MIS: How do I monitor attendance penalty notices?

MIS

Overview

This article explains the Penalty Notice Monitoring report in the Juniper MIS, how to use it to find pupils who are eligible for an attendance penalty notice, and to keep a record of the actions you have taken for each case.

From the Penalty Notice Monitoring report, you can filter cases, update their status, and open a pupil's full attendance record.

Pupils eligible for a penalty notice

Select an accordion to find out which pupils are eligible or ineligible for a penalty notice:

  • A pupil becomes eligible to receive an Absence Penalty Notice when they build up 10 or more unauthorised absence codes within a rolling 10-week period. Juniper MIS counts unauthorised absence codes to work out which pupils are eligible for a penalty notice as follows:
    1. The codes G, N, O, and U all count as unauthorised absences.
    2. A pupil becomes eligible when they reach 10 or more of these codes within a rolling 10-week period.
    3. Only "good weeks" count towards the 10-week period. A good week is a full week where the school is open for all 32.5 hours.
    4. Weeks that include a bank holiday or a training day are not good weeks. Attendance marks from these weeks are left out of the count, whether they are unauthorised or authorised.

  • The report updates dynamically as attendance codes change, so a pupil's eligibility can change too. For example:

    1. If a pupil is off ill for a week and their parent later brings in a note, the N code is replaced with an I code and no longer counts.
    2. If a family holiday is authorised with a G code but is later cancelled and the pupil attends school, the code no longer counts.

    These changes update the report automatically. If a change means a pupil is no longer eligible, they disappear from the list.

Pupils appearing and disappearing in the list

Pupils appear in, and disappear from the report because of how the Juniper MIS counts absences on a rolling-week basis after a penalty notice is issued:

  1. After you issue a penalty notice for an absence period, the report starts counting again from the end date of that period.
  2. Any absences that overlap with an issued period stop counting towards a new penalty notice. This is why a pupil can disappear from the list after you mark a period as issued. They only reappear once they build up 10 or more codes in a new period, starting after the issued period ends.
  3. If you do not issue a penalty notice for an eligible period, the absences keep counting as normal, and the pupil stays on the list.

View and filter the report

Follow these steps to view and filter the Penalty Notice Monitoring report:

  1. Go to Reports / Attendance / Penalty Notice Monitoring.

  2. Review the list of pupils who are eligible for a penalty notice:

  3. Select Filter to narrow the list down:

    1. Select filters to search by a combination of Academic Year, Class, Year Group, Pupil Status, or Penalty Notice Status.
    2. Select Clear to remove all filters and return to the full list.

Expand the accordion below to view what each column on the report shows:

  • Column What it shows
    Pupil The pupil's name and photo. Select the name to open their attendance record, with the date range already set to match the flagged period.
    Year group The pupil's year group.
    Class The pupil's class.
    Date threshold met The date the pupil reached 10 or more unauthorised absence codes.
    Absence period The start and end date of the absence period counted towards the threshold.
    Codes A breakdown of each unauthorised code, G, N, O, and U, and the total count.
    Status The current penalty notice status: not verified, verified, issued, or not issued.
    Status date The date the status was last updated.
    Total notices issued The number of penalty notices issued to the pupil so far.
    Notes Any notes added against the case.
    Details Select the plus icon to view the individual attendance marks that make up the absence period.
    Actions Select the pencil icon to update the status of the absence period.

Select the plus icon under Details to expand a case and see each attendance mark, date, session, code and note that makes up the absence period along with the point in time at which the threshold for potentially issuing a penalty notice:

Update a penalty notice status

Follow these steps to update the status of an absence period:

  1. Go to Reports / Attendance / Penalty Notice Monitoring.
  2. Find the pupil and absence period you want to update.

  3. Select the pencil icon in the Actions column:

  4. In the Update Absence Penalty Notice:

    1. Select a status from the Status field:
      1. Not verified (the case has not been checked yet).
      2. Verified (the case has been confirmed as eligible, but no notice has been issued).
      3. Issued (a penalty notice has been sent to the family).
      4. Not issued (the case has been reviewed and a decision made not to issue a notice).
    2. Optionally, add in a Note.
    3. Select Save.

Export the report

You can export the Penalty Notice Monitoring report as an Excel, CSV, or PDF file

  1. Go to Reports / Attendance / Penalty Notice Monitoring.
  2. Apply any filters you want the export to reflect.
  3. Select Export.
  4. Select Export as Excel, Export as CSV, or Export as PDF.

Use an .xlsx or .csv export if you want to sort, filter, or analyse the data further. Use a .pdf export if you want to share or print the list.

Warning when a code changes after verification or issue

If a period has already been verified or issued, and a code within it is later changed, for example from an unauthorised G to an authorised D, the Juniper MIS does not update or hide the record automatically. Instead, it shows a warning that displays both the original code and the new code. This means you can see exactly what changed and decide whether further action is needed.

Tips and best practices

  • The report is indicative, so always review the details before you issue a penalty notice.

  • Updating a status creates a record on the pupil's profile, in their Attendance tab (for further information, see MIS: How do I view an individual pupil's attendance / absences?):

  • Because the report recalculates dynamically, check back regularly rather than relying on one snapshot.

Next steps

After you review a case, decide whether to verify it, issue a penalty notice, or mark it as not issued. Select a pupil's name at any time to check their full attendance record before you decide (see MIS: How do I view an individual pupil's attendance / absences?)).

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