Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
Reason
Criteria for removal
from school roll
School action
Follow up action by
other agencies
The Education Welfare Service should be consulted before removing a pupil from School roll at times other than normal transition.
1. Pupil has transferred to an
alternative school (other than
normal KS2/3 transfer)
Notification has been received from
parents/carers of new school and address.
2. Pupil is known to have
moved, but new school
placement unknown.
Notification of move from parents/carers.
No information about new school
placement has been received.
Appendix A/February 2016
Common Transfer File (CTF) uploaded to s2s
using DFE number for new school if known.
Complete destination field on SIMS or CME
Referral form and pass to EMS/ONE Data
Team. Form available at: www.babcockeducation.co.uk/ldp/cme
NB: All schools should notify the CME team
where there are any safeguarding concerns so
cases can be prioritised. Contact details on
website at www.babcockeducation.co.uk/ldp/cme
Common Transfer File (CTF) uploaded to s2s
Complete destination field on SIMS or CME
Referral form and pass to EMS/ONE Data
Team. Form available at: www.babcockeducation.co.uk/ldp/cme
NB: All schools should notify the CME team
where there are any safeguarding concerns.
Admissions Team will track to
ensure child has started at new
school if they have made the original
offer or pass details on to
CME Team.
If Admission Officer, Inclusion Officer or
CME EWO has any concerns about the
welfare of the child/children, then
MASH enquiry/referral to Social Care
should be made
Pupil recorded as Child Missing from
Education. Admissions Team will track
pupil into new provision if they had
made the placement offer or pass
details on to the CME team.
If Admission Officer has any concerns
about the welfare of the child/children,
then MASH enquiry/referral to Social
1
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
Care should be made
3. Pupil has been absent from
school for 20 continuous days
or more. Pupil’s whereabouts
is unknown
School has informed EWS after ten
continuous days of unauthorised absence
4. Pupil has failed to return
from previously authorised
extended leave
Pupil was granted extended leave of
absence and has failed to return with the
agreed time (in excess of 10 days).
No reasonable explanation has been
received.
5. Pupil has been withdrawn
from the roll by parent/carers
and will be Electively Home
Educated (EHE)
Parents/carers have formally notified
school in writing of their intention to
educate their child at home.
Appendix A/February 2016
School has made all reasonable enquiries to
ascertain pupil’s whereabouts.
Common Transfer File (CTF) uploaded to s2s
Complete destination field on SIMS or CME
Referral form and pass to EMS/ONE Data
Team. Form available at:
www.babcock-education.co.uk/ldp/cme
NB: All schools should notify the CME team
where there are any safeguarding concerns.
School has made all reasonable enquiries to
ascertain pupil’s whereabouts.
Complete destination field on SIMS or CME
Referral form and pass to EMS/ONE Data
Team. Form available at:
www.babcock-education.co.uk/ldp/cme
NB: All schools should notify the CME team
where there are any safeguarding concerns.
School to notified the EHE team & complete
the EHE Safeguarding form available at
www.babcock-education.co.uk/ldp/cme
CTF uploaded to s2s
Pupil recorded as CME and referred to
CME EWO
If CME EWO has concerns about the
welfare of the child/children, then
MASH enquiry/referral to Social Care
should be made
Pupil recorded as CME and referred to
CME EWO
If the EWO has any concerns about the
welfare of the child/children, then refer
to MASH or SW
Pupil recorded as EHE and EHE process
followed.
If the EHE worker has any concerns
about the welfare of the child/children,
2
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
(see contacts)
refer to MASH or SW
6. Pupil has been given a
custodial sentence greater
than four months
Formal notification received from
Youth Offending Service
Head teacher decides whether to keep pupil on
roll following consultation with other agencies.
Decision to remove from roll.
CTF uploaded to s2s
(Less than four months pupil either remains on
roll or school conducts a risk assessment)
Details noted on EMS with
Youth Offending Service (YOS). No
further action until YOS notified of
planned release date.
If pupil is still on school roll,
arrangements made for re-integration.
If not on school roll, admissions to
identify new placement.
If YOS have any concerns about the
welfare of the child/children, refer to
MASH or SW
7. Pupil has been permanently
excluded
Exclusion has been approved by governors
and time period for appeal has expired or
independent appeal not upheld.
CTF uploaded to s2s using DFE number where
known (usually Pupil Referral Unit).
