Workforce Census 2018

Census Day: 8th November 2018

Deadline for data submissions: 7th December 2018 

Looking for a light FAQ rather than a detailed breakdown? Check out our 2018 Workforce Census FAQ here

For the Census video please click here. 

The school workforce census is necessary to inform the Department for Education of staff pay bills, staff turnover and staff absences.  This guide outlines what data is required for the Workforce Census and shows where necessary data can be entered into ScholarPack.

Accuracy of data is crucial and you should ensure all staff are aware of Privacy Notices

1. Which school types are required to submit a return?	Is your school data required?
2. What to do if your data is not stored in ScholarPack	Does the LA hold your contract data?
3. Who is included?	Who is the census looking at?
4. School workforce level data (Individuals)	Individual data required
5. School level data (Headcount)	Census day staff headcount
6. How to exclude staff from the census
7. Absence	What absence data is used for the census?
8. Validation	Check for errors and queries.
9. Generate your census file	Create your file to send to the DfE

All personnel added into ScholarPack that have a current contract will be automatically included in the work force census.

 The following school types will be required to participate in the Workforce Census;

School types required to submit a return	School types NOT required to submit a return
Maintained nursery	Early years settings
Primary schools	Privately funded independent schools
Secondary, including middle deemed secondary	Non-maintained special schools
Maintained special schools	Sixth form colleges
Academy special schools	Overseas and offshore establishments
Sixth form centres and collaborative sixth forms	FE establishments
Academies, free schools (including 16-19 free schools) CTCs, studio schools and University Technical Colleges	Service children’s education schools
PRUs and alternative provision academies	Secure units
	Hospital schools and other miscellaneous establishments

 

The changes since school workforce census 2017 are:

• The splitting of Qualified Teacher Status into three categories, QTS, QTLS and
  EYTS. These statuses must be recorded for all teachers and teaching assistants in regular service, regardless of whether they are employed by a school, the local authority or a third party provider
• The addition of a 'Reason for Leaving' code to indicate the reason for a teacher or
  teaching assistant ending their period of employment and a readjustment of the code set for Destination to avoid overlap between the codes

School Workforce Level (Individual) data collected

• Staff Details
• Contract/Service Agreements
• Absence
• Curriculum
• Qualifications

School Level (Headcount) data collected

• Teacher Vacancies
• Staff Information

What data is required?

