Below are the questions we frequently receive for Workforce Census. For a more technical "user manual" with detailed breakdown on each area, please click here: Workforce Census Detailed Manual
Check out our Workforce Census video here, or scroll down for our top issues FAQ
1 - Where do I put the QTS status?
In the the Staff Profile (Admin > Personnel > Staff), click the cog next to the staff member’s name to edit their QTS Status. Where the QTS Status is set to ‘Yes’, a QTS Route will also be required.
2 - This QTS Status is inconsistent with this Pay Type?
Teachers that are included in the Census must have their QTS Status set to ‘Yes’ if their contract also is on the teacher pay scale. Click the cog icon next to their name on the staff profile to edit their QTS Status. Please note Unqualified Teachers will show as ‘Queries’ in your Census return if they have their QTS Status set to ‘No’, you can add a note for this when uploading to COLLECT.
3 - I need to update Contracts and Absences but cannot see them on the staff Profile?
Users need the HR role to be able to access these areas. The ScholarPack Users report (Reporting > Reports > Staff > ScholarPack Users) displays the assigned roles for each user - those with the Sysadmin and Admin Role can assign the HR role (or other roles) as required.
4 - End date is present so Destination code is required?
Any contract with an end date should also have a Destination on Leaving, as it implies the staff member is no longer employed by the school.
If the contract was not permanent, the contract type should be changed to ‘Fixed Term’. If it was a permanent contract that was replaced by another contract within the same school, the Destination on Leaving should be set to ‘Not applicable - change of contract’.
5 - What is the Base Pay?
Base Pay is the actual salary received by the staff member per annum, based on the hours that they work.
6 - What is the Daily Rate?
Daily Rate is applicable only to non-contracted staff (e.g. supply teachers, agency workers, etc) who are paid on an ad hoc/daily basis.
7 - What is FTE Hours?
This is the number of hours the staff member would work if they were employed full time in that role, “Full Time Equivalent.”
8 - What is the Occasional Teacher Headcount?
This is an area to record how many members of occasional staff are in your school on Census day, so this ranges from Supply Teachers to staff that support children with learning difficulties.
9 - What do I do if my Headteacher is the SENCo?
If your Headteacher is your SENCo and does not have a separate contract for this, you can annotate this query when uploading the Census file to COLLECT, stating that they are the SENCo for the school (for queries 6540Q and 6550Q).
10 - I have a query regarding an Unqualified Teacher that says their Teacher number is missing - but they do not have one
Unqualified Teachers must be recorded in the post of Classroom Teacher. All Unqualified Teachers in your school will generate this query. Provided the Pay Range is correct for the staff member the query can be ignored and annotations made on COLLECT when the Census file is uploaded.
11 - When I change a staff member to Part Time it isn’t changing the Base Pay
ScholarPack does not automatically change the Base Pay based on hours worked. The amount earned needs to be entered by the school in the Base Pay field.
12 - Census Summary - Staff Members with No QT Status Indicator.
This is the number of Support staff members in Scope to be picked up for the Census. QT status is not picked up for Support staff
13 - How do I record Base Pay?
Base pay is the pro rata annual salary of the staff member, excluding any additional payments. Scholarpack does not change any base pay based on Part time or different hours worked. This amount should be entered in the Base Pay (Salary)