4.1 The collection process: 2005/06 to present
The school census collects information for a pupil’s absence in the term prior
to the census - ie one term in arrears.
For example, the spring school census collects information on absence during
the autumn term.
Data is collected one term in arrears to ensure all absences are accounted for
and recorded in each term.
Within the autumn census all schools are required to provide the first and
second halves of the summer term’s absence figures separately.
This allows total absence levels to be calculated for both the full year and
the first five half terms. For further information:
1.6 The school year (five half terms vs six half terms).
Table 6: School census pupil absence collection schedule
| Phase |
census |
Schedule |
|
State-funded primary,secondary and special schools 3
|
Spring census |
Collects autumn term absence - From 1 August to 31 December |
| Summer census |
Collects spring term absence - From 1 January to Easter Sunday |
| Autumn census |
Collects first half of summer term absence - From Easter Monday to
Sunday before spring bank holiday Collects second half of summer term
absence - From spring bank holiday to 31 July
|
|
3Prior to the 2016/17 academic year absence information from
special schools was collected on an annual basis only, this was be
collected each year via the autumn school census.
|
Schools submit their school census returns via DfE's data collection software
COLLECT. For further information on the school census - including absence:
School census: closed collections.
4.2 Background of absence data collection
The following sections outline how absence data collection has changed since
it was first collected in 1993/94. A timeline is also available in
Annex E.
High level absence information showing rates from before and after the absence
collection moved to the school census is available in
Annex F.
4.2.1 School census - 2005/06 to present
In spring 2006 the school census started to collect enrolment
level absence data on a termly basis (spring, summer and autumn collections)
from maintained secondary schools, city technology colleges and academies
relating to absence in the 2005/06 academic year.
In the spring 2007 school census the scope of the collection
was extended to maintained primary schools, collecting absence data for the
2006/07 academic year.
Reason for absence was also collected for the first time in the
spring 2007 school census, collecting absence by reason data
for the autumn term 2006.
Prior to the 2016/17 academic year special schools did not provide termly
absence data - instead they provided annual enrolment level absence returns.
Special school absence information was collected for the first time in the
autumn 2007 school census, collecting absence data for the
2006/07 academic year.
From September 2011 data collection systems were amended so
that the national attendance code “D” (dual registered) was no longer counted
in the school census as an attendance or a possible session.
Following this, schools should only record the pupil’s attendance and absence
for those sessions that a pupil was scheduled to attend at that school and the
code “D” attendance code should be used to signify a session attended via the
dual school.
This means that any dual registered pupils attending full time at their dual
school (school B) for the period would have zero possible sessions recorded
for school A.
Absence data for four year olds was collected for the first time in the spring
2013 school census, collecting absence information for the autumn term 2012.
Absence data for the second half of the summer term (the sixth half term) was
collected by DfE for the first time in the autumn 2013 school census.
Previously absence data had only been collected for autumn term, spring term
and the first half of the summer term.
An amended persistent absentee threshold for the full year was also introduced
to account for the additional half term of absence
Whilst six half term data is more indicative of the academic year and
therefore became the main measure for overall absence from this point, five
half term data is still published alongside six half term data up to and
including the 2013/14 academic year (until a meaningful time series for six
half term data is established).
Table 7 provides a comparison of absence figures based on five half terms and
six half terms, for the full 2012/13 academic year, when data for the sixth
half term was first included.
Table 7: Comparison of absence indicators for the 2012/13 academic year
based on five half terms and six half terms
|
Five half terms |
Six half terms |
| State-funded primary, secondary and special schools |
| Overall absence |
5.2 |
5.3 |
| Authorised absence |
4.2 |
4.2 |
| Unauthorised absence |
1.0 |
1.1 |
| Percentage of pupil enrolments that are persistent absentees (1) |
4.6 |
4.6 |
| State-funded primary schools |
| Overall absence |
5.2 |
5.3 |
| Authorised absence |
4.2 |
4.2 |
| Unauthorised absence |
1.0 |
1.1 |
| Percentage of pupil enrolments that are persistent absentees (1) |
4.6 |
4.6 |
| State-funded secondary schools |
| Overall absence |
5.2 |
5.3 |
| Authorised absence |
4.2 |
4.2 |
| Unauthorised absence |
1.0 |
1.1 |
| Percentage of pupil enrolments that are persistent absentees (1) |
4.6 |
4.6 |
| Special schools |
| Overall absence |
5.2 |
5.3 |
| Authorised absence |
4.2 |
4.2 |
| Unauthorised absence |
1.0 |
1.1 |
| Percentage of pupil enrolments that are persistent absentees (1) |
4.6 |
4.6 |
|
(1) Persistent absence defined with the 15% threshold methodology in
place at the time of the change
|
In spring 2014, the scope of the collection was extended again to collect
termly pupil referral unit (PRU) absence information relating to absence in
the 2013/14 academic year.