	Contracted Teachers	Agency/SA teachers	Contracted Teaching Assistants	Other contracted support staff	Notes
1. Staff Details
Teacher number	Mandatory	Mandatory	Mandatory	Mandatory	Mandatory for non-teachers, if applicable
Family name	Mandatory	Mandatory	Mandatory	Mandatory
Given name	Mandatory	Mandatory	Mandatory	Mandatory
Former family names	Mandatory	Optional	Mandatory	Optional
NI number	Mandatory	Mandatory	Mandatory	Mandatory
Gender	Mandatory	Mandatory	Mandatory	Mandatory
DOB	Mandatory	Mandatory	Mandatory	Mandatory
Ethnic code	Mandatory	Mandatory	Mandatory	Mandatory
Disability	Mandatory	Mandatory	Mandatory	Mandatory
QTS	Mandatory	Mandatory	Mandatory	Optional
QTLS	Mandatory	Mandatory	Mandatory	Optional
EYTS	Mandatory	Mandatory	Mandatory	Optional
HLTA status	Mandatory	Optional	Mandatory	Mandatory
QTS Route	Mandatory	Mandatory	Optional	Optional	Mandatory for all staff who, in the last year have taken up their first position since qualifying as a teacher.  May also be returned for other staff as well.
2. Contract/Service Agreement	Contracted Teachers	Agency/SA teachers	Contracted Teaching Assistants	Other contracted support staff	Notes
Contract/Service agreement type	Mandatory	Mandatory	Mandatory	Mandatory
Start date	Mandatory	Mandatory	Mandatory	Mandatory
End date	Mandatory	Mandatory	Mandatory	Mandatory
Post	Mandatory	Mandatory	Mandatory	Mandatory
Date of arrival in school	Mandatory	Mandatory	Mandatory	Optional
Pay review date	Mandatory	Mandatory	Not needed	Not needed	Only for teachers
Pay range	Optional	Optional	Optional	Optional	Not mandatory but the DfE desires this  if available
Pay framework	Mandatory	Mandatory	Not needed	Not needed	Applies only for leadership teachers
Pay range min and max	Mandatory	Mandatory	Not needed	Not needed	Applies only for leadership teachers
Base pay	Mandatory	Mandatory	Mandatory	Mandatory	Not for Daily Rate 'Y' NB: Daily rate only applies to agency/SA teachers
Safeguarded salary	Mandatory	Not needed	Not needed	Not needed
Daily rate	Not needed	Mandatory	Not needed	Not needed	Not for centrally employed staff
Reason for Leaving	Mandatory	Optional	Mandatory	Optional
Destination	Mandatory	Optional	Mandatory	Optional
Origin	Mandatory	Optional	Mandatory	Optional	For contracts starting from 01/09/2009
Role identifier	Mandatory	Mandatory	Mandatory	Mandatory
Hours worked per week	Mandatory	Mandatory	Mandatory	Mandatory
FTE hours per week	Mandatory	Mandatory	Mandatory	Mandatory
Weeks per year	Mandatory	Mandatory	Mandatory	Mandatory	Not if Daily Rate = 'Y'
Category of additional payment	Mandatory	Mandatory	Mandatory	Mandatory	Not if Daily Rate = 'Y'
Additional payment amount	Mandatory	Mandatory	Mandatory	Mandatory	Not if Daily Rate = 'Y'
Pay start date	Mandatory	Mandatory	Not needed	Not needed	Not if Daily Rate = 'Y' Only for TL3
Pay end date	Mandatory	Mandatory	Not needed	Not needed	Not if Daily Rate = 'Y' Only for TL3
3. Absence	Contracted Teachers	Agency/SA teachers	Contracted Teaching Assistants	Other contracted support staff	Notes
First day	Mandatory	Optional	Mandatory	Optional	Not required for centrally employed staff
Last day	Mandatory	Optional	Mandatory	Optional	Not required for centrally employed staff
Working days lost	Mandatory	Optional	Mandatory	Optional	Not required for centrally employed staff
Absence category	Mandatory	Optional	Mandatory	Optional	Not required for centrally employed staff
4. Curriculum	Contracted Teachers	Agency/SA teachers	Contracted Teaching Assistants	Other contracted support staff	Notes
Subject code	Mandatory	Mandatory	Mandatory	Not needed	Not required for centrally employed staff
Hours	Mandatory	Mandatory	Mandatory	Not needed	Not required for centrally employed staff
NC year group	Mandatory	Mandatory	Mandatory	Not needed	Not required for centrally employed staff
5. Qualification	Contracted Teachers	Agency/SA teachers	Contracted Teaching Assistants	Other contracted support staff	Notes
Qualification code	Mandatory	Mandatory	Mandatory	Mandatory
Class of degree	Mandatory	Optional	Optional	Optional	Mandatory where date of arrival is on or after 1st August 2013
Subject code	Mandatory	Mandatory	Mandatory	Mandatory

 

Staff Data Capture Sheets

To ensure your staff data is complete and up to date you can ask staff members to complete a basic personal information sheet.  This can be downloaded via Admin>Personnel>Download Data Capture Sheet. 

Data held outside of ScholarPack

Some schools may not hold all necessary data in the system to complete the Workforce Census as contract information may be stored on the local authority’s HR or payroll systems - if this is the case please contact your local authority for further advice. If you have partial census data in ScholarPack and have another system (HR/Payroll) that contains the remainder, you will need to contact the DfE help desk to discuss how this should be submitted.

