Clients Leaving the Cohort

When a client leaves the cohort, they are still displayed in the XML file in the month that they leave. The client’s cohort status gives the reason for leaving (refer to YP10 in the NCCIS Management Information Requirements document for more details).The client is not displayed in XML returns after this point.

To reset a client cohort status of X see Reset Clients Leaving the Cohort

Clients are automatically or manually removed from the cohort as follows:

Automatic removal

Leaving Reason	Cohort Status	Circumstances
Age reached where an active record is no longer required.	A	Client reaches the age of 20 and does not have a SEND. Client reaches the age of 25 and has a SEND.
Transferred to another LA	T	Client’s Lead LA is not the same as the incumbent LA (System value: Lead LEA1).

Manual Removal

Leaving Reason	Cohort Status	Circumstances
Left England	E	Client’s current situation is Out of Cohort/Left England.
Duplicate	M	Client’s current situation is Out of Cohort/Duplicate, Or Client current situation is not Out of Cohort, either Left England, Duplicate or Deceased and tbClient.btIsDeleted = True.
Deceased	D	Client’s current situation is Out of Cohort/Deceased.

Unless they are deceased, clients who would usually be removed from the cohort following the above rules, but who are on an active September Guarantee baseline remain in the cohort with a cohort status of G until the guarantee return has been completed and the September Guarantee baseline is made inactive.

On completion of the XML, clients leaving the cohort in the current month will have their cohort status (tbClient.chCohortStatus) set to X to ensure that they do not appear in future returns.

Reset Clients Leaving the Cohort

The production of the XML file assigns all clients leaving the cohort a cohort status of X, so that they are not included in future statistics. If you need to rerun your monthly statistics, you must reset the cohort statuses to include clients who left the cohort that month.

To reset the cohort status, set the Re-Run Month End MI Routine system value to 1 in the One IYSS System Administration tool (System | System Value | Re-Run Month End MI Routine).