Pupil records

One trustworthy record for every child.

Identifiers, family, funding, SEND and safeguarding in one record, on DfE’s code lists, with every change written to the audit log.

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The record

Everything the census and the next school need.

Office staff search by name, UPN or postcode and edit a pupil in clear tabs, with the values DfE expects.

  • Identifiers: UPN generated with its check letter, former UPN, ULN, unique candidate identifier and NHS number.
  • Demographics on DfE’s lists for ethnicity, language, country of birth and nationality.
  • Free school meals with the 2026 to 2027 category and verification date, plus service child, kinship care, young carer and early years funding.
  • Consents and pupil flags the school defines, used across SOS.
The SEN tab of a pupil record: primary need hearing impairment, secondary need speech, language and communication, SEN support since 2020, and EHC plans. (opens the full-size picture)
SEN needs, history and EHC plans, recorded the way the census returns them.

Contacts and family

Know who can collect, who to call, and who must not be contacted.

Each contact carries their relationship, parental responsibility, priority, address and numbers.

  • Court orders and restrictions keep a contact out of calls, group texts and emails, and flag them on the roll-call.
  • Siblings are linked, and a brother’s or sister’s contacts can be offered when a new child is admitted.
  • One tap to ring home from the pupil’s page.
A pupil's contacts: father, mother and family members with parental responsibility, addresses, mobiles with a Text link, and email addresses. (opens the full-size picture)
Contacts with parental responsibility, and one tap to text or email.

SEND, safeguarding and behaviour

The statutory records, kept with care.

What the census, the CTF and DfE’s data model need, recorded once and carried wherever the child goes.

S

SEN

Provision with start dates and ranked types of need. The census sends the provision in force on census day.

E

EHC plans

Issuing authority, issue and review dates. Where a plan and the SEN provision disagree, SOS lists the pupil for checking.

C

Looked-after children

Care episodes with the responsible authority, and previously looked-after status for the census.

P

Child protection plans

Category, start and end dates, kept with the pupil’s statutory records.

X

Suspensions and exclusions

DfE’s categories and reasons, with sessions, ready for the census.

B

Behaviour

Praise and interventions recorded against pupils and groups, in the optional behaviour module.

Admissions and leavers

From applicant to leaver, without retyping.

  • Admit from a transfer file or add a pupil by hand, with SOS checking for a record that already exists.
  • Applicants held from an admissions file until the day they start.
  • Managed moves and alternative provision recorded as the census needs them.
  • Leavers taken off roll with DfE’s reason and destination, and their CTF sent on.

Your records, on request

A pupil’s full record can be exported for a subject access request in one download. The school agrees how long it keeps records, and SOS lists what has passed that period for someone to confirm before anything is anonymised or deleted.

More of the pupil record

Find a pupil, and everything about them.

Search as you type, then one record for attendance, care, consents and progress.

Find any pupil in a few keystrokes and open their record.
Top of a pupil record for Ava Rowntree: year 10, groups, needs-for-success ratings, SEN and FSM flags, and buttons for contacts, praise, register, gradebook and editing. (opens the full-size picture)
A pupil's record opens with year, groups, flags and everything you can do next.
Identity, notes, medical and diet panels on a pupil record, with consent switches for ICT, images, fieldwork and medical and who last reviewed them. (opens the full-size picture)
Identity, care notes, diet and consents in one place.
A pupil's registers week by week since 24 August, with a summary table: 47 of 48 sessions attended, 97.92%, one medical appointment. (opens the full-size picture)
A pupil's term of registers, week by week, with every code summed up.
The pupil list on roll, with FSM, SEN, PP and the school's own flags beside each name, status and Realsmart sync. (opens the full-size picture)
Every pupil on roll, with the flags that matter beside each name.
One-line overview for a pupil: attendance now and average, HoWLs, performance, praise and contact balance, colour-coded. (opens the full-size picture)
Attendance, behaviour, progress and contact for one pupil in one line.

See it for yourself

See your pupils’ records in SOS.

We will walk you through a pupil’s record, their contacts and their census data with your own team.

support@realsmart.co.uk

Email us for a demoSecurity and your data