Who’s included: 

The following, if they are in regular service, are examples of those for whom school workforce level data should be returned:

• teachers employed by the school, both with and without QTS, EYTS or QTLS
• support staff employed directly by the school
• teachers working at the school who have been supplied by an agency or a local
authority if the local authority is acting like a supply agency
• staff on paid or unpaid absence, whether long or short term
• teachers on the School Direct (salaried) programme, the Overseas Trained
Teacher Programme (OTTP) and the Teach First programme

Who’s Not included: 

School workforce level data does not need to be returned for the following:

• Temporary staff with service of less than 28 days
• Casual staff without contracts employed on an ad hoc basis
• Trainee teachers on teaching practice
• Trainee teachers on a School-Centred Initial Teacher Training (SCITT) programme
• Staff working in extended school service provision, for example breakfast and after
  school clubs, Sure Start and Children’s Centres. Note that staff engaged in the
  normal running of the school, such as cleaners, must be included regardless of
  when they work, for example before, after, or during the normal school day
• Staff employed by the local authority that provide support to schools for example
  peripatetic music teachers, advisory teachers, educational psychologists,
  educational welfare officers (information on these will be submitted by the local
  authority)
• Teachers only engaged in one to one tuition
• Governors and voluntary staff
• Staff for whom there is no role identifier code that equates to the function they
  carry out, for example clerk to governors, school crossing patrol staff and school
  improvement partners
• Staff whose contracts finished prior to 1 September 2017

Every school will be expected to have a SENCO and to have a headteacher or executive headteacher.  If this is a combined role within the school, for example the Head is also the SENCO then a note will need to put on COLLECT for queries 6540Q and 6550Q

Headcount data (on the day) is required for supply teachers who have a contract or are employed under a service agreement with a school for less than 28 days (occasional teachers) that are in school on census day.

Headcount data is also required for support staff who are not employed directly by the school or LA who are in school on census day, i.e. contract cleaners or outsourced IT technicians.

Data does not need to be returned for the following if they are not in school on the
census day: 

• temporary staff with service of less than 28 days and who are not expected to
  complete service of 28 days or more
• casual staff without contracts employed on an ad hoc basis.

If these staff are in school on census day then head count data should be reported for
them.

‘Other support staff’ incorporates support staff that are non classroom based: matrons, nurses, medical staff, librarians, technicians, bursars and other administration/clerical staff, premises and catering staff.

School Workforce Level Data 

The majority of the staff information that will be collected for the Workforce Census can be updated in bulk in the Staff Group Updater area, providing the admin user has HR permissions. This can be located in Admin > Personnel > Staff Group Updater.

For more information on the Staff Group Updater click this link:

Staff Group Updater

Please Note: When using the Staff Group Updater to input or change contract information this will only affect the Main Contract. Additional contracts must be altered manually via the staff profile area.

Personal details

To enter or amend details you will need to access a staff member’s profile through Admin > Personnel > Staff > Personal Details (cog), or you can alternatively update everyone’s information in bulk through the Staff Group Updater.

• Family name
• Given name
• Former family names (where applicable and available)
• Date of Birth
• Gender
• Disability
• National Insurance Number
• Ethnic Code
• Qualified Teacher Status (QTS)
• Qualified Teacher Route
• Teacher Number – If a teacher number cannot be located please leave blank and submit a note to the DfE or your Local Authority.
• Higher Level Teaching Assistant Status (HLTA)

All fields highlighted in red are mandatory and dependent on the staff members role at the school may be collected for the Workforce Census.

Contract Data

To enter or edit details you can access each staff member’s profile through Admin > Personnel > Staff > (Choose member of staff) Contracts, or you can alternatively update some fields in everyone’s information in bulk using the Staff Group Updater.

You can have multiple contracts open at the same time for one account and one should be set as the 'Main Contract'. To create an additional contract, please click on the black cogwheel in the contracts header.

 

All fields highlighted in red are mandatory and dependent on the staff members role at the school may be collected for the Workforce Census.

It is considered best practice to give each contract a name. You could for example name each contract with the associated job role i.e ‘teacher contract’.

