Extended Leave – Travel or Exceptional Circumstances
Cheltenham Girls’ High School recognises that families may occasionally need to apply for extended leave from school for travel or other exceptional circumstances.
Under the NSW Department of Education’s Student Attendance Policy, family holidays and non-essential travel during school term are not automatically approved and are strongly discouraged, as they can significantly impact student learning and assessment schedules. Parents and carers may apply for Extended Leave when the absence is considered to be in the student’s best educational or personal interest.
Applying for Extended Leave
1. Log in to the SchoolBytes Parent Portal
2. Navigate to the Forms section and select Apply for Extended Leave.
3. Complete all sections of the online form, including:
· Student name and year group
· Dates of proposed leave
· Reason for leave
· Number of school days requested
· Supporting documentation (see below)
4. Submit your application through Sentral at least two weeks prior to the proposed leave period, wherever possible.
5. If approval is granted by the Principal, students in Years 10-12 only are to complete the "School Business or Approved Leave Form" before the student begins leave. You can access this form here (Link to form) ......This is the buff coloured form.
Examples of Supporting Documentation
When applying for extended leave, please upload evidence that supports the reason for absence. Examples include:
For Travel or Family Holidays
Confirmed travel itinerary or airline tickets
Travel booking confirmation in the parent/carer’s name and students name
Letter outlining the educational or cultural value of the trip
For Other Exceptional Circumstances
Medical reasons: medical certificate, hospital letter, or specialist documentation confirming recovery or treatment period
Cultural or sporting commitments: official selection letter, event program, or coach/organisation statement
Family responsibilities: legal, court or care-related documentation, or a letter from a social worker or community leader
Bereavement or compassionate grounds: funeral notice, letter from a doctor or hospital.
Applications without adequate documentation may not be approved.
Approval Process
The Principal reviews all applications in line with Department of Education and Cheltenham Girls’ High School Assessment and Attendance Policies.
If approved, a Certificate of Extended Leave will be issued by email.
Approved leave is still recorded as an absence for attendance purposes.
If the application is not approved, the absence will be recorded as unjustified
Additional Requirements – Years 10–12
- If approved leave affects an assessment task, the student must complete a "School Business or Approved Leave Form" before commencing leave.
- One form must be submitted for each affected task to negotiate new due dates or alternative arrangements with the relevant Head Teacher.
- Failure to submit the form before the scheduled task date will result in a ZERO mark for that task.
- Assessment schedules are issued at the start of Term 1 (and Term 4 for Year 12). Students are expected to plan accordingly and avoid scheduling leave during assessment or examination periods.
- Students who take unapproved leave during an assessment or exam will receive a ZERO mark. For hand-in tasks, work must be submitted before departure, or a ZERO mark will apply.
Impact on Assessment Tasks
In line with the Assessment Policy:
- Students in Years 10–12 who are absent on the day of an assessment or exam without prior Principal approval will receive a zero mark, and an N-award warning may apply.
- Students with approved leave in Years 10-12 must also complete a "School Business or Approved Leave Form",
- Alternative arrangements for assessment tasks are only available where prior Principal approval has been granted.
Important Reminders
- Extended leave should only be taken in exceptional circumstances and is not automatically approved.
- Students are responsible for catching up on all missed classwork, homework and assessments.
- Family holidays should be planned during school vacation periods whenever possible.
- The Department of Education has new security protocols and parents and students are unable to access their Department of Education Portal whilst overseas.
- Please check your SPAM folders for email replies. For assistance accessing or submitting applications through the SchoolBytes Parent Portal, please contact the School Office (02) 9876 4481 or email cheltenham-h.school@det.nsw.edu.au.
Accessing student email and online services whilst overseas (Approved Leave only).
In 2025 the NSW Department of Education has introduced enhanced Cyber Security policies in order to keep student accounts and data protected from outside threats.
By default, students will no longer be allowed to access their accounts from overseas unless prior authorisation has been arranged by the school. If leave has been approved then students will be granted the access automatically.
Students taking unapproved leave will be subject to the new Cyber Security policies and unable to access their accounts while away.