Penalty notices
Planned absence requests
Taking a child out of school during term-time disrupts their learning and other pupils in their class.
You should only authorise absences in exceptional circumstances. The headteacher has the final decision on whether to authorise an absence.
It is important that all schools are consistent in their message to parents.
Use the ‘withdrawal from learning application’ or use the warning it contains on your school’s own form.
Withdrawal from learning application [36.3 KB] [docx]
The planned absence procedure
The parent must complete and return a 'withdrawal from learning' application.
The headteacher makes a decision, completes the form and returns the form to the parent, keeping a full copy on file.
If absence is unauthorised
If you do not authorise the absence, but the child is absent and a penalty notice is to be requested:
- Complete the request form [137.8 KB] [docx] and send to the Legal Interventions Team to interventions@eastsussex.gov.uk
- Attach copies of the registration certificate confirming the unauthorised absence and return to school
- Attach details of any other contact in relation to the absence.
Once they receive all the information, the Legal Interventions Team will investigate and take appropriate action.
Penalty notices guidance for schools and academies [637.5 KB] [docx]
Absence documents
Parent letters
Letter templates can be found in the process for requesting a fixed penalty notice [845.5 KB] [doc].
Government guidance
Working together to improve school attendance | GOV.UK
Persistent absence and lateness
Actively discourage absence and late arrival. Arriving after the close of registration causes disruption in class.
Each school sets its own registration length agreed with the governing body.
Your attendance policy should state how long registers are open. Government guidance says that registers can be open for a maximum of 30 minutes from the start of registration.
When a pupil is late or absent
When deciding whether to issue a penalty notice for lateness, consider whether this will be effective in:
- improving attendance
- avoiding a repeating pattern
Mark a pupil arriving after the register closed as absent with code U. This counts as a whole session absence.
Mark a pupil who is absent without authorisation or notification from the parent (like illness) with code O.
Be alert to patterns of absence and late arrival. Ask the parent about the absence or lateness and offer support where necessary.
Request to issue Notice to Improve – Penalty Notice Form [137.9 KB] [docx]
Attendance Support Plan Template [39.2 KB] [docx]
Contact the Legal Interventions Team
For advice contact the Legal Interventions Team.
Phone: 01273 481 967
Email: legal.interventions@eastsussex.gov.uk
More information
East Sussex Penalty Notice Code of Conduct for unauthorised absence
Penalty Notice Procedures for Schools and Academies [637.5 KB] [docx]
Related information
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