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Spring Census 2021

 

Spring Census 2021 

Our Census video is here

Important Dates

  • Collection Date: Thursday 21st January 2021
  • Deadline for returns: Wednesday 17th February 2021
*Your local authority may have a shorter deadline. Please see 'Submitting Your Return' at the end of this article.

DFE Spring Census Update

On the 14th of January 2021 the DFE released their "Spring School Census 2021 – Readiness Bulletin Number 2" communication to all local authorities, service children education providers and school’s MIS suppliers. This document is attached and available at the bottom of this article and contains important updates. Some key items include:

  • Classes - Schools should record classes as they would normally have been timetabled at the selected time on census day
  • FSM/School lunches taken - Schools should record this as meals taken on a normal Thursday, however please check the guidance attached for exceptions
  • UFSM - Funding arrangements will be confirmed by the DFE separate to this bulletin
  • Nursery Provision - Funded hours, extended hours and hours at setting should be recorded as the number of hours the pupil would normally be expected to attend during census week, however please check the guidance attached for exceptions and full rules
  • Pupil Premium Funding - It was announced in December 2020 that pupil premium allocations for most schools will now be based on data collected as part of the Autumn school census

If you have any specific questions about what data to enter, please consult your Local Authority or MAT leaders for guidance.

The Census in ScholarPack

1. Where to find the census in ScholarPack Click for the census module            
2. Census Validation Check for any errors and queries  
3. Generate school summary Check your data before submitting  
4. Download your census file Download the final census file   

Data Items Collected*

   
5. School data collected What school information will be collected?
6. Pupil data collected What pupil information will be collected?
7. Attendance Check for termly attendance
8. Exclusions Check for termly exclusions
9. Free School Meals Check periods of FSM eligibility
10. SEND What SEND information is collected?
 

*Please read through sections 5-10 BEFORE submitting your School Census return 

CHANGES INTRODUCED FOR 2020-2021 CENSUS  

The following has changed

Termly Attendance Module: 

From autumn 2020, data will be recorded and returned on all categories of school attendance, rather than just absence. The first collection of this data will occur in the spring 2021 census (collecting attendance data from 01/08/2020 - 31/12/2020)  and will include the following new data items:

  • Total number of sessions attending approved educational activity
  • Total number of sessions unable to attend due to exceptional circumstances
  • Total number of sessions not attending in circumstances relating to coronavirus (COVID-19)

Termly Exclusions Module:

The first collection of up to three reasons per exclusion and new exclusions codes will occur in the spring 2021 census. Schools will need to ensure these new data items have been recorded correctly during the Autumn 2020 term in order for them to populate correctly in the Spring 2021 school census return. To support the government’s response to coronavirus (COVID-19), an additional exclusion reason of ‘Wilful and repeated transgression of protective measures in place to protect public health’ has been added.

Completing the Spring Census in ScholarPack

Introduction

The Spring School Census looks at all pupils on the school register on census day, and all pupils with exclusions start dates between 13/04/2020 to 31/12/2020 (on and off roll students, with fixed period and permanent exclusions).

It is required for:

  • Academies including free schools
  • Maintained and non-maintained special schools
  • All maintained schools
  • Nursery
  • Primary and middle-deemed primary
  • Secondary and middle-deemed secondary
  • Special schools
  • All through
  • Pupil referral units

Registered independent schools, alternative provision and early years settings (private, voluntary and independent) do not participate in the school census.

Please note!

The below area concerns which parts of the Spring Census impacts funding. Areas affecting Pupil Premium funding were updated by the DFE on the 17th of December 2020 here highlighting that eligibility would be based on October 2020 Census records. Questions on eligibility, funding and meals should be directed to your LA/MAT/SLT where appropriate.

What data will be used from the Spring Census for funding purposes?

This is a reminder that the data collected via the 2021 Spring school census will be used in the calculation of elements of the school funding: 

Early Years Funding Early Years 15 hours funding is based on the nursery pupil data from the January census. Therefore, the January 2021 census will be used for the initial Early Years Funding for 2021/22 budget. 

It is also important to have the correct information in the census for the 15 hours extra funding (extended hours) for working parents, as this is used to match against the Early Years Portal System.

Update: early years (nursery) provision is expected to remain open and continue to allow all children to attend full time or their usual timetable hours. In order to create parity between the Early Years Census and the School Census certain conditions will apply:

  • Funded hours, extended hours and hours at setting should be recorded as the number of hours the pupil attends during census week.
  • If a parent has choosen to keep their child at home during this lockdown, the figures their child would normally attend are applicable.
  • In cases where the school has chosen to restrict nursery access during this lockdown (due to needing to prioritise vulnerable students and children of key workers), these figures need to be set to 0 for affected students. Please check the attached at the base of this document for exceptions and full rules.

Pupil Premium Usually the Pupil Premium Grant is calculated using the January census. So, the Pupil Premium data recorded in the January 2021 census would be used to calculate the funding for 2021/2022 budget.

Update: in December 2020 the DfE stated that Pupil Premium funding would be based on the October Census figures.

UIFSM (Universal Infant Free School Meals) Funding is usually based on ‘actual meals taken’ as recorded in the October 2020 and January 2021 census.

Update: schools should record meals taken on a normal Thursday, however please check the guidance attached for exceptions. Funding arrangements for UIFSM will be confirmed by the DfE at a later date.

