COVID-19 - Covid Attendance Codes for academic year 2020.

Update: 05/03/2021
The Department for Education (DfE) has updated their guidance to schools about attendance code subcategories for the X and I codes. They have defined a set of sub codes for schools to consistently record non-attendance related to coronavirus and to help them complete the educational settings form. For full details click here
In line with the new sub codes, ScholarPack has updated the codes available in the registers. You will find that any former covid related codes applied to students will have been automatically changed to the new codes that have replaced them (e.g. X - Government restrictions/local lockdown is now X07 - Government restrictions/Local lockdown). This will make it easier to distinguish the attendance codes in reports and on the student profile. 
  • Under X codes and I Codes you will find the new subcategories at the top of the register codes.
  • Under Normal Codes you will still be able to select X Not Required to be in School (formerly X-early years) or I (illness not apointments) if you chose to use these codes instead of the X01 and I01 codes. 
For the full list of attendance codes available on ScholarPack click here
Update: 07/01/2021
The Department for Education (DfE) has updated their guidance to schools in the light of national lockdown (see School National Restrictions Guidance). During this period Primary, Secondary, Alternative Provision and Special Schools will remain open to Vulnerable children and young people, and the children of Critical Workers only. All other pupils should receive remote education. Pupils who are self-isolating should not attend. Clinically extremely vulnerable pupils are also advised not to attend school
Schools should continue to record attendance in the register. Schools should follow up on absences of the pupils who are expected to be in school but where a parent wishes for their child to be absent, schools are expected to authorise the absence. Absences will not be penalised. 
Critical Workers: Children with at least one parent/carer who is a critical worker can go to school if required. This includes parents who may be working from home. Parents or carers who are critical workers should keep their children at home if they can. There is to be no limit to the numbers of these pupils attending and the schools should not limit attendance of these groups. 
Vulnerable Children: The definition of vulnerable children includes children who have a social worker, an EHCP or who may be vulnerable for another reason at local discretion (see updated DfE guidance here for the categories of vulnerable children and critical worker roles). Schools are expected to allow and strongly encourage vulnerable children to attend, and to work collaboratively with other schools and other local providers to maximise opportunities for face to face provision for vulnerable children.
All pupils who are not eligible to be in school should be marked as Code X. They are not attending because they are following public health advice.  The Code X to use in this instance on ScholarPack is X - Government Restrictions / Local lockdown (amended from X-Local Lockdown)
Vulnerable children are expected to attend school full time. If they are not in school they should not have Code X used (except if they are shielding, self-isolating or quarantining). If the parent of a vulnerable child wishes to have their child to be absent, the parent should let the school know. Schools are expected to apply the C code here: C - Other Authorised Circumstances.
For children of critical workers, if they are not due in on certain days, the X (Government Guidance/Local Lockdown) code can be used on the days they are remote learning from home.
Schools should not plan for rotas or allow children other than those who are vulnerable or whose parent/carer is a critical worker to attend on site, even if the school believes it can accommodate more children safely.
Update: 09/10/2020
The Department for Education (DfE) has amended the reporting requirements for the Educational Setting Status Form from 12/10/2020. For full information please click here
Schools will be required to answer: "How many of your pupils or students are unable to attend the setting today for the following reasons?"

The options to choose are:

  • pupils or students with suspected case of coronavirus (COVID-19)
  • pupils or students with confirmed case of coronavirus (COVID-19)
  • pupils or students you have requested to isolate due to a potential contact with a case of coronavirus (COVID-19) inside your educational setting
  • pupils or students you have been informed are remaining at home due to potential contact with a case of coronavirus (COVID-19) from outside your educational setting including self-isolation

To help with your reporting requirements, ScholarPack has created two new attendance codes:

Code X - self-isolating: contact inside school

Code X - self-isolating: contact outside school

These codes can be used alongside the existing Code X - suspected case of Covid-19, and Code I - confirmed case of Covid-19.