Previously absence data for PRUs had been collected annually via the PRU
census, where the absence information related to the previous academic year.
This census has now been amalgamated into the school census.
Pupil-level PRU absence information was collected from all PRUs via the PRU
census for 2009/10 to 2011/12. However, no absence information for the 2012/13
academic year was collected for PRUs due to the move from PRU census to school
census.
As of the spring 2014 school census, code 'F' (authorised absence due to
agreed extended family holiday) was discontinued following an amendment to the
Education (Pupil Registration) (England) Regulations 2006.
In the
Pupil absence in schools in England: 2013 to 2014 release
any extended family holiday absences (code 'F') recorded by schools
have been combined with authorised family holiday absences (code 'H').
Termly absence data for special schools was collected by DfE for the first
time in the autumn 2016 school census.
Previously absence data had been collected from special schools on an annual
basis only and therefore in year figures (the autumn and autumn/spring terms
combined) could not be calculated.
4.2.2 Absence in schools survey: 1993/94 to 2004/05
Prior to 2005/06, DfE's main source of absence data was the absence in schools
survey which was conducted in May each year and collected (at school level)
the number of day pupils of compulsory school age together with information on
the number of sessions missed due to authorised and unauthorised absence.
Absence information was collected from maintained primary, secondary, all
special and independent schools, city technology colleges and academies in
England.
Data covering the 2005/06 academic year from both sources shows that the
school census provided information on more pupil enrolments and tended to have
higher rates of absence reported than the Absence in Schools Survey.
Table 8 provides a comparison of absence figures based on the school census
and the absence in schools survey.
For further information on the change from the absence in schools survey to
the school census:
Pupil Absence in Secondary Schools in England, 2005/06.
Table 8: Comparison of absence indicators for the 2005/06 academic year
based on the absence in schools survey and the school census
|
Absence in schools survey
|
School census |
| Maintained secondary schools |
| Number of enrolments |
3,017,628 |
3,024,728 |
| Overall absence |
7.94 |
8.24 |
| Authorised absence |
6.74 |
6.82 |
| Unauthorised absence |
1.20 |
1.42 |
| City technology colleges |
| Number of enrolments |
3,017,628 |
3,024,728 |
| Overall absence |
7.94 |
8.24 |
| Authorised absence |
6.74 |
6.82 |
| Unauthorised absence |
1.20 |
1.42 |
| Academies |
| Number of enrolments |
3,017,628 |
3,024,728 |
| Overall absence |
7.94 |
8.24 |
| Authorised absence |
6.74 |
6.82 |
| Unauthorised absence |
1.20 |
1.42 |
4.3 Data coverage
4.3.1 Coverage - 2006/07 to present
Schools provide (via the school census) individual-level attendance data for
pupils of compulsory school age (ages 5 to 15 at the start of the school year)
and, as of September 2012, pupils aged 4 (at the start of the school year) who
are nonboarders.
DfE guidance states it's important that schools are able to work with parents
of four year olds to develop good patterns of school attendance before they
reach compulsory school age, and avoid it becoming a problem later on in their
academic career.
Within published absence statistics, schools are categorised into the
following phases.
Table 9: School types included in published absence statistics
| Phase |
Types of school |
| State-funded primary |
- Local authority maintained schools
- Middle schools as deemed
- Sponsored academies
- Converter academies
- Free schools
|
| State-funded secondary |
- Local authority maintained schools
- Middle schools as deemed
- City technology colleges
- Sponsored academies
- Converter academies
- Free schools
- University technical colleges
- Studio schools
|
| Special |
- Local authority maintained special schools
- Non-maintained special schools
- Sponsored academies
- Converter academies
- Free schools
|
| Pupil referral units (PRUs) |
- Pupil referral units (PRUs)
- Alternative provision sponsored academies
- Alternative provision converter academies
- Alternative provision free schools
|
Prior to the 2016/17 academic year, special school information was published
in full-year absence releases only as termly data was not collected.
