Attendance Policy
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Attendance Policy and Procedure
1. Purpose and Scope
The purpose of this policy is to establish clear attendance requirements for all learners and to ensure that learners understand the importance of regular and punctual attendance and its impact on successful completion and certification. The policy also promotes accountability among learners, trainers, administrators, and other relevant stakeholders and defines the consequences of non-compliance with the Centre's attendance requirements.
This policy applies to all learners, trainers, instructors, administrators, and relevant stakeholders involved in training programmes delivered by the Centre.
2. Attendance Policy
2.1 Policy Statement
Learner Responsibility
Regular and punctual attendance is an essential responsibility of every learner and is an integral part of the learning process.
Impact on Certification
Inadequate attendance may affect a learner's ability to complete the required learning process and may result in the learner being ineligible for a certificate of completion.
Accurate Attendance Records
Trainers and instructors are responsible for recording learner attendance accurately and consistently for every scheduled training session.
Attendance Documentation
Attendance records are an integral component of the learner's training documentation and must be maintained in the learner's individual file in accordance with the Centre's record-keeping requirements.
Internal Quality Assurance
Attendance records form part of the Centre's internal monitoring and audit processes. Where consistently poor attendance is identified within a course or cohort, the Centre
shall conduct an appropriate review and, where necessary, undertake root cause analysis.
Learner Support and Intervention
Where a learner demonstrates persistent poor attendance, the Centre should arrange an individual meeting with the learner to identify the underlying reasons for the absences and determine appropriate support or corrective action before further measures are taken.
Minimum Attendance Requirement
Learners are required to maintain a minimum attendance level of 80% and must complete the required learning activities or learning gaps arising from approved missed sessions, where applicable, in order to be eligible for a certificate of completion.
Emergency and Exceptional Circumstances
Learners are expected to attend all scheduled sessions unless prevented by an emergency or other valid circumstance. Appropriate documentary evidence must be submitted and is subject to management approval.
Withdrawal from a Course
Learners who withdraw from a course before completing its requirements will not be eligible for a certificate of completion.
Notification of Repeated Absence
In cases of repeated absence without an accepted and valid reason, the Centre may notify the learner's parent/guardian or employer, where applicable and appropriate.
3. Attendance Status and Consequences
| Attendance Situation | Attendance Status | Consequence / Required Action | Checkbox |
|---|---|---|---|
| Learner arrives on time or within the permitted attendance period | Present | Full attendance recorded for the session. | |
| Learner arrives more than 15 minutes after the scheduled start time but within 30 minutes | Late | Attendance is recorded as Late. Repeated lateness may result in further monitoring or intervention. | |
| Learner arrives more than 30 minutes after the scheduled start time | Absent | The learner is recorded as absent for the session and may be required to complete the missed learning. | |
| Learner returns from a scheduled break within 15 minutes | Present as applicable | Trainer records attendance according to the Centre's attendance requirements. | |
| Learner returns from a break more than 15 minutes late | Absent | The missed session/learning period is recorded as absent and the learner may be required to complete the missed learning. | |
| Learner is absent with an approved and documented valid reason | Approved Absence | Evidence must be submitted to the trainer and approved by management. The learner must complete any required missed learning. | |
| Learner is absent | Absent | Absence is recorded |
| Attendance Situation | Attendance Status | Consequence / Required Action | Checkbox |
|---|---|---|---|
| without an accepted reason | and may result in an attendance intervention. Repeated unexplained absences may lead to notification of the parent/guardian or employer, where applicable. | ||
| Attendance falls below 80% | Attendance Deficiency | The learner is not eligible for certification unless the applicable learning requirements and attendance-related requirements are satisfactorily addressed in accordance with the Centre's approved arrangements. | |
| Absence exceeds 20% of the scheduled training | Not Eligible for Certification | The learner will not be certified for the completed batch. Where the Centre permits, the learner may join a subsequent batch/repeat the course to address the missed learning. | |
| Learner withdraws before completing the course | Withdrawn | No certificate of completion will be issued. | |
| Attendance records are not properly completed or maintained | Record Non-compliance | The trainer/administrator may be required to correct the records and undertake appropriate corrective |
| Attendance Situation | Attendance Status | Consequence / Required Action | Checkbox |
|---|---|---|---|
| action. |
Note: A minimum attendance of 80% means that absence must not exceed 20% of the scheduled training, subject to the Centre's approved arrangements for completing missed learning.
