Included, Engaged and Involved Part 1: Improving Attendance in Scotland's Schools

Categorising absence

Authorised absence

School staff are best placed to decide the school’s most appropriate response to requests for absence to be authorised. Schools may authorise absence when they are satisfied that a valid reason for absence has been provided. Reasons for authorised absence can include:

• illness where no learning provision is made
• medical or dental appointments
• attendance at meetings prior to and during court appearances and other legal processes
• attendance at, or in connection with, a Children’s Hearing or Care Review, or appointment with another service provider, e.g. social worker
• taking part in religious observance
• coping with a bereavement
• attendance at a wedding or funeral of close friends and family
• arranged absence in relation to children in Gypsy Traveller families
• family recovery from exceptional domestic circumstances or trauma
• a period of exclusion
• extended leave with parental consent, including some young carer activities
• participation in non-school debates, sports, musical, dancing or drama activities agreed by the school
• being unable to attend school due to a lack of transport, including due to bad weather
• study leave which is arranged by the school outwith the period of national examinations

Absence from school due to illness

Children and young people may be absent from school due to illness. Such absences should be recorded as authorised when the school is satisfied that the child or young person is unwell and unable to attend. Schools should follow advice from Public Health Scotland on Health protection in children and young people settings and maintain clear communication with families to support a safe and timely return to education.

Medical and dental appointments

Where possible, parents and children and young people should be encouraged to arrange medical, dental, or health-related appointments outwith school hours. If appointments must occur during school time, they should be recorded in the following way:

• appointments lasting less than an opening should be recorded as attendance
• appointments lasting for a full opening should be recorded as authorised absence

In remote areas, travel for health appointments may disrupt school attendance further. Education authorities should work flexibly with child health services to minimise disruption for children and young people, especially during critical times, such as exam periods. In some circumstances, education authorities and schools may arrange for medical and dental services to be provided on site within schools.

There may be rare occasions where school staff become aware that a child or young person is attending a medical appointment within school hours without their parents’ knowledge. This should be recorded in the same way as any other medical appointment. School staff should respond sensitively and depending on the circumstances, encourage the child or young person to discuss this with their parents. School staff should consider whether the disclosure presents any child protection concerns and take action as appropriate.

Religious, Cultural, and Family Reasons

Some children and young people may require authorised absence due to heritage holidays, religious observance, cultural practices or their family’s mobility. This includes:

Religious observance

Children and young people of all faiths may take authorised absence to participate in religious or heritage events or practices. This should be recorded as ‘other authorised absence.

Heritage holidays/Family events

Absence due to family events such as weddings or funerals would usually be recorded as ‘other authorised absence.’ However, in some cultures, weddings and funerals may involve extended travel or preparations. Where extended absence is necessary due to extended travel or preparations, children and young people should be considered as ‘Extended leave with parental consent.’ Usually, if an absence exceeds four weeks, schools may remove children and young people from the school roll in order not to be penalised in terms of their attendance record. However, by recording absence as ‘Extended Leave with parental consent’ the child or young person can remain on the school roll, ensuring continuity of support and a smooth transition back into learning when they return.

The expected length of absence should be agreed between schools and parents in advance and Children missing from education procedures should be followed if a child or young person does not return as expected.

Family mobility

Some families travel due to cultural traditions, family connections, or work commitments. Schools should ensure that they accurately record periods of travel for children and young people who are part of the Gypsy Traveller community. Children and young people from travelling cultures may be registered on SEEMiS with two schools simultaneously. For example, a child or young person may attend a ‘base school’ for most of the year and take authorised ‘Extended Leave with Parental Consent’ during travel periods. The child may temporarily enrol in other schools as they travel. In such circumstances, the temporary school is responsible for providing attendance and other data to the ‘base school,’ to ensure completeness.

Schools should communicate with parents to confirm the expected duration of travel and agree on a return date. Children missing from education procedures should be followed if a child or young person does not return as expected after an agreed period of extended leave, of if their whereabouts are unknown and no explanation has been provided.

Exclusion from school

Exclusion from school is recorded as a separate category in attendance statistics to enable education authorities and the Scottish Government to monitor the number of days lost to exclusion in schools, and to monitor the extent of provision made for learning for excluded children and young people.

Schools should consider guidance in Included, Engaged and Involved Part 2: A Positive Approach to Preventing and Managing Exclusions.

Absence related to children’s hearings, court, and social work appointments

Some children and young people may require authorised absence due to involvement with children’s hearings, courts, or social work due to supervision or care planning.

While these absences should be recorded as authorised, it is important for agencies to recognise the protective role of education and the importance of stability, consistency and continuity. Schools should work collaboratively with partners and agencies, as appropriate, to ensure consistent support for children and young people in line with the education authority’s approach to GIRFEC.

