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School Workforce Census

By 25th October 2021November 23rd, 2021No Comments

Dear Colleague,
We wanted to advise schools that the current fileset for the school workforce census is fileset 1905 or higher. Schools can import fileset 1906 or 1907 if they wish however, they do not contain any updates for the workforce census but do contain all previous versions of the data validation.

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 ( under the SWC category including our handy census quick guide. We also have a staff data collection sheet available to download and import into SIMS under the report downloads category. We also have a webinar update on the events section recorded last week as an update to schools as part of our webinar week.

Key Dates for the School Workforce Census

Census date: 04/11/2021

Continuous contracts collected from 01/09/2020 to 04/11/2021

Absences collected from 01/09/2020 to 31/08/2021

For schools that submit data to COLLECT the deadline is 2nd December 2021, local authority schools will need to check with their LA for their return deadlines.

Updates to the School Workforce Census

The following changes have been added back into SWC for 2021:

  • Absence data is required
  • Qualification data is required
  • Date of last pay review is required
  • ‘Subject’ and ‘Tenure’ are required for vacancy data
  • Data on third party support staff is required, though data on occasional teachers is still needed.

Other changes:

  • A new field, Newly Qualified Teacher (NQT), has been added to allow to track whether NQT’s are in their first or second year of induction.
  • Workforce Member  Allowance Details report, this has removed Other Support Staff as the information is no longer collected.
  • Change to the Calculation of Staff Category, as is now calculated using both Open and Closed contracts.

Known Issues

4745Q Total of all open contracts for a member of staff should be less than or equal to 48.

6530Q FTE ratio should not be greater than 1.5.


Currently, these are both known queries which are appearing for staff incorrectly. We have been informed by ESS that this will be resolved with the Consolidated Database Patch 2. We will inform you with more information about this one we know more.

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. This query seems to be occurring for some support staff with Fixed Term contracts.

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. MAT

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.


For further information please refer to DfE Guide ‘School Workforce Guide (for schools including academies within a Multi Academy Trust) 2021’. Note 7.

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.

If you require any assistance please do not hesitate to contact us.


If you have never completed the school workforce census we would highly recommend attending training to ensure the accurate return of data.


Personnel Course– to accurately record and update staff information


School Workforce Census Training


Tuesday 2nd November 2021 – PM