This article outlines the steps to take if a student is missing from the attendance register, including verifying if the student is added to the site, ensuring they are currently enrolled, confirming their inclusion in the correct registers, and verifying the accuracy of their class dates. It also provides specific instructions for nursery students regarding attendance patterns and bulk enrolment.
If a student doesn't appear in the register, the teacher won't be able to record an attendance mark for them, which may mean their statutory attendance is not recorded. There are several reasons why this could happen, each of which is outlined below.
First, double-check that you have registers today using the instructions here, and that the teacher can access the register for the class the student is meant to be in using the instructions here. If all of this looks correct, follow the instructions below to add a missing student to a register.
Permissions
You might need various permissions to complete these steps.
For Step 1:
- Student Profile: Name: View All/My Students - Student legal name, preferred name, initials
- Student Profile: Identity: View All/My Students - Student date of birth, UPN, UCI, ULN
- Student Profile: Contact Details: View All/My Students - Student phone number, email address, postcode
For Steps 2, 3 and 4:
- Student Profile: Enrolment: View All/My Students - view student enrolments
- Student Profile: Enrolment: View All/My Students - make changes to student enrolments
If you don't have permission, you'll need to ask an administrator to give you permission following these instructions.
Step 1 - Has the student been added to your site?
Search for the student in the search box to access their student profile. If you can't find the student, try clicking 'View All Results', 'All Results', or pressing Enter on your keyboard to search for students without enrollments and those enrolled in future and past years. Find more on how to use the search feature here: Using the Global search
If you still can't find them, you'll need to add them to your site before you can enrol them using these instructions.
Step 2 - Is the student currently enrolled?
If you can find the student, click on their name to access their student profile and then select the Enrolment section from the left-hand menu.
- If a student hasn't been given an enrolment or is returning from a period of attending another school (such as if the student left in year 9 but returned to your 6th form) you'll need to add a new enrolment into your school using the instructions in this article.
- If a student has had their enrollment ended with a past leaving date, they will no longer appear in registers. You would need to edit their leaving date if they had been incorrectly off-rolled using the instructions in 'How do I edit or remove a student's leaving date or leaving reason?' section of the Enrolment FAQ guide
Step 3 - Has the student been added to the right registers?
In Arbor, class registers are linked to courses, even for primary schools. In other words, a student needs to be enrolled in a course to appear on that course/classes register.
For most students, completing step 2 will also enrol them in the AM and PM roll call registers, as automatic enrolments are copied over as part of the New School Year Setup. You'll also need to enrol the student into any additional classes or teaching groups they should be in if you run these.
To add a missing course enrolment:
- Go to Enrolments on the left-hand side of the student's profile
- Click +Add in the Courses section
- On the slide over, set the Start date (the first day they should appear on the register, this can be back-dated or a future date).
- Select the Course(s) to add them to with the dropdown
- Click Enrol in Courses & Classes
Nursery students
If the child is a nursery student, you may need to take additional actions depending on the option you chose when setting up your nursery registers.
- If the student attends different sessions across the week, go to School > Programmes > Courses > Bulk Enrolment. Select the class in the filters, and use the bulk actions to enrol them.
- You may need to give them an attendance pattern from Enrolment > Year Groups > Nursery > Attendance Patterns.
Step 4 - Has the student been added to classes with the right dates?
If any of the enrolments into classes start after the student should appear in the register, you'll need to edit their enrolment so they appear.
On the Enrolment page of the student's profile:
- Click the enrolment
- Click Edit
- Set the correct dates in the From and Until fields
- Click Save Changes
For some enrollments, these will have been processed automatically from a teaching group, registration form group, year group, or custom group, and you won't be able to edit them from the group instead. If this is the case, the slide over after clicking the course informs you that Editing is not possible and which group the automatic enrolment is from.
To change the enrolment in the course:
- Find the group from which the automatic enrolment originates
- Click on the enrolment of the group
- Edit that enrolment on the slide over instead
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