In the spring 2014 school census, DfE introduced a new 'all-through' school
phase.
Schools with a statutory low age of below 7 and a statutory high age of above
14 years have been flagged as all-through schools in pupil absence National
Statistics releases.
For recent releases an approximation of all-through absence can be estimated
using the school level underlying data.
4.3.2 Coverage - 2005/06
Absence information for 2005/06 was the first years’ worth of absence data
collected termly, at enrolment level, via the school census. In this first
year of collection, information was collected for secondary schools only.
4.3.3 Coverage - 1993/94 to 2004/05
The absence in schools survey collected annual absence data (at school level)
for compulsory school aged pupils in primary, secondary, special and
independent schools. Information on academy absence was first collected for
the 2002/03 academic year.
4.4 What absence information is collected
Schools are expected to supply the following via their school census returns:
4.4.1 The number of sessions possible
Schools must record the number of sessions possible for each enrolment for the
attendance period (term or half term). There are two sessions for each school
day (morning and afternoon).
Every pupil aged 4 to 15 years (excluding boarders) as at the start of the
academic year (31 August) who was on the school roll for at least one session
during the specified attendance period should have an entry for the number of
possible sessions.
Enrolments with zero possible sessions are not included in the Department’s
absence releases.
Special cases when recording possible sessions:
-
dual registered pupils - to avoid the double counting
absence for pupils who are registered at more than one school (referred to
as 'dual registered'). Each school should:
-
only record the attendance and absence for the sessions the pupil is
required to attend at their school
-
use code 'D' (dual registered at another educational establishment) to
record all of the sessions the pupil is due to attend at the other
school
-
zero sessions possible - can be recorded where a dual
registered pupil has spent all of the attendance period (term or half
term) at their other school.
For example, if a dual-registered pupil spent all of the term/ half term
at his/her subsidiary registration then the main registration would have
zero sessions possible recorded for that term in the census.
-
summer half term - the official school leaving date for a
pupil who ceases to be of compulsory school age is the last Friday in June
of the academic year following the pupil’s fifteenth birthday.
This means that year 11 pupils must remain on the school roll until this
date and their attendance must be recorded.
Schools remain responsible for year 11 pupils up to the leaving date, even
when they have finished exams.
It's up to schools to consider how they might seek to widen the range of
learning opportunities during this time to meet the needs of their pupils.
Note: Absence data for the second half of the summer term is collected for
such pupils however any possible sessions and/or absence information for
pupils aged 15 years old in this term will not be published in any
National Statistics
-
pupils aged four - these pupils are not of compulsory
school age and their absence information is collected for indicative
purposes only.
DfE collects this data because good patterns of regular and punctual
attendance can be set from the early years and schools will want to be
aware of their performance in this respect.
The number of sessions they're expected to attend will vary from pupil to
pupil and from school to school.
Attendance code 'X' (non-compulsory school age absence - not counted in
possible attendances) should be used for those sessions when a four year
old is not expected to attend.
Within National Statistics, four year old absences are presented
separately to those for pupils of compulsory school age and only overall
absence rates are published.
4.4.2 Sessions missed due to authorised absence
Schools are required to report the number of authorised absence sessions
accrued by each enrolment. This can either be reported by a reason for absence
breakdown or by an aggregated total.
For further information:
4.4.4 Number of sessions missed for each specified reason for absence.
Authorised absence is absence which has been authorised by a teacher or other
authorised representative of the school.
For further information:
1.4 Key absence measures.
4.4.3 Sessions missed due to unauthorised absence
Schools are required to report the number of unauthorised absence sessions
accrued by each enrolment.
This can either be reported by a reason for absence breakdown or by an
aggregated total.
For further information:
4.4.4 Number of sessions missed for each specified reason for absence.
Unauthorised absence is absence without permission from a teacher or other
authorised representative of the school.
For further information:
1.4 Key absence measures.
Unauthorised absence does not apply to pupils of non-compulsory school age -
ie those aged four years. Any absence for four year olds should be recorded as
authorised.
