CHECKLIST UPDATED SEPT 2017
COMPLETING FIXED-PERIOD EXCLUSION REPORTING FORM & LETTER
FORMS:
Pupil Information / Have I completed all boxes with accurate information?Y / N boxes / Have I put a Y or N in? If pupil is NOT in school full-time, have I completed the additional boxes to show when pupil attends school & if not where they are for each session/day? Please do not leave boxes blank
Parent / Carer info / Have I added all information? Please write on one line so form remains on one page, do NOT use <returns> after each line of address
Exclusion start date/1st day of exclusion / Put the day of the week in full (Monday, Tuesday, and Wednesday etc) and the date that is the 1st day/date the pupil is excluded not the day the form is filled in or sent to exclusions mailbox.
Exclusion End date/last day of exclusion / Put the day of the week in full and the date of the last day of the pupil’s exclusion. This is NOT the return to school date. When the exclusion is for 1 day this is the SAME day and date as the start date.
Codes for exclusion / Have I only kept in the codes that apply to this particular exclusion and deleted all the others? Is the code the accurate code (ring School Exclusion Team if unsure 01924 307403)
Reason for exclusion / Have I put in the reasons in full, do these match what is on the letter sent to parent?
Autumn – summer - spring term boxes / Have I completed the right ‘term’ box?
Have I filled in every box? Do not leave them blank. Puta ‘0’ if no exclusions apply.
Have I added up the numbers in the ‘total number of days so far in this term’ box?
Have I filled in the ‘total days this year box’ at the bottom?
Does the form show the running total of this pupil’s exclusions to date?
Date for governor’s meeting (ONLY when total days in the term is more than 15 days) / Have I put this date in if the exclusion total is now over 15 days in one term?
Is this date within 15 school days of this exclusion?
If not applicable, put N/A
Informing parents / Am I also sending a copy of the letter to exclusions mailbox?
Head’s signature / Have I added this or typed in the name? If Head is off-site, have I added the name of the person ‘acting as head’?
Date / Have I added the date?
Saving & sending to exclusions mailbox
Please use our Cryptshare system to send emails securely to meet Data Protection legislation / Have I saved form in this format:
o Last name then Full first name then only the word Fixed and then the date (which is the 1st day/date that the pupil is excluded) in the format 12 09 17
Example: Joe Bloggs excluded on 12th September 2017 - form saved & sent as Bloggs Joe Fixed 12 09 17 (spaces in between each word are fine)
LETTERS:
Bold Headings / Have I kept the bold headings in so parents can read it more easily?Day of the week excluded and dates / 1. Have I put in the accurate date?
2. Is the day and date the same day and date as on the exclusion reporting form?
Day of the week & date of the exclusion / Is the day of the week accurate with the date ie Tuesday 12th September and not Monday 12th September?
If the exclusion is interim (pending investigation) or may be made permanent / If this applies to this exclusion, have I left in the sentence about this so parents are aware?
Governing Board’s Meeting / Have I used the correct paragraph i.e. one for excluded days totalling 5 days or less in term (yellow highlight); one for excluded days totalling between 5½ - 15 days in term (blue highlight) and one for excluded days totalling over 15 days in one term (pink highlight)?
Info about Discrimination / This MUST be kept in every letter. This has been updated in September 2017, PLEASE make sure you are including all info from Sept17 model letter template
If I am an Academy / Have I kept the paragraph in about the parents being able to invite the LA to the GB’s meeting? This only refers to letters sent that have to include the paragraph(s) for total days exclusion of 5½ - 15 days as well as over 15 days and all permanent exclusions but NOT for total days 5 or less. Remember it is the running total of days of ALL exclusions in one term not just this particular exclusion.
Is it clear to parents when the pupil’s exclusion ends and when they will be expected back in school? / Have I left the last sentence in?
Saving & sending to exclusions mailbox
Please use our Cryptshare system to send emails securely and to meet Data Protection legislation / Have I saved letter in this format:
o Last name then Full first name then only the word Letter and then the date (which is the 1st day/date that the pupil is excluded) in the format 12 09 17
Example: Joe Bloggs excluded on 12th September 2017 - letter saved & sent as Bloggs Joe Letter 12 09 17 (spaces in between each word are fine)
Please DO NOT send in PDF format, only word format will be accepted
This is the same information in more of a narrative form. Some people may find this format easier to follow.
FORMS:
o The start date = the day and date the pupil is excluded ie not to come into school. Please always include the day of the week on each form. This date is not the date the form is filled in or the date the form is sent to us.
o The end date = the day and date the exclusion ends and is not the day and date the pupil returns to school. Please note: for a 1 day exclusion, these dates are the same day and date. (This is different from the old form that asked for the pupil’s return to school date and many schools have been getting this wrong).
o Please total all boxes in the autumn/spring/summer boxes and do not leave them blank. Puta ‘0’ if no exclusions apply and always fill in the total at the bottom of the form so a running total of days exclusion so far this year at any one time is seen for the pupil.
o Please complete the Y/N boxes as much as you can with either a Y or a N. If pupil NOT in school full-time, complete all boxes to show where the pupil is for EVERY AM & PM each day. If at school, tick, if at home then put ‘home’. If at alternative provision, put name of the provision.
o We are now electronic in our filing so need you to send forms in the following way - Last name then Full first name then only the word Fixed (for the form or Letter for the letter) and then the date (which is the 1st day/date that the pupil is excluded) in the format 12 09 17 so Joe Bloggs would be Bloggs Joe Fixed 12 09 17 and for the letter Bloggs Joe Letter 12 09 17 spaces in between each word are fine as this seems to be your preferred way rather than as we suggested with no spaces. Please DO NOT send in PDF format, only word format will be accepted.
o Please make sure head’s signature is on every form and dated, adding it electronically is ok as is typing it in. If head off-site, then add name of person acting as head.
o Also for all forms and letters could you make sure that you save the form and letter so that it is the actual date of the exclusion for the pupil and not the day it is sent to parents or the day/date you send to us, then the dates are always consistent eg Bloggs Joe Fixed 12 0917 means it was on Tuesday 12th September that Joe is excluded, and not the day the exclusion decision was made or the day the form was filled in or sent to us.
o All forms go direct to the exclusion mailbox not to Claire Hammerson or Trish Henshall direct.
LETTERS:
o Please put all bold headings back into the letters. It’s so they are easier to read for parents.
o If you are an academy, you must put in the paragraph about the LA rep being invited to the Governing Board’s meeting when the letter template gives you that option ie for all total days exclusion of more than 5 days in one term and all permanent exclusions but NOT for total days 5 days or less. Remember it is the running total of days of ALL exclusions in one term not just this particular exclusion.
o Letters must be clear – and more importantly have the correct days and dates of the exclusion. A lot of forms say one day and date and the letter says a different day and date. Take a moment to check the days and dates are the same.
o Keep the days in not just the dates. Parents often go by the day of the week and then the date. Just putting the date may cause confusion.
o Keep in the last paragraph that clearly tells the parent the day & date when the exclusion expires and the day and date the pupil must be back in school.
September 2017: Updated