The school’s statutory policies can be found on the Loxford School Trust website. Please click here to view the policies

Human Resources Policies and Procedures at Loxford School Trust

All policies and procedures are held locally in all Loxford Trust Schools.
To receive a copy please speak to the HR Officer at the school: List of Policies

SEND policyExclusions StatementBehaviour PolicyAdmissions PolicyComplaints PolicyHome School AgreementLST – COVID19 – Behaviour Policy Addendum Remote Learning LST – COVID19 – Behaviour Policy Addendum Students in School COVID 19 Policy Adjustments – Gaynes SchoolImpact Assessment – COVID- 19 – Staff and pupilsCOVID – 19 Risk Assessment – Full School Reopening – September 2020Remote Education – Gaynes

Absence Policy

Parents are required to report their child’s absence by leaving a message on the school absence line by telephoning the main school number – 01708 502900  to report your child’s absence’ by 9.00am on each and every day of absence.

In addition to daily phone messages, all absences must be followed up by a letter from parent/carer to the Attendance Officer, on the child’s return to school to confirm the reason for absence.

Medical Evidence
Absences of five consecutive days or more or where patterns of absence have emerged must be supported by medical evidence e.g. GP letter/appointment card/slip; copy of prescription; prescription medication packaging. Failure to provide medical evidence may result in a referral to the Education Welfare Officer for the school.

Medical appointments
The school encourages parents to make medical appointments including dental, GP, hospital appointments, where possible, out of school hours. Where this is not possible, students should only be out of school for the minimum amount of time necessary for the appointment and ensure that they return to school after.

Students should always return to school immediately after their appointment unless they are unwell or in pain from treatment, in which case parents are required to leave a message on the absence line as soon as possible after the appointment to explain the reason for non-return to school as well as sending in a letter addressed to the Attendance Officer, on the child’s return.

Missing registration for a medical or dental appointment is counted as an authorised absence as long as it is supported by an appointment card/letter. However, students should always attend morning registration first where possible and then sign out for their appointment unless there is insufficient time to do so.

If your child needs to leave school during the school day to attend a medical appointment, please ensure that he/she brings a letter from you stating what time you wish your child to leave school together with the appointment card/slip/letter which should state the time and venue of the appointment.

Leave of absence
All requests for Leave of Absence, including attending auditions, peripatetic music exams, sporting activities/competitions, family funerals etc, should be addressed to the Head Teacher and submitted in advance via the Attendance Officer. All requests must be accompanied by written evidence to support the request. Please ensure that the letter of request states the time of the event as well as the time you are requesting your child to leave school if appropriate as well as the venue/place of the event if appropriate.

Holidays during term time will not be authorised unless there are the most exceptional of circumstances to consider and if taken parents will receive a penalty notice fine issued by Havering Local Authority.

Please note that penalty notice fines are issued to each parent and for each child.


The safety and well-being of our students is our primary concern.

The School takes the welfare and safety of students very seriously, working hard to reduce all the kinds of harm that children can suffer, including abuse, bullying, discrimination and avoidable injuries. We strive to make sure that every student in the School feels secure, well cared for, and able to reach their full potential.

The School understands and is committed to the vital contribution that all Governors, staff, parents and students can make to safeguarding children. Our curriculum is designed to create awareness in students of safeguarding issues and how to deal with them. Training of all staff in identifying, reporting procedures and dealing with such issues is regular and thorough.

We will continue to ensure that all our staff, other professionals, parents/carers and students work together to know the rules about keeping children safe. They will understand the importance of following procedures and listening to each other, especially when there are concerns about safety.

Our procedures comply with the letter and the spirit of guidance, regulation and best practice.

Our policies which contain further details can be found on our website, using the link at the top of the page.

You can access the Child Exploitation & Online Protection Centre directly via

E-mail contacts are available below but if you have any concerns at all about the safety or welfare of a child please make immediate contact by telephone and be sure to clear that there may be a safeguarding issue.

If you believe that a child is in imminent danger please contact the police. Dial 999.

The School Lead Designated Child Protection Officer (Gaynes School) can be contacted via the School E-mail

The School Deputy Designated Child Protection Officer (Gaynes School) can be contacted via the School E-mail

All contacts above can be reached by telephone on 01708 502900.

Bad Weather and Academy Closure Information

The school will only close to students in exceptional circumstances.

Should there be a need to close the school to individual year groups or all students, information will be posted on the school website home page as soon as the decision has been made.

Please ensure the school office is informed if mobile numbers or email addresses change.