Exits and entries 6 min read Updated September 2026
Exit approvals: what has to be documented
A student exit is the moment responsibility moves between people. When the record is partial, the question "who approved this?" comes back exactly when there is no time to answer it.
1. Who approves, and where the authority comes from
For every type of exit it has to be clear who may approve it: a home visit, a medical appointment, an exit with an external party. When the authority comes from the role rather than from one person’s availability, no exit gets stuck and no exit is approved by someone who should not.
2. What is kept in the student record
An exit approval is a document: which student, what type of exit, the time range, who approved, who collects, and the source of the parent or guardian consent. Once all of that sits in the student record, nobody has to reconstruct an event from a month ago out of memory.
3. What the guard at the gate sees
The guard does not need to read the whole record. He needs a name, a photo, a valid approval and who is meant to collect. Anything beyond that slows the gate down and intrudes on the student’s privacy.
4. Coming back: closing the loop
An exit with no record of the return is half an event. The return time, who received the student and what was reported are what turn the exit into a closed record, and what make repeated lateness visible in time.
5. Exceptions, and what to do with them
Exceptions happen: approval by phone, collection by someone else, an urgent exit. The rule is that an exception is recorded as an exception, with who approved it and when. An exception logged as an ordinary exit is what creates the gaps found later.
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