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Census

MIS Update – School Workforce Census

By 18th October 2022No Comments
Dear Colleague,
We would like to apologise – there was some issues with the links in the original email. These have been fixed below.

Please find the latest information regarding the School Workforce Census for SIMS, Arbor and ScholarPack below. If this is not your area please do forward onto relevant colleagues within your school: –

 

SIMS
We wanted to advise schools that the current Fileset for the school workforce census is Fileset 2203 or higher.

We wanted to bring your attention to the following important update on the School Workforce Census. If the School Workforce Census is not your responsibility, then please forward this email to the relevant person in school. All Census documentation can be found on our customer portal link below: https://my.schoolicts.co.uk/portal/kb?id=12

We also have a staff data collection sheet available to download and import into SIMS. Link below:
https://my.schoolicts.co.uk/portal/kb?id=226&text=staff%20data%20collection%20sheet&entity=articles

Key Dates for the School Workforce Census

Census date: 03/11/2022
Continuous contracts collected from 01/09/2021to 03/11/2022
Absences collected from 01/09/2021 to 31/08/2022

For schools that submit data to COLLECT the deadline is 2nd December 2022, local authority schools will need to check with their LA for their return deadlines.

Updates to the School Workforce Census for 2022
4250 – Graduate Teacher Programme set to Inactive
Maintain Lookups | Staff | QTS Route To enable the applicable QTS Route codes to be collected in the School Workforce Census, the following lookup has been set to inactive for staff: GTPR – Graduate Teacher Programme.

Known Issues
The following are known issues in the workforce census. We expect there to be a patch or an additional Fileset to resolve these issues. As soon as we have an update, we will let schools know.

  • 4515
  • 4540

Common Issues
We would also like to take the opportunity to list some of the common issues’ schools may encounter: –

  • 4100Q – Teacher with Teacher Number missing. Ensure that the Teacher Number is entered in the ‘Employment’ tab if they are selected as Teaching Staff.
  • 4470Q – Qualified Status inconsistent with Pay Range type. Ensure that the QT/QTLS/YET Status box is selected in the ‘Professional’ Tab if the staff member is a Teacher.
  • 6550Q – SENCO. The SENCO in school will need to have an additional role added to their contract, for example if a Classroom Teacher was the SENCO, their contract would contain 2 roles – one for Classroom Teacher and one for SENCO.

Note on staff working in multiple schools e.g. MATs
Teachers who work in multiple schools, even if the schools are part of a Multi Academy Trust, will need to be recorded separately in each of the schools.
Each school will need to record the name, teacher number, QTS, QTLS and EYTS of the staff and to separately record the hours worked by staff in each school. This data must be recorded for each
school to ensure that staff are not being double counted and to ensure that an accurate record is made of staffing and hours worked in each school.

DfE Guidance
We strongly advise downloading the DfE guidance for clarification on who should and who should not be included in the census. This can be downloaded from the below link.
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1094039/School_workforce_census_2022_summary_specification.pdf

Training/FREE Webinar
If you have never completed the school workforce census we would highly recommend attending training to ensure the accurate return of data as the census is a legal requirement.

Free Overview Webinars
Link to book the free overview webinar on the 1st November 2022:
https://www.schoolicts.co.uk/events/school-workforce-census-sims-webinar/?occurrence=2022-11-01

Personnel Course– to accurately record and update staff information
https://learning.schoolicts.co.uk/p/sims-personnel-user

School Workforce Census Training

 

 

Arbor
Key Dates for the School Workforce Census

  • Census date: 03/11/2022
  • Continuous contracts collected from 01/09/2021to 03/11/2022
  • Absences collected from 01/09/2021 to 31/08/2022

For schools that submit data to COLLECT the deadline is 2nd December 2022, local authority schools will need to check with their LA for their return deadlines.

Arbor documentation available from the link below. Please note the document references 2021 as Arbor has not provided an up-to-date version this is still valid for the moment.
https://my.schoolicts.co.uk/portal/kb?id=17

DfE Guidance
We strongly advise downloading the DfE guidance for clarification on who should and who should not be included in the census. This can be downloaded from the below link.
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1094039/School_workforce_census_2022_summary_specification.pdf

Check your data using the Data Quality Dashboard.