As such, data accuracy is highly important.

Local authority schools will either submit data directly to the DfE via COLLECT or their local authority will collate and return data on their behalf. Academies, CTCs and non-maintained special schools submit their data directly to the DfE.

1. The census module can be found in Admin > Census > Spring Census                                                                                        

The table that appears in the census area provides links to editable areas in ScholarPack for required fields. These should be checked to ensure your data is current and complete.  

Click the buttons in the View/Edit column to check your information before calculating your census return.

Each button will take you to the area of ScholarPack where you can view or update your information.  If the notes are in RED no data has been recorded for the required item.

Click the image below to enlarge.

2. Census Validation

Once you have worked your way through the buttons in the View/Edit column you can click the Calculate New Census Return button on the right side of your screen.

This will take you to a validation page where any queries or errors can be viewed.  Where possible, the query or error will provide a link to take you to the area in ScholarPack where you can resolve the issue.

Click the image below to enlarge.

ScholarPack have put together a 'how to' guide below to help you address any errors and queries which you may be unsure about:

School level validation

Pupil level validations

Although the data checks are very important, you cannot assume that successful completion guarantees that all the necessary data is present and that your school census return is correct. The absence of any validation errors or queries also does not guarantee a successful return. You must ensure that you have fully entered into your system all data required by the DfE specification.

Data submitted to the department should be authorised by the head of school.

Please contact support@scholarpack.com if you are still unsure how to resolve your errors or queries. 

3. Generate School Summary

Once you have resolved all of your errors on the validation page, you can click on the button labelled 'Generate ScholarPack Summary'. This will display all data entered into ScholarPack that is ready to be submitted.  The ScholarPack summary differs from the Official summary by giving the option to see which students are behind the figures (via their UPN).

Please thoroughly check the separate tables with a colleague/headteacher to ensure that you are confident with your data before sending the return.

If you wish to print or save this page, please click on Print in the top right of this screen.

When you click Print a pop up box will appear.  You can either select the blue print button or 'Change' (in the destination section). Clicking 'Change' will allow you to choose Save as PDF instead of printing.

 

 

4. Download Your Census Return

Once you have validated your census return and checked your school summary you can select the Download census file button. This will allow you to download your xml file with all necessary information.

You will then need to access COLLECT to upload your completed file. The system that you use to sign into COLLECT has changed and you will now need a DfE sign in to access it. You can log into COLLECT here or create a DfE sign in with a link on the same page. If you need guidance on how to use COLLECT the DfE have produced guides here.

It is worth asking if your school office has the relevant username and password credentials to log in already.

Please note: some local authorities may require schools to submit their census return to the LA before sending to the Collect website. Please check with your local authority.

The DfE are no longer producing pdf booklet guidance, instead guidance is available on the following links:

Complete the School Census

School Census 2020-2021 Technical Information

 ________________________________________________________________________________________

This next section will show you what information the DfE will collect and where to specifically update this data in ScholarPack.

 _______________________________________________________________________________________

 

5. School level data 

School level data required for the Spring census is as follows:

For all school types:

  • LA number
  • Establishment number
  • Unique Reference Number
  • School name, address, phase, type
  • Highest/lowest national curriculum year
  • Intake, governance
  • School email
  • School phone number

For Special Schools only:

  • Maximum day pupils: The maximum number of day pupils for whom the school is approved to make a provision.
  • Maximum boarding pupils:  The maximum number of boarding pupils for whom the school is approved to make a provision.
  • Minimum age – boys: The minimum age for which the school is approved to make a provision for boys.
  • Minimum age – girls: The minimum age for which the school is approved to make a provision for girls.
  • Maximum age - boys: The maximum age for which the school is approved to make a provision for boys.
  • Maximum age - girls: The maximum age for which the school is approved to make a provision for girls.
  • School SEN type: The type of special need for which the school is formally approved to make provision.

For PRU/AP Schools only:

  • Child mother indicator: Indicates whether the PRU / AP makes provision for child mothers.
  • Teenage mother places: Pupil referral units submit the number of places available for teenage mothers at the PRU / AP in census week.
  • Childcare facilities indicator. 

Updating school level data in ScholarPack

Your school level data can be added and updated in ScholarPack by clicking on Admin>Config>Core set up>School.  If you need to make any amendments, click on the 'Edit' button at the top of the screen.  You can also access this area by clicking on Admin > Census > School (in the View/Edit column).

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Much of the data collected represents some characteristic or status at a point in time (census day). 

For the Spring census only the following additional School Level Data  items are collected. 

Free School Meals Taken - Manual Entry Field on Census Day

Update: schools should record FSM Meals Taken as figures taken on a normal Thursday, however please check the guidance attached at the base of this document for exceptions.

Pupils are recorded as FSM eligible where they meet the FSM eligibility criteria- for these children this area requires a manual entry of the total number of pupils who had a free school meal at lunchtime on census day. Pupils who are in receipt of a free school lunch due only to the infant pupil universal entitlement are not recorded as ‘FSM’ and not included in the free school meals taken record. This can be found in ScholarPack via Admin>Spring Census> Free School Meals Taken

*The Early Years Pupil PremiumManual Entry Field on Census Day

Early years pupil premium (EYPP) is for disadvantaged three and four year olds. All three and four year olds are entitled to up to 15 hours per week of government funded early education for 38 weeks of the year.  The data collected via the spring census will be used by the department to determine the early years pupil premium allocation, which the department then provides to local authorities to fund their early years providers.

