Cover Policy
1. Aim of Policy
The aim of this policy is to:
1.1 Ensure that staff are aware of the procedures for unplanned and planned absences.
1.2 Ensure students are engaged in learning appropriate work when a teacher is unable to attend class.
1.3 Put a clear structure in place to deal with cover work when a teacher is absent.
1.4 To ensure staff are aware of the procedures and responsibilities of setting cover work.
1. 5 To ensure staff are aware of their cover responsibilities.
2. Absence procedure for teachers
Procedures for reporting absence and providing cover material:
2.1. Unplanned absence (e.g. sickness or emergencies)
2.1.1 The Attendance Officer must be informed of an unplanned absence by 8am on the day of the absence, either by phone (02079 373 858) or email (attendance@ashbournecollege.co.uk).
2.1.2 Cover work must be uploaded and scheduled on Google Classroom for the set lesson time and any additional instructions should be emailed to the Attendance Officer to pass onto the cover teacher by 8.30am. A copy should also be emailed to the Line Manager.
2.2 Planned absence (e.g. CPD, training, medical appointments)
2.2.1 Planned absences must be agreed with the Line Manager in advance.
2.2.2 The Attendance Officer must be informed of the planned absence at least 3 working days in advance, where possible.
2.2.3 Cover work must be uploaded and scheduled on Google Classroom.
2.2.4 If students require printed handouts for cover work, teachers should prepare these in advance, clearly label which lessons they are for and ensure these are given to the Attendance Officer in YS reception.
3. Guidelines for preparing cover work for absences
3.1 The work must be easy to explain with a clear set of instructions for the cover teacher who may not be familiar with the subject or material being taught.
3.2 The work must engage students for the full two-hour lesson, ideally with a provision for homework.
3.3 The work must not be something that the students are incapable of completing. If the material is deliberately challenging, teachers should ensure there is an alternative task available for students.
3.4 The cover work should not require students to use a computer or laptop, as these may not be available in the classroom.
3.5 The work must be relevant to the course; not just something to occupy the students for the duration of the lesson.
3.6 The cover work should be printed in advance where possible. Otherwise it should be uploaded on Google Classroom.
3.7 The work should be relatively easy to interpret by other members of staff who do not teach that particular subject.
3.8 The work set should be easily interpreted by all of the students within the group.
3.9 If homework is set, it should be given with clear instructions and a deadline on Google Classroom.
3.10 If the cover work involves playing multimedia, clear instructions on how to operate the DVD player or Apple TV must be laid out in an email to the Attendance Officer so it can be passed on to the cover teacher.
3.11 It should be specified for students whether the cover work provided should be collected at the end of the lesson, submitted via Google Classroom or handed in at the next lesson.
4. Procedure where no cover is available
While the College always endeavours to provide cover for classes, it is not always possible to do so at short notice.
4.1 Where no teacher is available students may be asked to work in the library at OCP or YS under periodic supervision.
4.2 In the rare event that several teachers are absent in one day, the College may cancel the class as a last resort.
4.3 Notice of a lesson cancellation can only come from the Attendance Officer. If a teacher knows they will be absent they must not tell their students that they do not need to attend the class.
5. Absent teacher responsibilities
5.1 Report absence and prepare cover material – If a teacher is unable to attend a class at short notice they are responsible for alerting the Attendance Officer and providing cover material, as outlined above.
5.2 Rescheduling the class – Wherever possible, classes should be rescheduled rather than providing cover lessons. Teachers should consult the Timetable Team to find out whether it is possible to reschedule the lesson.
5.3 One-to-one lessons
5.3.1 Cover will not be provided for these lessons.
5.3.2 The student will be made aware of a staff’s absence by the Attendance Officer, or an administrator if lessons are 1-2-1.
5.3.3 The teacher must liaise with the Timetable Team, on their return, to decide whether this lesson needs to be rescheduled.
6. Cover teacher responsibilities
The Attendance Officer will contact a teacher to request cover either in advance or on the day of the lesson. Cover teachers should:
6.1 Ensure they are available to provide cover when they are timetabled to be available to do so.
6.2 Check their emails for cover requests especially on days when cover is scheduled in their timetable; in some cases cover requests can be very last minute.
6.3 Collect or access the cover work as instructed by the Attendance Officer. This may involve collecting the cover work directly from the Attendance Officer, who is based in Young Street, or at the relevant reception (OCP or YS), or accessing the material from Google Classroom.
6.4 Complete the attendance register within the first 5 minutes of the lesson. The cover request email will provide details but teachers can always contact the Attendance Officer with any issues.
6.5 Ensure all students follow the instructions given by the absent teacher. This includes completing the work set, either from handouts or via Google Classroom, giving in work completed at the end of the lesson and noting down any homework set, if required.
6.6 Attend the class for the entire duration, allowing a 10-minute break after 50 minutes. Please do not leave the students unattended.
6.7 Permit students to work on other assignments or read if they have completed the cover work early and continue to monitor the students. Do not permit students to leave the lesson early.
6.8 Ensure GCSE cover classes are supervised throughout; students must not be left unattended during class time and they are not permitted to leave the site during their break time. See point 8. below.
6.9 Check whether late students have signed in at reception via the register. If they have signed in late they will be marked PLA. If they are still marked as UA, they should be sent back to reception to sign in late.
6.10 Ensure that students are “engaged in learning” for the duration of the class.
6.11 Report any issues encountered during the cover lesson to the Attendance Officer and complete an academic share.
7. Attendance Officer (or relevant Cover Work Administrator) responsibilities
7.1 Regularly check emails to remain alert to possible teacher absence.
7.2 Request cover for absent teachers and instruct cover teachers on lesson details including times, room and cover materials.
7.3 Distribute work to cover teachers if required.
7.4 Assist cover teacher to complete attendance where appropriate.
7.5 Liaise with cover teachers and absent teachers with respect to collecting students completed work at the end of a cover lesson.
8. GCSE students
8.1 GCSE students should not be allowed to leave the building during break time in the middle of the lesson.
8.2 Cover teachers must escort students to and from the premises when the lesson is not taking place in Young Street. For example, when they need to go to a Drama lesson in OCP.
8.3 Alert the Attendance Officer immediately if a GCSE student fails to arrive at the classroom, without good reason, within the first 5 minutes of the lesson. GCSE student absence is a serious concern and must be managed swiftly and appropriately.
9. Teacher commitments
9.1 Yearly teachers are required to provide cover throughout the academic year. These hours will be fixed in their timetable after the first week of September.
9.2 Hourly teachers have a committed number of teaching hours per week, as set in their contracts. Where Ashbourne is not yet able to fill the contracted hours, the remaining teaching hours will be allocated to providing cover.
10. Cover in practical rooms
10.1 Science labs – students should never be left unattended in a science lab. Cover teachers should ensure that all students are out, and remain out, of the lab when they leave for their break.
10.2 Art and graphics rooms – students should not be left unattended in the art and graphics rooms. Cover teachers should ensure that all students are out of these rooms when they leave for their break.
10.3 Music room – students should not be left unattended in the music room. Cover teachers should ensure that all students are out of the music rooms when they leave for their break.