Export statutory attendance evidence

Written for: Alternative provision staff with attendance export rights.

Commissioning schools, local authorities and inspectors may ask your provision for evidence of a pupil’s attendance. Attendance Reporting shows your recent attendance and lets you download it as CSV, PDF or Excel. Every export is audited, and nothing is sent anywhere automatically: you download the file and decide how to share it.

Open Attendance Reporting

In the sidebar, open Attendance and choose Attendance Reporting.

The top of the page summarises attendance from your session registers:

• The first tile shows attendance over the last 4 weeks, and how it compares with the 4 weeks before.
• Persistent absence counts pupils attending less than 90% of their marked sessions.
• Severe absence counts pupils attending less than 50%.
• Weekly attendance shows each of the last 8 weeks against a 90% line.
• By pupil and the commissioning school card show each pupil’s rate and each school’s rate.

These figures count marked sessions only. Unmarked sessions are left out, not counted as absent. Use them as a prompt to look more closely at a pupil’s attendance.

Download statutory attendance evidence

Use this for a versioned record of statutory attendance marks, for example for a commissioning school’s review.

1. Under Attendance exports, click Attendance exports. Statutory attendance evidence opens.
2. Set Period from and Period to. They start as last month.
3. Choose one pupil, or leave it on all the pupils you can see.
4. Click Prepare preview. This records an audit receipt but doesn’t send anything.
5. Check the preview:
   • Occurrences: the number of sessions in the export.
   • Coverage: the share of expected sessions that have a mark.
   • Missing marks: sessions with no mark yet.
   • Output: whether the file is registered-setting evidence or commissioner and provider evidence.
   • CSV preview (first 25 rows): the start of the file.
6. Click Download CSV, or Download themed PDF for a PDF with your provision’s name, logo and colours.

If the preview has missing or invalid marks, Student Radar says so. They stay in the file, so resolve them before you treat the evidence as complete.

The file’s output type depends on your provision’s reviewed regulatory status, not on your display settings. A provision compliance manager records that status in the same window, under Reviewed regulatory status: they choose the Provider registration status, an Effective from date, an Evidence reference and an Evidence document from Document Control, then click Save reviewed status.

Download attendance as CSV or Excel

Use this when you need the raw attendance data, for example to move a pupil’s records to another system.

1. Under Attendance exports, click CSV / Excel attendance. Attendance reporting and portability opens.
2. Set From and To. They start as the first of this month and today.
3. Leave the filters on all learners, placements and commissioners, or narrow them. Exporting all learners needs access to every pupil, so choose one Learner if you only work with some. Choose a learner first to pick one of their placements. Pupils who have left are included and marked as historical.
4. Click Download CSV bundle for a ZIP file with each table as a CSV, plus a JSON copy. Or click Download Excel for one workbook.

The file holds statutory marks, observed times, amendments and reconciliation. Notes and free-text reasons are left out. Once it’s downloaded, Student Radar says how many sessions it included and how many marks were missing or pending.

A download can include up to 10,000 sessions. For more, download smaller date ranges.

Keep downloaded files safe

These files contain pupils’ personal data. Store and share them as your provision’s data protection policy says, and only with people entitled to see them.

Notes

• Who can export: you need the attendance export permission. Without it, the page says “Generating attendance exports needs the attendance export permission. Ask a provision leader if you need one.”
• Placement Reports: the same exports are on the Placement Reports page. Under Related attendance records, click Placement Reports, Attendance tracking or Daily register to go to those pages.
• Your provision’s words: labels use your provision’s Setting profile. The defaults are pupil, group and commissioning school, so your labels may differ.
• The AP menu: the sidebar described here appears when your setting profile is alternative provision and AP operations are active. It only shows the pages you can open.

If something doesn’t work

What you see	What to do
Could not prepare attendance export	Read the reason under the heading, check the period and pupil, then click Prepare preview again.
“Refresh the preview and check your access before trying again.”	The download failed. Click Prepare preview again, then download.
“The reviewed regulatory evidence is no longer the current Document Control version. Review the latest version before exporting.”	Ask your compliance manager to review the regulatory status against the latest document version.
“Export failed. Check access and narrow the date range or learner/placement filter. No complete export was downloaded.”	Choose a shorter date range, or one learner or placement, and try again.
“Report filters could not be loaded. Reopen after checking access.”	Close the window and open it again.
“Add and version the supporting document in Document Control first.”	Upload the registration evidence to Document Control before recording the reviewed status.