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Procedure for Reporting Absences 2011-12

If you are unable to attend college either you or your parent/guardian or representative must inform the College that you will be absent for whatever reason. You can do this in one of the following ways:

First Route

Online – You can log on to 'My Petroc' via the College website (www.petroc.ac.uk) 24 hours a day to report an absence. Once logged on go to ‘My Details’ and select ‘Report Absence’ from the list available. By following the instructions on the screen you can report an absence for up to two weeks in advance (maximum of 4 days only).

Barnstaple Campus only – If you need to leave college during the college day due to illness or an appointment, you will need to log your absence online in the College Guidance Centre (or any other College computer you have access to) before you leave.

It is important to note that there are certain exceptions to reporting your absence via this route; it is not possible to use this facility to report:

  • Planned holidays (must be discussed with your tutor)
  • If you are on contract or have been suspended or excluded for any reason.

Second Route

In person:

At Barnstaple Campus, you can visit the team in G204 if you are unable to log your absence online for any reason.

In Tiverton, you can visit the Information Desk in D block.

To report absences in person, this can be done anytime between 8.30am and 5.00pm, Monday to Thursday and 4.30pm on a Friday. The information will be entered straight into the system, updating your registers immediately.

Third Route

By telephone - You can telephone the Attendance Hotline on 01271 338194  or 01271 338188 (for Barnstaple learners) & 01884 235309 (for Tiverton Learners). The lines are open from 8.30am to 5.00pm Monday to Thursday and 4.30pm on a Friday to report an absence, please try and phone between these times to ensure you speak to an attendance officer and obtain a reference number for your absence. If you are unable to phone between these times, there is an answerphone facility which you can use, but please be advised that this fills up quickly and when leaving a message you must be sure to leave a clear message of your reason for absence giving your full name, date of birth and student number. Unclear answerphone messages may result in unlogged absences.

  • Report your absence on the day you are not going to be in College before 9.00am* otherwise the absent mark will not be recorded as ‘Approved’. 
  • If you are claiming EMA (Educational Maintenance Allowance) or ALG (Adult Learning Grant) failure to report an absence can result in your claim not being processed and you may not receive any money.

Holiday in term time

  • If you are planning to take a holiday in term time or have arranged any work experience that is not integral to your course or organised by the college, you must complete a Permission for Absence Request Form available from the Schools Admin Offices.  This form must be signed and approved by parents/guardians for anyone under the age of 18 and also signed and approved by tutors in all instances.
  • Holiday during term time is marked as ‘Unapproved Absence’.

Remember!

  1. Attendance is directly linked to achievement, it is important that you attend all of your lessons to increase your chance of success.
  2. If you do not inform the Attendance Officer when you are going to be away from college, you will receive an absent mark on your attendance record which will affect your overall attendance percentage for the academic year.
  3. If you are absent, you will be given a reference number, unique to you which acts as proof that your absence has been reported.  Should there be any discrepancies with your attendance marks, please provide your tutor/admin staff with the reference number to enable them to investigate.
  4. *All absences must be reported before 0900am or before the start of your lessons to an attendance officer (Tutors are not Attendance officers.). Absences reported after a lesson has started will be recorded but will not be approved, which will affect EMA.
  5. Please remember to speak to your tutor about any absences.
  6. Please try to avoid booking family holidays during term time.
  7. If you are regarded as ‘significantly late’ for your lesson by your lecturer, they may refuse entry to the lesson and mark your register as absent.
  8. If you have any queries on absence reporting or in relation to your registers, please alert either the Registers & Rooming Team or Guidance Centre (EMA) as soon as possible.
Last Updated: 4th April 2012 at 10:55am

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