School census - 18th January 2018

School Census 18th January 2018

Spring helpline, new items and changes to items

Nursery, primary, secondary, special and PRS/PRU schools are required to submit a DfE Schools Census return every term. School Census 2017-18 sees the introduction of some new items and changes to some existing items. Please download the document from this item which provides an overview of the changes for this academic year and details of the items required for the spring 2018 Census.

The DFE guidance booklet contains full descriptions of the data required, it is recommended the guidance booklet is used as a handbook for data collected for the purposes of the school census and stored in schools’ management information systems throughout the year- not just as a guide for census days.

New data items

New Youth Support Services Agreement (previously Connexions) – this applies to pupils age 12 and above. In line with GDPR parents must now agree to the data being shared with Youth Support Services. Previously the agreement allowed the local authority to share all information from the Census with Youth Support Services once the parent had been made aware of the privacy notice. If a parent/pupil responded refusing to share their information the school reported a value of ‘No’ on their MIS system. Where the values ‘No’ or ‘Unsought’ were reported the LA shared only name address and date of birth with Youth Support Services. The value SNR (Sought No Reply) was treated as an agreement to share the information as parents/pupils had not opted out of sharing. Parents/Pupils now have to opt in so only records reported with values of Yes will be shared with Youth Support Services. Any pupils with the values ‘No’ ‘SNR’ or ‘UNS’ will be treated as NO. The LA will share only name, address and date of birth for those pupils.

Key items for this Census

Early years funding

This Census is used to calculate your early years funding so it is very important that information relating to 2, 3 and 4 Year Olds is correctly recorded.

Early Years Provision should be recorded as follows

Schools with onsite early years funded provision make their return via EITHER the school census OR the early year’s census, BUT NOT BOTH. This paragraph confirms which census is used to return data on children receiving funded early education (that is: early education funded under the universal free 15 hours and the extended childcare 15 hours):

  • registered pupils of the school (2, 3 and 4-year-olds depending on the statutory age range of the school) are recorded via the school census (and not the early years census)

  • children (aged 2, 3 and 4) attending a separate Ofsted registered PVI provider on a school site, are recorded via the early years census (and not the school census)

  • children attending s27 (governor run) provision should be either:

  • recorded via the school census where they are registered pupils of the school (can include 2 year olds if the school’s statutory age range covers 2-year-olds); or

  • recorded via the early years census where they are not registered pupils of the school

    However, where a child’s free entitlement is split between more than one setting / school, such children may appear on the two different censuses.

NC year groups for early years as follows

N2 for children aged 3-4 (DOB 01/09/2013 – 31/08/2014)

N1 for children age 2-3 (DOB 01/09/2014 – 31/08/2015)

E2 for children aged 1-2 (DOB 01/09/2015 – 31/08/2016)

E1 for children aged 0-1 (DOB 01/09/2016 – 31/08/2017)

Funded hours” and “Hours At Setting” are recorded two decimal places. Please note: this is a decimal of hours and therefore does not record hours and minutes. A conversion table is provided in the download document.

"Funded Hours" for pupils aged 2, and 3 year olds and 4 (as at 31st August) is the total number of hours they spent in education provision at the school.

"Hours at Setting" (irrespective of who pays) is the hours accessed by 2, 3 and 4 year olds and continues alongside "Funded Hours". It should be noted that Hours at Setting should include all time that a child is in Nursery Education in the school. Please also see the Extended childcare information which will require completion for eligible pupils by schools offering extended childcare.

Please note pupils aged 4 at the start of the Academic year in Reception and above are funded as full time equivalent pupils and are funded via the dedicated school grant, funded hours and hours at setting for this group of pupils is no longer required.

Extended Childcare hours Collected in each census for eligible pupils for whom funded hours are collected. The field records the take up of the additional 15 hours of childcare by eligible 3 and 4–year old pupils with working parents.

30 hour-code indicator For 3 and 4-year old pupils the 30 hour code indicator confirms the eligibility of working parents to access the additional 15 hours of extended childcare.

Disability access fund indicator For 3 and 4-year old pupils (not in Reception), this new field records whether a child is in receipt of disability living allowance.

Early Years Pupil Premium and 2 Year old basis for funding

Pupil Premium is allocated with data from the Spring Census; the following items are used for calculation of pupil premium funding

  • Post Looked After Arrangements – Pupils can only be included in this area if you have been advised by the parents of the circumstances and seen evidence the pupils were previously looked after. If you are uncertain about if a pupil has been previously you can contact the but do not include any personal details and one of the team will contact you to discuss the circumstances. Alternatively if you have an Egress secure email account you can email who will try to assist with your query. Please ensure details of any pupils that have post looked after details are included on your return – in some systems these need to be transferred through each term.

  • Service Child - A ‘service child’ has parent/s or person/s who is/are currently service personnel serving in:

    • In regular HM Forces military units

    • Full commitment as part of the full time reserve service

    • In the armed forces of another nation and stationed in England

    • Excercising parental care and responsibility

  • FSM Eligibility - the Census collects any period of eligibility that started on or before the 18 January 2018 where the FSM end date is either not present (the pupil is currently eligible) or ended between 6 October 2017 and 18 January 2018 (inclusive). Periods of eligibility which ended prior to 6 October 2017 will not be collected. Please ensure these details are correct as this will significantly affect your funding for pupil premium if you omit anything from the return. The school should be able to check FSM eligibility on the SAM module.

