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Child Education Record

Making fair, lawful and informed decisions that help every child access education and support.

Department

• Local Authorities
Ensure access to education and coordinate school admissions in line with the School Admissions Code.

• Schools (including academies and free schools)
Enrol pupils, maintain records and deliver education.

• Safeguarding and Inclusion Services
Support vulnerable children and young people, including those missing education.

Intent

To allocate a school place and create or update a pupil record so a child can access education, while identifying any additional or safeguarding needs and ensuring decisions are made fairly, lawfully, and transparently.  

Interaction

A parent or carer applies to register a child at a school, for example at compulsory school age, following a move, arrival in the UK, or during an in-year transfer. Local Authorities process applications, apply admissions criteria, and coordinate offers, refusals, and appeals. Schools create or update pupil records and ensure information transfers securely between settings. Where concerns arise, services work together to prevent children from missing education and to identify and respond to safeguarding concerns.  

Responsibilities

  • Processing admissions applications, including in-year and late requests 

  • Checking key information such as age, address, and previous education to support accurate placement 

  • Allocating school places in line with published admissions criteria and communicating decisions and appeal rights 

  • Creating, maintaining, and transferring pupil records securely 

  • Liaising with schools and partners, and raising concerns where a child may be missing education or at risk 

Collaboration

Organisation / Body 

Role or Linked Process 

Safeguarding and Social Care 

Identify and respond to children at risk of harm and coordinate referrals where concerns are identified. 

Special Educational Needs and Disabilities (SEND) 

Assess and support children requiring additional provision through statutory processes. 

Health Services 

Share information and provide support through health visitors, school nursing and wider child health services. 

Children Missing Education (CME)

Track, intervene and re‑engage children who are not on a school roll. 

Home Office 

Where relevant, support provided to ensure integrity of service provision.