Reporting Absence

We know that from time to time children will be off school. Hillmorton Primary School has a legal obligation to ensure that all children on roll must receive a 'mark' for attendance or non-attendance. Within the DfE statutory guidance for attendance (WTTISA), there are multi registration marks that must be followed. This means that when a child is off school, we have a legal obligation to ensure that the correct code is used to reflect the absence.

Below is the process for reporting absence and how the school will respond:

1. Contact the school before 9:00am

• All sickness absences must be reported using the MCAS App by 9.00am each morning of non attendance. 

  • Open the app and tap Attendance.

  • Select Report an Absence.

  • Enter the required details:

    • Student name (one or more children)

    • Dates of absence (today or a future date)

    • Times (optional, for part‑day absences)

    • Reason for absence

    • Attachments (optional medical notes, letters, etc.)

  • Tap Send, then Confirm.

  • The school receives the notification instantly.

  • Parents will receive a confirmation message in MCAS.

• If you are unable to use the MCAS App ensure that you phone the school office on 01788 544309, by 9.00am. 

2. Give a clear reason for the absence

• We need to know why your child is off. Saying only “unwell” is not enough — please tell us the symptoms or the issue.
• If we don’t receive a clear reason, the admin team will contact you.
• If a suitable reason still cannot be given, the absence will be marked unauthorised.

3. Provide evidence for appointments

• If your child has a medical or other appointment, we can only authorise it if you provide proof (e.g., appointment text or letter).

4. If we haven’t heard from you by 10:00am

• We will contact you to check where your child is.
• Until we receive a reason, the absence will be marked unauthorised.

5. If we still can’t reach you

• We will continue trying by text, email, and phone.
• It is parent and carers legal responsibility to inform the school of where their child is each day they are absent. 

6. If there is no contact for three days

• A home visit will take place on the third day by a member of the Senior Leadership Team and the Attendance Support Team.
• Unexplained absences may also be discussed with Family Connect.

7. Unauthorised marks after 12:00pm

• If we have not heard from you by 12:00pm, the absence will stay unauthorised for that day.
• This cannot be changed later.

8. If your child is off for three days

• We may ask you to seek medical advice.
• This helps us make sure your child is well and to support them when they return.

9. Safe and well checks

• When your child returns, a Designated Safeguarding Lead may speak with them to confirm they are safe and well.

10. If your family has a Social Worker

• A member of the Attendance Support Team will contact the relevant professionals.

11. If we believe there is an immediate safeguarding concern

• A home visit will be carried out by a member of the Senior Leadership Team.

12. Report absences every day

• If your child is off for more than one day, please contact us each morning to update us.
• If you have any worries or need help, please speak to the Attendance Support Team.