Draft Sac 11(s) (Secondary) V.3 17.8.11
QUALITY AND CONTINUOUS IMPROVEMENT
Name of School:
Name and Designation of School Staff Consulted:
Date of Inspection:
The framework below forms the basis of a Register Inspection which will be carried out by an LA representative (under Regulations 10 and 11
of The Education (Pupil Registration) (England) Regulations 2006 (amended) 2010). The purpose of a Register Inspection is to ensure that
the school is fully complying with the legal requirements and statutory advice relating to the keeping of both the admissions register and the
attendance register.
Where it exists, a note has been added to the header of each section detailing where the legal requirements can be found.
On completion of the Inspection, recommendations may be made. Recommendations will take one of two forms: Recommendations written in
orange will denote changes which MUST be made to ensure the school complies with the relevant legislation. Recommendations written in
blue denote changes which, whilst not legally required, would improve practice within the school.
REGISTER INSPECTION CHECKLIST (Secondary)
Comments
Number
1.
2.
3.
Total number of pupils said to be on roll - admissions register
Number of pupils who are dual registered (and whether that tallies
with the records at the other establishment)
Number of pupils who are in alternative provision, or educated offsite (and do these tally with the records at the other provision?)
Please tick
Yes
4.
Does the number of pupils stated to be on roll (taking into account
pupils who are dual registered and/or educated off site(2 and 3
above)) match the actual number on roll?
5.
Are there any anomalies?
Comments
No
ADMISSIONS REGISTER Relevant legislation: The Education (Pupil
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
Registration)(England) Regulations 2006 (amended)2010 : Regulation (5)
6.
Is the full name of every parent recorded?
Ask about Mum's common law husband, etc.
Obtain the data capture/admissions form from school
7.
Is parent of residence indicated?
8.
Are there clear indicators as to who has Parental Responsibility?
9.
Are home addresses clearly listed – for pupil/for all parents?
10.
Are parental contact details available? And additional emergency
contacts? (Need at least one telephone number)
11.
Where pupils have a 'known by' name, is it clear which name is the
legal name?
12.
Is gender and ethnicity (DfE code) of child shown/recorded?
13.
Is the name and address of the GP recorded?
14.
How often are the above details updated?
15.
Are details of last school attended listed?
INDUCTION PROCEDURES
16.
1 Do Year 7 pupils have a phased start in September? If so, what are
. the implications for the rest of school pupils and how are registers
marked? (Y? use of inset?)
17.
1 What induction procedures are undertaken with year 7 pupils, e.g.
. home visits & preadmission visits to school (sign in as visitors)?
18.
1 What induction procedures, if any, are undertaken for pupils other
. than year 7?
ADMISSIONS AND LEAVERS Relevant legislation: The Education
(Pupil Registration)(England) Regulations 2006 (amended)2010 : (8)(1)(an) details criteria for removal from roll.
Paragraph (12)(3) details requirements re: notification to LA .
19.
Are pupils put on roll from the first expected session (not the first
time the pupil crosses the threshold)? Regulation (5)(3)
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
20.
Has the CME Team been notified of 'missing' pupils, including
pupils who do not arrive when expected?
21.
Does the school use electronic CTF?
22.
Does the school post missing children to the missing pupil
database? (including XXX-XXXX and MMM-MMMM)
23.
Are onward destinations known for all leavers and do school follow
the protocol re: notification to LA? Are reasons for removal from roll
in line with those laid out in The Education (Pupil Registration)
Regulations 2006? Is there evidence that appropriate practice takes
place before a pupil is removed from the school roll e.g. with regard
to EHE, emigration etc?
24.
Are the records of admissions/readmissions correct (leavers
report)? When are Year 11 pupils removed from the school roll?
ATTENDANCE REGISTERS
25.
Is there a first day response procedure in place and whose
responsibility is it to undertake this and the follow up (in accordance
with attendance procedural framework)?
What time is FDR
undertaken by?
Ask how the information/communication between home and school
is recorded and whether school record who they spoke to at home
26.
Are registers formally closed each session? If so when? During
which periods of the day are a.m. and p.m. registration
27.
