Learner Attendance and Punctuality Policy

1. Introduction

This policy outlines Dynamic Training’s approach to encouraging excellent attendance and punctuality, ensuring that all learners can maximise their potential during their programmes. Learners are expected to maintain high standards of punctuality and attendance for all coaching sessions, formal progress reviews, workshops, and any other learning activities. While Dynamic Training aims for 100% attendance to demonstrate commitment and a desire to progress, we recognise that unforeseen circumstances may occasionally prevent this. Our goal is to support learners in achieving the highest possible attendance while being understanding of events beyond their control.

2. Policy Statement

Attendance registers are crucial documents that must be accurately completed at the beginning of each session to allow for effective monitoring and support of learners with low attendance. Individual attendance reports will be generated regularly, and any concerns will be promptly addressed through discussions involving the learner, their line manager, and the employer lead at the learner's employer. Together, they will agree on and implement appropriate support measures as needed.

3. Scope

This policy applies to all learners engaging in full or part-time programmes with Dynamic Training, either directly or through a partner organisation.
The Learner Attendance and Punctuality Procedure will ensure that Dynamic Training UK Ltd provides a consistent approach to the completion of registers and attendance information.

4. Punctuality and Attendance

Punctuality is critical for learners to achieve their full potential. Late arrivals disrupt classes and reduce learning opportunities. Learners are expected to:

• Attend all lessons, arriving before they start, fully equipped and prepared.
• Inform in advance of any genuine reasons for lateness or absence via email to attendance@dynamcitraining.org.uk or link on learner portal Unable To Attend A Workshop? - Dynamic Training
• Arrange other appointments outside of scheduled learning times.
• Ensure you are given time off for study as agreed as part of your learning agreement or communicate to your Skills Development Coach/ Tutor if time is not being given so that a support action plan can be put in place to help remedy this (see support action plans) and enable you to catch up on any missed work with the necessary support.
  
  

5. Attendance and Punctuality roles and responsibilities

Dynamic Training UK Ltd Responsibilities

Dynamic Training UK Ltd will:

• Provide every learner with a Learner Handbook and an Important Information Policy & Procedures Handbook at the start of their program. We will also work with learners to maintain a minimum attendance rate of 90%.
• Initiate a cause for concern procedure after two consecutive days of unauthorized absence or lateness.

Responsibilities of the Apprentice

Learners are expected to:

• Familiarize themselves with the content and expectations outlined in the Dynamic Trainings Learner Handbook, that includes this policy regarding attendance and punctuality.
• Attend work and training sessions as agreed upon.
• Inform Dynamic Training of any known absences, such as holidays or sickness, via email attendance@dynamictraining.org.uk or link on learner portal Unable To Attend A Workshop? - Dynamic Training, and the internal attendance log will be updated accordingly.
• Obtain approval for annual leave from their employer and communicate this to their Skills & Development Coach in advance.
• Contact Dynamic Training immediately if their employment ends or changes.
• Arrive for training sessions or coaching meetings at least 10 minutes before the scheduled time.

Responsibilities of the Employer

Employers are required to:

• Inform Dynamic Training UK Ltd immediately if a learner is absent for a Skills & Development Coach visit or if the learner leaves employment.
• Release learners for all scheduled training sessions.

Responsibilities of the Skills & Development Coach

• Hold overall responsibility for each learner in their cohort.
• Engage in discussions with learners during visits to employer premises regarding attendance and punctuality (See sections 10 and 11 of this policy)

6. Monitoring

• Tutors will note attendance within 10 minutes of class start and update the register immediately after the session.
• Any late arrivals must be recorded, and non-attendance processes followed (see below).
• Dynamic Training Account Manager will inform the Employer Lead within the learners organisation of any concerning attendance patterns in addition to following the guidance on non-attendance in this policy (See below).
• Monthly attendance reports will be generated and reviewed by the Dynamic Training management team.
• Overall attendance falling below 85% will be flagged as an "Amber" risk, and below 72% as a "Red" risk, prompting further action.

7. Unexplainable and/or Persistent Absence

• If a learner cancels or misses two consecutive sessions, a review meeting will be conducted to identify underlying issues and required support.
• Known absences, such as holidays or sickness, should be communicated via attendance@dynamictraining.org.uk or link on learner portal Unable To Attend A Workshop? - Dynamic Training, and the internal attendance log will be updated accordingly.

Unexplained absences should be reported on the register as unauthorised absence, for more than two absences or cancellations coaches/tutors will be informed to develop an electronic action plan saved in the OneFile E-portfolio journal and shared with relevant stakeholders (via account manager email).

8. Absence and Withdrawal Procedures

Dynamic Training will do everything possible to support learners in completing their programmes. If learners feel unable to continue, they should contact us promptly to explore potential solutions. Withdrawal from a programme will be considered under circumstances such as a learner's decision to leave, dismissal due to misconduct, or prolonged unexplained absence.

9. Legitimate Authorised / Planned Absences

• Dynamic Training recognises that unavoidable circumstances may prevent attendance. Such absences will be authorised on a case-by-case basis and include serious illness, medical appointments, jury service, court appearances, job interviews, funerals, and recognised religious holidays. Planned absences should be communicated via attendance@dynamictraining.org.uk or link on learner portal Unable To Attend A Workshop? - Dynamic Training as early as possible.

10. Procedures for Non-Attendance of learners (unauthorised/ Unplanned)

If a learner misses a session:

Tutor to mark this on the attendance register

• Attendance@dynamictraining.org,uk will Immediately contact the learner to ascertain the reason offering alternative dates to repeat the session. CC in the employer and coach of the absence.
• Coach if necessary to Schedule a meeting with the learner and employer to address repeated rescheduling and agree on an action plan.
• Attendance@dynamictraining.org.uk to document all issues and resolutions in OneFile E-portfolio Journal under notes and coach to add to if necessary.

11. Action Plans

Action plans will be put in place for learners who persistently cancel or do not attend sessions (after two instances). A copy of the plan will be sent to the employer's lead via the account manager's email. These plans will be emailed to the learner, their line manager, the employer lead, and the coach. The coach will then save the plan into the learner's OneFile E-portfolio journal.

12. Related Policies and Publications:

Learners Service Level Agreements

Safeguarding policy