School Attendance and Pupil Welfare
Emotionally Based School Avoidance (EBSA) Support
It is important to note that not all individuals who show non-attendance or anxiety will experience EBSA.
What is EBSA?
Emotionally-based school avoidance (EBSA) is used to describe children and young people (CYP) who find it difficult to attend school due to emotional factors, mainly feelings of fear and anxiety. These factors can lead to long periods of school absence. It is important to implement support as soon as possible, as the longer the concerns are not addressed the more difficult it can become to change avoidance behaviours. Approximately 1-5% of young people are out of school due to EBSA. However, literature suggests the prevalence including pupils who are in-school but may not be attending all lessons is not yet known.
Signs of EBSA
You may notice some behaviour or physiological changes in the CYP that may be signs of EBSA. These may be particularly noticeable on Sunday evenings and before school.
These could include:
- Worrying that increases when they are due to attend school.
- Expressing negative thoughts or concerns about school e.g. coping with schoolwork, being judged by teachers or peers, being different to everyone else, something bad happening at school of they attend etc.
- Physical symptoms such as headaches or stomach aches.
- Symptoms of anxiety such as dizziness, nausea, shaking, increased heart rate, butterflies in their stomach, ringing in ears etc.
- Difficultly falling asleep at night and getting out of bed in the morning
- Being distracted or difficulties concentrating.
- May appear short-tempered or fearful, especially when discussing school.
Anxiety and EBSA
Anxiety is a physiological response to potential threat and can feel quite scary. We need to support our CYP to recognise the early signs of anxiety and develop relaxation techniques or strategies so that they can manage their feelings.
A little anxiety or stress can be a positive thing as it motivates us to do things such as prepare for an exam. We actually perform better when we experience some challenge as it makes us more alert and task-focused. However, when the challenge outweighs our coping, and the anxiety builds to the point that we are feeling overwhelmed, this impairs our thinking and ability to reason rationally and cope with the challenges that life throws at us. This is a cumulative effect and it can then take just one stressor to ‘tip us over the edge’ to a point where we feel overwhelmed and unable to cope.
People can experience anxiety in different ways. The following feelings can be experienced individually or simultaneously:
- Dizzy, lightheaded, or can’t concentrate
- Tunnel vision
- Blushing cheeks
- Dry mouth
- Difficulty breathing / swallowing
- Tense muscles
- Heart racing
- Sweating, feeling like throwing up, diarrhoea
- Butterflies in the stomach
- The need to urinate
- Trembling / shaking
- Feet running
When anxiety and EBSA is linked, the young person is likely to experience anxious and fearful thoughts around attending school or the ability to cope with school work. This leads the CYP to attempt to avoid the overwhelming feelings and situation that is invoking the anxiety and they will withdraw, possibly by refusing to get ready for school/leaving home or not entering the school. The CYP could also present hostile behaviours in order to not only avoid the situation but feel as they have some control over a very ‘out-of-control’ situation (Thambirajah et al., 2008). The avoidance of thinking about or attending school is likely to reduce anxiety and create a sense of relief, which can lead into a cycle that maintains EBSA overtime, as described further below.
The EBSA cycle is the idea that the CYP’s anxious feelings about school could lead to increased school avoidance. This can be due to negative thoughts about school and the CYP’s own ability to cope, possibly leading to the avoidance of the situation evoking the anxiety, and the relief felt as a result. The potential immediate reduction in anxiety could also lead to increased school avoidance, where the anxious feelings around school are reinforced.
As a result of this cycle, the CYP may also experience additional difficulties: school avoidance may result in falling behind in school work, loss of friends and increasing isolation. In turn, this can increase the anxiety felt around school and emphasise the pleasurable activities available at home, therefore decreasing the CYP’s motivation to attend school.
Autism and EBSA
It is important to note that not all individuals with Autism will experience EBSA.
Feelings of anxiety are commonly regarded as an integral part of Autism. Anxiety may worsen during adolescence, as children face increasingly more complex social interactions and often become more aware of their differences and interpersonal difficulties. The world can seem very unpredictable and a confusing place to people with autism. Additionally, being out of school could possibly become the young person’s new routine. The desire for maintaining this routine could lead to the young person spending more time out of school. Sensory processing differences may also be a contributing factor to feelings of EBSA for young people with Autism.
