2019 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.

Also please find our video guide here.

Section 1 : Census Details

1.1 - When is the Spring 2019 School Census?

 The Spring Census date is 17th January 2019.

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

  • Attendance Data will be collected between 01/08/2018 and 31/12/2018.
  • Exclusion Data is collected between 02/04/2018 and 31/08/2018.

1.3 - I have tried to run my census and I have received an error message - what do I do? 

If you receive an 'error’ when selecting Admin > Census > Spring Census this may be due to a lack of information in the school table. Go to Admin > Config > Core Set Up > School and populate all possible fields. 

1.4 - 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. 

1.5 - 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 > Census > 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 40 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:

See page 44 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 43 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 48 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 48 of the DfE School Census guidance for more information. 

1.6 - 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.


See page 77 of the DfE School Census guidance for more information on the EYPP. 

1.7 - 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 numbers showing on the school summary are correct you don’t need to worry.  

1.8 - Proficiency in English, Country of Birth and Nationality are no longer collected however I still store them on ScholarPack. Will this cause any problems with the Census?

No, as the Census is no longer looking for these items it will not collect them as part of the Census data so you do not need to worry if you are still storing this information for other purposes.  If you no longer require the information and wish to delete this data you can do so in bulk via Admin > Students > Bulk Data Deletion.  Please be advised once this data is deleted it will not be retrievable.  


Section 2 : Common Errors/Queries

2.1 - 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 > Census > 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.



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

Class Details

In Admin > Census > 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.


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

In Admin > Census > 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.


2.4 - 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 via Admin > Config > Core Set Up > School > Highest/Lowest Year Group.


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

Childcare Details


Data must be entered for each of the four Childcare Types (Before School, After School, Under 5’s and Holiday) via Admin > Census > 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.


2.6- 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.  


2.7 - 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.  


2.8 - 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 or more students with no UPN at the school.  


2.9 - 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).  Often this will occur for Nursery classes where the class type is "Not a Nursery Class".


2.10 - 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 > Census > Spring 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?  


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

This is looking at the age of the pupil as at 31/08/18, 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 you upload the census.



2.12 - Error: Query 1767Q: Due to FSM protection we would not expect FSM periods to have an end date.  Please provide a reason.

If a student's FSM period has ended between 05/10/2018 and 17/01/2019 it is necessary when uploading the Census to Collect to annotate the reason the student is no longer eligible.  If the FSM period did end during this time you will be unable to remove this query from ScholarPack but will need to annotate this on Collect. 

Section 3 : Census Summary Queries

3.1 - Table 6 - Specific types of pupil on roll - Free School Meals

Eligible for free school meals on Census day is looking at all students who on 17th January 2019 have a current period of free school meal eligibility.

Unique pupils with any period of eligibility for free school meals reported in the current Census (includes those eligible on Census day) is looking at those students who are currently eligible for free school meals on the Census day and also any students who were eligible for free school meals but no longer are since the Autumn Census. 

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