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, including designated staff responsible for attendance, admissions, safeguarding, children missing education or pupil transitions.
- Jurisdiction
- england
Blank fields · read-only preview
Gypsy, Roma or Traveller pupil departure and education-continuity record
When to use this record
Use this record when a Gypsy, Roma or Traveller pupil is leaving or has left the school, especially at primary-to-secondary transition. Tailor communication to the individual family’s circumstances. Complete the local-authority notification and follow-up sections only where no destination school has been identified, or where the destination remains unconfirmed.
Pupil and school details
Pupil name
RequiredEnter the pupil’s name as recorded by the school.
Written response
Pupil identifier
RequiredUse the school’s existing pupil identifier or admission number. Do not create a new identifier here.
Written response
School name
RequiredEnter the name of the maintained or academy school completing this record.
Written response
Year group at departure
RequiredRecord the pupil’s year group when they left or were expected to leave.
Written response
Context for the departure
RequiredSelect all circumstances that apply.
Choose all that apply
- Departure during the school year
- Primary-to-secondary transition
- Planned family move or travel
- Attendance or absence concern
- Other known context
- Other
If other, please specify
Date the pupil left or was expected to start at the next setting
RequiredEnter the actual leaving date where known. If the pupil has not yet left, enter the planned date.
- Day
- Month
- Year
Date this record was completed
RequiredEnter the date on which this record is completed.
- Day
- Month
- Year
Staff member completing the record
RequiredRecord the name and role of the staff member responsible for this entry.
Written response
Family communication and individual needs
Communication needs and relevant family circumstances
RequiredRecord the relevant circumstances identified for this family and how communication was tailored. Include any relevant advice from the local authority or Traveller Education Service where obtained.
Written response
Communication methods used or offered
RequiredSelect all methods used or offered to communicate with the family.
Choose all that apply
- In-person discussion
- Telephone call
- Text message
- Written letter
- Trusted intermediary or family contact
- Other method
- Other
If other, please specify
Date of most recent communication attempt
RequiredEnter the date of the most recent successful contact or attempted contact.
- Day
- Month
- Year
Outcome of communication
RequiredRecord what was discussed, whether contact was successful, and any agreed next steps.
Written response
Leaving information and destination checks
Reason for leaving, if known
RequiredRecord the reason provided by the family or otherwise known. If the reason is not known, state that.
Written response
Destination-school status
RequiredSelect the status established after checking with the family and, where appropriate, the proposed destination school or relevant authority.
Choose one
- Destination school confirmed
- Family reported a destination but it is not yet confirmed
- No destination school identified
- Family could not be reached
- Destination information not applicable or not known
Destination school name
Complete if a destination school has been identified or reported. If no destination has been identified, leave this blank.
Written response
Destination school location or local authority area
Complete if known. Record the town, county or local authority area rather than an unverified full address.
Written response
Destination checks undertaken
RequiredSelect all checks completed. Complete where a destination was reported or where clarification was needed.
Choose all that apply
- Asked the family about the destination
- Contacted the proposed destination school
- Contacted the relevant local authority
- Sought advice from the Traveller Education Service
- No further check was possible
- Other
If other, please specify
Destination-check findings
RequiredSummarise the checks, dates, contacts and outcome. If no destination is identified, state what was checked and why the destination remains unknown.
Written response
No destination has been identified after the checks recorded above
Select this only where the destination-school status is no destination identified, family not reached, or destination information is not known or not applicable. If a destination is confirmed, do not select it.
- Tick when complete
Local-authority notification
Local-authority notification status
Complete this section where no destination school has been identified. Follow the applicable local-authority process. Do not mark a notification as sent unless it has actually been submitted.
Choose one
- Not required because a destination school is confirmed
- Notification prepared but not yet submitted
- Notification submitted to the local authority
- Awaiting advice on the appropriate local-authority contact or process
- Unable to submit; reason recorded below
Local-authority contact or service
Complete where a notification was prepared, submitted, or advice was sought. Record the local authority, CME officer, Traveller Education Service or other relevant service, if known.
Written response
Date of local-authority notification or advice request
Complete only if a notification was submitted, prepared, or advice was requested.
- Day
- Month
- Year
Local-authority reference or submission confirmation
Complete if provided. Do not enter confidential information that is not needed for this record.
Written response
Local-authority notification notes
Complete where no destination has been identified. Record the information shared, any advice received, and any reason a notification could not yet be submitted.
Written response
Continuity-of-education follow-up
Continuity actions considered or agreed
Complete where appropriate to the family’s circumstances and available local-authority or Traveller Education Service advice.
Choose all that apply
- Contact with or handover to the destination school
- Advice about possible dual-registration arrangements
- Electronic or distance-learning package discussed or arranged where available
- Traveller Education Service advice sought or followed
- Local-authority follow-up requested
- No further action identified at this stage
- Other
If other, please specify
Planned follow-up date
Complete where the destination is unconfirmed or no destination has been identified. Leave blank where no follow-up is required.
- Day
- Month
- Year
Staff member responsible for follow-up
Complete where follow-up is planned.
Written response
Follow-up notes and outcome
Record follow-up attempts, information received, and any further action needed. Complete where follow-up has occurred or is planned.
Written response