Unexplained absence follow-up and coding record
- Version
- v1
- Updated
- 7 October 2026
- Reviewed
- 7 October 2026
- Audience
- Attendance staff, school administrators and designated staff responsible for following up and coding pupil absence at maintained and academy primary and secondary schools in England.
- Jurisdiction
- england
Blank fields · read-only preview
Complete one record for each unexplained or unexpected absence. Follow up the absence in a timely way and make every effort to establish the reason. If the reason has not been established before the register closes, record Code N. Where Code N is used, enter the correct absence code as soon as the reason is established and no more than five school days after the session; if the reason cannot be established within five school days, amend the record to Code O.
Pupil and session details
Pupil name
RequiredEnter the pupil's full name.
Full name
Pupil reference
RequiredEnter the school's pupil reference or admission number.
Pupil reference
Year group
RequiredEnter the pupil's year group.
For example, Year 6
Date of absence session
RequiredEnter the date of the unexplained or unexpected absence.
- Day
- Month
- Year
Absent session
RequiredSelect all sessions to which this record relates.
Choose up to 2
- Morning session
- Afternoon session
Initial absence code entered
RequiredIf the reason had not been established before the register closed, record Code N.
Choose one
- Code N — reason for absence not yet established
- Another code already entered
Date the register closed for the affected session
RequiredEnter the relevant register-closing date.
- Day
- Month
- Year
Latest date for Code N resolution
For a session recorded with Code N, enter the date that is five school days after the session, by which the correct code must be entered or the record amended to Code O if the reason cannot be established.
- Day
- Month
- Year
Follow-up and contact attempts
Date follow-up began
RequiredEnter the date on which follow-up of the unexplained or unexpected absence began.
- Day
- Month
- Year
Number of contact attempts
RequiredEnter the total number of contact attempts made for this absence.
Number
Minimum: 0 · Maximum: 1000
Contact methods used
RequiredSelect every method used to follow up the absence.
Choose all that apply
- Telephone
- Text message
- Written communication
- In-person contact
- Other method
- Other
If other, please specify
Date of most recent contact attempt
RequiredEnter the date of the most recent attempt to establish the reason for absence.
- Day
- Month
- Year
Time of most recent contact attempt
RequiredEnter the time of the most recent contact attempt.
HH:MM
Outcome of contact attempts
RequiredSelect the outcome that best describes the follow-up to date.
Choose one
- Reason received
- No response
- Unable to contact the relevant person
- Information received but reason remains unresolved
- Other outcome
- Other
If other, please specify
Contact attempt record
RequiredRecord dates and times of attempts, the person or service contacted, the method used, responses received and any further action required.
Enter the contact history
Explanation and final coding
Date reason was established
Complete this if a reason was established. Enter the date on which the reason became known.
- Day
- Month
- Year
Explanation received
RequiredIf an explanation was received, record it accurately and include the source of the information. If no explanation was established, state that clearly.
Record the explanation or state that no explanation was established
Final absence code
RequiredIf the reason was established, enter the appropriate absence code as soon as it was ascertained. If the reason could not be established within five school days, select Code O.
Choose one
- Code N pending resolution within the applicable period
- Appropriate absence code entered after reason was established
- Code O — no reason established within five school days
Date final code was entered or amended
Enter the date on which the appropriate code was entered or the record was amended to Code O.
- Day
- Month
- Year
Final code detail
RequiredIf an appropriate code other than Code O was entered, record the code and the reason it applies. If Code O was selected, record why the reason remained unestablished.
Enter the final code and supporting rationale
Escalation and supporting evidence
Escalation status
RequiredSelect the current escalation status for this record.
Choose one
- Not escalated
- Escalated internally
- Escalated to an external service or agency
- Further monitoring or follow-up required
Escalation details
RequiredIf escalation occurred or further action is required, record the date, recipient, reason and next action. Otherwise state that no escalation was made.
Record escalation or state that no escalation was made
Supporting evidence record
RequiredDescribe the supporting evidence retained in the school's records, such as call notes, messages or written explanations. Do not upload files in this form.
Describe the evidence and where it is recorded
Record completed or reviewed by
RequiredEnter the name or role of the person completing or reviewing this record.
Name or role
Date completed or reviewed
RequiredEnter the date on which this record was completed or reviewed.
- Day
- Month
- Year
Completion confirmation
RequiredConfirm that the follow-up and coding information recorded above is complete to the extent currently known.
- Tick when complete