4. Attendance Procedure
4.1 Recording Attendance
- All learners shall arrive at the training venue and attend scheduled sessions punctually.
- The trainer or instructor shall record attendance for each scheduled training session using the Centre's approved attendance record.
- Learners arriving more than 15 minutes after the scheduled commencement of a class shall be recorded as Late.
- Learners arriving more than 30 minutes after the scheduled commencement of a class shall be recorded as Absent.
- Attendance following scheduled breaks shall be monitored by the trainer. A learner returning more than 15 minutes after the scheduled end of the break shall be recorded as Absent, unless an exceptional circumstance is accepted by management.
- Attendance records shall be maintained accurately and must reflect the learner's actual participation in the training session.
4.2 Verification and Documentation
- Learners shall sign or otherwise authenticate the attendance record at the end of each month or upon completion of the course, as required by the Centre.
- Trainers shall ensure that attendance records are complete, accurate, and legible before submitting them to the administration office.
- Upon completion of the course, the trainer shall submit the relevant hardcopy attendance records to the administration office for filing and record retention.
- The administrator shall prepare an attendance report for each learner and calculate the learner's overall attendance percentage at the end of the course.
4.3 Absence Management
- A learner who is unable to attend a scheduled session due to an emergency or other valid circumstance shall notify the trainer or Centre as soon as reasonably practicable.
- Appropriate supporting evidence must be submitted to the trainer and is subject to management approval.
- Where a learner has repeated unexplained or unauthorised absences, the Centre shall conduct an appropriate attendance intervention. This may include an individual meeting with the learner to identify the cause of the absence and determine appropriate corrective measures.
- Where appropriate, and particularly in cases of repeated absence without a valid reason, the Centre may notify the learner's parent/guardian or employer.
- Where a learner's absence exceeds 20% of the scheduled training, the learner shall not be certified for that course. Where permitted by the Centre, the learner may join a subsequent batch or repeat the course to address the identified learning gaps.
- Learners must complete any required missed learning, activities, assessments, or other training requirements before certification can be considered.
5. Accepted Evidence for Absence
The following forms of evidence may be accepted, subject to verification and management approval:
| Type of Absence | Acceptable Evidence |
|---|---|
| Medical absence | Medical certificate or report appropriately issued and authenticated by the relevant healthcare provider/authority. |
| Urgent or emergency work commitment | Written request or confirmation from the employer duly signed and stamped where applicable. |
| Family emergency | Appropriate documentary evidence supporting the emergency or urgent circumstance. |
| Other exceptional circumstance | Relevant supporting documentation considered acceptable by the Centre's management. |
All supporting evidence must be submitted to the trainer/instructor and is subject to review and approval by Centre management. Submission of evidence does not automatically constitute approval of the absence.
6. Monitoring, Review and Internal Audit
Attendance shall be monitored throughout the delivery of each course. The administrator shall analyse attendance percentages at the conclusion of the course and identify learners who have attendance concerns.
Where a pattern of poor attendance is identified within a particular course, cohort, or training activity, the Centre may conduct a root cause analysis to determine the contributing factors and implement appropriate corrective or preventive actions.
Attendance records may also be reviewed as part of the Centre's internal quality assurance and audit activities.
7. Consequences of Non-Compliance
Failure to comply with the Attendance Policy may result in one or more of the following actions, depending on the nature and frequency of the non-compliance:
- Attendance being recorded as Late or Absent.
- Requirement to complete missed learning activities.
- Individual attendance counselling or intervention.
- Notification of the parent/guardian or employer, where applicable.
- Loss of eligibility for certification.
- Requirement to repeat the course or attend a subsequent batch, where permitted.
- Non-issuance of a certificate where course completion requirements have not been met.
- Other appropriate administrative action in accordance with the Centre's policies and procedures.
The application of any consequence shall take into consideration the learner's attendance record, the circumstances of the absence, supporting evidence, and the Centre's approved requirements.
Learner Acknowledgement