RECORDING OF PUPILS ENROLMENT STATUS

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Contact Details:
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SCHOOL CENSUS: RECORDING OF PUPILS
ENROLMENT STATUS:
Tony Verrier
Information Officer
Performance Management & Information Team
Business Development Group
Tel :
01823 355961
email:
[email protected]
For Information
5 June 2014
This is an updated and revised version of a similar document
which was originally issued in November 2010 (and updated
in November 2011).
COVERAGE AND PURPOSE:
This circular is for the information of all schools, PRUs and academies regarding the
recording of enrolment status which is included in the DFE School Census return. Except
where stated, the guidance in this note applies to all types of establishment.
This document is divided into two parts: Part A gives general guidance on the recording of
Enrolment Status including good practice for schools to follow; whilst Part B gives some
specific examples that may be encountered, (further examples will be added as they arise).
PART A: DFE ENROLMENT STATUS - GENERAL GUIDANCE:
A1.
Enrolment Status: It is important that each pupil recorded on the Census is assigned
the correct enrolment status as this ensures that they are correctly registered at a
school in line with the Pupil Registration Regulations and ensures that funding is
accurately targeted in line with published funding methodologies. There are three
types of enrolment status which are available to all establishments:
•
Current Single Registration (C): The vast majority of pupils are registered at one
school only; such pupils will be recorded as the default value, code ‘C’.
•
Dual Registration: A small number of pupils may be simultaneously on the roll of
two establishments, in which case they are considered to be dual registered. A
dually registered pupil will be included in the School Census return of both
establishments, however they must be recorded with a valid enrolment status
combination as follows.
‘M’ - Main dual registration by the one base; and
‘S’ - Subsidiary dual registration by the other base.
The two establishments will need to liaise to agree which is the ‘Main’ and which is
the ‘Subsidiary’ base, the Enrolment Status 'C' must not be recorded for a dually
registered pupil. Please note that the definition of main or subsidiary is NOT
determined simply by the amount of time spent at each school – please see the
examples in Part B. DFE funding arrangements are that they will only fund a pupil
once: where a pupil is dual registered it is the Main registration that attracts the
DFE formula budget share and any pupil premium money.
•
Guest pupils (enrolment status ‘G’) are those who attend an establishment
regularly for some lessons, or else on a one-off or short-term basis but who remain
registered elsewhere. A guest registration is in addition to a Single Registration
(C) at another school. These pupils do not feature in the Census of the guest
school.
Guest enrolment status enables establishments to enter details of the pupils on
their computer system (eg to enable them to be timetabled and to provide
emergency contact information). Where there is a need to hold details of guest
pupils it is clearly good practice to enter complete and accurate data. Full details of
these pupils, including a full attendance record, will be held by their regular school
who will return all data to the DFE as part of the School Census return.
In addition, to the three enrolment statuses above, PRUs are able to identify pupils
who receive all or the majority of their education at an FE college or other alternative
provider. In such cases, the pupil should be recorded with an Enrolment Status of ‘O’ Other Provider or ‘F’ - FE College. NB: These codes cannot be used in place of one
of the dual registration codes – they are effectively a substitute for the code C (Single
registration).
A2.
Recording Pupil Attendance and Absence:
From September 2011 the way that schools record and report attendance data for
‘Dually Registered’ pupils changed enabling the use of attendance code D (Dual
registered at another educational establishment) to record all of the sessions that the
pupils are scheduled to attend the other establishment. The significance of this being
that Code D is no longer collected in the Census and does not count as a possible
attendance or as an absence in the school total therefore.
For pupils attending another establishment as a ‘Guest Registration' it is essential that
the holder of the ‘guest ’registration’ reports any absences to the ‘home’ school who
must record these as part of their School Census.
It is important that each of the establishments which a pupil attends agree to share
relevant pupil attendance information. The onus is on both establishments to contact
each other and establish these agreements.
A3.
Setting-up a Guest and Dual Registration:
Schools will be familiar with the process of supplying a Common Transfer File (CTF)
when a pupil transfers elsewhere, but a CTF is also the means by which data is
exchanged to enable a school or PRU to set-up a dual or guest registration.
