Attendance policy for childcare providers

Sets out how childcare providers record, monitor and promote regular attendance

Last updated: 2nd January

Introduction

We are committed to ensuring every child receives the best start in life. Early years providers across the county offer a safe and secure learning environment where children are nurtured to develop their skills and become ready for school. Research shows that children who attend high quality pre-school provision obtain better grades at GCSE level than those who do not.

Childcare providers recognise the importance of monitoring attendance and will encourage families to participate in early education by ensuring that children take advantage of their funded entitlement of hours wherever possible. This policy defines how providers can work with the Local Authority and other organisations to improve attendance and to promote the welfare of children in early education.

Who is the policy for?

This policy is intended for childcare/early years providers accepting children from 9 months old to 4-year-old and accessing early education funding (EEF).

Aims and principles

Providers must:

  • Ensure all children/parents that are eligible for funded places are encouraged to take advantage of them
  • Ensure all parents are supported to understand the importance of consistent routines and regular attendance for their child starting at the session time mutually agreed
  • Develop and maintain effective partnerships with parents and other organisations to tackle issues which may result in inconsistent attendance/ absence whilst recognising the individual needs and circumstances of children/families.
  • Develop positive and consistent communication between home and setting, providing guidance and support as appropriate.

Initiate an Early Help Assessment (EHA) where issues of sporadic attendance and absence cannot be addressed by the setting in isolation and involvement from other services is required.

Benefits of good and consistent child attendance

It is important for children to give them the best start in life. The benefits for children range from:

  • quality learning and development
  • consistent routines and play
  • new experiences
  • making friends
  • becoming more confident and embedding good habits
  • preparing for school

Responsibilities / Expectations on providers

The Ofsted Early Years Inspection Handbook states:

Although attendance at the setting is not mandatory, inspectors will explore how well providers work with parents to promote children’s attendance so that the children form good habits for future learning. In particular, inspectors will consider the attendance of children for whom the provider receives early years pupil premium. (clause 194)

The current Provider Agreement 2025 states:

17.7 Providers must maintain an up-to-date record of attendance for all children for whom they provide EEF places and make it available to the council when required along with other monitoring information. The council shall ensure that Providers are not penalised by withdrawing funding for short term absence and the council will pay for a maximum of twenty (20) days absence (whether over consecutive or sporadic days) within a single *term time period for which the child would normally have attended for EEF hours.

For any amount of absence that exceeds the twenty-day period, the Provider must adjust the claim to no more than 20 days absence in the related amendment task for the term.

However, the council shall use its discretion and review cases when there is fair reason for absence. The review will determine if funding should be applied for a longer period than the first twenty days of a child’s absence in a single term. Reasons for which the council will review extended periods of absence can be found in this Attendance Policy. 

Requests to review absence beyond the first twenty days in a single term, should be submitted to: eefportal@staffordshire.gov.uk outlining the reasons for a child's absence.

*Term Time period parameters:

  • 1st January - 31st March (spring)
  • 1st April – 31st August (summer)
  • 1st September – 31st December (autumn)

17.8 There could be occasions when a child does not consistently attend for the EEF hours in a day as arranged and therefore absence does not meet the full day parameter as noted in clause 17.7. The council can review such cases and consider reclaiming monies if the overall absence is 30% or more within the same term. Providers have responsibility to encourage families to attend for the funded hours they have been claimed for and the benefits for children with good attendance. Where absence is due to consistently late drops off/ early collections or Parents consistently not making sessions without reasonable explanation, the Provider should discuss with Parents if the package on offer is suitable or flexible enough for their requirements.

What providers must do

If attendance is sporadic and inconsistent, early years providers may wish to initiate an Early Help Assessment if there is reason to do so. However, there may be instances where early years providers may need to involve the Local Family Support Team who could work with the family to address any issues that could be preventing regular child attendance.

  • Sporadic and inconsistent attendance is defined as when a child is not consistently attending the provision for their set pattern of hours. Providers must use their discretion on when to discuss this with parents and involve other services.
  • Inform the EEF Finance Team when a child has been absent from the provision and absence falls within the parameters of clauses 17.7 or 17.8 as noted above. If a reason has not been given for repeated absence and contact cannot be re-established with the family, providers may wish to involve the health visiting service if they have concerns. Consent would not be required under these circumstances, as this is covered within the Parent Declaration form. Early years providers can contact The Education Safeguarding Advice Service if they wish to seek further advice and guidance around concerns in a family.
  • Settings must continue to follow their own policy and Staffordshire Safeguarding Children Partnership's guidance when they have concerns that a child is at risk of immediate harm or neglect. Further information on where and who to report to and listening to the child's voice can be found on our website.

Child absence review and funding

Where there is no valid reason for child absence that has gone beyond the 20 day or 30% parameters outlined in 17.7 and 17.8 of the Provider Agreement (which the council will fund), providers must amend funding for that term to reflect the attendance from that point. In cases where amendments have not occurred the council have the discretion to reclaim monies for such absence.