Children become eligible for early years pupil premium from the term following a child’s third birthday and retain this entitlement until they move from Nursery (‘N1’ and ‘N2’) class into Reception (‘R’), when they become eligible for the ‘mainstream’ pupil premium. 

Dates of birth of children for whom EYPP is required:


Census            Age Date of birth ranges
Spring only All 3 year olds - irrespective of
school type and year group
 01/09/2016 to 31/12/2017 inclusive
Spring Only

4 year olds 

For nursery schools (phase equals
‘NS’) – all year groups OR
For all schools other than nurseries
(phase does not equal ‘NS’) – pupil
national curriculum year groups
‘E1’, ‘E2’, ‘N1’ and ‘N2’ only

 01/09/2015 to 31/8/2016 inclusive

 

Children will be eligible for EYPP, and should therefore be recorded with early years pupil premium eligibility  if they are receiving any hours of funded early education and either:
  • meet the benefits related criteria for free school meals (please note: meals delivered as part of the universal entitlement  are not FSM)
  • are in the care of the local authority (in England or Wales)
  • have left care (in England or Wales) through
    o adoption
    o special guardianship
    o a child arrangement order (formally known as a residence order)

For those pupils in receipt of the early years pupil premium, the reason why they are
receiving it is also required against the basis of receipt field. This should be recorded
as follows:
• ‘RE’ – in receipt through economic reasons: where they are in receipt via the
benefits related criteria for FSM
• ‘RO’ – in receipt through other reasons: where they are in receipt due to being in
care or due to leaving care through adoption, a special guardianship order or a
child arrangements order
• ‘RB’ – in receipt through both reasons: where they are in receipt through both
economic and other reasons
• ‘RU’ – in receipt through unknown basis: where the school knows the child is
receiving EYPP (due to receiving funding from the local authority) but does not
necessarily know the reason why they are receiving it

In ScholarPack you can record children as claiming the EYPP by going to Admin> Census > Spring Census and clicking on the 'Early Years PP' tab on the right hand side of the Spring 2021 Census Standard Data table (View/Edit column).

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This takes you to the group updater where you apply the appropriate EYPP status.  The year group N2 (academic year -1) is displayed by default and you can use the check box to show only those students who have a date of birth between the dates specified by the DfE as being eligible for EYPP.  Select form the drop down the reason , select the students to which this reason applies and update.

mceclip7.png 

 

Class information  [Not for: Nursery schools, special or PRU / AP] - Manual Entry Field on Census Day

For the Spring 2021 Census schools are requested to record classes as they would normally have been time-tabled at the selected time on census day (e.g. record a normal Thursday lesson, for the time allocated by your establishment number).

The class information module requires you to input details of all classes running at a selected time on census day (21st January 2021).  This time is based on the last digit of your establishment number.

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Example: Your establishment number is 1516; the number 6 is the last digit of your establishment number therefore your selected time is one hour after the start of afternoon school.

Primary and all-through schools with infant classes are asked to ensure that the selected period is one in which their infant classes are engaged in an ordinary teaching session. An ordinary teaching session does not include school assembly or any other school activity usually conducted with large groups of children such as:

  • PE / games
  • music
  • singing
  • drama
  • watching television
  • listening to the radio

Where, at the time of the count, infant class children would be involved in such an activity, the count is deferred to the next ordinary teaching session. This change of selected time is enacted for all classes in the school, not just the infant classes. The class activity code should not be defaulted to 'OT' (other). The code of ‘OT’ should only be used where none of the other categories are appropriate.

To input this data into ScholarPack these go to Admin> Census >Spring Census > Class Information and Pupil Reconciliation (Class Details)

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To add class details, select Add New.  You can then add details of the class, year group, the subject being taught and the number of students (including those who would have been in the class but have been registered as absent). Every field will need data entered, even if it is a 0.

mceclip10.png

Data Entered here will create a Class table, and every time you click Add the class and their activity will appear in the table. The figures will also be added cumulatively to the fill the bottom two master tables below, but data will need to be manually input to the top table (then click Save).

Click the image below to enlarge.

 

Unlawful Infant Classes

This information is only required from Primary and All Through schools and for classes in Reception or Key Stage 1.

The DfE require information from the school if the student to TEACHER ratio exceeds 30:1.  The reason for exceeding the ratio would be due to students who joined the school unexpectedly and caused an increase in student numbers.  They also require information regarding teachers who were on PPA/LMT during the data collection time for the classes.  The reason (exception) for the students being in the class must be specified from a DfE supplied list.  The exceptions are:

  • Exception A - children admitted outside the normal admissions round with EHC plan specifying a school
  • Exception B - looked after children and previously looked after children admitted outside the normal admissions
  • Exception C - children admitted, after initial allocation of places, because of a procedural error in the original application process
  • Exception D - children admitted after an independent appeals panel upholds an appeal
  • Exception E - children who move into the area outside the normal admissions round
  • Exception F - children of UK service personnel admitted outside the normal admissions round
  • Exception G - children whose twin or sibling from a multiple birth is admitted otherwise than as an excepted pupil
  • Exception H - children with special educational needs who attend some infant classes within the mainstream school

To record if a teacher is on PPA/LMT then in the classes area add in the "Teachers on PPA/LMT" column the number of teachers from the class on PPA/LMT

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If the students in the class (Pupils in Class + Guest Pupil Numbers) exceeds the ratio 30:1, then for each student over the ratio, an exception must be recorded.  An exception can be used more than once.