The Code X- Quarantine is still available in the register. If you are using this code, you should add it to your count of students self-isolating due to contact outside school, when completing the DfE form. 


The DfE has also provided some clarification on when to use specific codes: 

Suspected case of coronavirus (COVID-19) - Pupils or students who have not received a test result for coronavirus (COVID-19) and who are displaying one or more of the following symptoms: recent onset of a new continuous cough or a high temperature or a loss of, or change in, normal sense of taste or smell (anosmia).

Confirmed case of coronavirus (COVID-19) - Pupils or students who are absent due to having received a positive coronavirus (COVID-19) test result.

Potential contact with a case of coronavirus (COVID-19) inside your educational setting - Pupils or students required by your setting to remain at home because they have had close contact with a confirmed case of coronavirus (COVID-19) within your school. An example of pupils or students to include would be those close contacts within a ‘bubble’ that have been asked to remain at home in order to contain a coronavirus (COVID-19) outbreak.

Potential contact with a case of coronavirus (COVID-19) from outside your educational setting including self-isolation - Pupils or students required to remain at home in order to prevent the spread of the coronavirus (COVID-19).

Examples of scenarios for inclusion in this total:
- Self-isolation after traveling outside the UK
- Self-isolation due to a suspected case of coronavirus (COVID-19) in the household
- Self-isolating as requested by the NHS Test and Trace service

The DfE has published guidance on attendance codes for the Academic Year 2020, which you can read HERE. Please become familiar with the full DfE document.
At the base of this article you will see the new split Code X categories ScholarPack has created in order to assist your attendance recording.
From the start of the Autumn term 2020 pupil attendance will be mandatory and the usual rules on attendance will apply, including:
  • parents’ duty to ensure that their child of compulsory school age attends regularly at the school where the child is a registered pupil
  • schools’ responsibilities to record attendance and follow up absence
  • the ability to issue sanctions, including fixed penalty notices, in line with local authorities’ codes of conduct
There may be some circumstances where pupils cannot attend due to COVID-19
  • pupils not attending a session who meet the criteria for ‘not attending in circumstances related to coronavirus (COVID-19)’ should be recorded using code X

 (Code X is not counted as an absence in the school census).

  • schools should continue to use Code X for non-compulsory school aged pupils who are not expected to attend a session, as they did before the outbreak.

Pupils who have symptoms should self isolate and get a COVID-19 test.

  • If they test negative and feel well, they ought to return to school.
  • If they remain unwell following the test (with a different illness), they should be recorded as Code I (illness). Code X should only be used up until the time of the negative test result. 

If someone in the student's household tests negative, the student can stop self-isolating and return to school. Code X is only used up until the time of the negative test result when the student can return to school. 

If the household member tests positive, the student should continue self-isolating for the full 14 days from when the household member first had symptoms. Code X should be used during this period. 

In all cases of self-isolation schools should ask parents to inform them immidiately of the outcome of a COVID-19 test. 

If there is a local lockdown due to rising rates of the disease locally, Code X should be used for all students who are asked not to attend. 

If a student is not attending school due to circumstances related to COVID-19, schools are expected to offer them access to remote learning. Records need to be kept for this activity, but this does not need to be tracked in the attendance register. 

Data Collection: Collection of school attendance data as part of the school census will resume in January 2021, collecting data for the autumn term 2020. Subject to the necessary legislation being made, from January 2021, the census will collect attendance codes in addition to absence codes.


ScholarPack and COVID-19 Attendance Codes

For the Academic Year 2020, ScholarPack has updated the Covid-19 Subcategories in the register to reflect the latest DfE guidance.  In the Teacher register and Manage Register areas Covid codes used from June to July 2020 have now been replaced by:
Covid-19 Subcategories
I - Confirmed case of COVID-19
X - Quarantine
X - Government Restrictions / Local lockdown
X - Self-isolating: COVID-19 symptoms
X - Self-isolating: contact inside school
X - Self-isolating: contact outside school
X - Shielding


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