DfE Attendance Codes 2024/2026: A Comprehensive Guide
Navigating the updated DfE attendance codes, effective August 19th, 2024, requires understanding new statutory guidance and changes impacting school data reporting procedures.
Significant alterations to school attendance coding, mandated by the Department for Education (DfE), come into effect on August 19th, 2024. These revisions, detailed in the latest statutory guidance – “Working Together to Improve School Attendance” – necessitate a comprehensive review of current practices. The changes aren’t merely cosmetic; they represent a fundamental shift in how attendance is recorded and reported, aiming for greater accuracy and consistency across all educational settings.
Key updates include the removal of several historical codes and the introduction of new, multi-character codes designed to provide a more nuanced understanding of student absence reasons. Schools must familiarize themselves with these new codes, particularly the ‘C’ codes (C1-C4), to ensure correct implementation. Furthermore, adjustments to Common Transfer File (CTF) export strings are crucial for seamless data transfer between schools. These changes impact systems like Bromcom, requiring specific adjustments to maintain accurate attendance records.
Effective Date: August 19th, 2024
Mark your calendars: August 19th, 2024, is the pivotal date for implementing the revised DfE attendance codes. From this date forward, all schools are legally obligated to adhere to the new statutory guidance outlined in “Working Together to Improve School Attendance.” Continued use of discontinued codes after this date will be considered non-compliant, potentially impacting Ofsted inspections and data reporting accuracy.
Preparation is paramount. Schools should have already begun training staff on the new coding system and updating their school information systems (SIS) – including platforms like Bromcom – to reflect the changes. CTF export functionalities must also be adjusted to accommodate the new multi-character codes. Proactive adaptation ensures a smooth transition and minimizes disruption to daily attendance procedures. Delaying implementation risks inaccurate data and potential penalties, so prioritize these updates now.
Overview of the New Statutory Guidance
The DfE’s updated statutory guidance, published in August 2024, fundamentally reshapes school attendance recording practices. Key changes include the removal of several historical codes and the introduction of new, more specific codes – notably, multi-character codes like C1, C2, C3, and C4 – to better categorize reasons for absence. This aims for greater clarity and improved data collection regarding pupil attendance patterns.
The guidance emphasizes accurate coding to support targeted interventions and improve overall attendance rates. Schools must familiarize themselves with the revised definitions for existing codes, such as Code B, and understand the appropriate application of the new codes. Furthermore, the guidance details necessary updates to Common Transfer File (CTF) exports and integration with school information systems like Bromcom, ensuring consistent data transfer and reporting across educational settings.
Understanding the Core Attendance Codes
Core codes—present, absent, and authorized—form the foundation of attendance tracking, requiring precise application as defined by the DfE’s 2024 statutory guidance.
Present Codes: Detailed Breakdown
Present codes signify a student’s physical presence or participation in approved educational activities during scheduled sessions. Code ‘B’ is crucial; its revised definition (2024) now encompasses attendance for any approved educational activity, extending beyond simply being ‘educated off-site’.
This includes taster days and activities that don’t neatly fit into codes K, V, P, or W. Code ‘K’ specifically denotes attendance at provision arranged by the Local Authority under Section 19 of the Education Act 1996. Furthermore, Code ‘L’ is used when a student arrives after the register has been taken, ensuring accurate recording of late arrivals.
Accurate application of these codes is paramount for compliant data reporting. Schools must ensure staff are thoroughly trained on these nuances, particularly the broadened scope of Code ‘B’, to maintain accurate attendance records and fulfill statutory obligations as outlined in the DfE’s guidance.
Code B: Revised Definition (2024)
The DfE significantly revised Code ‘B’ as of August 19th, 2024, shifting its meaning from solely “educated off-site (not Dual Reg)” to “Attending any other approved educational activity;” This broadened definition is a key change schools must understand.
This encompasses a wider range of activities, including taster days, workshops, and supervised learning experiences that fall outside traditional classroom settings, but aren’t covered by codes K, V, P, or W. The update clarifies that ‘off-site’ is no longer the defining characteristic.
Schools should update their internal documentation and staff training to reflect this change. Incorrect application of Code ‘B’ could lead to inaccurate attendance reporting. The revised definition aims for greater flexibility and inclusivity in recognizing legitimate educational engagement, aligning with the DfE’s focus on improving overall school attendance.
Code K: Local Authority Provision (Section 19)
Code ‘K’ remains largely consistent under the 2024 DfE guidance, signifying a student’s attendance at provision specifically arranged by the Local Authority (LA) under Section 19 of the Education Act 1996. This provision caters to pupils who, due to special needs or exclusion, require alternative educational arrangements.
