Planned absence form

You must get permission from the Head Teacher if you want to take your child out of school during term time (this must be for no more than five school days).

You can only do this if:

you complete a Planned Absence form at least three weeks in advance
there are exceptional circumstances

Any absence from school has a detrimental effect on a child’s education and can therefore impact on their outcomes. This is clearly shown in the outcomes for HGS students each year.

It is up to the Head Teacher how many days your child can be away from school if leave is granted. Please note that holidays are not classed by the Department for Education as a reason to be absent from school. The Local Authority can fine you for taking your child on holiday during term time without the School’s permission.

If your request is declined, and you still take your child out of school, each parent could receive a warning letter or be issued with an £80 penalty notice for each child you have taken out of school.
This penalty notice will rise to £160 if you do not pay within 21 days.
If the fine is not paid after 28 days, you may be prosecuted for your child’s absence from school.
From 2024 to 2025, each parent will only get up to 2 fines for the same child in a 3-year period.
If you get a second fine in 3 years it will be £160.
If you do not pay the fine in 28 days, you may be taken to court for keeping your child out of school.
If your child is off school 3 or more times within the 3 years you will not be fined but may be taken to court. If you are taken to court you could get a fine of up to £2,500, a community order or a jail sentence up to 3 months. The court could also give you a Parenting Order.

Students have 12 weeks holiday each year and family holidays must be arranged during those times. Requests for absence are at the discretion of the Year Manager and Headteacher and should be submitted at least 3 weeks in advance by completing the online planned absence form, a hard copy is available from Main School Reception. Parents should consider that schools can only authorise absences for exceptional circumstances. Financial considerations do not constitute exceptional circumstances and neither do other factors which apply to the majority of other pupils.

In the event of long-term absence through illness, the Year Manager will provide support and can help re-integrate your child on their return.

Please note – the planned absence form is for years 7-11 only, for the Sixth Form please contact the Sixth Form Attendance Officer directly by email, Reedt@hgs.rklt.co.uk or telephone, 01423 535236. Any unexplained absence will generate an email home.

Student forename:*

Student surname:*

Form:*

First day of absence:*

Returning to school:*

Number of days:*

Contact telephone number:*

Email address:*

Reason for absence:*

Siblings in other schools: * (please note this requested information will be shared with the attendance lead in the school which the sibling(s) attend)

Confirmation*

I confirm that I am the legal parent/carer for this student and have the authority to register their absence.

Acceptance*

I have read the above information regarding a request for permission for absence from school and understand that I/we may receive a warning or Penalty Notice if my/our child receives unauthorised school absence as a result of this request.

Data Protection

Data Protection Act 1998 and the General Data Protection Regulations. How we use you and your child’s information;

It is important that you and your child understand why we hold personal information about them, what we do with it and who we share it with. Please follow Please follow this link which will set out our Privacy Notice. Please help your child to understand this document and how it relates to them.

Please confirm that you and your child have been made aware of the contents of this document:

Parent/Carer*

I agree

I refuse

Student*

I agree

I refuse

Harrogate Grammar School has an extensive range of policies in place designed to promote the safety and wellbeing of everyone within the school community. These are accessible by clicking on the following link: https://www.harrogategrammar.co.uk/our-school/policies/

We would recommend that all parents make themselves familiar with these policies.

We Value Your Privacy

Planned absence form

Confirmation*

Acceptance*

Data Protection

Parent/Carer*

Student*

Harrogate Grammar School

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