Example:

In the example below there are 32 students in the class for one teacher.  Therefore, two exceptions need to be recorded.

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Once the correct number of exceptions have been recorded to bring the ratio back to 30:1, you will see the following indications.

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In the example above, two Exceptions F have been selected (children of UK service personnel admitted outside the normal admissions round).

Pupil reconciliation - Manual Entry Field on Census Day 

The purpose of this reconciliation is to check that the number of registered pupils for whom the return contains individual pupil data is consistent with the number of pupils reported in classes as taught.  This allows for the fact that some registered pupils may not have been in class at the selected time.

The amount of pupils on roll should add up to the amount of children that are manually entered in the class information area as being taught at the specified time, plus any part time students (e.g. nursery pupils) that are on roll, but not expected in school at the specified time.

The reconciliation consists of the following calculation:

number of pupils on roll on census day for whom individual pupil data have been provided (not including any guest pupils).

must equal:

• number of pupils from this school scheduled to be in the class at the selected time summed over all classes as taught (including any absent children that should be in class)

• plus pupils engaged in private study at the selected time

• plus pupils from this school who were part time pupils not scheduled to be in attendance at the school at the selected time (Nursery students for example)

• plus pupils attending another school at the selected time

Add students through the classes area plus against each of the additional areas to total the number of students on roll.  

If the final figure is 0, then your reconciliation is correct.  If the figure is positive, then you have one less pupil record than on roll. 

Childcare - Manual Entry Field on Census Day

Schools must provide information on the provision of – or signposting to – childcare together with the nature of the childcare provided / signposted. The school must provide an answer to whether there is on-site provision (and any related information) and whether the school signposts off-site provision for each of the 4 types of childcare.

Where opening / closing times are required, these are provided using the 24-hour clock format (03:00 = 3 am 15:00 = 3 pm)

The minimum return from a school which does not provide on-site childcare and also does not signpost off-site provision would be for each type of childcare a ‘NO’ for on-site and an ‘N’ of signposting.

You can go to the Data Items section of the DfE guidance here and click on School Childcare for further details.

Childcare for children aged between 0 to 4 years (Under 5): By this, the DfE means a service that parents can use for at least 9 hours a day if they choose to. Do not include provision that is only available during school hours or where children can only attend for a morning or afternoon session.

Most schools therefore will record No for Under 5 childcare provision. 

This is a manual entry which can be found in Admin> Census> Spring Census> Childcare Details

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Admissions Appeals - Manual Entry Field on Census Day

This data is collected in the spring census only, providing information for a school’s admission appeals against non-admission to the school for the start of the 2020/21 academic year. Please Note: appeals lodged on or after the 1st September 2020 are not be included.  For the number of admissions appeals: 

Appeals Lodged = or greater than Appeals Withdrawn + Appeals Heard 

and Appeals Heard = Appeals Rejected + Successful Appeals

Please note: Primary admission appeals contain the subset of infant admissions appeals. As such, infant admissions appeals information will appear in both primary admissions appeals and infant admissions appeals. 

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 6. Pupil Level Data

The table below shows what Pupil level data is collected in the Spring census.

