Absence and attendance

What do I do if my child is going to be absent from school? (Years 7 – 11 only)

Reporting an absence due to illness

As part of our Safeguarding Procedures, if you know your child is going to miss school through illness please notify the School Attendance Officer by 9.30am on each day of absence, using the Studybugs app.

Studybugs Parents Image 1

The Studybugs app is integrated with our MIS system, Arbor, so we will be informed straight away when you report an absence via the app.

The app is free to download and registration only takes a minute to set up. The app will prompt you to keep us informed about how your child is feeling.

Who should I inform if I am unable to use the Studybugs app?

You can telephone our dedicated Attendance line on 01423 535635 or email HGSAttendance@hgs.rklt.co.uk.

Please include the following information: Your name, your child's full name, their year and form group, reason for absence and a contact number).

If the absence period is expected to run beyond 3 days, please contact the student’s Year Manager to discuss the likely date of return and any special arrangements we might need to make.

Medical Appointments

We ask that medical appointments are made outside school hours. Please could parent(s) /carer(s) contact HGSAttendance@hgs.rklt.co.uk or 01423 535635 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 Reception.

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

the time of the appointment
the time they must leave school
the arrangements for getting to the appointment

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

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 will be authorised, providing sufficient notice and documentation are given.

You must get permission from the Head Teacher 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 Head Teacher 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. If the fine is not paid after 28 days you may be prosecuted for your child’s absence from school.

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 Year Manager and Headteacher 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.

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

Sixth Form only

If a student has a genuine reason for absence parents/carers must inform the Sixth Form Attendance Officer between 8.30am – 8.50am by email, ReedT@hgs.rklt.co.uk or telephone, 01423 531127 ext. 7110 for each day of absence. Any unexplained absence will generate an email home.

Planned absence form

Unplanned absence form

Absence and attendance

Reporting an absence due to illness

Who should I inform if I am unable to use the Studybugs app?

Medical Appointments

Planned absences

Sixth Form only

Harrogate Grammar School

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