Improving Staff Attendance: Laying the Foundations

In this first article of her new digital series on improving staff attendance, Rebecca Cunliffe explores how schools can lay strong foundations through clear policies, effective communication and consistent practice

Let’s be honest, staff attendance isn’t the most exciting topic in school management. But if you’re a school business leader like me, you know it’s one of the most important. When staff attendance is poor, everything else starts to wobble: student outcomes, team morale, even the school budget. So, how do we tackle it? The journey starts with strong foundations.

Clear Policies and Procedures: Your Starting Point

Think of your attendance policy as your compass. Without it, you’re navigating blind. But having a policy isn’t enough – it needs to be clear, accessible and actually used. I’ve seen policies that are beautifully written but buried in a folder no one opens. That’s not helpful.

Your policy should spell out:

• How staff should report absences
• What constitutes authorised vs. unauthorised absence
• The process for return to work
• What support is available for staff struggling with health or wellbeing

It should also be fair and consistent. If staff feel the policy is applied unevenly, trust breaks down. So, make sure it’s reviewed regularly and shared widely.

Communication: Making Expectations Clear

Once your policy is in place, the next step is communication. And I don’t mean a one-off email. Expectations regarding attendance should be an integral part of your school’s culture. Mention it in staff briefings, include it in newsletters and incorporate it into performance conversations.

I’ve found that visual reminders are helpful – posters in the staff room, quick reference guides in pigeonholes and even a slide in induction presentations. The goal is to make sure everyone knows what’s expected and what support is available if they’re struggling.

And don’t forget tone. This isn’t about policing, it’s about partnership. Frame your communication around care and clarity, not control.

Return to Work Interviews: A Small Step with Big Impact

Now, let’s talk about return to work interviews. These are often skipped, especially when things get busy. But they’re one of the most powerful tools we have.

A return to work interview doesn’t need to be formal. It can be a five-minute chat in the office or a quick check-in over coffee. The point is to show that you’ve noticed the absence, that you care and that you’re keeping track.

Here’s what I usually cover:

• How the staff member is feeling.
• Whether they need any support.
• A reminder of the attendance policy.
• Any patterns or concerns we’ve noticed.

When done consistently, these interviews send a clear message: we’re here to support you, but we’re also serious about attendance. And they help us spot issues early – whether it’s a health concern, a workload problem, or something personal.  Have a copy of the attendance policy close by so you can refer to it if asked any questions during the meeting.  The policy should be well-thumbed as you refer to it regularly to ensure you are treating everyone fairly and in line with the rules.  Employees will notice if you bend the rules even slightly and will feel a sense of injustice, which will harm the culture you are trying to build.  Be consistent and ensure everyone is aware of the expectations.

Building a Culture of Accountability and Support

Improving attendance isn’t just about rules – it’s about relationships. When staff feel valued and supported, they’re more likely to show up. When they know expectations are clear and consistent, they’re less likely to push boundaries.

It’s a balance. We need to be firm but fair, supportive but structured. And that starts with the foundations: clear policies, strong communication, and consistent follow-up.

It takes time and effort from us, and I know that this is precious. However, remember that improving staff attendance gives you more time every morning, when you don’t have to arrange supply staff or deal with the staffing jigsaw of moving people around to cover classes.

Real-Life Example: What Worked for Us

At our school, we revamped our attendance policy last year. We made it shorter, clearer and more user-friendly. We introduced a simple reporting system and trained line managers on how to carry out return to work interviews.

We also started tracking attendance more closely – not to punish, but to support. We noticed one staff member had frequent short-term absences. A gentle conversation revealed they were struggling with anxiety. We connected them with our wellbeing lead and made some adjustments to their workload. Their attendance improved dramatically.

It wasn’t about discipline, it was about understanding and developing the relationships we have with our staff.  If they build trust in school leaders, they are less likely to take time off. If they enjoy their work and feel valued, you will, in return, see improved performance.

If you’re just starting out on your attendance improvement journey, don’t feel overwhelmed. Focus on the basics. Get your policy right, communicate clearly, and follow up consistently. These small steps lay the groundwork for bigger changes.

And remember this isn’t just about numbers. It’s about creating a school culture where staff feel supported, expectations are clear and everyone is working together to give students the best possible experience.

In the next instalment, we’ll look at how to monitor and measure staff attendance effectively.