Attendance register coding during extreme weather and heat warnings

This advice is being provided in response to the extreme weather and heat warnings affecting the week commencing 22 June 2026.  

In light of the extreme weather and heat warnings experienced during the week commencing 22 June 2026, we would like to remind schools of the attendance coding requirements that should be applied depending on the operational decisions made by the school. 

Where a school has closed the entire school site, and the expectation is that no pupils should attend for that session, schools should record attendance using Code Y4. 

Where a school has partially closed, affecting only certain pupils or year groups, schools should use Code Y3 for those pupils who were unable to attend because of the partial closure. Pupils and year groups not affected by the closure should be coded according to their individual attendance circumstances. 

If attendance was made optional, rather than the school being formally closed to pupils, schools should not use Y codes. In these circumstances, pupils who do not attend should be recorded using the appropriate attendance or absence code. Where no other authorised reason applies, Code C (leave of absence authorised by the school) may be appropriate where the school has agreed that pupils may remain at home. 

Where a school closed early, but only after the normal afternoon registration time had taken place, pupils who were present at afternoon registration should, of course, be recorded as present for that session. 

If the expectation was that pupils were to attend school and they did not attend without an agreed reason (for example, illness), the absence should be recorded using Code O (unauthorised absence). Where the school accepts the reason for absence, the relevant attendance code should be used to reflect the reason provided for that session. 

Schools should ensure that attendance coding reflects both the school's operational status and the individual circumstances of the pupil concerned. 

If you are unsure about the correct code to use in any situation, please contact the Attendance Team for advice: 

Telephone: 01603 223681 
Email: [email protected]