Census

Summer Census Dates – May 2022

 
Census Date: Thursday 19th May 2022
Attendance collected from 01/01/2022 Attendance collected to 17/04/2022
Exclusions collected from*1 01/08/2021 Exclusions collected to*1 17/04/2022
FSM collected from 21/01/2022 FSM collected to 19/05/2022
Alternative Provision Placements 21/01/2022 Alternative Provision Placements 19/05/2022
Funding and Monitoring collected from
01/08/2021 Funding and Monitoring collected to
19/05/2022

 

*1 Permanent exclusions only collected if final review exists.

*2 Secondary schools only.

 

Useful Documentation

Preparing for the Summer Census Primary
Preparing for the Summer Census Secondary

Producing the Summer Census Primary
Producing the Summer Census Secondary
Producing the Summer Census All Through
Producing the Summer Census Special
Producing the Summer Census PRU

Bromcom documentation can be found here.

Arbor documentation can be found here.

Scholarpack documentation can be found here.

The DfE school census website can be found here.

Acceptable Notepad entries can be found here.

Selected Time (Spring 2022)

Code Descriptor
0, 1 or 5 the selected time is one hour after the start of afternoon school
2, 3 or 6 the selected time is one hour after the start of morning school
4, 7, 8 or 9 the selected time is one hour before the end of morning school

Errors and Resolutions

Capita have produced a help guide which addresses a variety of errors…should you encounter any.  These errors are listed by their error code in the document attached and correspond with the one shown in SIMS in the errors and queries section of your return. Click here to see the document.

Submitting Your Census

 
Stockton Borough Council – Submitting to Information and Improvement

Click here for instructions on preparing for your census.

Click here for instructions on how to submit your census to Information and Improvement.

Please note: Due to the decomissioning of the Extranet, you will need to contact Information and Improvement if you’re unsure how to submit your census to them.

 

Academies and Collect

For Academies please note that you need to submit your file to DfE via collect as well as the local authority. Information can be found in the appropriate completing the census in SIMS document. DfE guidance can be found here.

Click here to view acceptable notepad entries for Collect.

Updates

17/05/2022 – Update from ESS – Pupil who left the school when they were aged below the compulsory age and returned to the school when they were aged at or above the compulsory age

In the situation described above the census application will calculate the pupil’s data of admission as the date they originally joined the school, as long as they were not on roll at another establishment before they were re-admitted to the school. The DfE has ruled that our calculation is incorrect in this situation, as the period on role before the compulsory age should be ignored for calculating the admission date.

We expect to be able to deal with this issue via Consolidated Database Patch 2 for the Spring Release 2022.

17/05/2022 – Update from ESS – The same pupil included as a leaver and as on roll

One or more of the following validation rules are triggered when the same pupil is included as a leaver and as on roll.

Error 1520: More than one pupil record with the same UPN
Error 1578: More than one pupil record with the same ULN
Query 1620: Please check: duplicate pupil records with the same Surname, Forename, Gender and Date of birth
This issue has been traced to a problem with how FAM (Funding and Monitoring) records are being processed by the school census application.

We expect to be able to deal with this issue via Consolidated Database Patch 2 for the Spring Release 2022.

17/05/2022 – Update from ESS – Leaver being included where there is no data to be included to justify their inclusion

Validation query 1925 is triggered where a leaver is included without there being any data included in the census to justify their inclusion.  This query will be accepted by the DfE provided a note is added to justify the leavers inclusion.  However, customers have reported, and we have confirmed, that this can occur where there is no data to be included to justify a leavers inclusion, but the software is being confused into including the leaver by the entry of a note for a FAM (Funding and Monitory) record where no other data has been entered for that FAM record.

Obviously, the problem can be avoided by removing any note for a FAM record where no other FAM data has been entered for that record. 

We expect to be able to deal with this issue via Consolidated Database Patch 2 for the Spring Release 2022.

13/05/2022 – Update from ESS – Internal validation of Funding and Monitoring when clicking on Calculate All or Save

When we modified School Census Spring 2022 to take account of the very late change to the DfE specification for the introduction of Funding and Monitoring, we did not have time to provide a viewing panel for this area in the School Census application.  Instead, we added a validation check to alert the user when Funding and Monitoring data hadn’t been provided via the new Update Funding and Monitory tool.