Where do the manual registers (data capture forms) go after
registration when the data is not recorded through electronic
methods? E.g. when register taken in PE/assembly/by supply
teacher?
28.
When the register is not taken electronically, how/when is data
transferred to the SIMS? What, if any, are the implications for
Health and Safety (evacuation procedure etc)?
29.
Is there an adequate procedure in place for roll call in the event of
an evacuation? (Are the registers taken outside, including contact
details and late and visitors books, a phone, etc. If electronic
registration is used, how is this managed?)?
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
CODE USAGE relevant legislation: The Education (Pupil Registration)
Regulations 2006 (Amended) 2010: Regulation (6)
30.
Are any absences left blank on the paper register each session
where this is used?
31.
Is the use of the full range of codes restricted to specific school
staff? Which codes are class teachers able to enter into register?
(should be restricted to marking 'absent' or 'present' in most
instances)
32.
Who is authorised to make alterations to the register (on SIMS /
PARS/ Lesson Monitor etc)?(the number of school staff authorised
to make changes should be kept to a minimum)
33.
To what extent are codes used within DfE guidelines? C/ I / D / E /
G / F / H / O etc
34.
Are Ls and Us differentiated (i.e. what time does L begin / cease to
be used in accordance with attendance policy – cross reference the
late book with SIMS) and what are the late-comers procedures (e.g.
late book and signing in and out book)?
35.
Is N used to record absences where the reason for absence is not
yet known, and, if so, how long before the Ns are changed? Codes
should be changed within no longer than a 2/3 week time frame
unless in exceptional circumstances – in which case the comments
option should be used.
36.
For schools with PARS / Lesson Monitor; are there any codes
available for use in addition to the DfE codes? E.g. for learning
support unit / medical room etc.
37.
To what extent is the recording of attendance of pupils off-site
recorded and monitored correctly (B, D, etc.) What checks are
undertaken? How frequently and by whom? Have appropriate
Directions been issued as per guidance
38.
Are there any pupils on part time timetables? If so, how are their
registers marked? ('C' should be used for sessions not required to
attend). Are arrangements regularly reviewed and are time limited
Action Plans in place?
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
39.
Do school use 'R' to denote leave for religious observance? Does
the number of 'R' codes tally with the ethnic profile of the school?
40.
What are the arrangements for marking registers during exam
periods? Year 10 during Mock Exams, Year 11 up until the last
Friday in June. Is this marked accurately in the registers?
41.
Have the school had any uses of the ‘Y’ (Enforced Closure) code
during either this academic year or the previous one? If so,
ascertain when and the reason why – also whether the Y was
applied to the whole school or a discrete group of pupils. See below
for how to do this.
MONITORING PROCESS
42.
How are pupils with persistent absence identified and within what
time frame would steps be taken to investigate? Do all PA pupils
have a relevant, regularly reviewed Action Plan?
43.
Is there a senior manager who is regularly appraised of any
issues/concerns raised through the registration of pupils and who
can ensure that timely actions are taken to address the issues? Is
the Attendance Lead on SLT – how much involvement does he/she
have with the management of interventions etc?
Can school demonstrate how they have made use of the devolved
EWS funding to deliver the EWS functions? e.g. carrying out of
home visits, use of Parenting Contracts, assessments etc.
44.
45.
Is there evidence of analysis of the reasons for absence and are
actions taken to address the main reasons for absence? For
example, Is there evidence that authorised medical absence is
challenged if the registration pattern gives cause for concern?
46.
Does the school undertake analysis of vulnerable groups and take
action as necessary?
47.
Are absences monitored by ethnicity using the DfE codes?
EXCLUSIONS
48.
Are there more than 10 E marks in any one block? (NB with fixed
term exclusions, it is the school's responsibility to identify provision
from Day 6 onwards. For permanent exclusions, Day 6 provision is
LA responsibility).
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
49.
Are there periods of absence immediately following a period of fixed
term exclusion? Some schools require pupils/parents to attend a
reintegration meeting prior to allowing the pupil to recommence
attending school. This is not lawful and constitutes an unofficial
exclusion. Check for use of 'C's.
