The prevention and management of fixed period exclusions in schools

The Gloucestershire County Council exclusions packs are designed to help schools apply statutory guidance and to provide additional information about Gloucestershire's policies and procedures relating to preventing and managing exclusions.

The packs are updated each year and should be read in conjunction with current DfE guidance - Government exclusion guidance


LA exclusion guide for headteacher - December 2020

Head teachers' paperwork for a student at risk of permanent exclusion - this includes forms for pastoral lead/senior leader, witness statements and sample letters to parents:


LA exclusion guide for governors - December 2020

Governors' LA pack and paperwork - this includes sample exclusion meeting agenda and sample letters to parents:


The purpose of this protocol is to prevent permanent exclusions of Children in Care in Gloucestershire mainstream and special schools; it provides an alternative to permanent exclusions. This protocol seeks to ensure a multi-agency approach to meeting the social, emotional and behavioural needs of these pupils. This protocol is now part of the GCC Exclusions Guide for head teachers.


Schools can use the Pastoral Support Programme to help prevent exclusions from school.

A Pastoral Support Plan is a school-based intervention to help individual children manage their behaviour in order to successfully complete their education at school.

Paperwork to be complete before the initial PSP meeting:


A Managed Move is defined as a formal agreement between two schools, a child and their parents. It allows a child at risk of permanent exclusion to transfer to another school. The move requires the agreement of the child's parent, the head teacher of the child's current school (the home school), the head teacher of the proposed school, and the Locality Lead from the Education Inclusion Service on behalf of the LA.

Schools can use Managed Moves to help prevent exclusions from school.


Notification of exclusions

The Head teacher must, without delay, notify the Local Authority of:

  • Any permanent exclusion (including where a fixed-period exclusion is followed by a decision to permanently exclude the pupil);
  • Any exclusion which would result in the pupil being excluded for a total of more than 5 school days (or more than 10 lunchtimes) in a term; and
  • Any exclusion which would result in the pupil missing a public examination or national curriculum test.

The Head teacher must also notify the Local Authority once per term of any other exclusions not already notified.

Notifications must include the reason(s) for the exclusion and the duration of any fixed period exclusion.

For a permanent exclusion, if the pupil lives outside the Local Authority area in which the school is located, the Head teacher must also notify the pupil’s ‘home authority’ of the exclusion and the reason(s) for it without delay.


From September 2020 Gloucestershire County Council will be using a new online system called JADU to notify of permanent exclusions.

Details have been emailed to each school individually as to how access this online form. If this information is required again please contact:



Any fixed term exclusion which would result in a pupil being excluded for a total of more than 5 school days in a term (or more than 10 lunchtimes) or which would lead to a child missing a public exam or national curriculum test, must be reported without delay at the time of issuing. Whilst all other fixed term exclusions must be reported termly, we request that this is done as the exclusions occur (or at least fortnightly). This will help us greatly in maintaining accurate and up to date records for your school.

There are two ways to report fixed term exclusions to Gloucestershire County Council.

The school can choose to either -

  • Complete the fixed term exclusion reporting spreadsheet


  • Email a copy of the exclusion notification letter sent to parents*

To report an exclusion the completed spreadsheet or copy of letter will need to be emailed securely to schoolexclusions@gloucestershire.gov.uk

*Please note the letter to parents must contain the following information to be accepted as a method of reporting - start and end date of exclusion, number of days excluded and the appropriate DFE reason code from the list below.

PP: Physical assault against a pupil
PA: Physical assault against an adult
VP: Verbal abuse/threatening behaviour against a pupil 
VA: Verbal abuse/threatening behaviour against an adult
OW: Use or threat of use of an offensive weapon or prohibited item
BU: Bullying
RA: Racist abuse
LG : Abuse against sexual orientation and gender identity
DS : Abuse relating to disability
SM : Sexual misconduct 
DA : Drug and alcohol related 
DM : Damage
TH : Theft
DB : Persistent disruptive behaviour
MT : Inappropriate use of social media or online technology
PH: Wilful and repeated transgression of protective measures in place to protect public health

Help us improve Schoolsnet

Don’t include personal or financial information like your National Insurance number or credit card details.