LAL Summer Schools expect students to attend 100% of their programme, including classes, excursions and activities. During their induction, students are informed of the importance of attendance and of being on time. They are also informed that they must keep their student ID card with them at all times, with the number to call in case they get lost.
In order to be eligible for a certificate of attendance and achievement, all students must have a cumulative minimum of 80% attendance across all classes.
Students are also expected to be on time for classes. Students who are late to class by 10 minutes or more will be marked as ‘late’ on the class register. Teachers should report any students who are consistently late to the Director of Studies or Senior Teacher for follow-up action, i.e. a meeting with the student and/or their International Group Leader (IGL). Late students will still be allowed to join the class.
All teachers are required to complete a register for their class at the start of each lesson session. LAL staff must also complete registers for activity sessions and excursions. Please see the Activity & Excursion Registration Procedure for further information.
In order to ensure student welfare and maintain attendance for Young Learners at our Summer Schools, the following procedures apply:
Procedures for checking attendance
- House Parents and IGLs wake residential students up in the mornings. If a student reports illness they must be taken to the Sick Bay. If a student is not in their bed, follow-up action is required.
- At some centres (Berkhamsted, Brighton, St Mary’s) some students stay with Host Homes. If a Host Home student reports illness in the morning, the Host Home must contact the school. If feasible, the Host Home should bring the student to the school’s Sick Bay. If this is not feasible, alternative arrangements will be made on an ad hoc basis. The Summer Schools Operations Manager must be consulted on any such arrangements.
- Registers are taken at the start of each lesson or activity session, and before leaving campus for excursions.
- Lessons: The teacher places the completed register on the back of the classroom door. The DOS or Welfare Manager checks all classrooms 10 minutes into the start of each lesson session. If a student is absent and the absence has not already been reported, follow-up action is required.
- Activities: Staff take attendance at the beginning of the assembly preceding the activity session. Any absences that have not already been reported are referred to the senior manager leading the assembly, and follow-up action is taken.
- Excursions: Staff take attendance at regular intervals throughout the excursion and report back to the excursion leader. If a student is found to be missing, follow-up action is required.
- For residential students, House Parents conduct house meetings and bedroom checks at ‘lights out’ in the evenings. If a student is not in their room at lights out, follow-up action is required.
- Host Home students will be gathered together at the end of the evening activity, before onward travel to their Host Homes. The Welfare Manager or other nominated member of LAL staff takes a register to check all Host Home students are present. If students are not present, follow-up action is required.
Follow-up procedures for student absences
If a student is found to be absent the following steps must be taken, ensuring the LAL office remains manned at all times in case the student reports to the office or tries to call:
- Check other places nearby where the student could be, e.g. bathrooms, common rooms.
- Report the absence to the Welfare Manager, Centre Manager or other member of senior management. If the student is absent from a lesson, the senior team will take care of this and the teacher does not need to take action other than placing the register on the back of the classroom door.
- Locate the student’s mobile phone number on their Welfare Form and call them. If on an excursion, call the LAL Office to get the student’s contact details. If there is no answer, have a member of staff continue to call them while other staff move on to the next steps.
- If the student is staying at a Host Home, call the host and ask if they know the student’s whereabouts. If not, ask for suggestions as to where they might be and see if they can help with the search. It may be that the student has got lost on their way to the school.
- Locate or call the student’s IGL (if applicable) and ask if they know the student’s whereabouts. If not, ask the IGL to assist in the search.
- Ask other students if they know the student’s whereabouts.
- If onsite report the absence to campus security, asking them to check CCTV if available and assist in the search. Begin a search of the campus, checking usual places such as boarding houses, dining hall, sports facilities, entrances/exits, any smoking hideaways, etc.
- If offsite remain at the meeting point and do not leave. If the student was last seen in a shop or venue, e.g. inside a museum, report to security/staff and see if they can assist in the search.
- Call the student’s emergency contact(s) as written on their welfare form. If they are lost, it is likely that they will have called their parents. The student’s IGL (if applicable) should be able to help you with this.
- If the student has not been located after 30 minutes, report to the police and inform Head Office.
Throughout the search process, ensure supervision ratios for other students in your care are adhered to. The main thing is to keep calm and locate the student as quickly as possible.
When the student has been located, record the absence and action taken on the Incident Log. Appropriate follow-up action must be taken, e.g. if the student walked away from their friends during free time on an excursion (remember they are instructed to stay in groups of at least 3) and lost track of time, it would be appropriate to not allow this student to have free time on the next excursion.
If the absence was serious, e.g. if the student got lost on their way into school, even if you located the student quickly, you must inform the UKSS Operations Manager. We are likely to be contacted by parents/agents regarding such matters, so we need as much information as possible in order to inform them how the issue was resolved, and the steps we are taking to prevent such incidents in the future.