On  =  Data required for pupils on roll on census day

Off  =  Data required for pupils off roll on census day

B    =  Data required for pupils both on and off roll on census day

x    =  Not required

Title

Nursery

Primary

Middle-deemed primary

Middle-deemed secondary

Secondary

All-through

Special

Pupil referral unit

 Unique pupil number

On

B

B

B

B

B

B

B

 ULN

x

x

x

B

B

B

B

B

 Pupil’s former UPN

On

B

B

B

B

B

B

B

 Pupil surname

On

B

B

B

B

B

B

B

 Pupil forename

On

B

B

B

B

B

B

B

 Pupil middle names

On

B

B

B

B

B

B

B

 Pupil preferred   surname

On

On

On

On

On

On

On

On

 Pupil former surname

On

B

B

B

B

B

B

B

Gender

On

B

B

B

B

B

B

B

DOB

On

B

B

B

B

B

B

B

Ethnicity

On

B

B

B

B

B

B

B

Language code

On

B

B

B

B

B

B

B

FSM eligibility start  date

On

On

On

On

On

On

On

On

FSM eligibility end  date

On

On

On

On

On

On

On

On

Country of UK

On

On

On

On

On

On

On

On

School lunch taken

On

On

On

On

On

On

On

On

Youth support  services agreement  indicator

x

x

On

On

On

On

On

On

Service children

On

On

On

On

On

On

On

On

Funded hours

On

On

On

On

On

On

On

On

Extended Childcare  Hours

On

On

On

On

On

On

On

On

30-hour code

On On On On On On

On

On

Disability access fund indicator

On On On On On On

On

On

Hours at setting

On

On

On

On

On

On

On

On

2-year old basis for  funding

On

On

On

On

On

On

On

On

Unit contact time  pupil

x

x

x

x

x

x

x

On

Early years pupil  premium receipt

On

On

On

On

On

On

On

On

Early years premium  basis of funding

On

On

On

On

On

On

On

On

Learner support code

x

x

x

B

B

B

B

B

Top up funding  indicator

On

On

On

On

On

On

On

On

Post looked after  arrangements

On

On

On

On

On

On

On

On

Pupil enrollment  status

On

On

On

On

On

On

On

On

Class type 

x

On

x

x

x

On

x

x

Pupil date of entry

On

B

B

B

B

B

B

B

Pupil date of leaving

x

Off

Off

Off

Off

Off

Off

Off

Pupil part-time  indicator

On

B

B

B

B

B

B

B

Pupil boarder  indicator

On

B

B

B

B

B

B

B

Pupil’s actual NC  year group

On

On

On

On

On

On

On

On

Pupil SEN provision

On

On

On

On

On

On

On

On

Pupil SEN type  ranking

On

On

On

On

On

On

On

On

Pupil SEN type

On

On

On

On

On

On

On

On

Member of SEN unit  indicator

On

On

On

On

On

On

x

x

Member of resourced provision indicator

On

On

On

On

On

On

x

x

Exclusion category

x

B

B

B

B

B

B

B

Exclusion reason

x

B

B

B

B

B

B

B

Exclusion Reason 1

x

B

B

B

B

B

B

B

Exclusion Reason 2

x

B

B

B

B

B

B

B

Exclusion Reason 3

x

B

B

B

B

B

B

B

Exclusion start date

x

B

B

B

B

B

B

B

Exclusion actual  number of sessions

x

B

B

B

B

B

B

B

Pupil SEN provision

x

B

B

B

B

B

B

B

Exclusion Review Date

x

B

B

B

B

B

B

B

Exclusion Review Result x B B B B B B B
Exclusion Reinstatement Date x B B B B B B B
Exclusion Review SEN Expert  x B B B B B B B

Address

On

On

On

On

On

On

On

On

Possible sessions

x

B

B

B

B

B

B

B

Sessions missed due  to authorised  absence (termly)

x

B

B

B

B

B

B

B

Sessions missed due  to unauthorised  absence (termly)

x

B

B

B

B

B

B

B

Sessions attending an approved educational activity

x

B

B

B

B

B

B

B

Sessions missed due to an exceptional circumstance

x

B

B

B

B

B

B

B

Sessions not attending in circumstances relating to coronavirus

x

B

B

B

B

B

B

B

Attendance Codes

x

B

B

B

B

B

B

B

Number of sessions missed

x

B

B

B

B

B

B

B

 

Different data items are collected by the DfE at different points in the year. 

Ethnicity is collected in the Spring Census.  The school must not ascribe any ethnicity to the pupil. This information must come from the parent / guardian or pupil. Where the ethnicity has not yet been collected this is recorded as ‘NOBT’ (information not yet obtained). Where a parent / guardian or pupil declines to provide ethnicity data, code ‘REFU’ (refused) is recorded and returned.

language value should be recorded for each pupil, including nursery children.  Language is collected for all pupils and records the language as stated by the parent /guardian or child. Where a pupil’s first language is not English – that is: where the pupil has been exposed to a language other than English during early development and continues to be exposed to this language in the home or in the community - schools may record specific languages. The school must not ascribe a specific language to the pupil. The codes ENB (Not known but believed to be English) and OTB (Not known but believed to be other than English) are only appropriate to use where all of the following conditions apply:
• pupil’s first language is not known with absolute certainty
• parents have not responded to enquiries
• school is able to judge with a high degree of confidence whether the pupil’s language is English or not
Where the parent / guardian or pupil have declined to provide a first language, then code ‘REF’ (refused) must be used. You will find the list of DfE Census Codes here.

Funded Universal Free Entitlement Hours are collected for eligible 2, 3 and 4 year olds.  This looks at the total number of hours they spend in educational provision at school which are funded under the free entitlement to early education.  Any additional hours which are funded by other means e.g. the parent, should not be included against Funded Hours.

The table below shows the maximum Funded Hours available for pupils: Extended school services such as breakfast and out of school clubs should be excluded as they are not considered to be education provision.

Date of birth ranges and school type/ pupil national curriculum year group         Max entitlement to funded hours               
Born between 01/09/2016 and 31/12/2017
(inclusive) - with a valid 30-hour code-all relevant schools and year groups                
        15 funded universal free entitlement            hours + 15 extended free                            entitlement hours equals 30 hours
Born between 01/09/2015 and 31/08/2016
(inclusive) with a valid 30-hour code- for pupils in national curriculum year groups ‘E1’, ‘E2’, ‘N1’ and ‘N2’ only
        15 funded universal free entitlement            hours + 15 extended free entitlement          hours equals 30 hours

Funded hours can be recorded to 2 decimal places and should be recorded as a decimal.  For example if the total funded hours spent at the school is 20 hrs 15 mins then this should be recorded as 20.25.  

