Attendance Policy

If you’re interested in learning more, you may read the following detailed information.

Parent’s Responsibility for Reporting Absences

It is the responsibility of parents/guardians to report all student absences. The school must be notified by 8:00 am on the day of absence. Parents should call or message the school administrator or class teacher via the school’s official communication platform (phone, SMS, WhatsApp, or management system). Messages must include the student’s full name, class/grade, and reason for absence.

To ensure academic success, consistent school attendance and punctuality are crucial. This attendance policy aims to promote regular participation and discourage lateness, in alignment with both GES and Cambridge guidelines.

Legal Framework

  • Under the GES Basic Education Regulations and in line with international education standards, pupils under age 16 must attend school regularly.
  • Excessive absences may affect promotion or progression decisions.
  • A student who misses more than 4.5 school days per term (approx. 18 per academic year) and whose academic progress is significantly impacted may receive a lower grade or repeat the class, at the discretion of the school administration and based on assessment evidence.

Excused Absences

Absences will be marked as Excused only if supported by appropriate documentation:

  • Medical Illness: Requires a medical note or parent’s written explanation.
  • Medical Appointments: Must be accompanied by an official appointment slip or medical form.
  • Religious Observances: Parent must submit a prior written note or notice.
  • Bereavement: A written note from the parent is required.
  • Family Emergency: Must be justified in writing by the parent or guardian.

All documentation will be filed in the student’s attendance portfolio for school and GES/Cambridge inspection purposes.

Unexcused Absences

The following are not accepted as valid reasons for absence:

  • Family travel or vacation.
  • Errands or non-medical appointments.
  • Babysitting or caring for others.
  • Absence without prior notice or approval.

Unexcused absences will be recorded and monitored by the class teacher and school head.

Early Release

To maintain academic integrity and limit disruptions:

  • Parents are encouraged to schedule appointments after 3:00 pm (school closing).
  • If an early dismissal is unavoidable:
    1. A written note or official message must be submitted by the parent before 8:00 am, stating the student’s name, date and time of pickup, and reason.
    2. A parent/guardian (or a person listed on the student’s emergency contact file) must sign the student out at the office before the student is released.
    3. The written note will be archived in the student’s attendance record.

Tardiness

Punctuality is an essential life skill embedded in both GES and Cambridge expectations:

  • The official school day begins at 8:00 am.
  • A student is tardy if not present in the classroom by this time.
  • 3 instances of lateness = 1 unexcused absence.
  • 3 unexcused absences due to tardiness will result in:
    • A morning detention at 7:00 am on the next school day.
    • Continued tardiness may result in suspension, at the discretion of the Head of School.

Student’s Responsibilities

  • Attend school daily and be on time.
  • Complete all assigned work, including make-up work after any absence.
    • Students have one day to make up work for each day missed.
    • In the case of pre-arranged absences, all work must be submitted upon return.
    • Unsubmitted work within the grace period will receive a zero score unless otherwise approved.

Administrator’s Responsibilities

School administrators and class teachers shall:

  • Monitor attendance records weekly.
  • Engage parents early when attendance patterns suggest risk of underachievement.

Attendance Intervention Milestones:

Threshold

School Action

5 Absences

Written reminder and phone call to parents highlighting the importance of consistent attendance.

10 Absences

Compulsory parent-school meeting to design a personalised Attendance Intervention Plan.

18 Absences

School may recommend academic retention, subject to student performance and GES/Cambridge promotion criteria.

Final Notes

  • This policy reflects the expectations of both Cambridge International Education and the Ghana Education Service, reinforcing accountability, time management, and student success.
  • All stakeholders (parents, students, and school staff) must collaborate to ensure the best learning environment and outcomes.