4.4.4 Number of sessions missed for each specified reason for absence
Schools are able to provide their absence data using a reason code breakdown
or by using total figures for the number of sessions missed due to authorised
or unauthorised absence.
Some schools do not have the required software to provide absence data broken
down by reason and therefore are only able to provide overall totals.
In instances where no reason breakdown is provided absence is categorised
under 'unclassified'.
The majority of schools are able to and do provide absence information broken
down by reason for absence, but an estimated 1% of schools do not.
When deriving absence levels for each enrolment, in the first instance, the
sum of their absence by reason has been used, if this is missing or is less
than the total provided, their overall totals have been used.
Table 10: In the first instance, absences provided by reason are used to
create absence totals
|
Authorised absence total (as provided) |
Unauthorised absence total (as provided) |
Sum of provided reason breakdown (calculated) |
Outcome |
| Pupil A |
15 sessions |
35 sessions |
42 sessions |
The sum of enrolment’s reason for absence breakdown is lower than the
sum of authorised and unauthorised totals. Therefore, the reason for
absence breakdown is not used.
|
| Pupil B |
30 sessions |
10 sessions |
50 sessions |
The sum of enrolment’s reason for absence breakdown is higher than
provided totals. Therefore, the reason for absence breakdown is used.
|
| Pupil C |
20 sessions |
5 sessions |
25 sessions |
Reason breakdown total equals the sum of provided authorised and
unauthorised totals. Reason breakdown figures are used.
|
Authorised absence reasons
Only special circumstances should warrant an authorised leave of absence.
Schools should consider each application individually and take into account
the specific circumstances and relevant background context behind the request
before authorising.
The authorised reasons schools can use to record absences via the school
census are as follows:
-
illness (not medical or dental appointments) - schools
should advise parents to notify them on the first day the child is unable
to attend due to illness.
Schools should authorise absences due to illness unless they have genuine
cause for concern about the veracity of an illness.
If the authenticity of illness is in doubt, schools can request parents to
provide medical evidence to support illness.
Schools can record the absence as unauthorised if not satisfied of the
authenticity of the illness but should advise parents of their intention.
Schools are advised not to request medical evidence unnecessarily.
Medical evidence can take the form of prescriptions, appointment cards etc
rather than doctors’ notes.
-
medical or dental appointments - missing registration for
a medical or dental appointment is counted as an authorised absence.
However, schools should encourage parents to make appointments out of
school hours. Where this is not possible, the pupil should only be out of
school for the minimum amount of time necessary for the appointment.
-
holiday authorised by the school - Headteachers should
not grant leave of absence unless there are exceptional circumstances.
The application must be made in advance and the headteacher must be
satisfied that there are exceptional circumstances based on the individual
facts and circumstances of the case which warrant the leave.
Where a leave of absence is granted, the headteacher will determine the
number of days a pupil can be away from school. A leave of absence is
granted entirely at the headteacher’s discretion.
-
religious observance - schools must treat absence as
authorised when it is due to religious observance.
The day must be exclusively set apart for religious observance by the
religious body to which the parents belong.
Where necessary, schools should seek advice from the parents’ religious
body about whether it has set the day apart for religious observance.
-
study leave - schools must record study leave as
authorised absence.
Study leave should be used sparingly and only granted to year 11 pupils
during public examinations.
Provision should still be made available for those pupils who want to
continue to come into school to revise.
-
Gypsy, Roma and Traveller absence - a number of different
groups are covered by the generic term Traveller – Roma, English and Welsh
Gypsies, Irish and Scottish Travellers, Showmen (fairground people) and
Circus people, Bargees (occupational boat dwellers) and New Travellers.
This code should be used when Traveller families are known to be
travelling for occupational purposes and have agreed this with the school
but it's not known whether the pupil is attending educational provision.
It should not be used for any other types of absence by these groups.
To help ensure continuity of education for Traveller children it's
expected that the child should attend school elsewhere when their family
is travelling and be dual registered at that school and the main school.
Children from these groups whose families do not travel are expected to
register at a school and attend as normal.
They're subject to the same rules as other children in terms of the
requirement to attend school regularly once registered at a school.
-
excluded but no alternative provision made - if no
alternative provision is made for a pupil to continue their education
whilst they are excluded but still on the admission register, they should
be marked absent in the attendance register using code 'E'.
