Purpose
The purpose of this authorised absence policy is to provide clear guidelines and expectations for both apprentices and staff regarding absences from work or training at Francis James. This policy applies to all individuals involved in the delivery and participation of Francis James 's apprenticeship and commercial programmes. The aim is to ensure transparency, consistency, and fairness in the handling of absences, while also maintaining the quality of our programmes and upholding our commitments to learners, employers, and stakeholders. The purpose of this policy is:
to ensure apprentices and learners attend regularly and on time so that they can take full advantage of the educational opportunities provided to them by Francis James.
to ensure that apprentices, and trainers follow the appropriate processes to maximise students’ attendance.
to ensure that there is evidence, documentary record of attendance for all attendees/absentees of each session, and that appropriate marks are updated at the start of each session.
to inform staff of their responsibilities concerning the completion of registers.
Policy Statement
All learners are expected to attend 100% of scheduled sessions, unless prior approval has been granted.
Learners are required to arrive on time for all scheduled classes. Persistent lateness will be addressed and may impact participation in the programme.
Learners whose attendance falls below 95% will be identified for action by their Programme Support Officer, and steps will be taken to improve attendance.
Learners with poor attendance will be contacted to clarify the reasons. Continued poor attendance may result in disciplinary action or withdrawal from the programme.
Learners must notify Francis James of any absence before 10am on each day. Absences longer than five consecutive days due to illness may require a medical certificate.
For apprentices, employers will be notified within 48 hours of the first day of absence.
Learners facing personal or health issues that impact attendance are encouraged to seek support from their PSO.
Persistent absence will be escalated to the formal disciplinary process, and in severe cases, may result in withdrawal from the programme. Safeguarding concerns will be reported to the safeguarding lead.
Scope
This policy applies to all apprentices, learners, and employees at Francis James, including those enrolled in both apprenticeship and commercial programmes. It outlines the procedure for requesting and authorising absences, as well as the expectations for reporting and managing different types of absences, whether planned or unplanned. It also covers the roles and responsibilities of learners, staff, and managers in managing and recording absences.
Definitions
Authorised Absence: A pre-approved period where a learner or staff member is excused from work or training for a legitimate reason. This may include medical appointments, family emergencies, holidays, or other personal matters.
Unauthorised Absence: Any absence that has not been approved in advance or does not meet the conditions outlined in this policy. Repeated unauthorised absences may result in disciplinary action.
Planned Absence: An absence that can be anticipated and is arranged in advance, such as a scheduled medical appointment or pre-booked holiday.
Unplanned Absence: An unforeseen absence due to illness, emergency, or other sudden circumstances.
Types of Authorised Absences
Francis James recognises that there are various reasons for absence, and we aim to be flexible while maintaining operational effectiveness. The following are examples of absences that may be authorised:
In the event of illness, apprentices and staff are required to notify their line manager and the coordination team at Francis James as soon as possible, ideally before the start of the working day. Medical appointments should be scheduled outside of working hours wherever possible. If this is not feasible, time off for medical appointments may be granted, provided appropriate notice is given.
In the event of a family emergency (e.g., death of a close relative, serious illness of a dependent), apprentices and staff may request time off. Depending on the nature of the emergency, different durations of leave may be granted.
Apprentices and staff are entitled to take annual leave, as specified in their employment contract or apprenticeship agreement. All requests for annual leave must be made in advance and approved by the relevant manager within the workplace, and agreed with Francis James, bearing in mind planned workshop activity.
Francis James complies with all UK laws regarding maternity, paternity, and parental leave. Individuals who require such leave should inform their line manager or HR department in advance, in line with statutory notice periods, and inform Francis James, and depending on length request a break in learning for extended periods of time.
Apprentices and staff may request time off for religious or cultural observances. These requests should be made in advance, and reasonable accommodations will be made, provided that the absence does not interfere with the delivery of programmes or business operations.
Procedure for Requesting Authorised Absence
To request an authorised absence, the following procedure must be followed:
The learner or staff member must notify their line manager and the coordination team at Francis James of the intended absence as soon as possible. For planned absences, this should be done at least two weeks in advance where feasible.
In certain cases (e.g., medical appointments or emergencies), the individual may be asked to provide documentation such as a doctor’s note, appointment confirmation, or other evidence to support the request for authorised absence.
The manager within the workplace will review the request and determine whether the absence can be authorised, considering operational needs and the individual’s attendance record. The individual will be informed of the decision in writing.
All authorised absences will be recorded in the attendance tracking system for apprentices, and the HR system for staff, to ensure accurate monitoring of attendance and compliance with programme requirements.
Expectations for Apprentices
Apprentices are expected to attend all scheduled training sessions, workplace activities, and assessments unless an authorised absence has been granted. Consistent attendance is crucial to meeting the learning outcomes of the apprenticeship programme and to ensure compliance with Education and Skills Funding Agency (ESFA) regulations.
In the case of unplanned absences due to illness or emergency, apprentices must contact their employer and Francis James as soon as possible, ideally before the start of the working day. Repeated or prolonged absences may require additional documentation (e.g., a medical certificate), and Francis James will work with the apprentice and employer to manage any impact on the learning programme.
Expectations for Staff
Staff members are expected to adhere to their contracted working hours and ensure any absences are properly communicated and authorised. Staff should request planned absences (such as holidays or medical appointments) in advance to allow for adequate cover and to ensure continuity of service for learners and colleagues.
In the case of illness or emergency, staff must notify their line manager as soon as possible, ideally before the start of the working day. Any absence lasting more than seven consecutive days will require a medical certificate, and a return-to-work meeting may be conducted to discuss the individual’s health and well-being.
Managing Unplanned Absences
Unplanned absences can occur due to illness or emergencies, and Francis James recognises the need for flexibility in such cases. However, individuals are expected to follow the notification procedures outlined in this policy to minimise disruption to operations. Failure to notify the relevant parties in a timely manner or failure to provide adequate documentation for prolonged absences may result in the absence being deemed unauthorised.
Repeated or Extended Absences
In cases where an apprentice or staff member has repeated or extended absences, Francis James will work with the individual to assess the situation and provide support where needed. This may include discussing any underlying health or personal issues and identifying ways to accommodate the individual while ensuring that programme delivery or business operations are not compromised. If absences persist without valid reason or are not properly communicated, disciplinary procedures may be initiated.
Review and Monitoring
Francis James will regularly monitor attendance for both apprentices and staff to ensure compliance with this policy and to identify any patterns of absence that may require further attention. This policy will be reviewed annually, or sooner if needed, to ensure that it remains effective and aligned with regulatory requirements.
Francis James is committed to supporting its apprentices and staff in balancing their professional and personal commitments while ensuring that our programs continue to run effectively. This authorised absence policy is designed to provide clarity and fairness in managing absences, helping us to maintain the quality of our services and uphold our values of professionalism, responsibility, and respect.