Pupils on extended, unauthorised leave abroad - Letters for mainstream schools

School is aware pupil is abroad on unauthorised absence. Do not do anything until you have read and understood the Pupils on extended, unauthorised leave abroad guide.

Pupils on extended, unauthorised leave abroad guide for mainstream schools

Setting out expectations for keeping pupil on roll

Letter 1 Setting out expectations for keeping pupil on roll should be sent to the parent/s once you know child is abroad without authorisation. It is advisable to send all letters regarding this matter via both post and email.

Sections in red should be updated by the school as applicable. Letters should be sent in black font once updated.

Where possible for both parties, contact should be made via video call. If only phone calls are possible, the parent and child/ren should be spoken to by staff.

You should allow parents no more than ten school days to provide sufficient information/evidence, unless there is good cause to do so.

Next steps after sending this letter:

• If parent responds with information requested, acceptable evidence and agrees to the contact schedule – send Letter 1a.
• If parent fails to provide information requested/acceptable evidence supporting and an evidenced reasonable return date - send Letter 2.
• Fails to agree to or keep to the contact schedule without good reason - send Letter 2.
• Pupil fails to return on the reasonable return date without a reasonable, evidenced reason. - send Letter 2.

Letter 1a Response to parent reply

The letter is a response if the parent responds with all of the information/evidence requested in letter 1 and agrees to the contact schedule.

Sections in red should be updated by the school as applicable. Letters should be sent in black font once updated.

Letter 2 Off roll warning letter

The letter on the next page should be sent if the family have not fulfilled the conditions for keeping the pupil on roll, and the decision has been made to off roll them. This decision should not be made by one person alone, unless they are the Headteacher, and it is still advisable for all relevant staff to agree on the decision.

This letter should be sent ten school days from date of pupil’s last attendance if parent fails to provide sufficient information/evidence requested in Letter One or does not keep to agreed contact schedule.

The off-rolling date must be at least ten school days from the date from the date the letter is sent and at least twenty school days from the pupil’s last attendance.

Sections in red should be updated by the school as applicable. Letters should be sent in black font once updated.

Please send a copy of this letter and a completed reasonable enquiry form to your the CME Officer via Gateway. Instructions on submitting referrals via Gateway and a copy of the Reasonable Enquiry form can be found here - Children missing education (CME) | Ealing Grid for Learning (egfl.org.uk)

Please ensure you have read the advice regarding the decision to off roll a pupil and those who have an EHCP in the abroad off rolling guidance carefully before sending this letter to the parent/s.

Next steps after sending this letter

• Pupil returns by date specified in Letter 2 – accept pupil back into school and proceed with school’s attendance escalation system regarding the extended absence.
• Pupil fails to return by date specified in Letter 2 – take decision whether to off roll with all necessary parties (attendance lead, named person, DSL, SENCo, Headteacher etc). The decision to remove a pupil from in these circumstances should ever be made by one person alone. If all parties agree to off roll pupil – send Letter 3.

Letter 3 Confirmation pupil has been removed from roll

Send Letter 3 Confirmation pupil has been removed from roll if the child has not returned the date specified in letter 2, and the school have decided to remove the pupil from roll.

Please send a copy of this letter to your Link Attendance Officer and to the CME Officer (cme@ealing.gov.uk). The subject of the email must contain the name of your school and the initials of the child/ren the email refers to.

Sections in red should be updated by the school as applicable. Letters should be sent in black font once updated.