Please note data for FSMEver6 is calculated using ended periods of FSM eligibility in the this and previous census returns already submitted. ServiceEver6 is calculated using data submitted in previous census returns for any pupils who were previously reported as service pupils but no longer have the indicator. Looked after children (LAC) meeting the criteria to attract pupil premium are reported to the DFE through a return which is completed by the LA. The data is not collected through the Census return.

Universal Infant School Lunches (UIFSM) Collected for all pupils with an NC year group of R, 1 or 2 – note any pupils who are eligible for UIFSM but are also eligible for FSM, have made a claim through the LA for FSM and have a current period of eligibility, should be included in both the UIFSM area and in the FSM taken.

FSM taken – data is collected on any pupils who meet the criteria for claiming for free school meals. Children taking a Universal Infant Free School Lunch who are also eligible for FSM should also be included in this figure. This data is collected in the spring only.

Class information – Classes as Taught

The selected time for the recording of how classes are taught on the day of the Spring Census is based on the last digit of a school DfE establishment number as follows:

• If the number ends with a 0, 1 or 5 - one hour / period after the start of morning school.

• If the number ends with a 2, 3 or 6 - one hour / period before the end of morning school.

• If the number ends with a 4, 7, 8 or 9 - one hour / period after the start of afternoon school.



Infant Class Size guidance

The School Admissions (Infant Class Sizes) (England) Regulations 2012 limits the size of an infant class during an ordinary teaching session to 30 pupils per schoolteacher. Infant classes are those in which the majority of children turn 5, 6 or 7 during the course of the school year (reception and key stage 1 classes). Full details about the infant class size regulations are included in the download document.

Attendance data is required for all pupils aged between 4 and 15 as at the 31/08/2016 (NC years R – 11) for the period between 01/08/2017 and 31/12/2017

Exclusions Data data is required for any exclusion with a start date between 17/04/2017 and 31/08/2017

Country of Birth, Pupil Nationality and Language

These items must not be ascribed by the school – this information must always be populated after consultation with the parent/pupils or via a data collection exercise.

Proficiency in English is required for any pupils who have a language recorded as anything other than English or Believed to be English And the NC year group is Reception or above. The school are expected to assess their EAL pupils on a 5 point scale of reading, writing and spoken language proficiency using codes New to English [Code A] through to Fluent [Code E]. This item is collected in the spring term only; the use of code N is limited to pupils who have only recently joined the school

Childcare Details – Entries are required for each type of childcare by all schools even if there is no provision at the school

SEN Provision stage and SEN type is collected in this return. It is important to note that Statements of Special Education Needs (S) are legally replaced by Education Health Care Plans (EHCP) by April 2018. Stage S will cease to be a recognised value after the May 2018 Census.

The SEN unit indicator and Resourced Provision indicator have been amended to be collected each term

Top-up funding the DFE is currently proposing to use the top-up funding indicator in the new high needs national funding formula that will be introduced in 2018-19. In addition, the indicator will be used for further research into high needs funding and for benchmarking information to local areas. Whilst this item is used as a checking tool for pre-16, it is used for the calculation of funding for Post 16 pupils so it is essential this is correctly populated.

Learner support Code (bursary funding for 16-19 year olds)

Vulnerable bursary Code 55

Discretionary bursary Code 56

Known issues

Issue with Get Information About Schools (GIAS) link

We are aware of an issue accessing the GIAS website via Secure Access. Please use the following steps to update your school records.

· Paste the following into your browser:

· Click ‘Log in’ at the top of the page and sign in with your Secure Access details.

· Edit/Confirm your establishment details.

· Navigate back to the Secure Access website and the link will be updated and services unlocked.

DFE School Census Summary

Tables 15 and 16

An issue has been identified in the summary report whereby pupils aged 4 are included within table 15 instead of being shown separately in table 16. Unfortunatley it was not possible to issue a revised version of this prior to the census so a report is being developed that schools will be able to run in Collect which will give a breakdown of attendance information

Other issues

Collect Reports

Once your data has been loaded, validated and submitted to Collect, there are a number of reports available to schools which can help to identify any issues with your data. Choose the option ‘Launch Reports’ from your Home screen in Collect

  • Pupil Numbers Reports

  • UIFSM Reports

  • FSM Summary

These can be used to supplement any reports provided by your supplier

Duplicate Reports can also be run from this area – this will help to identify any issues with UPN’s as well as pupils being claimed by more than one school.

Reminder - Use of census data for registering pupils for key stage 2 test

We would like to encourage all schools with pupils in year 6 to get their data loaded into COLLECT as early as possible, in advance of the return date on 14 February, even if that data is still in the process of being quality assured locally. As you may know, the standards and testing agency (STA) receive a provisional extract of the spring school census for year 6 pupils based on data as at close on 7 February to populate the system for registering pupils for the key stage 2 national curriculum tests. Where census data is not available, or has not been returned, STA will be reliant on schools to manually enter these pupils into the pupil registration system to ensure they are correctly registered for the key stage 2 tests.


Census Helpline 0844 875 3922

Wednesday 17 January 2018 9am – 4.30pm

Thursday 18 January 2018 9am - 4.30pm



For help outside of these dates please use the following contact numbers

Data and Intelligence

Alison Busby 01609 532324

Technical Support Schools ICT 01609 536086



Useful Documents

School Census Spring 2018 Information Document


School Census: October 5th 2017 Guide for schools regarding EAL funding