Disability Access Fund (DAF)- The disability access fund (DAF) indicator records, for eligible pupils aged three and four, the receipt of DAF funding. Three and four-year-olds will be eligible for the DAF if they meet the following criteria:

• the child is in receipt of child disability living allowance; AND
• the child receives free early education (via the universal entitlement or extended
childcare hours)

Students eligible are:

Date of birth ranges and school type / pupil national curriculum
year group
Born between 01/09/2016 and 31/12/2017 (inclusive) all relevant
schools and year groups
Born between 01/09/2015 and 31/08/2016 (inclusive) for pupils in
national curriculum year groups E1, E2, N1 and N2 only

2-year-old basis for funding  [Not for: City technology colleges and non-maintained special schools]

The basis for funding data item, records the basis under which a 2-year-old has been
funded whilst taking up a place in the school. This data item is not required for 3 and 4-
year-olds.  Date of birth range for the census is 01/01/2018-31/12/2018.


2-year-old children may meet more than one criterion in the codeset shown below and
each relevant criterion is returned in the census

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Hours at setting - must be checked for all Nursery pupils.  Schools should record the total number of hours a child spends attending educational activities during census week, irrespective of who funded the hours (i.e. it is the total of any hours funded under the free early education entitlement plus any extended funded hours plus additional hours of education funded from other sources such as parents). Hours at setting should be recorded for the same pupils for whom funded hours are collected. 

Hours at Setting = Funded Hours + Extended Hours + Hours funded by other sources.

An important note about Funded Hours/Hours at Setting - if a child is full time their funded hours/hours at setting will be 25 not 1. If 1 is entered in this category your school will only receive the equivalent of 1 hours funding for this child as opposed to the full 25 hours they spend per week in school.

School lunch taken  will be collected from all school types which have infant pupils on roll (i.e. all pupils in reception, year 1 and year 2 plus any pupils aged 4 to 6 not following the national curriculum (i.e. year group X) in each census. Data collected is used to inform the allocation of funding following the introduction of universal infant meal funding. In Spring 2021, funding arrangements will be confirmed by the DfE at a later date.

For the Spring 2021 Census the school is requested to record the number of UFSM meals taken on a normal Thursday. If any UFSM students attending during lockdown (vulnerable/keyworkers) are absent for reasons other than Covid, or opt for a packed lunch rather than school meal on Census day, then their count is to be removed from the total meals taken that day. Please check the guidance attached at the base of this article for full details.

 

This is a manual entry to be entered in Admin > Census > Spring Census > School Lunch Taken for years R, 1, and 2.

Click the image below to enlarge.

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Update: many students will have an X code this Census and meals will need to be recorded for a normal day when students were present in school.

Once selected you will be presented with a list of all those students in years Reception to Year 2.  If you have taken the register in ScholarPack for 21st January then the attendance code for each student will be displayed together with any meal choice if using the meals module.  You can then choose to pre-populate the School Lunch taken column with those students who were marked as present for the AM session (/) or late before register closed (L) or as absent due to Government Restrictions/Local Lockdown (X) as having had a UFSM on census day. Remove meals for those who usually have a home packed lunch.

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Note: pupils in school on census day must be recorded as not having taken a school lunch if they are absent for other reasons not connected to coronavirus.  

Class type indicates whether classes attended are Nursery N or Other (Not a Nursery Class) O.

National curriculum year is the year in which the student is taught for the majority of their time, regardless of their chronological age.

Learner support code [Not for: Nursery schools, primary or middle-deemed primary] The learner support code relates to the government’s bursary fund to help the most vulnerable 16-19 year olds in full-time education. Data is collected in the spring and summer census only for pupils - aged 16 to 19 as at 31 August 2020 - who are on roll on census day or became off roll since the start of the academic year.  

The learner support code is recorded in the Students Profile > Assessment.  

Click the image below to enlarge.

In the table titled 'Other' on the left hand side, select Learner Support Codes and you will have the option to Add New.  A drop down will appear with the DfE approved codes.  Only Vulnerable Group Bursary Awarded and Discretionary Bursary Awarded are returns that are included in the census. 

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Guide to Group Updater

If a student does not have a UPN you can allocate one in their extended tab, which will normally stay with them thereafter. A temporary UPN can be allocated when a student may already have a UPN but you do not yet have it on file.  

A student of 14 or older must also have a ULN. The ULN is a unique 10-digit number, and most learners aged 14+ have one. It is designed to work with your PLR (Personal Learning Record) , helping to give you proof of your learning and achievements from the age of 16 onwards. These are allocated by the Learning Records Service (https://www.gov.uk/government/collections/learning-records-service).

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7. Attendance

Attendance data is provided for any pupils aged 4 to 15 years as at 31st August 2020 who were on roll for one or more session(s) during the term for which data is collected.  This may include pupils who have left the school prior to census day.

The Spring census looks at attendance data from 01/08/2020 to 31/12/2020 .    

Attendance data for the 2020 to 2021 academic year will include categories of school attendance, rather than just those that equate to authorised and unauthorised absence.  

The census gathers the number of sessions possible per student, and where there are absences, the reason(s) for absence and the number of sessions lost for that reason.

One or more attendance codes need to be marked against each student along with the number of sessions. Schools are not required to provide the number of sessions missed due to authorised absence, unauthorised absence, exceptional circumstances, not attending in circumstances relating to coronavirus or those attending an approved educational activity.

From spring 2021, the attendance codes returned for the census include categories of school attendance, rather than just those that equate to authorised and unauthorised absence.

Here are the  full range of attendance codes – contained in codeset CS066 of the CBDS.