It’s crucial to accurately apply Code ‘K’ when a student is attending a placement commissioned by the LA, ensuring clear documentation of the arrangement. This code distinguishes attendance at LA-arranged provision from other off-site activities covered by Code ‘B’.
Schools must maintain close communication with the LA to confirm Section 19 placements and accurately record attendance. Proper use of Code ‘K’ is vital for accurate reporting of vulnerable students’ engagement in education and for fulfilling statutory obligations regarding alternative provision.
Code L: Late Arrival After Registration
Code ‘L’ specifically denotes a late arrival after the official registration period has concluded. This is a key distinction, as it differs from absences recorded with other codes. The DfE guidance emphasizes using ‘L’ only when a student arrives at school following the completion of the morning or afternoon register.
Schools should consistently apply Code ‘L’ to accurately reflect punctuality data, contributing to a comprehensive understanding of student attendance patterns. It’s important to note that repeated late arrivals, even with Code ‘L’ applied, may trigger further investigation and intervention strategies.
Accurate recording with Code ‘L’ supports schools in identifying and addressing potential barriers to timely attendance, ultimately aiming to improve overall student engagement and academic outcomes. Consistent application is crucial for reliable attendance reporting.
Absent Codes: New and Modified
The DfE’s revised attendance framework introduces updated absent codes – N, O, P, and U – alongside modifications to existing ones, demanding precise school implementation.
Code N: No Reason for Absence
Code N signifies a pupil absence where the school has not received any communication from a parent or guardian explaining the reason. This is a crucial new code introduced with the DfE’s updated guidance, effective August 19th, 2024. Previously, such absences might have been recorded under ‘O’ (unauthorised absence), but ‘N’ provides a distinct category for initial, unexplained absences.
Schools are expected to actively follow up on all ‘N’ codes, attempting to contact parents to ascertain the reason for the absence. Persistent ‘N’ codes should trigger further investigation and potential involvement of the local authority. It’s vital to differentiate between a genuine attempt to contact the school and a complete lack of communication. Accurate recording of ‘N’ codes is essential for monitoring attendance patterns and identifying potential safeguarding concerns. The DfE emphasizes proactive engagement with families to understand and address the underlying causes of unexplained absences.
Code O: Unauthorised Absence
Code O remains a key indicator for absences deemed unacceptable by the school, representing a breach of attendance regulations. This encompasses situations where a parent has not provided a valid reason, or the reason provided is not considered justifiable under the DfE’s statutory guidance, effective August 19th, 2024. Examples include truancy, family holidays taken during term time without prior authorisation, or appointments that could reasonably be scheduled outside school hours.
Schools retain the authority to determine what constitutes an unauthorised absence, but must apply this consistently and fairly. Recording ‘O’ codes accurately is vital for triggering appropriate interventions, such as attendance meetings with parents or referrals to the local authority. The DfE guidance stresses the importance of challenging unauthorised absences and promoting a culture of regular school attendance. Consistent application of Code O supports improved overall attendance rates and student outcomes.
Code P: Planned Absence
Code P signifies any absence pre-approved by the school, demonstrating proactive communication between families and educational institutions. This includes pre-arranged medical appointments, religious observances, or other exceptional circumstances where absence is deemed acceptable with prior notification. Crucially, the DfE guidance, effective August 19th, 2024, emphasizes that schools should carefully consider the impact of planned absences on a student’s learning.
Accurate recording of ‘P’ codes is essential for maintaining a clear attendance record and differentiating between authorised and unauthorised absences. Schools should establish a clear policy regarding the process for requesting planned absences and the evidence required for approval. While Code P represents an authorised absence, schools are encouraged to minimize disruption to education by exploring alternatives where possible, such as scheduling appointments outside school hours.
Code U: Unauthorised Public Holiday Absence
Code U specifically addresses absences taken during public holidays without prior school approval, marking a significant shift in attendance recording. The DfE’s updated statutory guidance, implemented August 19th, 2024, clarifies that taking holidays during term time is generally unauthorised, and this code reflects that stance. This differs from previous interpretations where holiday absences might have been considered under other, less specific codes.
Utilizing Code U allows schools to accurately track and report instances of unauthorised holiday absences, contributing to a clearer picture of overall attendance patterns. Schools are expected to have robust policies regarding term-time leave, clearly communicating the potential impact on a student’s education. Consistent application of Code U reinforces the importance of regular school attendance and discourages parents from removing children during instructional time.