HOLIDAYS relevant legislation: The Education (Pupil Registration)
Regulations 2006 (Amended) 2010: Regulation (7) (3-4)
50.
What are the procedures for requesting leave in term time and who
authorises this? How is this communicated to parents?
51.
Is 'leave' noted correctly (e.g. H, F, G and C etc.)?
52.
Is a return date agreed prior to extended leave?
MISCELLANEOUS
53.
Are registers in use other than by form/class (e.g. separate register
(hard copy) for swimming class/ college classes etc)?
54.
Is SIMS data backed up monthly (as a minimum) or more
frequently? If so, how and where are the back-ups kept? relevant
legislation The Education (Pupil Registration) (England) Regulations 2006
(Amended) 2010: Regulation ( 15)
55.
How long are registers kept (including notes from parents)/
admissions/attendance registers? According to Regulation (14)
information should be kept for 3 years as a minimum.
56.
Does school close early on the last day(s) of term? If so, how is the
register marked and are parents informed and offered alternative
arrangements? Similarly, does school partially close to allow for
student review days?
57.
Is school open to all pupils for the required 380 sessions each
academic year? Education (School Day and School Year) Regulations
1999
SCHOOL ATTENDANCE POLICY OR OTHER
DOCUMENTATION
58.
Check registration practice against school attendance policy.
Does school have an attendance policy and when was it last
reviewed?
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
Comments
Was there consultation with parents and pupils when the
attendance policy was reviewed?
When was the attendance policy last publicised to pupils and
parents? And is it both adequate and compliant with relevant
legislation/regulation? (Check that the terminology is correct and
reflects practice within the school)
Is reference made to Fixed Penalty Notices within the SAP? (Refer
to discussion held with Court Officer prior to visit re: school's
previous court actions).
59.
60.
61.
Reports
The reports listed below can be used to support information given above. Under The Education (Pupil Registration) (England) Regulations (Amended) 2010 Paragraph 11
the LA representative is able to print and retain this data to assist with the completion of the report. The data will then be securely disposed off.
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Analysis by Attendance Category
Breakdown of UA and AA and overall absence for full previous year (Sep to July), previous year to this point, and this year to date (3 reports)
Group Analysis by Code
Full year for previous year (Sep to July), previous year Sep to this point, and this year to date (3 reports)
Chosen Code Report
o Use the Group Analysis by Code to highlight which codes seem irregular or used a lot, then use the Chosen Code Report by pupils by sessions – do C, U,
O, H, I, R etc.. Count how many children have more than a threshold of that code, e.g. 5 sessions of C, 20 sessions of H and I, B code use.
o Use also to identify PA pupils by running report for all AA and UA up to specified thresholds for each Half Term period (thresholds will be entered here
once these are known).
Unexplained Absences Report (only need to run if Ns highlighted on Chosen Code Report)
Edit Marks Report
Focus, Attendance, Edit Marks then manually count the number in each class
Missing Marks Report
Check using the pie chart on the home page and run the missing marks report
History of Changes Report (under Module Reports)
Check that only one person is listed as making the changes
Check that entries have not been changed more than once
Leavers
Reports, Run Reports, Focus, Student, 'Leavers' (school can customise report to show destination if not shown). Set the date between 1 Sep and today to monitor
potential CME and check that school has forwarding schools in and CTF procedure
Use of Y code
Focus; Attendance; Exceptional Circumstance; select dates; Search – should list all instances of Y that have occurred during the specified period. Then you
should be able to select each one in turn to be able to view the reason given. NB: Y should not be used in a ‘planned way’ (e.g. to allow certain groups of pupils to
be absent when other groups have induction days – phased entry etc). Y should only be used when closure is unavoidable for either whole school or discrete
group (e g. snow days, heating broken at school, flooding etc).
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC:
Draft Sac 11(s) (Secondary) V.3 17.8.11
NB: The text in green should be deleted before sending the report to school
XXXX – School Name –Secondary Register Inspection – Date
Lead SAC:
Supporting SAC: