school secretary will take the school registers to the assembly point.
  • The register is an important legal document and the records are open to inspection by the appropriate authorities