Forms

GRT pupil departure local-authority notification record

Record a Gypsy, Roma or Traveller pupil's departure, destination-school checks, information provided to the local authority, notification date, transition contacts and continuity-of-education follow-up when the pupil leaves without an identified destination school.

Form
CalmComplianceForm template

GRT pupil departure local-authority notification record

Version
v1
Updated
7 October 2026
Reviewed
7 October 2026
Audience
Maintained and academy primary and secondary schools in England. Complete this record when a Gypsy, Roma or Traveller pupil leaves without an identified destination school, particularly during transition between primary and secondary school.
Jurisdiction
england

Blank fields · read-only preview

Scope and applicability

Use this record for a Gypsy, Roma or Traveller pupil who leaves the school without an identified new destination school. It is particularly relevant during transition between primary and secondary school. If a destination school has been identified and confirmed, retain the school's usual leaver and transfer records instead, unless local procedures require this record.

School and pupil details

School name

Required

Enter the name of the maintained or academy school completing this record.

Enter school name

School establishment number

Enter the school's establishment number, if available.

Enter establishment number

Name and role of person completing the record

Required

Record the staff member responsible for this notification record.

Enter name and role

Pupil name

Required

Enter the pupil's legal name as held in school records.

Enter pupil name

Unique pupil number (UPN)

Enter the UPN if available. Do not create a new number for this record.

Enter UPN if available

Pupil date of birth

Required

Enter the pupil's date of birth if needed to identify the correct pupil.

Day
Month
Year

Year group at departure

Required

Enter the pupil's year group when they left the school.

For example, Year 6

Departure details

Last day attended

Required

Enter the last date on which the pupil attended this school.

Day
Month
Year

Date the school became aware of the departure or likely departure

Required

Use the date on which the school first became aware that the pupil had left or was expected to leave.

Day
Month
Year

Circumstances of departure

Required

Record factual information relevant to the departure, including any contact with the pupil or family. Do not include unnecessary sensitive information.

Record relevant factual information

Known or reported reason for departure

Required

Select all options that apply. If the reason is unknown or does not fit an option, use the other option and provide details below.

Choose all that apply

  • Moving home
  • Travelling or moving on
  • Family circumstances
  • Transition between primary and secondary school
  • Reason unknown
  • Other
  • Other

If other, please specify

Destination-school checks

Destination-school status

Required

Select the current outcome of checks made by the school.

Choose all that apply

  • No destination school identified
  • Destination reported by family but not confirmed
  • Potential destination school contacted but attendance or admission not confirmed
  • Destination school identified and confirmed
  • Checks made but no destination established

Checks made to identify a destination school

Required

Select all checks completed and record the outcome in the details field.

Choose all that apply

  • Pupil or family contacted
  • Emergency or other recorded contact contacted
  • School records reviewed
  • Reported destination school contacted
  • Local authority or relevant local service contacted
  • Other check
  • Other

If other, please specify

Destination checks and outcomes

Required

Record dates, methods of contact, names or roles where appropriate, and the outcome of each check. Do not state that a destination is confirmed unless this has been verified.

Record checks and outcomes

Local-authority notification

Notification decision

Required

Select the applicable decision based on the destination-school checks.

Choose one

  • Notify the local authority because no destination school has been identified
  • Notify the local authority because no destination school has been identified during primary-to-secondary transition
  • Do not use this notification route because a destination school has been identified and confirmed
  • Seek advice on the applicable local procedure before deciding

Local authority notified or contacted

Required

Enter the local authority service, team or named contact used for the notification or procedural advice.

Enter local authority service or contact

Date local authority was notified or contacted

Required

Enter the date the notification or procedural contact was made.

Day
Month
Year

Notification or contact method

Required

Select all methods used and retain any reference in the details field.

Choose all that apply

  • Secure email
  • Local-authority portal
  • Telephone
  • Written notification
  • Other
  • Other

If other, please specify

Local-authority notification reference

Enter the reference number or other identifier provided by the local authority, if available.

Enter reference if available

Information provided to the local authority

Required

Record what information was provided and the date it was sent. Share information through the applicable secure local process.

Record information provided and date sent

Transition contacts and continuity of education

Relevant pupil or family contact details and preferences

Record current contact details, preferred contact method and any communication considerations needed for follow-up. Record only information necessary for this purpose.

Record relevant contact details and preferences

Named transition contact or service

Enter the person, school, local-authority service or other appropriate contact responsible for follow-up, if identified.

Enter contact or service

Date transition contact was made

Enter the date of the most recent transition or continuity-of-education contact, if made.

Day
Month
Year

Continuity-of-education follow-up actions

Required

Record agreed actions, responsible person or service, target dates and outcomes. Keep the actions conditional on the circumstances of this pupil's departure.

Record follow-up actions, responsibilities and dates

Follow-up status

Required

Select the current status of follow-up actions.

Choose one

  • Not started
  • In progress
  • Awaiting response
  • Completed
  • Unable to complete; further action recorded

Next review date

Enter the next date on which the school will review outstanding checks or follow-up actions. Leave blank only when no further action is required.

Day
Month
Year

Record review and closure

I have checked that the information recorded is factual, necessary and up to date

Required

Tick after reviewing the completed record and confirming that any notification or follow-up action has been recorded accurately.

  • Tick when complete

Date record was closed or transferred for ongoing follow-up

Enter the date on which this record was closed or transferred to the responsible person or service.

Day
Month
Year

Additional notes

Add any further relevant factual information, including outstanding actions or reasons the record remains open.

Enter additional notes

CalmCompliance · v1Template for adaptation

Template details

Type
Form
Version
v1
Updated
7 October 2026
Reviewed
7 October 2026

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GRT pupil departure local-authority notification record - CalmCompliance