Record a pupil leaving or returning

Written for: Alternative provision staff who manage the roll.

When a pupil leaves your provision, record it in Student Radar so they come off the roll and their later sessions stop. Their record isn’t deleted: notes, files, placements and attendance stay, so you can still read them, and you can record a return if the same pupil comes back.

Record that a pupil is leaving

1. In the sidebar, open Pupils and choose Pupils.
2. On the Current tab, find the pupil, click ⋯ at the end of their row and choose Leaving and return. On a phone, tap the archive icon on the pupil’s card.
3. The pupil’s retained record opens. Check the details at the top: Roll status, First admission, Final eligible day and Current episode starts.
4. Under Decision, choose Record leaving the whole provision.
5. Set the Final eligible day: the last day the pupil is with you. It can be in the past, today or up to a year ahead.
6. Under Final session, choose Whole day, including PM, or AM only if the pupil leaves at lunchtime. For AM only, also enter the Agreed final AM finish time.
7. In Decision and evidence checked, say why the pupil is leaving and what you checked, for example the commissioning school’s confirmation. Use at least 3 characters.
8. Click Confirm leaving.

You’ll see “Decision saved.” The pupil’s final day or morning still counts. Attendance planned after that is cancelled, but its history is kept. If the final day is today or later, the pupil stays on roll until the agreed finish, then moves to the Archived tab.

Once the pupil is off roll, their place on your licence is free again. See Add or import your pupils for how the pupil limit works.

Tip: This records the pupil leaving the whole provision. If only one placement is ending and the pupil is staying with you, end that placement on the Placements page instead.

Correct a mistake

If you recorded a leaving by mistake, you can undo it.

1. Open the pupil’s retained record as above, or from the Archived tab by clicking Open record.
2. Under Decision, choose Correct a mistaken leaving decision.
3. In Decision and evidence checked, say what went wrong.
4. Click Confirm mistake correction.

This puts the pupil and their placement back as they were. Cancelled sessions and any access that was withdrawn or expired aren’t restored automatically, so review them afterwards.

Record a genuine return

Use this when a pupil who has left comes back to your provision. You can only do this after their previous final day has passed.

1. Open the Archived tab, find the pupil and click Open record.
2. Under Decision, choose Record a genuine return.
3. Set the New placement start date.
4. Under Find a school by name or URN, type at least 3 characters and pick the commissioning school for the new placement. If it isn’t listed, type its name in Commissioning school for the new placement.
5. Check the retained record carefully, then tick the box to confirm this is the same pupil. A matching name isn’t enough.
6. In Decision and evidence checked, say why the pupil is returning.
7. Click Confirm return and new placement.

The pupil comes back on roll with the same record, and a new placement is created. Before you record any new attendance, set the new placement’s attendance agreement and plan.

What else is on the retained record

• Retained notes and original files lists the notes and files kept from the pupil’s time with you.
• Placement history lists each placement, with its dates and whether it ended, is due to end or was cancelled before it started.
• Decisions and corrections lists every leaving, correction and return, with the reason and when it was recorded.

Click Close record when you’ve finished.

Notes

• Who can do this: only staff who manage the roll can record leaving and return decisions. Other staff can open a retained record and read it. If you only see “Your current access allows you to read this retained record.”, ask your Provision Lead.
• Your provision’s words: labels on the Pupils page 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
“The learner record has changed. Reload it before making another decision.”	Someone else changed the record. Click Reload current record and check it before you try again.
“Attendance is already recorded after that finish. Review the recorded session before changing the leaving date.”	Attendance has been marked after the final day you chose. Check that session first, or choose a later final day.
“Use return only after the previous leaving date. Correct a mistaken leaving decision separately.”	If the pupil never really left, choose Correct a mistaken leaving decision instead.
“Review and close the previous live placement before recording a genuine return.”	End the pupil’s old placement on the Placements page, then record the return.
“The placement has changed or already has a leaving decision. Reload it.”	Click Reload current record and check the placement.
“The result is uncertain. Recover the same request before making another decision.”	The connection dropped before the decision was confirmed. Click Recover saved decision so it isn’t recorded twice.
“Check the dates, ownership and reason, then reload the current record.”	Check the final day, the session and your reason (at least 3 characters), click Reload current record and try again.
“You do not have access to manage this learner in the current provision.”	Check you’re signed in to the right provision. If you are, ask your Provision Lead for access.
A return is refused with roster_cap_reached	Your roll is at its licence limit. Record another pupil’s leaving first, or ask your Provision Lead about your licence.