Present and Absent Codes

Code

Definition

Scenario

/

Present (am)

Pupil is present at morning registration

\

Present (pm)

Pupil is present at afternoon registration

L

Late arrival

Pupil arrives late before register has closed

Attending a place other than the school

K

Attending education provision arranged by the local authority

Pupil is attending a place other than a school at which they are registered, for educational provision arranged by the local authority

V

Attending an educational visit or trip

Pupil is on an educational visit/trip organised or approved by the school

P

Participating in a sporting activity

Pupil is participating in a supervised sporting activity approved by the school

W

Attending work experience

Pupil is on an approved work experience placement

B

Attending any other approved educational activity

Pupil is attending a place for an approved educational activity that is not a sporting activity or work experience

D

Dual registered

Pupil is attending a session at another setting where they are also registered

Absent – leave of absence

C1

Participating in a regulated performance or undertaking regulated employment abroad

Pupil is undertaking employment (paid or unpaid) during school hours, approved by the school

M

Medical/dental appointment

Pupil is at a medical or dental appointment

J1

Interview

Pupil has an interview with a prospective employer/educational establishment

S

Study leave

Pupil has been granted leave of absence to study for a public examination

X

Not required to be in school

Pupil of non-compulsory school age is not required to attend

C2

Part-time timetable

Pupil is not in school due to having a part-time timetable

C

Exceptional circumstances

Pupil has been granted a leave of absence due to exceptional circumstances

Absent – other authorised reasons

T

Parent travelling for occupational purposes

Pupil is a ‘mobile child’ who is travelling with their parent(s) who are travelling for occupational purposes

R

Religious observance

Pupil is taking part in a day of religious observance

I

Illness (not medical or dental appointment)

Pupil is unable to attend due to illness (either related to physical or mental health)

E

Suspended or excluded

Pupil has been suspended or excluded from school and no alternative provision has been made

Absent – unable to attend school because of unavoidable cause

Q

Lack of access arrangements

Pupil is unable to attend school because the
local authority has failed to make access arrangements to enable attendance at school

Y1

Transport not available

Pupil is unable to attend because school is not within walking distance of their home and the transport normally provided is not available

Y2

Widespread disruption to travel

Pupil is unable to attend because of widespread disruption to travel caused by a local, national or international emergency

Y3

Part of school premises closed

Pupil is unable to attend because they cannot practicably be accommodated in the part of the premises that remains open

Y4

Whole school site unexpectedly closed

Every pupil absent as the school is closed unexpectedly (e.g. due to adverse weather)

Y5

Criminal justice detention

Pupil is unable to attend as they are:

• In police detention

• Remanded to youth detention, awaiting trial or sentencing, or

• Detained under a sentence of detention

Y6

Public health guidance or law

Pupil’s travel to or attendance at the school would be prohibited under public health guidance or law

Y7

Any other unavoidable cause

To be used where an unavoidable cause is not covered by the other codes

Absent – unauthorised absence

G

Holiday not granted by the school

Pupil is absent for the purpose of a holiday, not approved by the school

N

Reason for absence not yet established

Reason for absence has not been established before the register closes

O

Absent in other or unknown circumstances

No reason for absence has been established, or the school isn’t satisfied that the reason given would be recorded using one of the codes for authorised absence

U

Arrived in school after registration closed

Pupil has arrived late, after the register has closed but before the end of session

Administrative codes

Z

Prospective pupil not on admission register

Pupil has not joined school yet but has been registered

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Planned whole-school closure

Whole-school closures that are known and planned in advance, including school holidays