Acknowledgments to Conwy’s local authority and West Sussex EBSA Guide
Pembrokeshire Education Support Grant
(formerly the Pupil Development PLUS Grant)
This is a Pembrokeshire specific grant and is separate to the Welsh Government School Essentials Grant.
Pembrokeshire Education Support Grant is a scheme to help parents in difficult circumstances with school uniforms.
From April 2019, we will offer a grant of up to £125 per statutory school age pupil for:
- School uniform including coats and shoes.
- School sports kit including footwear.
- Uniform for enrichment activities, including but not limited to, scouts; guides; cadets; martial arts; sports; performing arts or dance.
- Equipment e.g. school bags and stationery.
- Specialist equipment where new curriculum activities begin such as design and technology.
- Equipment for out of school hour’s trips such as outdoor learning i.e. waterproofs.
This is not an exhaustive list, and there is some discretion about what could be funded, but it must be something that will support the achievement of the child. Decisions on applications will be made by the Education Welfare Service Manger.
Examples of difficult circumstances may include:
- Families experiencing moving over to Universal Credit and experience significant delays in receiving benefit payments.
- Loss of possessions due to an event beyond your control such as fire or flood.
- A child who has to move schools at short notice at the advice of the Local Authority.
Other assistance for low-income households
There are other limited potential sources of financial help:
- Parents receiving Income Support
- Income Based Jobseeker’s Allowance
- Income-related Employment and Support Allowance,
- Pension Credit
or payment on account of one of these benefits or entitlements for at least 26 weeks may be able to apply for a social fund budgeting loan under the category of clothing and footwear from Jobcentre Plus. Claimants currently claiming Universal Credit can apply for a budgeting advance.
Help may be available from governing bodies or parents' associations of schools. This may be financial support from a hardship fund, a savings scheme or through the provision of second-hand clothing.
For further information please speak with the Education Welfare Officer for your school or request an application form from email address below.
Contact information
01437 775845
School Essentials Grant
Contents:
Overview
If your child is in school and receives free school meals, you may be eligible for a School Essentials Grant to help with the cost of key school items.
Also known as:
- Pupil Development Grant (PDG Access)
- Uniform Grant
What you get
- £200 for children in Year 7
- £125 for children in all other years
- Apply between 1 July 2025 and 31 May 2026
If you received the grant last year and are still eligible, you may get an automatic payment in mid-July.
What it covers
You can use the grant for:
- School uniforms and footwear
- Sports kit and equipment
- School trips, after-school clubs, music lessons
- Classroom supplies (e.g. pens, bags)
- A laptop or tablet (if not loaned by school)
Who’s eligible
Your child must be eligible for means tested free school meals. This is different from the Universal primary free school meals
scheme.
You may qualify if you receive:
- Income Support (income-based)
- Income-based Employment and Support Allowance
- Child Tax Credit (income under £16,190)
- Pension Credit (guarantee)
- Universal Credit (net earnings under £7,400)
- Support under the Immigration and Asylum Seekers Act 1999
- The grant is not awarded to pupils beyond year 11 and children must be of "compulsory" school age to be eligible. (Compulsory school age - under section 8 of the Education Act 1996, children become of compulsory school age on the 31st December, 31st March and 31st August (whichever comes first) following their 5th birthday).
- All looked after or foster children qualify, but an application is still needed.
In some cases, you may need to receive one of these even if your child receives free school meals. Check other help available if you are not eligible for this grant.
How to apply
Applications open 1 July 2025. You'll need:
- Your contact details
- Your child’s school name
- National Insurance number
- Bank details
Apply from 1 July 2025 to 31 May 2026.
After applying
You will receive a confirmation email of your application, and we will let you know what happens next.
Contact information
01437 775845
Challenging bullying
Experiencing bullying, whether in school, online, or in the community can have a serious impact on a child’s wellbeing, confidence, and ability to attend school. The Education Welfare Service is here to support children, young people, and families affected by bullying.
Working in partnership with schools, families, and other agencies, our Education Welfare Officers can help address attendance concerns linked to bullying, advocate for the child’s needs, and ensure appropriate support is in place. We listen without judgment and work to ensure every child feels safe, heard, and able to access their education without fear.
If bullying is affecting your child’s attendance or wellbeing, please contact us, we are here to help you find a way forward.
Understanding and responding to bullying
As a parent or carer, you play a vital role in helping your child navigate friendships and social interactions, both in person and online. By guiding them to treat others with kindness and respect, and by promoting open conversations about their experiences, you can support their social and emotional wellbeing.
You are often the first to notice if your child seems withdrawn, unhappy, anxious, or more aggressive than usual. These may be signs that something is wrong, and possibly that they are experiencing or engaging in bullying.
We understand that discovering your child is involved in bullying, whether as a victim or perpetrator, can bring a mix of emotions: worry, sadness, anger, or guilt. Please remember, you are not alone, and there is a way forward. We are here to help.
What is bullying?
Pembrokeshire County Council defines bullying as:
"Behaviour by an individual or group, repeated over time, which intentionally hurts others either physically or emotionally."
Bullying can happen face to face or online (cyberbullying), and it usually involves three key elements:
- Intentional harm, the behaviour is deliberate.
- Repeated over time, not a one-off incident.
- Imbalance of power, the person being targeted feels unable to defend themselves.
While not all conflict or unacceptable behaviour is bullying, it is always important to take your child’s concerns seriously and seek support if needed.
How the Education Welfare Service can help
If bullying is affecting your child’s attendance, wellbeing, or behaviour, our Education Welfare Officers can work with you and your child’s school to help address the issue. We support families through early intervention, advice, advocacy, and referral to further support if needed.
No child should feel unsafe or unsupported at school. If you’re concerned, please contact us, we are here to help.
When is it not bullying?
The following examples are examples of unacceptable behaviour but are not examples of bullying:
- a disagreement or ‘falling out’
- an argument or one-off fight
- relationship issues where children or young people need to learn how to get along better
- someone being ‘nasty’ with unkind or disrespectful words or action.
All unacceptable behaviour must be challenged, whether bullying or not.
What can you do to help?
There are lots of things you can do as a parent/carer to support your child, the guidance linked below gives some ideas about how to talk to your child about bullying, how to spot the signs, how you can help them and how to build your child’s confidence and self-esteem. The guidance also gives information about dealing with bullying online, it covers coping with the effects of bullying and managing your own feelings and actions
Guidance for parents and carers (opens in a new tab)
Guidance for young people (opens in a new tab)
Guidance for children (opens in a new tab)
What to expect from your child’s school
All schools have a duty of care to provide a safe, supportive environment for learners. By law, they must have a behaviour policy, and we expect them to have a clear anti-bullying policy as well. These policies outline how bullying concerns are handled and should be available on the school’s website or upon request.
Raising a bullying concern: General steps
If you need to report a bullying incident, follow these steps, allowing the school time to act and monitor progress:
- Speak to the class teacher, form tutor, or head of year
- If unresolved, escalate to the headteacher
- Next, contact the school governing body
- If necessary, raise the issue with the local authority
Throughout the process, keep a written record of your communications, including:
- Who you spoke to
- When and how contact was made
- What was discussed
- Any agreed actions and responsibilities
Remember: timely and consistent communication helps schools take effective action to keep your child safe and supported.
Communicating concerns respectfully
We understand that issues involving your child can be distressing, but it’s important to handle concerns through the appropriate channels.
Please avoid using social media to voice complaints about the school or to criticise or threaten individual members of staff. This can escalate the situation, cause unnecessary harm, and may lead to legal consequences. Schools have a duty of care not only to pupils but also to their staff.
Similarly, do not approach other children or families involved either in person or online. Confronting others can increase tensions and make the situation more difficult to resolve.
To ensure the best outcome for your child, we encourage you to work with the school through the proper procedures and maintain open, respectful communication at all times.
Education Welfare Service
Our Education Welfare Service works in partnership with families, schools, and other agencies to promote regular school attendance and ensure every child has access to their right to education. We provide early help and support to address barriers to attendance, offer guidance around legal responsibilities, and advocate for children and young people’s wellbeing. Whether you're facing school refusal, attendance concerns, or need advice on education options, we’re here to help build strong home school connections and positive future pathways.
We are dedicated to supporting learners and families in overcoming barriers to regular school attendance. Each school in the county is served by an Education Welfare Officer who collaborates with schools, families, and other agencies to promote consistent attendance and address any underlying issues affecting a child’s education.