CS066 Pupil Attendance Codes Applicable collections 2020/21
/ Present (AM)  Included in school census - from the start of the 2020/21 academic year
\ Present (PM)  Included in school census - from the start of the 2020/21 academic year
B Approved education activity as pupil being educated off site (not dual registration)  Included in school census - from the start of the 2020/21 academic year
C Authorised absence as pupil is absent due to other authorised circumstances Included in school census
D Dual registered (at another establishment) - not counted in possible attendances  Included in school census - from the start of the 2020/21 academic year
E Authorised absence as pupil is excluded, with no alternative provision made Included in school census
G Unauthorised absence as pupil is on a family holiday, not agreed, or is taking days in excess of an agreed family holiday  Included in school census
H Authorised absence due to agreed family holiday Included in school census
I Authorised absence due to Illness (NOT medical or dental etc. appointments) Included in school census
J Approved education activity as pupil is attending interview  Included in school census - from the start of the 2020/21 academic year
L Late (before registers closed) marked as present  Included in school census - from the start of the 2020/21 academic year
M Authorised absence due to medical/ dental appointments Included in school census
N Unauthorised absence as pupil missed sessions for a reason that has not yet been provided Included in school census
O Unauthorised absence as pupil missed sessions for an unauthorised absence not covered by any other code/description Included in school census
P Approved education activity as pupil is attending an approved sporting activity  Included in school census - from the start of the 2020/21 academic year
R Authorised absence due to religious observance Included in school census
S Authorised absence due to study leave Included in school census
T Authorised absence due to traveller absence Included in school census
U Unauthorised absence as pupil arrived after registers closed Included in school census
V Approved education activity as pupil is away on an educational visit or trip  Included in school census - from the start of the 2020/21 academic year
W Approved education activity as pupil is attending work experience Included in school census - from the start of the 2020/21 academic year
X Non-compulsory school age absence - not counted in possible attendances
or
Not attending in circumstances related to coronavirus (COVID-19)
Included in school census - from the start of the 2020/21 academic year
Y Unable to attend due to exceptional circumstances - not counted in possible attendances Included in school census
Z Pupil not yet on roll - not counted in possible attendances ** ** These are not included in School Census
# Planned whole or partial school closure - not counted in possible attendances ** ** These are not included in School Census

The following attendance codes are used for monitoring attendance in systems but are not counted as part of national attendance statistics.
• Attendance code ‘Y’: Unable to attend due to exceptional circumstances – not counted in possible attendances. Whilst this code is included in the census collection it is not included in possible sessions and is excluded from counts of
absences and not included in national attendance statistics
• Attendance code ‘D’: Dual registered (at another educational establishment) – not counted in possible attendances. This code is used for monitoring attendance in systems. Whilst this code is included in the census collection it is not included
in possible sessions or absence figures
• Attendance code ‘X’:
a) Non-compulsory school age absence – not counted in possible attendances. This code is used to record sessions that noncompulsory school age children are not expected to attend.
b) Not attending in circumstances related to coronavirus (COVID-19) – not counted in possible attendances. This category must only be used to record sessions that take place in the 2020 to 2021 academic year where a pupil does not attend because their travel to, or attendance at, school would be:
i. contrary to guidance relating to the incidence or transmission of coronavirus (COVID-19) from Public Health England (PHE) and/or the Department of Health and Social Care (DHSC)
ii. prohibited by any legislation (or instruments such as statutory directions) relating to the incidence or transmission of
coronavirus (COVID-19) Full information can be found in the school attendance guidance.
• Attendance Code ‘#’: Planned whole or partial school closure – not counted in possible attendances. This code should be used for planned whole or partial school closures where the dates are known to the school at least a term in advance. This code is not collected in the census.

Dual registered pupils - each school records attendance and absence for the sessions the pupil is required to attend at their setting.  Use the 'D' code where the pupil should be attending the other school.

Zero sessions possible are recorded where a dual registered pupil has all of their previous attendance (term or half term) for which attendance data is collected at the other registration. For example, where a dually registered pupil has all of the attendance at his / her subsidiary registration, the main registration would have zero sessions possible recorded for that period in the census.

For dual registered pupils please check the 'Enrolment Status' is recorded correctly.  The count on census day includes all pupils whose enrolment status is:

  • ‘C’ (current - single registration at this school) [ALL schools]
  • ‘M’ (current main - dual registration) [ALL schools]
  • ‘S’ (current subsidiary - dual registration) [ALL schools]
  • ‘F’ (FE college) where pupil is registered with the PRU / AP but is taught for the majority of their teaching    time at the FE college [For: PRU / AP only]
  • ‘O’ (other provider) where pupil is registered with the PRU / AP but is taught for the majority of their teaching time by the other alternative provision provider (which is not a school) [For: PRU / AP only]

Pupils recorded as "Guest' will not be included in your return.

Persistent absenteeism for the Spring Census is based on a threshold of 10 percent absence from the start of the academic year to the end of the period in question. 

You are able to view an individual pupil's attendance by clicking on the Attendance tab on their personal profile:

Click the image below to enlarge.

To enter and amend pupil attendance information, go to Register > Manage Register

  

8. Exclusions

Exclusions (not for nursery schools) data is required for any students who were subject to any fixed period or permanent exclusion with start dates between 13 April 2020 and 31 December 2020. 

From the start of the autumn term 2020 schools are able to record up to three reasons per exclusion to the department. With the first collection of this data being in spring 2021.