Exceptional domestic circumstances

Schools may authorise absence where families are experiencing exceptional domestic circumstances or traumatic events such as a family bereavement. Time away from school in these circumstances can support children and young people’s emotional wellbeing and recovery. When absence is authorised for these reasons, schools should consider whether the child or young person will require any additional support in response to the circumstances. Early engagement with the child or young person and their family to identify support can also help to minimise longer-term absence.

For children and young people who are Care-experienced, schools should work closely with multi-agency partners to consider whether absence from school is beneficial and ensure that appropriate supports are in place. All school staff should recognise their additional responsibility for Care-experienced children and young people under the Children and Young People (Scotland) Act 2014, which places a statutory duty on education authorities as a “corporate parent”.

Young people beyond school leaving age

Young people have the right to remain in school after turning 16, provided there has been no break in their education. A continued commitment to attendance is essential. Schools can support this by developing a learning agreement to set clear expectations. Ongoing support and engagement are key to sustaining young people’s continued commitment and engagement. Schools should consider this as part of their approach to curriculum flexibility and Developing the Young Workforce.

Education Maintenance Allowance (EMA) may be available to eligible young people aged 16-19. To maintain eligibility, attendance must be closely monitored and recorded on all days when the learning provision is open to young people. If the learning provision is closed due to public holidays, extreme bad weather, polling days, or in-service days, young people are considered present for EMA purposes. Young people will be eligible for EMA during shortened weeks, (i.e. around school holidays) if the learning provision is open for at least three days (including the above exceptions) and the young person attends 100% of those days. Absence due to medical or dental appointments should be authorised on receipt of appropriate evidence.

Unauthorised absence

Schools should record absence as unauthorised when they perceive that a valid reason for the absence has not been provided. Unauthorised absence may include:

• absence with parental awareness in specific circumstances
• family holidays during term-time
• occasional absence without parental awareness
• longer term absence – school related issues
• longer term absence – home and wider community
• absence relating to substance and alcohol use

Absence with parental awareness in specific circumstances

Parents generally act in their child’s best interests and may occasionally permit absence for activities they believe are beneficial, such as family activities or trips. Clear policies and regular communication of expectations from schools and education authorities can help school staff respond appropriately in these situations.

Sometimes, absence may reflect parental concerns, such as unresolved conflict between their child and peers or staff, unmet needs, or concerns about the school’s response to an exclusion. In these circumstances, rebuilding trust and restoring relationships between the school, child or young person, and family is essential. Early engagement through pastoral staff, home-school link workers, or family support services can help address underlying issues and support a return to regular attendance. This should include consideration of whether any further support or intervention is required to support a child or young person’s attendance at school.

Some parents and family members may find it difficult to support their child’s attendance due to personal circumstances or negative past experiences with education. Consistent and respectful communication, both formal and informal, can help build trust and encourage parents to view the school as a source of support and practical help. Where appropriate, schools should consider strategies to support attendance and engagement and involve relevant staff such as home support workers, relevant pastoral staff or other agencies.

Family holidays during term-time

All absence from school disrupts learning and can negatively impact children and young people. While some parents may wish to plan family holidays during term-time, they should be encouraged to arrange these during the holiday period. Education authorities and schools should have clear procedures in place to consider requests for family holidays during term-time.

Term-time holidays should only be authorised in exceptional circumstances where a parent’s employment prevents leave during school holidays. This may include roles in the armed services, emergency services, or professions requiring prolonged periods away from home. All other family holidays taken in term-time should be recorded as unauthorised.

It is recognised that the categorisation of these absences remains a contentious issue, particularly due to the higher cost of holidays during school holiday periods. While the Scottish Government recognises the importance of family holidays, it has no control over the pricing decisions made by travel companies.

Occasional absence without parental awareness

Some children and young people may be absent from school without the knowledge of their parents. Addressing this type of absence involves a proactive and relational approach. Schools should work with children and young people, parents and staff to identify and address the underlying cause of the absence, ensuring that appropriate support is put in place.

While reasons for absence may vary, and could include a combination of home, school, community or other factors, schools should clearly and consistently communicate to children and young people that such absence is unacceptable and respond promptly to it by notifying their parents.

In some circumstances schools may consider consequences following this type of absence. This approach should be carefully explored in collaboration with relevant staff and partners. Any response should align with the school’s overall approach to relationships and behaviour, ensuing the needs and wellbeing of children and young people remain central. It should also take account of guidance on fostering a positive, inclusive and safe environment.

In rare cases, planned group absences may be linked to gang-related or territorial activity, or in preparation for parties or weekends. Strong, trusting relationships between staff and children and young people, along with collaboration with local police and youth services, as appropriate, can help identify and prevent such incidents. This can not only reduce occasional absence, but it can also help prevent children and young people from coming to more serious harm, including the risk of criminal or sexual exploitation.