Establishing positive attendance habits from an early age lays the foundation for future success. Research consistently shows that pupils who attend school regularly tend to achieve stronger academic outcomes, particularly in their GCSEs, compared to those with lower attendance. Beyond the academic impact, regular attendance is essential for children’s social development. Missing school can mean missing out on vital opportunities to build and maintain friendships, especially during the formative early years.
Punctuality is equally important. Arriving on time helps your child start the day calmly, confidently, and minimises disruption to their learning and the learning of others. Persistent lateness, particularly after the register has closed, may be recorded as an unauthorised absence.
If your child is experiencing difficulties attending school, or if you have concerns about their welfare in relation to education, you can access support by contacting your child's school directly or by contacting the Education Welfare Service. We are all here to help and support you.
Every absence matters. Missing just 2 days a month means a child misses 10% of the school year.
In addition to our work with schools, we also support children and young people who are Electively Home Educated. While parents have the legal right to educate their children at home, we aim to ensure that all EHE learners receive a suitable and efficient education. Our team maintains regular contact with EHE families, offering guidance, resources, and support visits to help them meet their educational responsibilities. We provide a non-judgemental, collaborative approach and work to build positive relationships with families, signposting them to relevant services and support networks where needed. Our goal is to promote the best outcomes for every child, regardless of their educational setting.
Our Education Welfare Service actively supports service children and their families, recognising the unique challenges they may face, such as frequent relocations, parental deployment, or adjusting to new school environments. We work in collaboration with SSCE Cymru Supporting Service Children in Education in Wales (opens in a new tab) to ensure these learners receive the understanding and targeted support they need. Through this partnership, we help schools identify service children on roll, ensure appropriate transitions are in place, and provide advice and interventions tailored to their specific circumstances.
Contact information
Educationwelfareservice@pembrokeshire.gov.uk
01437 77764551
Privacy notice – This notice explains why we collect and keep your personal information, how your information is used and what we do with the information we collect.
Education Welfare Service Team
Education Welfare Officers play a vital role within the education system, supporting children, young people, and families to overcome barriers to regular school attendance. Their role is both supportive and statutory, focusing on improving school attendance and promoting the wellbeing, safety and inclusion of learners. Working in partnership with schools, families, and other agencies, Education Welfare Officers help ensure every learner can access their right to education in a safe and supportive environment.
With a trauma informed approach at the heart of their practice, our Education Welfare Officers prioritise empathy, consistency, and the development of trusting relationships. They work closely with schools, families and partner agencies to identify and address the underlying causes of poor or irregular attendance through early, coordinated support. This may include a wide range of factors such as health difficulties, additional learning needs, social or emotional challenges, family circumstances, or safeguarding concerns.
Education Welfare Officers also help schools fulfil their legal duties around attendance, safeguarding, and learner welfare, while promoting a positive culture of engagement and inclusion.
If you are concerned about your child’s attendance or are facing challenges that are impacting their ability to attend school regularly, your local Education Welfare Officer can provide practical advice, advocacy, and access to wider support. The goal is always to work together, schools, families, and services, to remove barriers, promote wellbeing, and help every child reach their full potential.
In addition to supporting children in school settings, the Education Welfare Service plays a key role in supporting families who choose to Electively Home Educate (EHE). Our EHE Advisors work directly with families to ensure that home educated children receive a suitable, efficient, and age-appropriate education. These advisors offer guidance, regular contact, and the opportunity for supportive visits to help families navigate home education and feel confident in their approach.
The EHE Assistant provides essential administrative support, helps maintain accurate records, and ensures timely communication between families and the local authority. Together, the EHE team adopts a non-judgemental, partnership-based approach, respecting parental choice while prioritising the best interests and educational outcomes of every child.
EHE families are also supported through signposting to local resources, services, and events that enhance the learning experience, and by helping to ensure safeguarding measures are in place where necessary.
The Education Welfare Service is also committed to supporting children from armed forces families, who often face unique challenges such as mobility, parental deployment, or transitions between different education systems.
