Pupils on extended, unauthorised leave abroad - Letters in SEN schools

School is aware pupil is abroad on unauthorised absence. Do not do anything until you have read and understood the relevant guidance.

Here is the guide to using letter template for each stage of the abroad off rolling process for children in SEN schools:

Setting out expectations for keeping pupil on roll

Send Letter 1 Setting out expectations for keeping pupil on roll to the parent/s once you know child is abroad without authorisation. It is advisable to send letters about this by post and email.

Update the red text witin the letter before sending to parents.

Where possible, contact should be made via video call. If only phone calls are possible, the parent and child/ren should be spoken to by staff.

You should allow parents no more than ten school days to provide sufficient information/evidence, unless there is good reason to do so.

Next steps after sending this letter

• If parent responds with information requested, provide acceptable evidence and agrees to the contact schedule – send Letter 1a.
• If parent fails to provide information requested/acceptable evidence supporting and an evidenced reasonable return date - send Letter 2.
• Fails to agree to or keep to the contact schedule without good reason - send Letter 2.
• Pupil fails to return on the reasonable return date without a reasonable, evidenced reason. - send Letter 2.

Response to parent reply

Letter 1a is a response to the parent if they provide all of the information/evidence requested in Letter 1 and agree to the contact schedule.

Update the red text witin the letter before sending to parents.

Next steps after sending this letter

• Maintain contact as scheduled until child returns on agreed, evidenced date
• If child fails to return on agreed date or family do not keep to contact schedule send letter 2

Emergency annual review

Send Letter 2 Emergency annual review letter if the family have not fulfilled the conditions for keeping the pupil on roll. The letter advises an emergency annual review is now necessary.

This letter should be sent if parent fails to provide sufficient information/evidence requested in Letter 1 or does not keep to agreed contact schedule.

Please send a copy of the letter to your link attendance officer and CME officer at cme@ealing.gov.uk.

Next steps after sending this letter

• Contact child’s EHCCo to advise that the family have failed to adhere to expectations during the child’s extended absence, so you have arranged an emergency annual review
• Send reasonable enquiry form form to cme@ealing.gov.uk.
• Complete a home visit as part of the reasonable enquiry to ensure child is abroad.

Post emergency annual review letter where return date is known

Send Letter 2a Post emergency annual review letter if the family agreed to provide a reasonable evidenced return date at the emergency annual review and agreed to maintain weekly contact until they return.

Update the red text witin the letter before sending to parents.

Next steps after sending this letter

• Maintain contact as scheduled until child returns on agreed, evidenced date
• If child fails to return or family do not keep to agreed contact schedule send Letter 2 again, informing both the child’s EHCCo and CME.

Post emergency annual review letter where there is no return date

Send Letter 2b Post emergency annual review letter if the family did not agree to provide a reasonable evidenced return date at the emergency annual review and agreed to maintain weekly contact until they return, or has since failed to adhere to this agreement.

Sections in red should be updated by the school as applicable.

Next steps after sending this letter

• Inform their EHCCo and the CME officer immediately. The SEN team will then need to take a decision as to whether to cease the child’s EHCP and give your school permission to remove them from your roll. The child should have been absent without authorisation for at least 20 school days before they are removed from roll.
• Try to maintain weekly contact with the family until such time as the child either returns or the SEN team decide to cease their EHCP.

Confirm SEN team has ceased pupil’s EHCP and given school permission to remove from roll

Send Letter 3 Confirmation SEN team has ceased pupil’s EHCP and given your school permission to remove them from your roll. if the SEN team decide to cease their EHCP following their emergency annual review or a later failure to provide the agreed safeguarding information, maintain agreed contact or return child to school by agreed date.

Send a copy of this letter to the child’s EHCCo and CME officer at cme@ealing.gov.uk.

Sections in red should be updated by the school as applicable.

• If the SEN team decide not to cease the child’s EHCP try to maintain contact with the family as regularly as possible.
• If you cannot contact the family, try to stay in touch with an emergency contact or other family member/friend who can provide updates.
• Keep the child’s EHCCo and the CME Officer informed as to their absence and the level of contact you are managing.