Leave of Absence Form

Application for Leave of Absence for Exceptional Circumstances

Please read the following guidance carefully.

As parents/carers, you have a legal responsibility to ensure your child's attendance at school. During the academic year, students are at school for 190 days and at home for 175 days.

Please be aware that The Education (Pupil Registration) (England) (Amendment) Regulations 2013, state that Headteachers may not grant leave of absence during term time unless there are exceptional circumstances. The Headteacher will be responsible for granting/refusing requests for student absence during term time, on behalf of the Governing Body. The Headteacher will determine the authorised period of absence, if leave is granted.

AUTHORISED ABSENCE

Requests for absence during a school year, are given careful consideration by the Headteacher on behalf of the Governing Body. Authorised leave of absence may be granted for such occasions as students representing County/Country or to attend internal/external examinations. Leave of Absence is not granted when parents choose to take their holidays in order to obtain low season rates. Approval will not be granted to Year 11 students to take leave of absence during their last year at school, or to any student during major assessment or examination periods.

The Headteacher will consider the reasons for each request carefully and the decision will then be communicated. The school may ask for proof to support requests for leave of absence. Occasional absences as a result of illness/medical appointments, interviews etc. require a note of explanation from parents to the form tutor/Learning Co-ordinator.

UNAUTHORISED ABSENCE

Any absence not authorised by the Headteacher is classified as ‘unauthorised’ and must be reported to the School Governors and the Local Authority, Surrey County Council's Inclusion Services.

Unauthorised absence of 5 days or more will result in the issue of a Penalty Notice. Penalty Notices are issued by the Local Authority in accordance with Surrey County Council’s Code of Conduct.

1) If you have not incurred a penalty notice relating to this child/children since 19 August 2024, then the penalty notice will be charged at the rate of £160.00 per parent/carer per child, if paid within 28 days. This will be reduced to £80.00 if paid within 21 days of receipt of the notice. Failure to pay the Penalty Notice will result in Surrey County Council considering legal proceedings against you in the Magistrates Court.

2) If you have incurred a penalty notice relating to this child/children since 19th August 2024, the rolling 3 year period will be activated from the date of the first penalty notice and the second penalty notice will be charged at the flat rate of £160.00 per parent/carer per child, if paid within 28 days. There will be no reduction for payment within 21 days. Failure to pay the Penalty Notice will result in Surrey County Council considering legal proceedings against you in the Magistrates Court. 

3) If you have incurred two penalty notices relating to this child/children in the rolling three-year period since the first penalty notice was issued, then you will NOT receive a third penalty notice - Surrey County Council will have no option but to consider a prosecution, per parent/carer per child, in the Magistrates Court under Section 444 Education Act 1996. 

SCHOOL WORK AND HOMEWORK

Students who are granted leave of absence will be expected to make up missed work during the absence or upon return. Where a student is behind with work, has poor attendance, or is not fulfilling their potential, approval may not be granted.

Parents should complete the section below and send this form to the school office at least two weeks before the requested absence with supporting evidence. For example, if you are attending an appointment, e.g. passport renewal, please attached a copy of the consulate appointment. For any travel abroad, please attach any flights tickets and date of purchase for flights. Any questions, or if you cannot attached any supporting documentation please email student absence.

Please complete and submit this form if you want the Headteacher to consider your request for your child's leave of absence for exceptional circumstances. The Headteacher will consider the reasons carefully and the school will notify you of the decision.

For further information, please refer to our School Attendance Policy.