Introduction

1.1 Purpose of this Policy

This policy sets out how Providence English Private School (PEPS) promotes and monitors excellent attendance and punctuality, the arrangements for authorised and unauthorised absence, and the procedures followed where a student's attendance gives cause for concern.

This policy applies to attendance and punctuality on ordinary school days. Arrangements specific to external examinations are set out separately in the Candidate Absence Policy and Candidate Late Arrival Policy, within the school's External Examinations Policies.

1.2 Why Attendance Matters

1.3 Our Expectation

PEPS expects every student to attend school and arrive on time every day the school is in session, except where illness or another acceptable reason, as defined in Section 4, prevents this. The school's ambition is for whole-school attendance to remain at or above 95%, in line with the standards expected of well-performing schools inspected by the Sharjah Private Education Authority (SPEA).

Legal and Regulatory Framework

This policy reflects the UAE Ministry of Education's national attendance and absence framework, introduced for the 2025–2026 academic year, which applies across public and private schools, and is monitored in Sharjah private schools by SPEA as part of its ongoing performance review of the protection, care, guidance and support of students.

The national framework sets out:

• A maximum of 5 unexcused absences per term and 15 per academic year.
• A staged escalation process, triggered by the number of unexcused absences accumulated (see Section 6).
• A right for parents to appeal an attendance-related decision, in writing, within 5 working days of being notified.
• Recognition that absences on a Friday, or on the day immediately before or after a public holiday, count as two days toward a student's absence total.
• Provision for a student to be considered at risk of losing their school place after 20 consecutive days, or 25 non-consecutive days, of absence without valid documentation.

Note: specific numerical thresholds are updated periodically by the Ministry of Education; the figures in this policy should be checked against the current MOE circular each academic year.

Types of Absence

3.1 Authorised (Excused) Absence

The following are recognised as legitimate reasons for absence, and will not count toward the unauthorised absence thresholds in Section 6, provided appropriate documentation is provided:

• Illness, supported by a doctor's note for absences of 3 or more consecutive days, or where the school reasonably requests one.
• Medical appointments or treatment that cannot reasonably be scheduled outside school hours.
• Bereavement.
• Participation in an approved national or international event (for example, a recognised sporting, academic or cultural competition).
• Any other circumstance the Principal agrees, in advance where possible, constitutes a genuine and exceptional reason.

3.2 Unauthorised Absence

The following are not normally recognised as acceptable reasons for absence, and will count toward the thresholds in Section 6:

• Family travel or holidays taken during term time.
• Shopping, personal errands, or other discretionary activities.
• Extended family visits or celebrations that could reasonably be scheduled during a school holiday.

Where a student's absence is not explained by a parent, it is recorded as unauthorised until a satisfactory explanation is provided.

Reporting an Absence

• Parents notify the school office of their child's absence, and the reason for it, by 8:00 AM on the first day of absence, by phone, email, or through the school portal.
• Where a student is absent and the school has not been notified, the class/form teacher, or the school office, contacts the parent by the end of the school day to confirm the reason for absence and the child's whereabouts and welfare.
• For absences of 3 or more consecutive days due to illness, a doctor's note is provided on the student's return.
• Where a student is absent for a planned reason known in advance (for example, a medical procedure), parents are asked to inform the school in writing ahead of the absence.

Punctuality

• Students are expected on the school premises in time for morning assembly, and gates close shortly after the start of the school day; a student arriving after this time is marked late.
• Persistent lateness (defined as being late on 3 or more occasions in a term without an acceptable reason) is addressed through a conversation with the teacher in the first instance, with parents informed and, where the pattern continues, escalated to the relevant staff.
• Patterns of lateness are monitored alongside attendance data, as persistent lateness can be an early indicator of wider difficulties at home or in a student's wellbeing.

This section covers punctuality on ordinary school days. Arrangements for candidates arriving late to an external examination are set out separately in the Candidate Late Arrival Policy.

Monitoring Attendance and Escalation Procedure

Attendance is recorded at the start of every session and monitored centrally, so that patterns of concern are identified early and addressed supportively, in partnership with parents. Where a student accumulates unauthorised absences within a term, the following staged process applies:

At each stage, the school works constructively with the family to understand and address the underlying cause of absence — whether academic, medical, or related to wellbeing — before considering further formal action. Parents may appeal a decision made under this process in writing, within 5 working days of being notified, addressed to the Principal.

Persistent Absence and Risk to a Student's Place

Where a student is absent for 20 consecutive school days, or 25 non-consecutive school days within an academic year, without valid supporting documentation, the student's continued place at PEPS may be at risk, in accordance with Ministry of Education guidance. The school will make every reasonable effort to contact the family and understand the circumstances before any such decision is made.

Requesting a Planned Leave of Absence

PEPS strongly discourages term-time leave, given the impact of missed learning on a student's progress. Where a family believes a planned absence is unavoidable and falls within the exceptional circumstances described in Section 3.1, a written request should be submitted to the Principal at least 2 weeks in advance, wherever possible, setting out the reason and dates. The Principal considers each request individually; approval is not automatic, and unapproved absence will be recorded as unauthorised.

Attendance and Safeguarding

Sustained or unexplained absence can, in some circumstances, be an indicator that a child is at risk of harm or neglect. Where the escalation procedure in Section 6 reaches the point of considering a safeguarding referral, or where a staff member has a standalone concern connected to a student's attendance pattern, this is addressed in accordance with the Child Protection & Safeguarding Policy, which takes precedence over the attendance-specific steps in this policy.

Roles and Responsibilities

10.1 Parents and Carers

• Ensure their child attends school every day it is in session, punctually, except where illness or another acceptable reason applies.
• Notify the school promptly of any absence and its reason, and provide supporting documentation where required.
• Avoid booking travel or appointments during term time wherever possible.

10.2 Class Teachers

• Take an accurate register at the start of every session.
• Follow up promptly on unexplained absence, and notify the school office where a parent has not made contact.
• Monitor patterns of absence and lateness within their class, and raise concerns with the relevant phase leader.

10.3 School Office / Attendance Officer

• Maintains the central attendance record, issues the staged notices described in Section 6, and tracks each student's cumulative absence total across the year.
• Liaises with the Designated Safeguarding Lead where an escalation reaches the relevant stage.

10.4 Principal

• Has overall responsibility for the school's attendance and punctuality standards, decides on leave-of-absence requests, and considers appeals against decisions made under this policy.

Monitoring and Review

Whole-school and individual attendance data is reviewed regularly by the Senior Leadership Team to identify trends and inform pastoral support. This policy is reviewed annually, and sooner if required by a change in Ministry of Education or SPEA guidance.

Links to Other Policies

• Candidate Absence Policy and Candidate Late Arrival Policy — arrangements specific to external examinations, within the External Examinations Policies.
• Child Protection & Safeguarding Policy — how attendance concerns connected to a child's welfare are handled.
• Behaviour & Discipline Policy — how persistent unauthorised absence or lateness may be addressed alongside this policy.
• Health & Safety Policy — reporting and managing illness during the school day.

Escalation Timeline — Summary

Absence Notification / Leave Request Form

Additional Details

Glossary of Terms