A4.
Recording and Reporting Statutory Attainment Data:
It is the responsibility of the Main establishment to ensure that all statutory ‘end of key
stage’ assessments are undertaken and reported to parents, even if the
assessment/test is undertaken elsewhere. For further information regarding
participation in statutory end of key stage tests and teacher Assessments schools
should refer to the relevant “Assessment and Reporting Arrangements” publication
issued by DFE.
A5.
Good Practice:
Any establishment which has a guest or dual registered pupil will need to liaise closely
with the other establishments that are involved in providing the education to the child
to agree the status of the pupil and to share relevant information on attendance and
attainment etc. When a dual registration is created the new establishment will need to
request a CTF from the previous establishment; at this point it is essential that the
establishments agree the enrolment status that each will record and arrangements for
the future exchange of information. This will help ensure that the record keeping is
consistent and that all un-explained and unexpected absences are followed-up.
Establishments will also need to liaise when guest or dual registrations cease.
A6.
Missing Children:
The guidance in this document relates to the recording of enrolment status. Nothing in
this document should be taken as being contrary to schools' responsibilities with
regard to safeguarding children. Pupils can only be removed from a school roll in
accordance with strict criteria. Should a pupil fail to attend the Somerset LA Policy on
Children Missing from Education provides important advice on the procedures to
follow.
PART B: DFE ENROLMENT STATUS – SOME EXAMPLES
B1.
Dual Registration – Pupils with SEN:
In Somerset pupils with special educational needs may be formally dual registered
following approval by the Complex Cases Panel and due notification to the schools
concerned. This might apply as follows:
• A pupil registered at a mainstream school (main school) but considered to need
specialist support by attending a special school or PRU (subsidiary school) on a
regular basis and, therefore, also registered at the special school/PRU.
• A pupil registered at a special school or PRU (main school) but also attending
another mainstream school (subsidiary school) on a regular basis as part of
preparation for return to the mainstream school.
B2.
Tuition at a Pupil Referral Unit:
In addition to cases approved by Complex Cases Panel there may be pupils receiving
all or some of their tuition at a PRU where arrangements have been set-up at the
instigation of the school or local authority. If the pupil remains on the roll of a
mainstream or special school:
• the ordinary school of attendance maintains the pupil’s record with an Enrolment
Status of “M” (Main dual-registration); whilst
• the PRU maintains the pupil’s record with an Enrolment Status of “S” (Subsidiary
dual-registration).
If the pupil is no longer on the roll of a mainstream or special school, the PRU should
record the pupil with an enrolment status of C - Current Single Registration.
B3.
Dual Registration – Pupils from Traveller Families:
To facilitate the education of pupils from legitimate traveller families who are forced to
move around as part of the family trade or business a pupil may be dual registered
when they attend another school. (This does not cover children who are on extended
holidays or 'world tours'). For traveller pupils the school where the pupil ordinarily
attended, during the immediately preceding 18 months when not travelling will
maintain the pupil’s registration, even when they are accessing education elsewhere.
Attendance at another school during the period of travelling therefore creates a dual
registration.
For the duration of the dual registration:
• the ordinary school of attendance maintains the pupil’s record with an Enrolment
Status of “M” (Main dual-registration), whilst
• a school receiving the pupil creates a record with an Enrolment Status of “S”
(Subsidiary dual-registration).
The dual registration ceases when a pupil leaves the subsidiary school either to return
to their main school or to enrol elsewhere (even if they return at some point in the
future). At this point the pupil is no longer on roll of the subsidiary school and should
be recorded as a leaver. This would be recorded as follows:
•
•
•
•
Where a pupil is dual registered and known to be attending a subsidiary school the
Main school can enter an attendance code of D (Dual registered at another
educational establishment).
When the pupil is travelling but is not attending another educational establishment
(ie no dual registration exists), the school which holds the registration should
account for the pupil’s absence reason (eg code T – Traveller Absence).
At all other times the appropriate attendance code – eg I – Illness – should be
recorded.
