Leave passes & exeats

A leave pass (exeat) is the controlled, guardian-approved permission for a boarder to leave campus and the record of their safe return. This page covers requesting, approving and tracking passes end to end.

Requesting a pass

A pass can be raised by the student, the house master, or a guardian through the portal. Open Boarding → Leave passes → New.

1. Pick the student and the pass type (weekend exeat, medical, day pass, holiday departure).
2. Set the departure and expected return date/time.
3. Record where the student is going and who is collecting them.
4. Submit for approval.

Guardian approval

For any pass that takes a child off campus, the guardian must approve before the student may leave.

1. The guardian receives the request on the parent portal (and by SMS/email).
2. They review the destination and collector, then Approve or Decline.
3. The house master gives the final sign-off, confirming the collector's identity at the gate.
4. Only a fully approved pass unlocks the student's sign-out.

Return tracking

A pass is not closed until the student is back. The system watches the clock.

1. At departure the student is auto signed-out for the pass window and removed from roll-call expectations.
2. On return, staff at the gate mark the student Returned; they re-enter the headcount.
3. If the return time passes with no sign-in, the pass is flagged Overdue and staff are alerted to follow up with the guardian.

Related pages

• Room allocation
• Meals – menu cycles & dietary needs
• Boarding overview & setup
• Roll call & movement
• Labs & equipment