What are ‘Exceptional Circumstances’ under which time off in term-time can be authorised by the Head Teacher?

The information below seeks to clarify the meaning of ‘exceptional circumstances’ and outline some guiding principles to aid the Head Teacher’s decision-making process, while giving parents a consistent and fair approach to requests for term-time absences.

The fundamental principles for defining ‘exceptional circumstances’ are that they are rare, significant and unavoidable.

 

Exceptional Circumstances can be:

• Serious illness or death of a close relative: a short period of time off school due to sudden, acute illness or death of a close family member are usually considered exceptional circumstances. We will require proof of flights and medical letters supporting that a family member has a sudden and acute illness. A short period of absences to visit seriously-ill relatives or for a bereavement of a close family member are usually considered to amount to exceptional circumstances, but for the funeral service and travelling time only, not for extended leave. Ongoing illnesses are not usually considered to warrant an authorised leave of absence. 

• Unavoidable Travel Disruptions: Travel issues preventing a return, such as severe weather or transport cancellations. Proof will be requested.

• Loss of housing because of natural disasters, being forced to move by the Council, domestic violence, other circumstances, will be considered on a case-by-case basis.

 

What is not considered Exceptional Circumstances:

• Family holidays, even if this is to visit relatives abroad, a ‘trip of a lifetime’, etc. 

• Cheaper flights

• Birthday celebrations

• Attending a concert/show

• Wedding of extended family members or friends (wedding of parent/step-parent may be considered under ‘exceptional circumstances’)

• Extending a school holiday (taking days off immediately before or after school holidays will be recorded as unauthorised absence)

 

How many days will be authorised under Exceptional Circumstances:

• Normally, three days will be authorised under exceptional circumstances per academic year, at the discretion of the Head Teacher.

 

When making absence-related decisions, the Head Teacher will also consider:

• A pupil’s record of attendance for the current and previous academic years.

• If the request is made to extend the beginning or end of a school holiday period, it is unlikely to be considered exceptional.