Go to Tools | Statutory Returns Tools | Update Funding and Monitoring and edit Funding and Monitoring data.

The internal validation check was very helpful to users when a viewing panel for the Funding and Monitoring was not provided.  However, now that we have made the viewing panel for Funding and Monitoring available in the School Census application, this validation check is unnecessary and is proving something of a barrier for schools who want to carry out dry runs.

With the above in mind, we have been looking into the possibility of providing a patch to remove this internal validation of Funding and Monitoring.  We have concluded that this can only be fixed by a workstation patch and that the improvement provided could not justify the delay to the release of Workstation Patch 2.

The issue will be dealt with for School Census Autumn 2022 in the SIMS Summer Release 2022.

Please note that once the error message regarding Funding and Monitoring has appeared at the bottom of the school census screen that initial version of the return will need to be closed and a new return started before the data entered enter via Tools | Statutory Returns Tools | Update Funding and Monitoring can be taken into account.

12/05/2022 – Update from ESS – Fileset 2102 

Amongst other improvements, this fileset provides version 2022.1.4 of the DfE validation, which corrects the dates used for validation error 2378 and adds the new validation rule 4014.

The correction of validation error 2378 relates to AP placements and ensures that this validation error does not trigger where the leaving date is 20/01/2022 and does triggering where the leaving date is 19/05/2022.
The new validation error 4014 will trigger where multiple Funding and Monitoring records are provided for a pupil and the same FAM Code is used more than once.  We believe that this incorrect situation cannot exist for SIMS.
You may well conclude that these two improvements for school census are not worth worrying about, but we had to provide another fileset to deal with important improvements for Wales and therefore included the final DfE school validation just in case there was a school that would find it helpful.

12/05/2022 – Update from ESS – DfE guidance on School-Led Tutoring

If you haven’t already done so, we suggest that you read through this guidance, as the DfE seems to have changed its position in some areas in comparison to the original guidance, eg tuition over the summer holidays.

You can click here (external link) to access this guidance in PDF format.

With the above in mind, we would like to remind schools that the ‘Total Hours Academic Year’ column in Tools | Statutory Returns Tools | Update Funding and Monitoring is not used by census applications and is therefore available for year totals regardless of whether those totals include summer holiday tuition.

28/02/2022 – Update from ESS – Census Communication Box

This will be the first school census to include our new Census Communication Box, but all future versions of school census and school workforce census will include this box.

Routines | Statutory Returns | School Census(1) Newsfeed: This opens the most recent version of the School Census Summer 2022 newsfeed, i.e. the newsfeed you are currently reading.

(2) Errors & Resolutions: This opens the most recent version of the Statutory Returns Errors and Solutions newsfeed.  You can click here to view the current version.

(3) Handbooks: This opens the most recent version of the Returns Manager page of the SIMS Documentation Centre.  You can click here to view the current version.

(4) DfE Guidance: This opens the ‘Complete the school census’ page of GOV.UK.  You can click here to view the current version.

(5) Support Unit:  This will only be displayed if the link to the school’s support unit has been entered in the Website field of the new Support Unit Details panel of Focus | School | School Details.  Where it is displayed, the link will open whichever link the school has entered.

Focus | School | School Details

(6) Message: The message text will be blank until the first fileset is imported or the first consolidated database patch is applied, but each fileset and consolidated database patch can provide an appropriate message.  For example, the import of a fileset may recommend a minimum consolidated database patch.

 

11/02/2022 – Update from ESS – Improvement to Update Funding and Monitoring

Following feedback from colleagues, including schools, support units and the DfE, we have made several improvements to our Update Funding and Monitoring functionality.  We believe that our improvements address the following feedback.

  1. Schools need to store the cumulative totals at each of the three censes days of the academic year for census purposes, but they would also find it useful to store the total for the whole academic year to help with the DfE’s end of academic year ‘clawback’ return.  We understand that the DfE will use the ‘clawback’ return to retrieve funding allocated to a school for school led tutoring, but not accounted for in the hours per pupil the school has provided for such tutoring.
  2. Some schools were unsure as to what was meant by ‘cumulative hours of school led tutoring’ at census day and confused this with the hours of school led tutoring provided since the previous census day.
  3. The DfE provided a clarification of how the ‘school let tutoring tick’ should be used.  Rather than indicating plansfor providing school led tutoring, it must only be ‘ticked’ when such tutoring has already been provided.  In this respect, from a logical point of view, it was only actually needed for School Census Autumn 2021, where cumulative hours were no included.  However, the DfE has decided to include the ‘tick’ in subsequent census and has enforced the relationship between the tick and the cumulative hours via a validation rule.