Following the expansion of the categories and the collection of multiple reasons, ‘Other’ will no longer be recorded as a category for exclusions with a start date on or after 01 August 2020.
Schools should only select more than one reason where it is appropriate. Where the description is covered in more than one category, please record all reasons that apply, such as ‘Bullying’ and ‘Racist abuse’ when racist bullying has taken place.
Please note: There is no requirement to order the reasons, which will be presented as unweighted counts in statistical outputs.

For both permanent and fixed period exclusions, the exclusion start date and exclusion reason(s) are collected. To support the DfE's response to Covid-19, an additional reason of ‘Wilful and repeated transgression of protective measures in place to protect public health’ has been added for exclusions with a start date on or after 01 August 2020.

The full list of exclusions reasons are listed below: 

CS010  Pupil Exclusion Reason Applicable collection - School Census
PP Physical assault against a pupil  
PA Physical assault against an adult  
VP Verbal abuse/threatening behaviour against a pupil  
VA Verbal abuse/threatening behaviour against an adult  
OW Use or threat of use of an offensive weapon or prohibited item Valid for use from the start of the 2020/21 academic year
BU Bullying  
RA Racist abuse  
LG Abuse against sexual orientation and gender identity  Valid for use from the start of the 2020/21 academic year
DS Abuse relating to disability Valid for use from the start of the 2020/21 academic year
SM Sexual misconduct  
DA Drug and alcohol related  
DM Damage  
TH Theft  
DB Persistent or general disruptive behaviour  
MT Inappropriate use of social media or online technology Valid for use from the start of the 2020/21 academic year
PH Wilful and repeated transgression of protective measures in place to protect public health Valid for use from the start of the 2020/21 academic year
OT Other Valid for use until the end of the 2019/20 academic year only

Pupil exclusions are entered into ScholarPack via the pupil's profile within the Conduct tab.  For fixed period exclusions, each full day counts as two sessions.  

Click the image below to enlarge.

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Once entered in here, a report can be generated by going to Reporting > Reports > Conduct > Exclusions

Attendance and exclusions data is required for pupils who are no longer on roll on census day but fit the above criteria.

9. Free School Meals Eligibilty

Free school meals eligibility indicates eligibility in England on the grounds of social deprivation and is independent of any universal entitlement or of eligibility in another country.

To minimise the impact of the rollout of universal credit and the introduction of a net earned income threshold to  determine eligibility for free school meals, transitional arrangements have been put in place to ensure that no pupil loses a meal as a result of these changes.

Transitional protections should be awarded as follows:
• any claimant who is in receipt of free school meals on 31st March 2018 should continue to receive free school meals until the end of the universal credit roll out period, and then until their phase of education ends. This covers until at least Summer 2023, and applies even if their circumstances change and they would no longer meet the eligibility criteria.
• any claimant who gains eligibility for free school meals from 1st April 2018 will continue to receive free school meals until the end of the universal credit rollout period, and then until their phase of education ends. This covers until at least Summer 2023, and applies even if their circumstances change and they would no longer meet the eligibility criteria.

For the Spring Census 2021 the relevant periods from which the DfE is collecting periods of eligibility are as follows:

An FSM eligibility Start Date and no FSM Eligibility end date; or,
An FSM eligibility end date since the previous census, that is, on or after 2nd October 2020 and up to including the spring census day (21st January 2021).

The Early Years Pupil Premium is collected in the Spring census.

To view your pupil's FSM eligibility periods you can go to Admin > Students > Manage FSM or click on the FSM Eligibility tab in the census area under the View/Edit header.

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Universal Infant Free School Meals

Pupils who are only in receipt of a free school lunch due to the infant pupil universal entitlement should not be recorded as FSM as they are not eligible for pupil premium funding.

Infant pupils who are eligible for pupil premium funding due to means testing should be recorded as FSM in the usual way (as above) even though they are eligible for free meals because of their age.

See the attached link for further pupil premium conditions of grant information:

Pupil Premium Conditions of Grant

Adopted from Care details are collected. Please note: Children adopted from care are eligible for the pupil premium (£2345 per pupil).  

This data item can be edited in the child's profile area within the 'Extended' area.

Please choose from the following values:

  • Ceased to be looked after through adoption
  • Ceased to be looked after through a special guardianship order (SGO)
  • Ceased to be looked after through a residence order (RO)
  • Ceased to be looked after through a child arrangement order (CAO)

Service Child indicator - this is now collected at every census. The information is recorded in ScholarPack within the child's profile in the 'Extended' area.

10. SEN Provision

A SEN Provision can be entered via the student's profile in the Support tab (the SEN permission role is needed to access this resource).  Click onto the white cog next to the SEN header to enter your provision.

  • When entering a SEN Provision for SEN Support or Education Health and Care Plan (EHCP), you will also need to have at least a Primary SEN Need associated with that provision.
  • When changing a SEN Provision type you will need to end the current provision prior to adding a new one.

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Top up funding - This is a true / false flag to indicate those pupils on roll for whom the school receives, on census day, top-up funding - either from a local authority or, in the case of a PRU / AP, a local authority or another school. This can be recorded in ScholarPack via the child's profile within the 'Extended' tab, under Support Information.

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Deadlines

Some local authorities have their own submissions deadlines.

Academies are generally unaffected by LA deadlines but please check with your local data team.

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