New Multi-Character Attendance Codes
The DfE introduced codes like C1-C4, offering granular detail for specific circumstances—supervised learning, alternative provision, medical appointments, and family reasons.
Code C1: Supervised Learning
Code C1 specifically denotes attendance for supervised learning opportunities. This encompasses instances where pupils are engaged in educational activities that fall outside of the typical classroom setting, yet remain under the direct supervision of a qualified educator or designated supervisor. This could include activities like small group tutoring sessions, catch-up classes designed to address learning gaps, or specialized intervention programs tailored to individual student needs.
It’s crucial to differentiate C1 from other codes, such as Code B, which covers broader ‘off-site’ educational activities. C1 is reserved for situations where direct supervision is a key component of the learning experience. Schools must accurately record attendance using C1 to reflect these supervised learning engagements, ensuring compliance with the updated DfE guidance. Proper implementation aids in accurate data collection and reporting, providing a clearer picture of student participation in diverse learning environments.
Code C2: Alternative Provision
Code C2 is designated for pupils attending alternative provision (AP), a crucial element in supporting students who require learning outside of a mainstream school setting. This encompasses a range of educational placements designed to meet the specific needs of students who may be facing challenges that cannot be effectively addressed within a traditional classroom. AP can include placements at Pupil Referral Units (PRUs), alternative learning providers, or other specialized settings.
Accurate recording with Code C2 is vital for tracking student engagement in these provisions. Schools must ensure consistent application of this code when a student is attending AP, contributing to accurate attendance data and enabling effective monitoring of their progress. The DfE guidance emphasizes the importance of clear communication between schools and AP providers to ensure seamless attendance recording and reporting, ultimately supporting improved outcomes for vulnerable students.
Code C3: Medical Appointment
Code C3 specifically denotes absence due to a medical appointment, encompassing a broad spectrum of healthcare needs. This includes routine check-ups with doctors, dentists, or specialists, as well as urgent medical interventions. Schools are expected to utilize this code when a student is absent with verifiable evidence of a scheduled or unscheduled medical appointment, ensuring accurate attendance records reflect legitimate reasons for absence.
The DfE guidance clarifies that appropriate documentation, such as appointment cards or letters from healthcare professionals, should support the use of Code C3. Consistent application of this code is crucial for differentiating medically-related absences from other unauthorized absence categories. Accurate recording facilitates monitoring of student health and wellbeing, and informs school policies regarding student support and access to healthcare services, contributing to a holistic approach to student welfare.
Code C4: Family Reason
Code C4 is designated for absences stemming from compelling family circumstances, offering flexibility for situations not covered by other specific codes. This encompasses a range of events, such as attending family funerals, significant family celebrations, or addressing urgent family matters requiring the student’s presence. Schools retain discretion in determining whether a reason qualifies under ‘family reason,’ emphasizing the importance of individual case assessment.
However, the DfE guidance stresses that Code C4 should not be utilized for routine family holidays, which fall under unauthorized absence (Code O). Schools are encouraged to engage with families to understand the nature of the family reason and, where appropriate, offer support. Consistent and thoughtful application of Code C4 ensures sensitive handling of personal family situations while maintaining accurate attendance data, balancing empathy with accountability;
Historical Codes: Removal and Updates
The DfE has removed several legacy attendance codes as of August 19th, 2024, streamlining the system and requiring schools to migrate to the new coding framework.
Discontinued Codes: List of Removed Codes
The Department for Education (DfE) has officially discontinued a number of historical attendance codes with the implementation of the revised statutory guidance on August 19th, 2024. Schools are no longer required to utilize these codes for recording pupil attendance. Key codes removed include those previously used for specific off-site learning arrangements that are now encompassed within the new multi-character codes, such as C1, C2, C3, and C4.
Specifically, older codes representing dual registration scenarios have been superseded. Schools should cease using any custom codes (A, 1, 2, 3, 4, 5, 6, 7, 8, 9, 0) if they duplicate functionality now provided by the standardized DfE codes. This change aims to improve data consistency and facilitate more accurate national attendance reporting. It’s crucial to review internal systems and ensure all staff are aware of these removals to avoid incorrect data submissions.
Impact on Existing Data and Reporting
The transition to the new DfE attendance codes necessitates careful consideration regarding existing historical data and future reporting requirements. While retrospective changes to past attendance records aren’t mandated, schools should be aware that analyses relying on the discontinued codes will require interpretation. The updated CTF (Common Transfer File) export functionality is vital; schools must update their systems to align with the new attendance string format to ensure seamless data transfer.
