STUDENT TIMEKEEPING, ATTENDANCE AND ABSENCE POLICY

1.Purpose

This procedure has been developed to give clear guidelines, both to our staff and to our students, as to the steps which should be universally adhered to when addressing perceived timekeeping and attendance breaches by members of our student body. It is a balanced procedure which is intended to ensure that timekeeping and attendance breaches are properly investigated and dealt with in a methodical manner.

2.Responsibility

It is the responsibility of students to familiarise themselves with the content of this procedure and the definitions contained within it. Skye & Wester Ross College will implement and monitor this policy on an annual basis.

3.Procedure

The procedure has three principal stages, as described below, which can be summarised as:
- Interview with Course Tutor resulting where necessary in the issue of a verbal warning from the Course Tutor, confirmed in writing.
- In situations where the problem recurs, or if the problem is of a more serious nature, an interview with the Section Leader will be arranged which may result in the issue of a formal written warning by the Section Leader.
- In situations where a contract has been issued and the terms have been clearly breached by the student, the matter is referred to the Principal.
The student may then be invited for interview by the Principal, and has the right to be accompanied at this meeting by a friend or representative.
- The Principal or a nominated Assistant Principal/College Learning Centre Centre Manager has the power to expel the student from the College as a result of this interview.
- The student will be informed of his/her right of appeal to the Board of Management if this action is taken.

A ) Timekeeping/Unauthorised Early Departure

Late arrival or early departure of any student must be recorded in the register.
Students are expected to account for late arrivals, in advance if possible. Early departure must be agreed by the Course Tutor and relevant Subject Tutor in advance.
Persistent unauthorised late arrival/early departure, (e.g. 3 consecutive occurrences for any class, or 3 occurrences within one week for a full-time student), should be referred to the Course Tutor who will ask the student to account for the occurrences.

Where no satisfactory explanation is received, the Course Tutor will:
1. Issue a verbal warning that if the problem persists, a formal, written warning will be issued. In the case of a student aged under 18, a copy of the warning will be sent to the student’s parent/guardian.
2. Initiate a record of intervention
If the situation still persists, the matter should be referred to the Section Leader who will interview the student and issue a written warning.
Further problems must be referred to the Principal or her Depute who may suspend the student.

B) Absence from Classes

The absence of a student from any timetables class must be recorded in the register.
Students are expected to account for any absences
- in advance by applying for authorised absence
- on return from absence
- by submitting a Medical Certificate for any absences due to illness over 5 days.
- EMA students only with absences of less than 5 days must provide a letter from their parents/guardians giving the reason for each absence, and this must be received by the Student Awards Officer no later than one week from the absence or the return to college. No more than five such letters will be accepted per Block (9 weeks) unless connected with an existing medical condition already disclosed to Students Awards officer and supported by GP’s letter.
If a student is absent from two sessions for any one unit within a period of three weeks, individual Tutors will
1. make necessary arrangements for remediation.
2. advise the Course Leader
The Course Tutor will ensure that satisfactory arrangements for remediation have been made in all subjects.
Where no satisfactory explanation for absence has been received the Course Tutor will also:
1. Ask the student to account for the absences
2. Warn the student of the effect of absence on his/her studies.
3. Issue a formal verbal warning that further absences without satisfactory explanation would result in the issue of a written warning. (In the case of a student aged under 18, a copy of the warning will be sent to the student's parent/guardian.)
4. Complete a Record of Intervention Report
If the absences continue after a warning has been issued, then the student must again be reported to the Course Tutor who will:
1. Inform the Section Leader, giving all relevant information.
2. Arrange for the student to be interviewed by the Section Leader.
The Section Leader will:
1. Ask the student to account for the absences.
2. Issue a written warning if no satisfactory explanation is given.
3. Issue an attendance contract to the student which will contain the conditions which require to be met by the student to allow continued participation on his/her course.
4. Inform the necessary parties in order that any payments that the student is currently in receipt of may be reviewed or withheld.
5. In the case of a student aged under 18, a copy of the warning will be sent to the student's parent/guardian.
6. Complete the appropriate section of the Record of Intervention
If the terms of the attendance contract are breached by the student, the student must be referred to the Principal, together with the Record of Intervention. The Principal or his nominated Depute has the power to suspend the student indefinitely from the College if it is felt necessary.
Where a full-time student is absent from classes for more than one week and no communication has been received from the student, the Course Tutor will send a letter to the last known address of the student, asking for explanation of his/her absence and requesting the student to contact either the Course Tutor or the Student Advisor to discuss the continuing absence.
If no contact is made by the specified date then a second letter must be sent together with a Student Withdrawal from Course Form. If no reply is received within a week the student will be assumed to have withdrawn from the course. The Section Leader and the Administration Section must be kept informed at all stages of this procedure. A record of intervention must be completed.
1. The Record of Intervention must be updated on every occasion when disciplinary action is taken. It should be kept by the Course Tutor.
2. Employers (where relevant) and parents (for students under 18), must be informed of any disciplinary action.
3. Where a student is in receipt of an Educational Maintenance Allowance (EMA), a College Bursary, or training allowance, the Student Awards Officer must be informed when he/she is suspended. Any such payment will be immediately withheld.
4. The Student Advisor will also be informed, in order that any payments from Student Support Funds (Discretionary, Childcare etc) may be suspended.
5. At every stage students will be asked to provide reasons for absence in documentary form (e.g. Medical Certificate, Letter from Employers, etc.)

C) Definitions

An Authorised Absence is defined as:

Doctor's Medical Certificate – Original to be received by Student Awards Officer within 7 days of signing by GP/Hospital Doctor or Charge Nurse
An Emergency Medical Appointment only – Ordinary Appointments must be made in student's own time
A Emergency Dental Appointment only – Ordinary Appointments must be made in student's own time
Student sent home ill. Limited to five times per Block (9 weeks) unless connected with an existing medical condition already disclosed to Student Awards Officer and supported by GP's letter
Dependant Child is ill
The breakdown of the student’s method of transport to and from the college
Attendance at the funeral of a close family relative when leave is granted prior to the funeral (relationship to the deceased must be no further than cousin for the absence to be considered an 'Authorised Absence')
Attendance for a Job Interview
Attendance at a court hearing or probation meeting
Religious holidays, by prior arrangement
Driving Test Only – Driving lessons must be undertaken in student's own time

Evidence for the above must be attached to authorised absences forms or the absence will not be allowed.

Applications for authorised absences for all other reasons not included above must be made in writing to The Principal for approval.

Completed Authorised Absence forms must be received by Student Awards Officer at the latest within 7 days of the Authorised Absence together with the supporting appointment cards, etc, to be considered valid.

Applications received outwith 7 days will be submitted to the Principal for approval.

A student who is ill or absent from College must telephone the relevant College before 9.30 am stating their name, the course they attend and the reason for their absence.

Students on Work Placement should telephone their work placement (in line with starting times arranged as part of the work placement conditions) to inform the Work Placement provider that they are ill and will not be at placement that day. Students must also contact their Course Tutor or Admissions Department.