Providers are advised to discuss attendance with parents, and where there is a trend of absence without a valid reason, it could be appropriate to determine a more suitable funding claim that is in line with the actual average attendance of the child.

Providers are responsible for monitoring absence and recording of attendance as outlined in the Early Years Foundation Stage framework, which is reviewed by Ofsted at inspections. Where providers are unsure about absence, how to proceed with a claim, or wish to request a review for extending EEF, providers are encouraged to seek advice as soon as possible by contacting the Early Education and Childcare Team via email at: eeac@staffordshire.gov.uk 

Providers must outline:

  • details/ reason of child absence so far,
  • expected absence return date (if applicable)
  • name and date of birth of child,
  • proof of reason for absence (if applicable), i.e. doctors note, letter (provider must have obtained parent consent when sharing support information).

Reviewing a child case to extend funding

The reason for an extending funding will be influenced by the circumstances (i.e. child sickness) and when in the term the twenty first day (or 31%) of absence of funded hours has occurred. i.e. if sickness or injury fell in the last two weeks of the term that took a child over 20 days of absence, it could be reasonable for the council to fund the child for the full term and the case will be reviewed again at the beginning of the following term.

Circumstances where the council might consider extending funding for circumstances that prevents the child regularly attending for EEF sessions could include, but not limited to:

  • Serious child illness
  • Child sickness ( i.e. pox, flu, covid),
  • Child injury/ accident
  • Treatment (i.e. hospital care),
  • Welfare concerns ( i.e. LAC, in and out of care),
  • Family bereavement (parents),
  • Provider breakout (i.e. chicken pox, covid), winter bug
  • Issues arising due to physical disability/ learning difficulties.
  • Professional involvement (i.e. Families First, social services)
  • Mental health
  • Parent circumstances (i.e. illness)

This information is to give an indicator of a valid reason for absence where extending the funded period can be reviewed that would align to clauses 17.8 or 17.9 of the Provider Agreement.

The decision to extend funding is done on a case by case basis and individual cases will be reviewed at every half term period. The council will ensure the provider is advised.

If child absence is not clear or has a valid basis

Where there is no clear or justifiable reason for consistent absence or when reviewing extended periods of absence for EEF, the council has discretion to amend funding to a more appropriate level based against the child attendance for the term. Reasons for absence must be within the parameters of those outlined in section 5.1 (above).

If a parent offers no explanation or proof of why a child did not attend or simply kept the child home for extended periods (5.1 notwithstanding) and missing booked EEF sessions at an early years provider, such reasons are not deemed justifiable reasons for absence.

It may also be appropriate for the council to look back at absence in general cases if this has been ongoing issue, but the provider has failed to notify the EEF Finance Team or the council has discovered attendance issues via other methods ( i.e. audit). Such cases could mean the council could reclaim funding if the provider has not adhered to the conditions of the Provider Agreement 2025.

The parent declaration form that parents must sign with their childcare provider, advises parents that failure to attend for the hours agreed could mean funding is reduced or removed in full, meaning parents could incur costs at the provider.

The local authority cannot decide on or advise on whether a child's placement is terminated at a childcare provider. This is a private matter between provider and parent.

Other considerations regarding attendance and funded places

Early years providers are advised of the following conditions regarding child attendance related to early education funding;

  • early years providers can only claim for the funded hours as agreed with the parent/carer and that the child will be in attendance for. See Provider Agreement clause 17.1.
  • If a child goes on an extended holiday for longer than the normal period of time (with no confirmed date of return or holiday lasts months not weeks), it is not often the case that children go back to the same provider upon return from holidays of such duration as it is often not viable for the provider to keep the place open without income and refusing enquiries from parents wanting a place. In these cases providers should put an end date of the child's last date of attendance.
  • If a child leaves, early years providers can only claim up to and including a child's last day of attendance. Any overclaims must be adjusted in the relevant amendment task. See Provider Agreement clause 17.6.
  • Providers cannot lay claim to funded under the terms for absence where a child had not yet started their EEF place as initially arranged and has left the early years provider. Funded hours will follow the child to a new provider if applicable. See Provider Agreement clause 17.9.
  • If a parent breaches any notice period stipulated by an early years provider, funded hours cannot be claimed to cover a notice period that a child will not be attending for, as this is a private matter. Funded hours will follow the child. See Provider Agreement clause 17.11.
  • Early years providers will not be punished for short term closures and funding will remain in place if an early years provider is unable to operate i.e. outbreak, adverse weather conditions, bank holidays, inset days, staffing issues. However, the Council recommends that the early years provider offers an alternative to the EEF hours the child has lost out on those days. However, if it is not practicable for an early years provider to do this, the EEF hours must be used and accounted for on the day of closure in the same manner as if the early years provider had been open and children attended. See Provider Agreement clause 17.12.

Family support service - request for support

Current manager and district commissioned support contact details, as well the Family Support/ Early Help Referral Form and Guidance can be found at the Staffordshire Safeguarding Children Partnership.

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