Alternative provision must be arranged for each excluded pupil from the
sixth consecutive day of any fixed-period or permanent exclusion.
Where alternative provision is made they should be marked using the
appropriate attendance code.
-
other authorised absences - any authorised absences not
covered by the groups above.
This code should only be used in exceptional circumstances.
Unable to attend due to exceptional circumstances
In 2012, for the 2011/12 academic year, the school census started to collect
absence information for pupils who are unable to attend school due to
exceptional circumstances, or attendance code 'Y'
Absences due to exceptional circumstances do not count as a possible session
and are not included in National Statistics.
This code can be used where a pupil is unable to attend because:
- the school site (or part of it) is closed due to an unavoidable cause
-
transport provided by the school or a local authority is not available and
where the pupil’s home is not within walking distance
-
a local or national emergency has resulted in widespread disruption to
travel which has prevented the pupil from attending school
This code can also be used where a pupil is unable to attend because:
-
the pupil is in custody - detained for a period of less than four months.
If the school has evidence from the place of custody that the pupil is
attending educational activities then they can record those sessions as
code 'B' (present at approved educational activity).
4.4.5 Absence by reason for four year olds
Schools are not obliged to use individual absence and attendance codes for
pupils aged four.
However, theyre encouraged to use these codes and (if they do so) the
appropriate absences will be returned in the school census.
If schools do not wish to use these codes then the total number of absences
for the attendance period will be recorded as sessions missed due to
authorised absence.
Absences recorded for four year olds will not be treated as 'authorised' or
'unauthorised' and will instead be reported and published as overall absence
only.
4.5 No longer collected but available historically
The authorised absence code 'extended family holiday' was discontinued as of
September 2014 and should not be used by schools.
As of the
Pupil absence in schools in England: 2013 to 2014
Statistical First Release (SFR), any extended family holiday absence
returned will be combined with 'authorised family holiday' absence.
Separate absence figures for 'extended family holiday' are published
historically.
For 2009/10 to 2011/12, absence information for pupils attending pupil
referral units (PRUs) was collected annually via the PRU census and published
as an additional table to the full year absence release in May each year.
As of January 2014 PRU census information, including absence data, is now
collected termly via the school census and published as an additional table to
each termly SFR.
For the 2012/13 academic year, due to the move from PRU census to school
census, absence data was not collected from PRUs.
4.6 What absence information is not collected
DfE does not collect the following information:
4.6.1 Boarding school absence
Boarding schools without day-pupils are not required to keep an attendance
register.
Schools with a mixture of day-pupils and boarders must keep an attendance
register for the day-pupils but absence information will not be collected for
boarders.
4.6.2 Closed school absence
Data are collected a term in arrears. This means, where a school closes, data
are not collected for the last term the school was open.
For schools which close at the end of a term, data for that term will not be
collected.
4.6.3 Internal absence
DfE is unable to identify 'internal absence'. This is defined as any absence
by pupils between the school’s twice-daily registrations - ie a pupil is
recorded as attending during morning or afternoon registration but is
physically not present at another part of the relevant session.
DfE’s current data systems are limited to only record and measure the
registrations required by law - not any subsequent absence.
4.6.4 Those not registered at a school
DfE only collects absence data for pupils on roll of a state-funded primary,
state-funded secondary, special schools or pupil referral units (including
alternative provision academies) during the absence period.
It does not include those children who are not registered at a school.
4.6.5 Daily absence and periods of absence
Absence information is collected termly for primary and secondary schools and
pupil referral units (PRUs) and is collected annually for special schools.
DfE does not collect dates of absence and is therefore unable to provide
absence figures for specific days, weeks or months.
In addition, DfE is unable to identify the lengths of individual absences as
only aggregated absence totals (either overall or broken down by reason) are
collected for each enrolment.
4.6.6 Individual reason absence - for example, chronic illness or snow days
DfE collects pupil absence information broken down by reason. However, these
groupings are broad and often cover a range of potential reasons grouped under
one relevant category.
Breakdowns often requested by users are absences due to specific types of
illness or days lost due to snow or flooding - both of which we're unable to
provide individually.
Specific illnesses would be covered under the 'illness' reason for 33 absence
and sessions missed due to snow or flooding would be covered under the
'exceptional circumstances' reason for absence, or attendance code 'Y'.
