How it works
A secure web based system, Term Time Tracker
was set up in consultation with Local Authorities
and designed so that extended holiday
applications can be easily entered into the system.
Once entered, the operators work is complete. On
the date of the child’s leave, the parents will receive
a text message wishing them a safe trip and
reminding them of the date they should return and
what to do if they do not return back by that date.
Term Time Tracker automatically checks each
application in its database every day. Should that
child then be overdue, the operator of Term Time
Tracker is alerted by email to that and to any other
The operator would then calls the child’s school to
ascertain whether or not the child has returned. If
they have returned they are marked as such on the
Term Time Tracker system and the process is
complete. However, if they have not, the operator
is given the option of texting the parent, to request
that they call the Local Authority to update them
with a new due back date.
Pupils remain on the email list sent through to the
operator of Term Time Tracker until they are marked
as having returned, thus ensuring that no pupils ‘slip
through the net’ and that their extended holiday
absence is monitored and tracked until they return.
No additional hardware
The secure website is designed to be easy to use by the operator(s) in an authority with an unlimited site licence. Their PC(s) require just an internet connection – with no additional hardware or telephone lines required.
Simple to use
Term Time Tracker is simple to use and virtually support free, online tutorials are there to talk the operator(s) through every step of the process. The system includes, in-authority training and further support will always be available via email, web and telephone.
Overview of the system
- All new extended holiday application forms are passed from school to LEA as normal. These application forms and all the details they contain are then entered on to the Term Time Tracker system.
- The applications are then processed and transmitted securely to a central computer. Each application is checked automatically everyday. If a parent and child are leaving on that day, a text message is sent to their mobile phones.
- The parent receives a text message to their mobile phone reminding them of the return date registered in the system. The child receives a separate text message to their mobile phone, giving them the contact number should there be any problems whilst away.
- Everyday the system checks each application in its database to see if a child’s return is overdue. This ensures no child can ‘slip through the net’ as they will always be present on the daily report. If a child is late returning their details are added to the daily report sent by email to a member of your staff.
- The school can be contacted to find out if the child has returned. If they have, then the child is marked as returned, if not the LEA can send an overdue message. By clicking 'Send' on the daily report. This results in an overdue message being sent to both parent and child. The parent and child then receive two separate text messages from the system to their mobile phones irrespective of where in the world they are.
- The LEA can also send one off text messages to the parent or child, in addition to the automatic messages set up. These could be asking for specific information or advising them on other matters, these would also be sent to the Head teacher of the childs' school as an email. The System stores all of the information, so a history of a child absence can be investigated.
