Attendance and Lateness Policy

1. OVERVIEW AND AIMS

Language in Action is committed to providing a high-quality educational experience for all students. Regular attendance is fundamental to achieving the learning outcomes of any programme and is a key indicator of student wellbeing and engagement.

This policy sets out the attendance requirements applicable to all students enrolled on a Language in Action programme, the procedures followed when attendance falls below the required level, and the responsibilities of staff in monitoring and responding to attendance concerns.

Language in Action operates residential junior programmes with round-the-clock supervision. In this context, attendance monitoring is an integral part of the overall duty of care provided to students, and any attendance concern is treated not only as an academic matter but also as a potential welfare and safeguarding issue.

2. SCOPE

This policy applies to all students enrolled on a Language in Action programme, regardless of visa type, nationality or age. It applies to all teaching and activity sessions forming part of the programme. All teaching staff, activity leaders and centre management are responsible for its implementation.

3.POLICY COMMUNICATION

This policy is made known to students, staff and other stakeholders through the following channels:

• Posters in classrooms and residences
• Student and staff first day induction
• Student Induction Pack and Staff/Teacher Handbook (in staff room and on shared drive)
• Language in Action website (Policies section)

4. ATTENDANCE REQUIREMENTS

The minimum attendance requirement is 80%, both as an internal Language in Action requirement and as a UK Home Office requirement for students on a Student Visa. All students must meet this threshold.

The Home Office formally requires students to attend 100% of their classes, with 80% as the minimum acceptable level. Students who do not reach 80% will not receive a final certificate or report, and may encounter difficulties renewing or extending their visa. The UKVI will be informed of all students on a Tier 4 Visa whose attendance falls below 80%.

5. LATENESS

All students, regardless of visa type, are expected to arrive on time for all classes and activities. Teachers and Activity Leaders are responsible for upholding timekeeping standards.

• A student arriving after the class start time will be marked “Late”.
• A student arriving more than 15 minutes late, or leaving more than 15 minutes early, will be marked “late-absent”.
• A student arriving more than 15 minutes late may be admitted to the class after the break.

The academic team runs regular reports to identify students with poor timekeeping, and meetings will be arranged with the DoS/Centre Manager (and the agency group leader, where applicable). In the case of students on a student visa (over 11 months) or a short-term visa, the DoS/Centre Manager must be notified immediately if students are persistently late, as this affects attendance and visa compliance.

Language in Action does not accept reasons for continued lateness to class. All teachers have a contractual duty to monitor student attendance and timekeeping

6. AUTHORISED ABSENCES

An absence will be considered authorised only in the following circumstances:

• Illness confirmed and monitored by the centre’s staff
• Urgent medical appointment
• Documented family emergency
• Any other exceptional circumstance approved in writing by a member of the Head Office

In all cases, the DoS/Centre Manager is responsible for approving and recording the authorised absence. Supporting documentation must be retained in the student’s file where applicable

7. MANAGING ABSENCES

Students and, where applicable, their parents, agents or group leaders, are expected to notify the centre as early as possible in the event of an absence. The following procedures apply:

For any student aged 16 or under, parents or guardians will be notified within 24 hours of an unexplained absence, in accordance with the Group Safeguarding and Prevent Policy and LiA addendum.

8. PROGRESSIVE PROCEDURE FOR INSUFFICIENT ATTENDANCE

Where a student’s attendance begins to fall, the following staged procedure will be followed:

Attendance falls below 83%

The student will be informed, in person or via a note from their leader/teacher, that their attendance is a cause for concern, with a reminder of the 80% minimum requirement.

Attendance falls below 80% (without permission)

A verbal warning will be issued and recorded in the student’s file.

Attendance below 80% and continuing to drop since the verbal warning, or 3 consecutive days of unauthorised absence

A 1st Written Warning will be issued. The student will be called to a meeting with the DoS/Centre Manager to explain their unauthorised absences. The warning will be added to their record.

Attendance below 80% and continuing to drop since the 1st Written Warning, or a further 3 consecutive days of unauthorised absence

A 2nd Written Warning will be issued. The student will again be called to meet with the DoS/Centre Manager. Their parent and/or agent will be informed that this is their final warning. An Attendance Agreement will be issued by a member of the Head Office, formally setting out the terms and conditions of the attendance required going forward. Any further unauthorised absences may result in expulsion without refund.

10 consecutive days of unauthorised absence  

The UK Home Office will be informed that the student has breached the conditions of their visa. The student will be asked to leave the school, and their parent and/or agent will be notified. Students on a Tier 4 Visa will be required to leave the country immediately. 

9. ATTENDANCE AGREEMENT

Where a student has reached the stage of a 2nd Written Warning, an Attendance Agreement will be issued. This is a formal document signed by the student and a member of the Head Office. It establishes in writing that:

• The student acknowledges that their attendance is not meeting the required level and that this is unacceptable and cannot continue;
• From that point forward, the student is required to attend every lesson, unless an Authorised Absence has been granted by the Head Office;
• Any breach of the agreement will result in immediate course termination without refund of course fees and, where applicable, accommodation fees;
• The UK Home Office may be informed of the termination and will decide independently whether to revoke the student’s visa.

10. SAFEGUARDING

Attendance monitoring is an integral part of Language in Action’s safeguarding responsibilities. Any unexplained or unexpected absence must be treated as a potential safeguarding concern and handled in accordance with the Group Safeguarding and Prevent Policy and LiA addendum. Staff must report any such absence to the DoS/Centre Manager immediately and without delay.