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The national codes enable schools to record and monitor attendance and absence in a consistent way which complies with the regulations. They are also used for collecting statistics through the school census system. The data helps schools, local authorities and the government to gain a greater understanding of the level of, and the reasons for, absence. It is vitally important that the codes are used consistently and correctly and that the attendance leads understand the meaning of each code and when and how to use it. Misuse of codes could lead to an inadequate Ofsted judgement.
Codes are divided into two main categories - attendance codes and absence codes. All attendance codes mean that these codes contribute to the overall attendance percentage within the school. Absence codes do not - this doesn't change whether the absence is authorised or unauthorised. Ofsted are now particularly interested in the use of codes to identify possible 'gaming' or off-rolling' practices. They may do this by asking to look at your attendance codes on the day of inspection and looking for any use of uncommon codes.
A summary of the current attendance codes can be found below. For more detailed information on their use, please consult the DfE School Attendance Guidance (pages 55-65)
/\ present am/pm
L present but late, arriving before registered closed
C absent, authorised, absence granted by the school because of exceptional circumstances and at the head teacher's discretion. Includes participating in a performance, absence if on a part-time timetable and pregnancy
H absent, authorised, absence granted by the school for a holiday which has been applied for in advance under exceptional circumstances
I absent, authorised, when the child is ill (not a medical or dental appointment)
M absent, authorised, when the child is attending a medical or dental appointment
R absent, authorised (see DfE guidance for when this is the appropriate code)
S absent, authorised, study leave, usually only applicable to Y11 students
T absent, authorised, traveller absence (See DfE guidance for when this is the appropriate code)
G absent, unauthorised, holiday not approved by the school
N absent, unauthorised, reason for absence not yet provided. This should only ever be a temporary 'holding' code until the correct code can be entered, which would be an O if a satisfactory reason is not forthcoming.
O absent, unauthorised, reason for absence not forthcoming or not satisfactory
U absent, unauthorised, arrived in school after registration has closed. This can be a 'tricky' code to use as you may be recording a child who is late but present as absent! Generally try hard to avoid using this code unless you need it as evidence in legal proceedings
J absent (but not counted in stats as absent), attending an interview (usually only secondary students)
P absent (but not counted in stats as absent), attending a supervised sporting activity
V absent (but not counted in stats as absent), attending an educational visit or trip
W absent (but not counted in stats as absent), attending work experience (KS4 only)
Y absent (but not counted in stats as absent), unable to attend due to exceptional circumstances (snow days, school closure etc)
X absent (but not counted in stats as absent), a pupil of non-compulsory school age is attending part-time, used for sessions not attending
Z absent (but not counted in stats as absent), this is for setting up prospective pupils on the register in advance of their actual attendance
# absent as this is a planned school closure, most usually due to planned holidays but also for polling days etc
CODING PUPIL ATTENDANCE WHERE THE CHILD ATTENDS MORE THAN ONE SCHOOL
D absent (but not counted in stats as absent), use this code where a child is dual registered but is attending the other school. Even if the child is absent from the other school this code should be used if they were not due to attend your school on the session in question. Usually used for a PRU, hospital school or special school on a temporary basis.
B absent (but not counted in stats as absent), use this code if the child is not dual registered but is attending an educational activity elsewhere. The activity must have been approved by the school and supervised by someone approved by the school. Specifically IT MUST NOT be used for home schooling (unless a teacher is home tutoring and present in the home). This would include attending transition days or other secondary-based events and alternative provision.
COVID-19 Attendance Codes
COVID-19 Attendance Codes
During the COVID-19 pandemic the DfE requested that some additional attendance sub-codes be used on a temporary basis. These have not been in active use since 1st April 2022. However, the codes are replicated below so that, if you should come across these historically, you will understand their meaning. Any code that starts with an X means that the absence is completely discounted for the purposes of statutory attendance.
X01 - the 'old' use of the X code to denote sessions when a child is not expected in school, typically used for part-time nursery children or sixth formers.
X02 - pupil self-isolating because they have symptoms but have not yet had a test result.
X03/X04 - withdrawn before other codes but X03 was self-isolating following a contact with a positive case inside school and X04 was self-isolating following a contact with a positive case outside of school.
X05 - pupil quarantining (only for use in rare circumstances, usually involving a pupil abroad)
X06 - for clinically extremely vulnerable pupils who are shielding, only to be used if advised by Public Health.
X07 - only used if national guidance states that schools should close/partially close.
X08 - use this code where locally parents have been advised (usually as part of a 'blanket' letter) to keep children at home when another member of the household has tested positive or similar. This is the code most often associated with local public health guidance which goes 'over and above' national guidance.
X09 – withdrawn before other codes but was used following a requirement by NHS Test & Trace to self-isolate.
I01 - this is equivalent to the usual I code and is for all illness except Covid-19
I02 - this is for a confirmed positive case of Covid-19 (confirmed either by LFD or PCR test).
Y code is to be used when there is a partial/full school closure due to staff absence related to high levels of sickness due to COVID-19.
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