New in-take year 7 failing to attend on expected day

Removing normal round (year 7) or in-year admission pupils from the school roll

Normal round (year 7)

Where a pupil fails to attend the school on the expected day, the school must try to trace the pupil before removing them from the school roll. Normal round pupils must not be removed from roll until you have ascertained the whereabouts of that child.

The Education (Pupil Registration) (England) Regulations 2006 states:

Regulation 5(3): The name of a pupil must be included in the register from the beginning of the first day on which the school has agreed, or has been notified, that the pupil will attend the school.

Once a place has been allocated, a school must place the pupil on roll. This will be from the beginning of the September term (unless parent defers admission to Reception).

From that date you have a statutory duty to promote and safeguard the welfare of children and have due regard to guidance issued by the Secretary of State under Section 175 of the Education Act 2002.

In-year

School Admissions Code, September 2021 states:

2.31: Where an applicant is offered a school place following an in-year application, and the offer is accepted, arrangements should be made for the child to start school as soon as possible, particularly where the child is out of school.

If a child/young person has made an application to transfer school during the year (and outside of the normal intake process).

The leaving school must follow their own absence procedures and must not remove them from roll.

The leaving school must keep them on roll until it has been confirmed by the new school that they have arrived and have been taken on roll.

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Normal round (year 7) admissions: pupil not arrived at school – school procedure

School to make all reasonable enquiries to find the whereabouts of the pupil and follow the appropriate procedure

Pupil started at new school

1. Parent or LA notifies school the pupil has started at another school.
2. School to obtain other school’s contacts details.
3. School calls other school to verify pupil is on their roll and has started.
4. School to complete:
   • Common transfer file (CTF) uploaded to s2s
   • Destination field on SIMS
   • School leaver’s form (SL1)

Elective home education

1. Parent notifies school the pupil is to be withdrawn from roll and will be electively home educated. This must be in writing or by email.
2. School offers exit interview meeting.
3. School to complete:
   • Common transfer file (CTF) uploaded to s2s
   • Destination field on SIMS
   • School leaver’s form (SL1)
   • EHE safeguarding pupil form

Pupil moved out of area

1. Parents have notified school or pupil is known to have moved and no longer residing within a reasonable distance from the school, but new education provision is unknown.
2. School to complete:
   • Common transfer file (CTF) uploaded to s2s
   • Destination field on SIMS
   • School leaver’s form (SL1)
   • Children missing education form (CME1)
   • Consider if any safeguarding concerns inform CME officer immediately/MASH referral if appropriate

Pupil has moved out of the UK

1. School has made all reasonable enquiries to ascertain the pupil’s new address and details of their education provision.
2. In cases where there are safeguarding concerns, school should consult MASH or the police or both.
3. School to complete:
   • Common transfer file (CTF) uploaded to s2s
   • Destination field on SIMS
   • School leaver’s form (SL1)
   • Children missing education form (CME1) only to be completed where there are safeguarding concerns

Form links

Please ensure you read all guidance documents for ‘removing a child from school roll’ and ‘CME’. The Education (Pupil Registration) (England) Regulations 2006 (legislation.gov.uk)

• SL1 form
• CME1 form
• EHE form

All forms are to be returned to: ONE Data Team, SCOMIS, Great Moor House, Bittern Road, Exeter EX2 7NL or if you can use Egress Switch Secure mailing to send to onesystemcme@devon.gov.uk . If the Team can’t locate the child, information will be passed to the CME Officer for investigation.

If, after making all reasonable enquires, you are unable to ascertain why the pupil has not arrived and still no resolution after 20 days the matter is referred to the CME officer.

This information is also available to download and print:

• Removing normal round (year 7) or in-year admission pupils from the school roll
• Normal round (year 7) admissions: pupil not arrived at school – school procedure