In collaboration with Supporting Service Children in Education in Wales (SSCE Cymru) (opens in a new tab), our team works to ensure that the needs of service children are recognised and supported across Wales. This includes close partnership working with SSCE Cymru School Liaison Officers, who help identify service children within schools, promote best practice, and facilitate a smoother educational journey for these learners.
These Liaison Officers play an essential role in raising awareness among school staff about the experiences of service children, ensuring schools have the tools and understanding needed to respond effectively. They also help schools develop policies, practices, and transition plans that support stability and continuity for service children and their families.
Together, our Education Welfare Officers, EHE team, and partners such as SSCE Cymru are committed to promoting inclusion, access, and educational success for all learners, whatever their background or learning context.
For further information
Educationwelfareservice@pembrokeshire.gov.uk
01437 77764551
029 2046 8616
Safeguarding and child protection: Our commitment
Safeguarding is everybody's business.
The Education Welfare Service plays a crucial role in safeguarding children and young people, ensuring their safety, wellbeing, and right to a secure learning environment. Education Welfare Officers work closely with schools, families, and multi-agency partners to identify and respond to concerns about a child’s welfare or safety.
Our officers are trained to recognise signs of neglect, abuse, or other safeguarding risks and follow strict protocols to protect vulnerable learners. They act promptly to report concerns and collaborate with social services and other agencies to provide timely support and interventions.
By promoting a culture of vigilance and partnership, the Education Welfare Service helps create safe and supportive educational settings where every child can thrive.
What to do if you have concerns about a child, young person or adult’s safety or welfare
If you have any concerns about the safety or wellbeing of a child, young person, or vulnerable adult, it is your responsibility to take immediate action.
Record the concern in writing and include;
- The child or adults Name
- Address
- Date of birth
- Details of your concern
- Your name and contact information
Report without delay, pass your concerns to the appropriate team. Never assume someone else will report your concerns. Take positive action and report it immediately. Children or adults at risk should not be expected to take responsibility for themselves or others.
If in doubt you can contact the Child Care Assessment Team or Adult Safeguarding Team to seek advice.
Important guidance:
- Do not assume someone else will report the concern, you must act.
- Children and adults at risk should not be expected to protect themselves or others.
- If there are signs of physical injury, seek medical help immediately.
- Listen carefully and patiently, do not question or judge what you are told.
- Never promise confidentiality, explain that you need to share the information to keep them safe.
- Write down details of the conversation as soon as possible.
This guide is a summary and not a replacement for the full Wales Safeguarding Procedures (opens in a new tab). Always ensure you are familiar with the safeguarding policies relevant to your role.
Contact information
Child Care Assessment Team: 01437 776444
Adult Safeguarding Team: 01437 776056
Social Services out of hours: 0300 123 5519
Police
In an emergency ring 999
Non-emergency 101
Other useful telephone numbers
NSPCC: 0808 8005000
Childline: 0800 1111
Domestic Abuse Helpline: 0808 8010800
Care Inspectorate Wales: 0300 7900126
Family holidays during term time
Taking family holidays during term time can have a significant impact on your child’s education. Even a few days away from school can disrupt learning, lead to gaps in understanding, and affect progress, particularly in key developmental years.
The Education Welfare Service works with families and schools to promote the importance of regular school attendance. We understand that family time is valuable, but we encourage parents and carers to plan holidays during designated school breaks whenever possible.
Schools can only authorise absence during term time in exceptional circumstances, and this is entirely at the discretion of the headteacher (or a person authorised to act on their behalf). Each request for leave will be considered individually, based on the circumstances provided.
Every school day matters. Attending school regularly not only supports academic achievement but also helps children build friendships, confidence, and a positive routine.
Please note:
- Requests should be made to school in advance by the parent or carer with whom the child normally resides.
- Except in exceptional circumstances, no more than 10 school days of leave should be granted within any academic year.
- Unauthorised absences may result in a fixed penalty notice in line with local authority and Welsh Government guidance.
If you are considering requesting a term-time holiday, we recommend speaking with your child’s school first. For further advice, please contact your child’s school or the Education Welfare Service.
Contact information
Educationwelfareservice@pembrokeshire.gov.uk
01437 764551
Penalty notices for regular non-attendance at school/alternative education provision
What is a penalty notice?
Parents and carers have a legal responsibility to ensure that their child(ren) receive a full-time education. Failure to do so may result in a penalty notice or, in more serious cases, legal prosecution.