The notes and graphics below describe and illustrate the improvements we have made to address this feedback.

Note A: A total hours for the whole of the academic year column has been added to help schools to take account of any extra hours of tuition that could be provided in the period after the autumn census reference date and the end of the academic year.  This new column can be helpful when entering the totals required for the DfE’s end of year ‘clawback’ return (see graphic 1 below).

Graphic 1. Tools | Statutory Returns Tools | Update Funding and Monitoring

Note B. Validation has been added to the funding and monitoring table to ensure that any cumulative hours for a pupil at summer census takes account of earlier cumulative hours for the academic year.  For example, if a pupil’s cumulative hours at the spring census is not blank, the pupil’s cumulative hours at the summer census will be highlighted in red if the pupil’s cumulative hours at the summer census is blank or less than the pupil’s cumulative hours at the preceding spring census (see graphic 2 below).

Graphic 2. Tools | Statutory Returns Tools | Update Funding and Monitoring

Another example is the validation when applied to the relationship between the cumulative hours at the summer census and total hours for the academic year (see graphic 3 below).

Graphic 3. Tools | Statutory Returns Tools | Update Funding and Monitoring

NB: The cumulative hours for academic year 2022/23 will not take account of the cumulative hours for academic year 2021/22.

Note C. One important implication of the validation described above is that where a school has cumulative hours to enter at the summer census, they will also have to enter those hours as a starting point for total hours for the academic year (see graphic 4 below).

Graphic 4. Tools | Statutory Returns Tools | Update Funding and Monitoring

Note D. If any cells in the table are highlighted in red it will not be possible to save any data entered in the table and the attempt to save will trigger an error message at the bottom of the screen (see graphic 5 below).

Graphic 5. Tools | Statutory Returns Tools | Update Funding and Monitoring

Moreover, neither the calculation of School Census Summer 2022 nor the saving of School Census Summer 2022 will be possible while any of these cells are highlighted in red.  A suitable message will be displayed in the School Census Summer 2022 application when calculation and saving are declined for this reason.

Note E. Where school led tutoring has been ticked for a pupil, clicking on the tick will not untick unless all hours have been removed for that pupil.  Graphic 6 below illustrates the circumstances where schools’ led tutoring cannot be untick.  Graphic 7 below illustrates the circumstances where school led tutoring can be unticked for a pupil.

Graphic 6. Tools | Statutory Returns Tools | Update Funding and Monitoring

Graphic 7. Tools | Statutory Returns Tools | Update Funding and Monitoring

Note F. When school led tutoring is unticked for a pupil, hours cannot be entered for that pupil.  Graphic 8 below illustrates where hours cannot be entered for pupil as school led tutoring has not been ticked for that pupil.

Graphic 8. Tools | Statutory Returns Tools | Update Funding and Monitoring

12/01/2022 – Update from ESS – ‘Fixed Term Exclusion’ or ‘Suspension’

This is the first school census where the exclusion type ‘Suspension’ is relevant, but as the collection of exclusions covers two terms, ‘Suspension’ is only relevant to the second of these two terms.  The DfE does not collect the end date of an exclusion, so it is only the start date of the exclusion that is relevant to the use of ‘Suspension’ rather than ‘Fixed Term Exclusion’, with the end date of the exclusion being irrelevant.

If the start date of such exclusions are in the date range 05/04/2021 to 31/07/2021 (inclusive), the exclusion type must be ‘Fixed Term Exclusion’.
If the start date of such exclusions are in the date range 01/08/2021 to 31/12/2021 (inclusive), the exclusion type must be ‘Suspension’.
The graphic below illustrates the correct use of exclusion type.  The exclusion type for the fist and third exclusion is very obvious, but the second exclusion seems a bit strange, as most of the exclusion period is in the period when ‘Suspension’ is in use.  However, it is correct, as the correct use of exclusion type is wholly determined by the start date of the exclusion.

