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Alternative Provision / AP Weekly Rota

Weekly Rota: plan AP sessions and record attendance

Student Radar helps alternative provision teams plan dated sessions, allocate staff and pupils, and record session attendance. Recurring templates and agreed placement plans connect to the rota while retaining their separate meaning.

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Staff decide whether arrangements are suitable. A saved slot is not safe staffing, consent or impact proof; register completeness is different from every pupil attending or statutory attendance.

The warning remains a staff review prompt; a scheduled session is not proof it was delivered.

From recurring plan to recorded session

Plan the week. Confirm the session. Keep the attendance evidence.

Turn recurring plans and agreed placement occurrences into dated AP sessions, review staffing and record booked pupils through the same session register.

01
Organise the real week
Check dated sessions, original agreements, staff, pupils and sites.
02
Review the arrangement
Inspect hours, cover, ratios and volunteer information before confirming the permitted change.
03
Record what happened
Save actual pupil attendance and check the confirmed register rather than infer it from the rota.

Keep the records distinct

Usual-week templates, agreed-placement occurrences, real dated sessions and attendance observations connect without becoming the same fact.

Read a whole week with warnings visible

Switch between the week overview and a day, checking booked hours, rostered staff and the permitted warning/cover information.

Booked pupil hours and staff rostered hours are plans, not confirmed delivery or payroll.

Create the dated slot deliberately

Enter the time and kind, select staff/pupils and review scheduling checks. Unknown coverage is not a clean bill of health.

This example is intentionally unassigned; it is not an agreed staffed pupil timetable.

Check the saved result

The dated slot appears after save and reload. Confirm its actual allocation rather than assuming a button click completed the arrangement.

No attendance or educational result is created merely by scheduling.

Reuse a template without copying attendance

Set active recurring templates or add a suitable real week. Generate dated sessions, then check actual staff and pupil circumstances.

Cancelled sessions, notes, attendance and check-ins are not copied into templates.

Use the same sessions for the day’s register

The focused Daily Register shows booked places and incomplete sessions with a date/site scope; it is not a second timetable.

Unrecorded means unknown, rather than absent or missing.

Record the actual observation

Mark present/late/absent, inspect actual times and reasons, then save the counted attendance records. Missing-child and collection controls keep their own authority.

Alan’s reason is not yet known; this is not a confirmed authorised absence.

Read completeness without inventing attendance

After the save receipt and fresh read, Complete 2/2 means both expected bookings have a mark. One can still be absent.

The example has one present and one absent observation; it does not change statutory attendance.

Keep the confirmed state readable on a phone

The phone shows the same completed register status, separate from planning, reflection, collection and external reports.

A complete register is not proof that every pupil attended or was collected.

Make the next decision from the evidence

Staff decide whether arrangements are suitable. A saved slot is not safe staffing, consent or impact proof; register completeness is different from every pupil attending or statutory attendance.

A dated rota connected to recurring and agreed plans

Staffing and missing-coverage prompts that support a responsible decision

Confirmed pupil attendance kept separate from scheduled sessions and statutory records

Questions about AP Weekly Rota

Can we reuse a usual week to create dated sessions?

Yes. Authorised rota managers can maintain recurring templates and lay down a real week. They then review dated sessions for changed staffing, pupils and arrangements.

Can we record attendance against scheduled AP sessions?

Yes. The connected session register records actual attendance against dated sessions. Complete means every expected booking has a mark, which can include absence; statutory attendance remains separate.

Can we see staffing and cover concerns alongside the rota?

Where permitted, the rota shows staffing warnings, working-hours concerns and cover information. Missing requirements or hours remain unknown; staff decide whether arrangements are suitable.

Related help guides

See how to carry out these tasks in Student Radar, with step-by-step product help for the people using them.

The value of a connected school

A placement touches more than the timetable.

Provider staff use the same safeguarding and health tools as mainstream schools, and commissioning schools on Student Radar have their own side of the placement.

SafeguardingConcerns, chronology & record transfer
HealthMedical needs & medication
Commissioning schoolProvider checks & placement evidence

Alternative Provision

Context for the next step

Student Radar

Follow a connection to see what it makes possible

Relevant context, with access set by each staff member’s role and responsibilities. Staff decide the response.

Safeguarding + Alternative Provision
Raise a concern from the pupil you are working with
Provider staff can raise a concern, and authorised DSLs work it on the DSL Action Board, with the chronology and record transfer in the same place. Attendance, review and timetable views shared about a named learner leave out protected record types. Staff see summaries and only the records they are separately authorised to open, and a link does not give wider access.
Explore safeguarding
Health + Alternative Provision
Check medical needs before an off-site session
Authorised staff can check medical needs, medications and healthcare plans for the young people in the provision before a session, and record first aid when something happens.
Explore health
Commissioning school + Alternative Provision
See the placement from the commissioning school’s side
Schools that commission placements keep a provider register with due-diligence checks, placement checks before, during and after the placement, and an evidence pack they can export.
Explore commissioning school

Ask to see a session from plan to confirmed register

Create an unassigned slot, inspect the staffing checks, then record a separate booked session and explain why Complete does not mean everybody attended.