How can I record Covid absence, and run attendance reports, when the X subcategory codes are no longer available?

 

The X sub-category codes for recording Covid-related absence were withdrawn by the Department for Education (DfE) from April 2022 (Summer Term of academic year 2021/22). ScholarPack has removed the option to assign these codes from 18 April 2022, at the DfE request.

For DfE guidance click here. 

  • Pupils with symptoms of COVID-19 are no longer advised to get a test, and most of the scenarios that this category was brought in to record no longer apply.
  • Pupils who have symptoms of COVID-19 should follow the latest government guidance about when they should stay at home.
  • Where a pupil is not attending because they have symptoms of COVID-19 or have had a positive test, schools should record this using Code I (illness) unless another more appropriate code applies.

Schools may continue to use the sub-code (I02) to record illness due to suspected COVID-19 although they are not required to.

The Education Setting Status form is to be completed weekly, but questions relating to student absence due to Covid-19 will no longer be in the form (screenshot below taken from the DfE guidance). 

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For Nursery Part-Time attendance, the statutory code of X is to be used. 

Running attendance reports to exclude Covid codes

If you wish to run an attendance report to exclude Covid codes, please go to Reporting > Reports > Attendance (tab) > Custom Attendance Report. Enter the date range required, and the year groups to be included, then exclude the I02 code (from the Exclude Codes column). The X Code subcategories were all not counted codes, so had no impact on your attendance percentages, but the I02 code is an authorised absence code and will affect your figures. 

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If you wish to report on the percentage of students with the Covid subcategory codes, please go to the All Codes by Group Report

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In this report you can limit the view only to the subcategory codes, and also toggle between the number of codes assigned per year group/form, and the percentage of the codes per year group/form (as well as whole school).

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If you wish to see the student names with these codes, you can run the Code Count report for each code

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Set the date range you require, and limit to particular year groups or forms if needed, then select the code from the dropdown, 

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The report will then display the student name, year and form, as well as how many sessions were applied for that codes in the date range selected. 

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If you require further advice on which attendance codes to use for your students, please refer to your Local Authority or Trust leaders.

 

Related articles:

COVID-19 - Covid Attendance Codes for academic year 2021

Registration Codes

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