A penalty notice is one of several interventions used to promote better school attendance. Attending school regularly is not only beneficial—it is essential. Regular attendance is closely linked to improved exam performance, increased learning opportunities, and better job prospects. Just as importantly, it supports children's social development by helping them build friendships, develop communication skills, and learn how to work effectively with others.
Where the criteria for issuing a penalty notice are met, Pembrokeshire County Council may issue a notice to a parent or carer whose child(ren) fail to attend school or alternative education provision regularly.
Penalty notices can only be issued for children of compulsory school age. They do not apply to nursery-age children or pupils in sixth form (Years 12 and 13).
If a penalty notice is issued, the fine is £60 if paid within 28 days of receiving the notice. If payment is made after 28 days but within 42 days, the amount increases to £120.
Who can issue a penalty notice?
Only the Local Authority is permitted to issue fixed penalty notices, in accordance with the Code of Conduct for penalty notices
If a school or the police request the issue of a penalty notice, Pembrokeshire County Council will carefully review all relevant documentation provided. An authorised officer will then determine whether it is appropriate to issue the penalty notice based on the evidence and the circumstances.
When will a penalty notice be issued?
The Code of Conduct outlines the specific circumstances under which a penalty notice may be issued.
The key criteria include:
- A pupil must have accumulated a minimum of 10 sessions (equivalent to five school days) of unauthorised absences* during the current school term, and#
- These absences must result in the pupil’s overall attendance falling below 90% for the school year to date.
- The absences do not have to be consecutive.
*Unauthorised absences include:
- Unauthorised non-attendance at school
- Unauthorised holidays taken during term time- please see ‘Family holidays in term time’ for further information
- Unauthorised late arrivals after the registration period has closed
Who decides if an absence is unauthorised?
The responsibility for deciding whether a pupil’s absence is authorised lies with the head teacher, or another designated member of school staff acting on behalf of the school. To support this decision-making process, the Welsh Government has issued guidance, which schools are encouraged to follow to ensure consistency and fairness when determining the validity of an absence.
Is there an appeal process?
No. There is no statutory right to appeal once a penalty notice has been issued. If you consider that a penalty notice has been wrongly issued to you, you can make representation for it to be withdrawn. If it is not withdrawn, you must pay the penalty, or you may be prosecuted for failing to ensure your child(ren)’s attendance at school.
How do I pay?
Please note that payment by instalments or part-payment is not accepted for penalty notices. The full amount must be paid within the specified time frame to avoid further legal action.
Can I get help if my child is not attending school regularly?
Yes. If your child is struggling to attend school regularly, both the school and Pembrokeshire County Council are here to help. We can offer advice and support to help you improve your child(ren)’s attendance.
It’s important to act early. If you have any concerns about your child(ren)’s attendance, please speak with your child(ren)’s school, the School Attendance Officer, Family Engagement Officer, or the Education Welfare Officer linked to your child’s school as soon as possible. Early communication can make a big difference in identifying and addressing any underlying issues.
How to get further information
Further information on the operation of this code of conduct and penalty notices is available from:
Pembrokeshire Education Welfare Service
Email: educationwelfareservice@pembrokeshire.gov.uk
Telephone: 01437 764551
Children Missing from Education (CME)
Child Missing Education (CME)
By law, every child in Wales has the right to a full-time education. Children Missing Education are those who are of compulsory school age but are not registered at a school, not receiving suitable education otherwise (such as home education), and are not known to be attending any other educational provision.
Local authorities in Wales have a legal duty to identify, track, and support children missing from education to ensure their safety and promote their right to education. This includes working with schools, parents, and partner agencies to locate children, assess their needs, and help them re-engage with appropriate education.
Children can fall out of education for a variety of reasons, including family relocation, exclusion, bullying, illness, or lack of awareness about school registration processes.
What you can do
If you believe a child is not receiving an education, please make a referral now or contact Pembrokeshire’s Education Welfare Service. Acting early helps us ensure that children are safe and supported back into learning.
You do not have to give us your personal details but if you do these details will be treated with the utmost confidence and not revealed to anyone other than Education Officers responsible for dealing with children missing from education.
Contact information
Educationwelfareservice@pembrokeshire.gov.uk
01437 764551