School Attendance and Admission Register Information Recording Procedure

Applicability

This procedure applies where the institution is a local-authority-maintained or academy primary or secondary school in England. It is not intended for independent schools.

The procedure must be applied using [register system name] and the school’s arrangements for its pupils and attendance activities.

Requirement

The statutory guidance Working together to improve school attendance states that schools must record information in their attendance and admission registers.

Procedure

1. Confirm the applicable register

Before recording information, confirm whether the information belongs in the school’s attendance register, admission register, or both. Use the register system designated by the school: [register system name].

2. Record the required information

Record the information required by the statutory guidance in the relevant attendance or admission register. Enter the information against the correct pupil record and use the fields and entries provided by the school’s register system.

Where the school has more than one register or attendance arrangement, follow the local configuration for the pupil and record the information in the register identified by that configuration.

3. Check the entry

After recording an entry, check that it is associated with the correct pupil and the correct register. If an entry is incomplete, inaccurate or recorded in the wrong place, follow the school’s correction process before relying on the entry.

4. Control access

Use the access arrangements defined by the school for [register system name]. Access to register information must be managed in accordance with [school register access arrangement].

5. Correct information

When a correction is needed, use the correction function or process provided by [register system name]. Preserve the school’s record of the correction where the system provides that facility, and record the reason for the correction in [register correction record].

6. Retain and retrieve register evidence

Retain the attendance and admission register information in the school’s records. The school must be able to retrieve the relevant register record or system extract from [register system name] when required for the school’s records.

Local responsibilities

The school must identify [register recording role] as the role responsible for applying this procedure and [register system administrator role] as the role responsible for maintaining the relevant system arrangements.

The school must record the location of any approved register extracts or retained records at [register record location].

Applicability limitation

Apply this procedure only where the institution is a local-authority-maintained or academy school in England and the information relates to the school’s attendance or admission registers.