4.6.7 Post-16 and nursery pupil’s absence
Absence information is collected and published for pupils of compulsory school
age (aged between five and fifteen years) as of the start of the academic year
(31 August).
Absence information for four year olds is also collected for indicative
purposes only.
DfE does not report on absence for pupils aged three years and below or aged
sixteen years and above and schools should not provide this data. Therefore
such breakdowns are unavailable.
4.6.8 Pupil attendance
DfE collects pupil absence information only - attendance codes are not
collected.
Attendance codes used by schools:
-
present at school - pupils must not be marked present if
they were not in school during registration.
If a pupil were to leave the school premises after registration they would
still be counted as present for statistical purposes.
-
late arrival before the register has closed - schools
should have a policy on how long registers should be kept open; this
should be for a reasonable length of time but not that registers are to be
kept open for the whole session.
A pupil arriving after the register has closed should be marked absent
with code 'U' or with another absence code if it's more appropriate.
Attendance codes for when pupils are present at an approved off-site
educational activity:
-
off-site educational activity - should be used when
pupils are present at an off-site educational activity that has been
approved by the school.
Ultimately schools are responsible for the safeguarding and welfare of
pupils educated off-site.
Therefore by using code B, schools are certifying that the education is
supervised and measures have been taken to safeguard pupils.
This code should not be used for any unsupervised educational activity or
where a pupil is at home doing school work.
Schools should ensure they have in place arrangements whereby the provider
of the alternative activity notifies the school of any absences by
individual pupils.
The school should record the pupil’s absence using the relevant
absence code.
-
consortia schools - pupils attending consortia schools as
part of their course only need to be placed on the registers of their
'main' school rather than on all of the schools they attend.
They should be treated as guest pupils at the other consortia schools.
However, consortia schools must ensure they have suitable systems in place
for monitoring and reporting the attendance and absence of the pupils
involved, which must be shared with the 'main' school.
-
dual registered - at another educational establishment
- not counted as a possible attendance in the school census. The
law allows for dual registration of pupils at more than one school.
This code is used to indicate that the pupil was not expected to attend
the session in question because they were scheduled to attend the other
school at which they are registered.
The main examples of dual registration are pupils who are attending a
pupil referral unit (PRU), a hospital school or a special school on a
temporary basis.
It can also be used when the pupil is known to be registered at another
school during the session in question.
Each school should only record the pupil's attendance and absence for
those sessions that the pupil is scheduled to attend their school.
Schools should ensure they have in place arrangements whereby all
unexplained and unexpected absence is followed up in a timely manner.
-
at an interview with prospective employers or another educational
establishment
- should be used to record time spent in interviews with prospective
employers or another educational establishment.
Schools should be satisfied that the interview is linked to employment
prospects, further education or transfer to another educational
establishment.
-
participating in a supervised sporting activity - should
be used to record the sessions when a pupil is taking part in a sporting
activity that has been approved by the school and supervised by someone
authorised by the school.
-
educational visit or trip - should be used for attendance
at an organised trip or visit (including residential trips organised by
the school) or attendance at a supervised trip of a strictly educational
nature arranged by an organisation approved by the school.
-
work experience - work experience is for pupils in the
final two years of compulsory education. Schools should ensure arrangments
are in place whereby the work experience placement provider notifies the
school of any absences by individual pupils.
Any absence should be recorded using the relevant code.
Administrative codes which are not counted as a possible attendance in the
school census:
-
not required to be in school - used to record sessions
that non-compulsory school age children are not expected to attend.
-
pupil not on admission register - enables schools to set
up registers in advance of pupils joining the school to ease
administration burdens.
Schools must put pupils on the admission register from the first day that
the school has agreed, or been notified, that the pupil will attend the
school.
-
planned whole or partial school closure - should be used
for whole or partial school closures that are known or planned in advance
such as between terms, half terms, occasional days (for example, bank
holidays), weekends (where it's required by the management information
system), up to five non-educational days to be used for curriculum
planning/training; and use of schools as polling stations.
-
different term dates for different pupils - schools and
local authorities (LAs) can agree to set different term dates for
different year groups – for example, for 'staggered starts' or 'induction
days.
A code '#' can be used to record the year groups that are not due to
attend. This is only acceptable where the school ensures those pupils not
attending on that day are still offered a full education over the school
year.
