School Electronic Admission Register Management Procedure

1. Scope and applicability

This procedure applies where [school name] is a primary or secondary maintained or academy school in England that registers pupils. It applies to the school's electronic admission register and to the users responsible for maintaining it.

The procedure must be used with the school's electronic system, access arrangements and allocation of responsibilities. The [admission register responsible role] is responsible for ensuring that the procedure is applied by authorised users.

2. Requirement

The school must keep an admission register, also known as the school roll, in accordance with the School Attendance (Pupil Registration) (England) Regulations 2024.

The admission register must include the names of all pupils, including pupils of compulsory and non-compulsory school age.

The admission register must be kept electronically.

3. Responsibilities

The [admission register responsible role] must ensure that the electronic admission register is maintained in accordance with this procedure and the applicable pupil registration regulations.

Each [authorised admission register user role] must use the school's approved electronic system when entering or maintaining pupil admission-register information and must follow the school's access and data-entry arrangements.

4. Procedure

4.1 Open and use the electronic register

Use [electronic admission register system] as the school's electronic admission register. Do not use a separate paper register as the admission register where the electronic system is available for this purpose.

4.2 Enter pupils

Enter the name of every pupil registered by the school on the electronic admission register. This includes every pupil of compulsory school age and every pupil of non-compulsory school age.

The [admission register responsible role] must ensure that the school's process for admitting pupils results in their names being entered on the electronic admission register.

4.3 Maintain the electronic record

Maintain the admission register in the electronic system in accordance with the School Attendance (Pupil Registration) (England) Regulations 2024 and the school's configured process.

Where a change to the school's electronic admission-register process or system is proposed, the [system owner role] and [admission register responsible role] must confirm that the resulting arrangement continues to keep the admission register electronically and supports the entry of all registered pupils.

4.4 Evidence and audit

The school must be able to produce the current electronic admission register and, where required, a system configuration record or export showing the registered pupils.

The [admission register responsible role] must make the documented process and available electronic records accessible for demonstrating compliance with the pupil registration regulations and for audit of the admission register.

5. Records

The records used to evidence this procedure are the current electronic admission register, the relevant system configuration or export showing registered pupils, and the school's documented admission-register process.

6. Review

The [admission register responsible role] must review this procedure when the school's electronic admission-register system, responsible users or applicable pupil registration regulations change.