Before the Dry Run facility opens, you can start preparing for Census by heading over to your Data Quality Dashboard. You’ll find three key areas to help you check and prepare your data, which you should work through in this order: –

  1. Merge or delete any duplicate staff profiles in the Suspected Duplicates section.
  2. Add and update basic details in the Staff section.
  3. Add in key Census information in the School Workforce Census section to add key Census information. Just click a cell to add the data!
  4. Pay Scales: In Arbor, when looking at Pay scales, all scales may display differently and may no longer be separated by Service Term as these are not included in Arbor, such as NJC, Leadership etc. If you have migrated from another MIS, it is advisory to ensure that these are updated and correct. You may wish to rename the scales to ensure you are awarding correctly e.g. NJC scale 1 or Teachers Upper scale 1 etc. Please use the link below for further guidance on how to amend, update, create and complete Pay scales in Arbor: –https://support.arbor-education.com/hc/en-us/articles/203790902-Managing-and-Updating-Pay-Scales#deleting-a-pay-scale-0-5
  5. Check your SENCo is set up – detailed guidance on how to do this can be found here:- https://support.arbor-education.com/hc/en-us/articles/360014107837-How-to-set-up-your-SENCo-for-the-Workforce-Census#step-2-check-your-senco-is-set-up-0-1
  6. Staff Absence data – Make sure staff absences have been recorded: How can I see Staff Absence Statistics?
  7. Qualification data – Record Staff qualifications (Qualification codes, Subject Codes and Class of Degree) from the Qualifications & Checks area on staff member’s profiles.
  8. Date of last pay review – Use the Staff section part of the Check your data using the Data Quality Dashboard.
  9. Vacancies – On census day, you need to add in the vacancies that are currently open at your school. All fields, including the Subject and Tenure fields, are being collected this year.
  10. Third-party support staff headcount – On census day, you need to add in headcount numbers for occasional teaching staff and third-party support staff are both required. You can see how to add this in the Workforce Census guide.

Note on staff working in multiple schools
Teachers who work in multiple schools, even if the schools are part of a Multi Academy Trust, will need to be recorded separately in each of the schools.
Each school will need to record the name, teacher number, QTS, QTLS and EYTS of the staff and to separately record the hours worked by staff in each school. This data must be recorded for each school to ensure that staff are not being double counted and to ensure that an accurate record is made of staffing and hours worked in each school.

Training/FREE Webinar
If you have never completed the school workforce census, we would highly recommend attending training to ensure the accurate return of data as the census is a legal requirement. We can put on additional dates if there is demand. Please email helpdesk@Schoolicts.co.uk to place your interest in an additional training session.

School Workforce Census Training
Thursday 20th October 2022 – Please email helpdesk@Schoolicts.co.uk to book a place.
https://www.schoolicts.co.uk/events/arbor-school-workforce-census-half-day/?occurrence=2022-10-20&time=1666258200

Free overview webinar – 4th November 2022
https://www.schoolicts.co.uk/events/school-workforce-census-arbor-webinar/?occurrence=2022-11-04

 

 

ScholarPack

Key Dates for the School Workforce Census

  • Census date: 03/11/2022
  • Continuous contracts collected from 01/09/2021to 03/11/2022
  • Absences collected from 01/09/2021 to 31/08/2022

For schools that submit data to COLLECT the deadline is 2nd December 2022, local authority schools will need to check with their LA for their return deadlines.

DfE Guidance
We strongly advise downloading the DfE guidance for clarification on who should and who should not be included in the census. This can be downloaded from the below link.
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1094039/School_workforce_census_2022_summary_specification.pdf

Full guidance on producing the SWC can be found here:
https://support.scholarpack.com/hc/en-gb/articles/7219873934621-Workforce-Census-2022#removing-staff-from-the-census-0-6
Validating your census File
Once you have ensured that all necessary information is complete, go to Admin > Census > Workforce Census> Calculate Full Census Return to validate your information. Any errors or queries will be displayed here.

Generating your census file

Once you have checked the validity of your data you will be able to generate a summary of the information in Admin > Census > Workforce > Generate Census Summary. Once you are happy with the summary of information you will need to click on Download Census File from the main census page.
This file will download to your computer and you will be required to either send this information to your Local Authority, or upload directly to the DfE Collect Portal. If you are unsure we recommend you contact your Local Authority for more information.

 

If you need any further assistance, please contact the School ICT Helpdesk on: 0345 222 6802 – option 1, log a support ticket via the School ICT customer portal: my.schoolicts.co.uk or e-mail: helpdesk@schoolicts.co.uk.

Kind regards,

School ICT.