Incorrect allocation of the exclusion type will result in validation error 2275 (Suspension or permanent exclusion category is invalid).

Focus | Pupil | Exclusions

 

11/01/2022 – Update from ESS – Validation error 2361 for PRU Phase only

The inclusion of alternative provision data for pupils who have joined a PRU Phase school as single registered is currently voluntary, so validation error 2361 (Alternative Provision (AP) reason is missing or invalid for a single registered placement) should not be triggered for such a school where they have decided not to provide this voluntary date.  However, our census application is failing to recognise that the school has decided against providing this voluntary data.

We are looking into providing a fix to ensure that none of the alternative provision data is provided for a pupil unless the AP Admission Reason has been entered for that pupil.  In the situation shown below, the fix will ensure that no alternative provision data is included for Simon, as no AP Admission Reason has been entered for Simon.

 

11/01/2022 – Update from ESS – Validation queries 4007Q and 4008Q in version 1.2 of the DfE validation file

The DfE have confirmed that validation queries 4007Q and 4008Q are operating incorrectly, as described below.  However, although they will be fixing these two rules in their COLLECT validation, they will not be fixing them for their school validation.

There is a structural error in the DfE coding of the following validation queries, that results in one or both of these validation rules being triggered in all schools (apart from nursery schools), regardless of whether they have entered any relevant FAM data.

4007Q: Please check: no pupils on roll are in receipt of School Led Tutoring

This validation query will be triggered for any school that teaches any year group from year 1 to 11 (or the corresponding age group for special schools who make use of year X) regardless of whether they have entered the relevant FAM data.

4008Q: Please check: no students on roll are in receipt of 16-19 Learner Funding and Monitoring

This validation query will be triggered for any school that teaches any year group 12 or above (or the corresponding age group for special schools who make use of year X) regardless of whether they have entered the relevant FAM data.

 

05/01/2022 – Update from ESS – Validation queries 4007Q and 4008Q in version 1.2 of the DfE validation file

Please note that we are reporting to the DfE what we believe to be a structural error in the DfE coding of the following validation queries, that results in one or both of these validation rules being triggered in all schools regardless of whether the have entered any relevant FAM data.

4007Q: Please check: no pupils on roll are in receipt of School Led Tutoring

We believe that this validation query will be triggered for any school that teaches any year group from year 1 to 11 (or the corresponding age group for special schools who make use of year X) regardless of whether they have entered the relevant FAM data.

4008Q: Please check: no students on roll are in receipt of 16-19 Learner Funding and Monitoring

We believe that this validation query will be triggered for any school that teaches year group 12 or above (or the corresponding age group for special schools who make use of year X) regardless of whether they have entered the relevant FAM data.

 

04/12/2021 – Update from ESS – Very late change to the DfE specification for School Census Spring 2022

The DfE is making a very late change to its specification regarding the date range for the funding of 4-year-old’s.  The date range is being reduced from the 01/09/2016 – 31/08/2017 to the 01/01/2017 – 31/08/2017 (inclusive).  We will take account of this very late change in the specification via Consolidated Database Patch D [4] for Autumn Release 2021 (Patch 26911) and Fileset 2002 (or above).  The DfE will also be adjusting their validation and summary report files in line with this change is specification, but we don’t yet know when the replacement XSLT files will be provided to suppliers.

Relevant changes for the Consolidated Database Patch D [4] for the Autumn Release

After application of this consolidated database patch, Tools | Statutory Returns Tools | Update Early Years and the Early Years panel of Routines | Statutory Returns | School Census [Spring 2022] will take account of the reduced date range for 4-year-old funding.

Relevant changes for Fileset 2002

After importing this fileset the report criteria for the two early years detail reports will indicate the reduced 4-year-old DOB range of 01/01/2017 – 31/08/2017 instead of the previously specified DOB range of 01/09/2016 – 31/08/2017 (inclusive)

  • Early Years Detail Report
  • EYPPR Detail Report
  •  

Census in Bromcom

Click here to view Bromcom census guidance.

Census in Arbor

Click here to view Arbor census guidance.

Census in Scholarpack

Click here to view Arbor census guidance.

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