Devon Personalised Learning Service (DPLS) to
complete CME Referral form if place not taken
up. Form available at www.babcockeducation.co.uk/ldp/cme
Inclusion Services work to ensure
interim education whilst a permanent
placement is identified.
If IO has any concerns about the
welfare of the child/children, refer to
MASH or SW
Appendix A/February 2016
3
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
8. Pupil is medically unfit for
school and will remain so until
after their official school
leaving date
School has received formal notification of
diagnosis from an appropriate medical
source.
Alternative education provision identified.
Pupil remains on school roll and is dual
registered if receiving alternative education
provision.
9. Pupil has died
Formal notification received
CTF uploaded to s2s
10. Pupil subject to a School
Attendance Order and the
designated school has been
replaced on the order by
another school
Formal notification received.
Notify Education Welfare Legal Proceedings
Officer
(See contacts)
Admissions amend EMS ONE. EWO for
school to monitor attendance.
If EWO has any concerns about the
welfare of the child/children, refer to
MASH or SW
11. Pupils with an Education
Health Care Plan (EHCP)
All children with an EHCP who are out of
county placement to be monitored by
Casework Teams.
Pupils placed in independent settings (in or
out of LA) – SEN 0-25 team to monitor
attendance
School has made all reasonable enquiries to
ascertain pupil’s whereabouts.
Complete destination field on SIMS.
Complete CME Referral form and pass to
EMS/ONE Data Team. Form available at:
www.babcock-education.co.uk/ldp/cme
SEN 0-25 Team informed.
NB: All schools should notify the CME team
where there are any safeguarding concerns.
Child recorded as CME and referred to
CME EWO
If CME EWO has any concerns about
the welfare of the child/children, please
refer to MASH or SW.
Appendix A/February 2016
If removed from roll – ONE/CME to
update records
4
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
12. Children in Care
13. Gypsy, Roma, Traveller
Children looked after by the LA have a
priority in the admissions criteria for
schools.
A Senior Admissions Officer (see contact
list) has responsibility for vulnerable
children and young people and EWOs work
closely with the Admissions Team and care
managers to support access to a school
place.
School must contact the carers on the first day
of absence and where they can’t they must
inform the Social Worker. Schools prioritise CiC
for first day calling.
Where an absence is unexplained or the
reason given is unsatisfactory, the EWS must
be notified as soon as possible.
Where schools have concerns about the
attendance of CiC they should seek advice
from the EWS at the earliest opportunity.
Specialist CiC EWO from Virtual School
Team follows up immediately
Traveller children over the age of 6 years
are expected to attend at least 200 sessions
a year and the use of code T for more than
180 sessions could indicate that the pupil
has failed to meet this requirement. Any
concerns around this area should be
addressed but may require specialist
support from EMTAS.
Traveller children cannot be deleted from the
roll of the school which they normally attend
when their parents are not travelling. This
school is referred to as the “school of ordinary
attendance” or, more commonly, as the “base
school” and the pupil must have attended it in
the last 18 months. If two schools meet the
definition of the base school, the most recent
school to do so is regarded as the “school of
ordinary attendance”.
Child recorded as CME. EMTAS to
investigate.
If CiC EWO has any concerns about the
welfare of the child/children, refer to
MASH or SW
If GRT Advisory Teacher has any
concerns about the welfare of the
child/children, refer to MASH or SW.
Traveller children can be deleted from the roll
of other schools if they are not currently
attending that school. They cannot be deleted
Appendix A/February 2016
5
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
if they are simply absent, for example, due to
illness. Any such deletion must be in
accordance with the regulations on deleting
pupils from the school roll.
Traveller children who are only registered at
one school can be deleted in the same way as
other such pupils. For example, pupils cannot
be deleted if the school has authorised the
leave of absence for the purposes of travelling.
But if they were an unauthorised absence for 4
weeks and neither the school nor the local
authority managed to locate them then they
could be deleted.
14. Guest
Schools must record the details of every pupil
at the school in the admissions register. This
includes pupils who are attending the school
on a temporary basis e.g. Traveller children,
children who are accessing facilities not
available at their normal school and “guest
pupils”.
Child recorded as CME
If CME EWO has any concerns about
the welfare of the child/children, refer
to MASH or SW.
Check with base school child has now returned
and if not inform EWO.
Appendix A/February 2016
6
Appendix A: Guidance on Removing a Child from School Roll and CME
Safeguarding concerns for a child override everything – please follow your setting procedures
(MASH contacts attached)
Appendix A/February 2016
7