Bromcom and other School Information Systems (SIS) require adjustments to accommodate the multi-character codes. Accurate reporting to the DfE will depend on consistent application of the revised coding system. Schools should prioritize staff training to minimize errors and maintain data integrity. Continued use of old codes in current reporting will lead to inaccuracies and potential discrepancies in national attendance statistics.
Practical Implementation for Schools
Successful adoption demands updating CTF exports, adjusting systems like Bromcom, and integrating the new codes into existing school information systems for accurate tracking.
CTF Export Updates for Attendance Strings
The introduction of two-character attendance codes necessitates critical updates to the Common Transfer File (CTF) Export attendance string format. Schools must ensure their systems accurately reflect these changes to maintain data integrity during pupil transfers. Bromcom, a widely used system, acknowledges this requirement and provides documentation to guide customers through the necessary adjustments.
Previously, single-character codes were sufficient, but the expanded coding system demands a revised string structure. Failure to implement these updates will likely result in errors during data exchange and potential inconsistencies in national attendance reporting. Schools utilizing custom attendance codes (A, 1-9, 0) can continue using them alongside the new DfE codes, as these remain unchanged. However, the CTF export must accommodate the new multi-character codes correctly. Thorough testing of CTF exports post-implementation is strongly recommended to validate the accuracy of the updated attendance strings.
Bromcom System Adjustments
Bromcom, recognizing the impact of the DfE’s attendance code changes effective August 19th, 2024, has released specific guidance for its customer base. These adjustments primarily focus on ensuring accurate CTF Export functionality with the introduction of the new two-character codes. Schools utilizing Bromcom should consult the dedicated Documentation Centre for detailed instructions on system configuration.
The core adjustment revolves around updating the system to correctly interpret and export the new codes within the CTF format. Importantly, any pre-existing custom attendance codes (A, 1 through 9, and 0) will continue to function as before, requiring no immediate modification. However, the successful implementation of the new codes is crucial for compliant data transfer. Bromcom’s support resources provide step-by-step instructions and troubleshooting advice to facilitate a smooth transition. Regular system updates and adherence to Bromcom’s guidance are vital for maintaining accurate attendance records.
Integration with School Information Systems
Successful implementation of the revised DfE attendance codes necessitates careful integration with existing School Information Systems (SIS). Schools must verify that their SIS platforms are updated to accommodate the new codes – including the multi-character options – and accurately reflect the revised definitions, particularly concerning Code B. This integration is critical for maintaining data integrity and ensuring compliance with the statutory guidance effective August 19th, 2024.
Testing the updated SIS functionality with sample data is highly recommended before full implementation. Particular attention should be paid to CTF Export processes, ensuring the new codes are correctly mapped and transmitted. Schools should collaborate with their SIS vendor to confirm compatibility and address any potential issues. Ongoing monitoring and validation of attendance data within the SIS will be essential to guarantee accurate reporting and informed decision-making regarding student attendance.
Resources and Further Information
Access the official DfE guidance document (August 2024) and frequently asked questions to fully understand the new attendance code requirements and implementation.
DfE Guidance Document (August 2024)
The Department for Education’s (DfE) comprehensive guidance, published in August 2024, serves as the foundational document for understanding the revised attendance coding system. This document, accessible via the gov.uk website, details the rationale behind the changes and provides explicit instructions for schools and local authorities. It emphasizes “working together to improve school attendance,” outlining the statutory legal coding requirements that all educational establishments must adhere to.
The guidance clarifies the definitions of each code, including the new multi-character codes (C1-C4), and specifies which historical codes have been discontinued. Crucially, it highlights the importance of accurate data recording for effective monitoring and intervention. Schools are advised to thoroughly review the document in conjunction with any system-specific guidance provided by their software vendors, such as Bromcom, to ensure seamless integration and compliance with the updated standards. The document also addresses CTF export updates necessary for accurate data transfer.
Frequently Asked Questions (FAQs)
Numerous questions have arisen following the DfE’s announcement of changes to attendance codes, effective August 19th, 2024. A key concern revolves around the removal of historic codes and the implementation of new, multi-character options. Schools are inquiring about the impact on existing data and reporting procedures, particularly regarding CTF exports.
Frequently asked questions also address the revised definition of Code B, now encompassing “any other approved educational activity.” Clarification is sought regarding custom attendance codes currently in use within school systems like Bromcom – these will remain unchanged. Many are seeking guidance on integrating the new codes into their School Information Systems (SIS). The DfE guidance document and vendor-specific resources are consistently recommended as primary sources of answers, ensuring consistent application of the updated attendance framework across all educational settings.
