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2018 Spring Census FAQ

Take a look at our Frequently Asked Questions for Spring Census, or why not find our ScholarPack full Spring Census "user manual", with detailed breakdowns of each area here

 Watch our census video here as well!

 

1 - When is the Spring 2018 School Census?

 The Spring Census date is 18th January 2018.

2 - What date range is this School Census looking at?

  • Attendance Data will be collected between 01/08/2017 and 31/12/2017.
  • Exclusion Data is collected between 17/04/2017 and 31/08/2017.

3 - I have tried to run my census and I have got a site error - what do I do? 

If you receive a ‘site error’ when selecting Admin > Spring Census it is due to a lack of information in the school table. Go to Admin > Config > Core Set Up > School and populate all possible fields. 

4 - Where can I find further guidance for the Spring Census? 

  • Please click here for the DfE School Census guidance.
  • Please click here for ScholarPack guidance. 

5 - What extra data items are required for the Spring School Census?

 There are additional manual fields on the Spring Census, these areas must be filled in directly via Admin > Spring Census > Spring Census Specific Data. The data will not be pulled from other areas of ScholarPack.  If the words are highlighted in red this means the field has not yet been populated.

 Admission Appeals (not for Nursery Schools/PRU’s) - figures on admission appeals are collected for schools that were responsible for their own appeals -  See page 44 of the School Census guidance for more information.

 Classes as Taught (not for Nursery Schools/PRUs) - Class information details are required for all classes running at a selected time on Census day.  The selected time is based on the last digit of the schools Estab number as below:

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See page 48 of the DfE School Census guidance for more information.

 Pupil Reconciliation (not for Nursery Schools/PRU’s)  - 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.

See page 48 of the DfE School Census guidance for more information.

 Free School Meals Taken - This records the total number of free school meal (‘FSM’) eligible pupils who had a free school meal at lunchtime on census day. Pupils are recorded as ‘FSM’ eligible where they meet the ‘FSM’ eligibility criteria (that is, in respect to family income) and make a claim. 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.

See page 52 of the DfE School Census guidance for more information.

 School Childcare - Schools must provide information on the provision of – or signposting to – childcare, together with the nature of the childcare provided / signposted. See page 52 of the DfE School Census Guidance for further information.

See page 52 of the DfE School Census guidance for more information. 

6 - What information is required in regards to the Early Years Pupil Premium?

 The early years pupil premium (EYPP) is additional funding for early years settings to improve the education they provide for disadvantaged three and four year olds. Children become eligible for EYPP from the term following a child’s third birthday and retain this entitlement until they move into ‘Reception’ when they may become eligible for the ‘mainstream’ pupil premium.

To record details of EYPP in ScholarPack this can be done in bulk via Admin > Students > Group Updater - selecting the student attribute of EYPP.  Here you can select the eligibility reason, select the students who fit this criteria and update at the bottom.  To fill this in individually please go to the student’s profile, to the extended tab and underneath the ‘Further information’ heading you can enter the reason for eligibility here.

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See page 83 of the DfE School Census guidance for more information on the EYPP. 

7 - Should Admission students be included in my School Census Return?

Admissions students will not show on the census, provided they have a future entry date - if the summaries are correct you don’t need to worry.  

8 - Error 9999 : Infant Admissions Appeals/ Primary Admissions Appeals module is missing

 Admissions Appeals

These errors indicate that these fields have not been populated via Admin > Spring Census > Spring Census Specific Data - please be advised if you didn’t have any admissions or infant admissions appeals you do need to enter 0 in this area for each type.

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9 - Error 1000 : Pupil reconciliation does not match number of pupils on roll.

Class Details

In Admin > Spring Census > Spring Census Specific Data > Classes you must enter all classes taking place at a specific time (advised by the DfE) on Census day.  This error would indicate the the pupil numbers on roll number do not match the numbers in this area for Census day.  Please be advised the number of students in classes should be that as a normal day.  If a student is absent on Census day they should still be included in the numbers.  If a student is part time, in private study, at another school, on Work Experience or at a further education college this should be noted in the reconciliation area below the class area.

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10 - Error 930 : More part-time pupils not in school than total part-time pupils registered.

In Admin > Spring Census > Spring Census Specific Data > Classes - if you have entered students as part-time this number must match or be less than the number of students who are listed as part-time on ScholarPack.  You can view who is part-time on ScholarPack by going to Admin > Students > Group Updater and changing the student attribute to part-time student.

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11 - Query 1270Q : Please check: No classes shown for an expected year group.  

As this is just a query if you have mixed classes for example you can annotate this on Collect when uploading your Census.  The DfE is expecting classes listed for all year groups entered viaAdmin > Config > Core Set Up > School > Highest/Lowest Year Group.

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12 - Error 2950 : Childcare Type ‘B’, ‘A’, ‘U’, ‘H’ has not been provided.

Childcare Details

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Data must be entered for each of the four Childcare Types (Before School, After School, Under 5’s and Holiday) via Admin > Spring Census > Spring Census Specific Data > Childcare Details.  If you do not provide any childcare for the specific type you will need to enter No for On Site and No for Childcare Signposting.

 

13 - Error 2955 : The type of childcare has been reported more than once.

For each of the four Childcare Types you should only record one record of childcare, if you believe you have more than this you may need to liaise with your Local Authority for further guidance.  

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14 - Error: Query2965Q or Error:Query2960Q

Error:Query2965Q : Please check: Opening time is expected to be within the range 06:00 to 09:00.

Or Error: Query2960Q : Please check: Closing time is expected to be within the range 16:00 to 20:00.

For the childcare details the DfE would expect the opening and closing times to be within the above range if this is not the case you can annotate this on Collect, however do check that the times allocated are within the 24 hour clock.  

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15 - Error 1520 : More than one pupil record with the same UPN

This could mean that there is a duplicate student, or that there are two students with no UPN’s at the school. Usually, this error is due to a student having more than one First Language (the DfEwill only collect one First Language. Any additional languages should be listed as Multiple First Language or a Second Language).  This error may also occur where a student has no UPN, as any other students on the system missing a UPN will have the same UPN.  

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16 - Query 2070 : Pupil’s class type and year group is incompatible

Class type should be set as ‘Not a Nursery Class’ or ‘Nursery Class’. This can be changed in bulk using the Group Updater (Admin > Students > Group Updater - selecting Class Type as the student attribute).  Schools often forget to enter Nursery Class for their Nursery year group.

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17 - Error 1875 : School lunch taken is missing or invalid

It is required that ‘school lunch taken’ is recorded for students in Reception, Year 1 and Year 2 on Census day.  To enter this data, go to Admin > Summer Census > School Lunch Taken.  Once morning attendance has been completed you can pre-populate all [present] students as having a lunch that day.  Alternatively, go to each year group and enter whether a meal was taken or not.  If this information is not filled in you will also receive Error: Query 1878Q Please check no infant pupils are recorded as having a lunch on census day?  

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18 - Query 1601Q : Pupils age is out of range for school type.  Age 1.

This is looking at the age of the pupil as at 31/08/17, when the pupil probably was 1 year old.  If the student started when they were 2 years old this is just a query and can be annotated on Collect when they upload the census.

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