Admission register and local-authority return procedure

This procedure applies to maintained and academy primary and secondary schools in England. The return and deletion controls apply when the relevant addition, removal or deletion occurs, subject to the applicable local-authority reporting scope and exceptions.

1. Maintain the admission register

Maintain an accurate and up-to-date admission register. Use the school’s existing communication channels to encourage parents to report changes to their child’s personal details and education arrangements when they occur.

A school being named on an education, health and care plan does not by itself mean that the pupil is, or should be, entered on the admission register.

2. Enter a pupil on the admission register

Enter the pupil’s name from the beginning of the first session on the applicable first day:

• the first day agreed by the school and a person with control of the pupil’s attendance;

• where the school has a duty to admit the pupil, the first day notified by a person with control of the pupil’s attendance; or

• where no date has been agreed or notified, the first day the pupil attends the school.

If the pupil does not attend on the agreed date, undertake reasonable enquiries to establish the child’s whereabouts.

3. Record a change of normal address

When a parent notifies the school that the pupil will normally live at another address, whether in addition to or instead of the current address, record in the admission register:

• the address;

• the full name of each parent with whom the pupil will normally live; and

• the date on which the pupil will start normally living there.

4. Make a new-pupil return

When a pupil’s name is added to the admission register at a non-standard transition point, make a new-pupil return to the local authority within 5 days. Provide all information held in the admission register about the pupil.

This return requirement also applies where the local authority has asked for the information, including where the addition is at a standard transition point.

5. Make returns for additions and removals

Make a return to the local authority whenever a pupil’s name is added to or removed from the admission register outside standard transition times, in line with regulation 13 of the School Attendance (Pupil Registration) (England) Regulations 2024.

Apply any local-authority extension of this return requirement to standard transition times where the local authority has made such an extension.

6. Consider deletion from the admission register

Where a ground for deleting the pupil’s name is met under regulation 9 of the School Attendance (Pupil Registration) (England) Regulations 2024, delete the name immediately. Do not retrospectively delete the pupil’s name.

Before deleting a name under ground H, where the pupil has not returned within 10 school days following a leave of absence, or under ground I, where the pupil has been continuously absent for 20 school days without authorisation, the school and local authority must make joint reasonable enquiries to locate the pupil and establish the pupil’s circumstances.

For a deletion under ground H or I, do not delete the pupil’s name until the pupil has been located, the circumstances have been established, and the school and local authority agree that there are no reasonable grounds to believe that the pupil will attend the school again.

7. Make a deletion return

When making a deletion return to the local authority, provide the following information from the admission register:

• the pupil’s full name;

• the current address;

• the full name and address of any parent with whom the pupil normally lives;

• at least one emergency telephone number for any parent with whom the pupil normally lives;

• where applicable, the pupil’s future address, the full name and address of the parent with whom the pupil is going to live, and the date on which the pupil will start living there;

• where applicable, the name of the pupil’s new school and the date on which the pupil began or will begin to attend; and

• the reason set out in regulation 9 under which the pupil’s name has been deleted.