A school holding a Subsidiary enrolment should record attendance in the normal
way for the time that the pupil is on roll.
Regardless of whether a dual registration exists schools will need to carefully record
attendance of pupils from traveller families. This enables a school to demonstrate that
it fulfils the criteria of being the Main school, as well as accurately recording the level
of absence at the school.
B4.
External Examination Candidates:
Schools may need to record student details in order for them to enter an examination
as an external candidate - in such cases it is recommended that the providing school,
records the student’s record with an Enrolment Status of “G” (Guest registration).
B5.
Pupils Accessing Extended Services:
If a school is offering extended services to pupils from other schools (eg after school
childcare) they may wish to record students' details to provide emergency contact
information etc. Again it is recommended that the providing school records the
student’s record with an Enrolment Status of “G” (Guest registration).
B6.
Purchased Tuition:
In some schools external tuition may be purchased at another establishment for a
registered pupil. Where the provider establishment is another maintained
establishment please follow the guidance set out in paragraph B2. If the provider is a
commercial organisation, or an organisation outside the maintained school sector, then
the pupil should be recorded with an Enrolment Status of “C” (Current registration).
B7.
School-supervised off-site Education:
Some schools have registered pupils who, for varying reasons, receive all or part of
their tuition off-site under the supervision of the school. The activity must be of an
educational nature approved by, and under the supervision of, the school*1. In such
cases, the pupil should continue to be recorded with an Enrolment Status of “C”
(Current registration). (Where tuition is provided, for example, by the one of the local
authority's PRUs this will be considered to be dual registration – see B2 above).
B8.
Pupils Receiving Education whilst in Hospital:
Pupils who are receiving an education provision whilst in hospital may fall under the
remit of a hospital tuition service. Where this is expected to be temporary measure a
dual registration may be necessary (if the hospital service is a registered school or
PRU) in which case the school of 'ordinary attendance' should be recorded as the
'main' registration with the hospital provider recording the ‘subsidiary’ registration.
This does not cover children:
• attending for 'hospital check ups', 'day surgery' or any other form of medical
appointment or operation), who are not receiving education provision therefore;
• who need to attend hospital special school full time to meet a child’s SEN. Such a
permanent arrangement would probably mean that the child was regarded as a
leaver from the mainstream roll.
B9.
Managed Transfers:
Pupils who are undertaking a trial at a new school under the ‘managed transfer’
process are considered to be a ‘guest’ pupil at their new school for the duration of the
trial period (normally 6 weeks). The 'Somerset Protocol on the Managed Transfer of
Pupils Between Schools' requires that during the transition period the pupil remains on
the roll of their original school (with an enrolment status code ‘C’) and the pupil is
regarded as a Guest at the new school.
At the end of the trial period, if the move becomes permanent, the receiving school will
need to change the enrolment status to C to coincide with the pupil's date of leaving
their original school. The receiving school will also need to enter a new start date to
reflect the fact that the pupil is now started on-roll.
B10. Consortium Arrangements:
A dual registration is NOT required for study which is provided in collaboration with
other schools on a consortium basis (eg post-16 provision). Pupils need only be
recorded at their main base (enrolment status C) with any registration for tuition at
other consortium school(s) being regarded as a guest registration. (The financial
arrangements between the establishments are considered to be a matter for their
mutual agreement).
SOURCES/FURTHER INFORMATION:
The above guidance has been produced by reference to the following documents which can
be used to obtain further information and supporting legal references:
DFE School Census Preparation & Guidance 2014
*1 The Education (Pupil Registration) (England) Regulations 2006 – SI 2006/1751
-
Keeping Pupil Registers – June 2008 (DFE)
Somerset Protocol on the Managed Transfer of Pupils Between Schools
School Attendance – Departmental advice for maintained schools, academies,
independent schools and local authorities – November 2013 (DFE)
For further advice on the recording of pupil enrolment status which is not covered in the
above notes please contact me on the details at the top of this document.
Tony Verrier
Performance Management & Information Team
PMIT_ACV/School Census Recording of Pupils Enrolment Status.docx
4 June 2014

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