The census will be collecting all contract data where the end date is after 01/09/2017 or blank.

Each contract must have a base pay (or daily rate) and hours recorded.

Contracts with neither base pay/daily rate or hours recorded should be regarded as occasional employment and must be recorded in the school level module if the member of staff is present on census day.

Contract Type

• Contract types are provided from the common basic data sets.

 Contract Dates

• The contract dates must be in the format of DD/MM/YYYY.
• Start date and end date (or blank)

Post  

• The classroom teacher post may be used to record teachers on the main or the upper pay range
• Unqualified teachers must be recorded in the post of classroom teacher
• Executive head teacher should be used for a head teacher who directly leads two or more schools in a federation or partnership agreement.
• Support staff based in the classroom for learning and pupil support must be assigned the post of Teaching Assistant

Role Identifier

• This list is provided directly by the DfE. If a role cannot be located please select the role that has the closest description to your role type.

Date of Arrival in School

• The arrival date must be in the format of DD/MM/YYYY (optional for other support staff)
• Used to show the start of the current period of continuous service.

 Pay Review Date

• For contracted teachers and Agency/SLA teachers this should be the most recent determination of a teacher’s pay since 1^st September 2017 (the review may not have taken place by the time of the school workforce census)

Pay Range

• For non-teachers this will be either “National Joint Council (Local Government Services)” or “Other”. For teachers this will depend on their post and whether or not they have crossed the threshold to the upper pay range. Academies that use their own pay range should assign “Other”.
• The Leadership Pay Range should only be used for staff in leadership positions (head teachers, executive head teachers, deputy heads and assistant heads) and not for classroom teachers.

Pay Framework (Leadership members only)

• Contracts starting before 01/09/2014 will default to the Pre 2014 framework, whereas contracts starting after this date will link to the 2014 framework.

Pay Range Minimum and Pay Range Maximum (Leadership members only)

• Every leadership teacher paid on the leadership pay scale will have a basic salary range
  within which they can expect to be paid while they remain in the same post at the same
  school.

Origin (Where From)

• If an employee has a new contract and has not changed job role please ensure you choose ‘Not Applicable – Change of Contract’ from the available options. You will need to supply this information for teachers and teaching assistants if the contract start date is later than the 1^st September 2009.

Reason for Leaving

• Reason for leaving is separate from Destination and indicates the reason for a teacher or
  teaching assistant ending their period of employment with the school or local authority.
• Examples include Voluntary Redundancy, Compulsory Redundancy, Left for other
  teaching post.

Destination  

• Required for all teachers and teaching assistants if they have a finished contract and the contract end date is after 1^st September 2017.

Daily Rate

• Only required for Agency/SLA teachers.  If daily rate is 'Yes' then hours worked per week and FTE hours per week must be provided. If daily rate is provided, no base pay is needed.

Base Pay

• Please ensure when inputting your base pay that no special characters are used, such as the ‘£’ symbol. The Base Pay is the employee’s gross actual annual salary.
• It should not include any additional payments or allowances.
• The pay of part-time or term time only staff must not be adjusted upwards to the pay of a full-time equivalent member of staff.
• If any elements of the salary are safeguarded these must be reflected in the base pay.
• Necessary for all staff not paid by daily rates.

Safe Guarded Salary

• Only required for contracted teachers.

Category of Additional Payments

• Should include all additional payments earned between the 03/11/2017 and 08/11/2018.
• TLR3 payments need to be reported separately from other TLR payments.

Additional Payment Amount

• The annual actual amount should be given.

Pay Start Date

• For TLR3 payments

Pay End Date

• For TLR3 payments

Hours Worked Per Week

• This number should be no more than one decimal place (e.g. 32.5). The hours per week represents how many actual hours the employee works. The standard directed hours per week for teachers is 32.5. 
• Hours are recorded as decimal figures, not as hours and minutes (27.5 means 27 and a
  half hours).

FTE ratio	Directed hours per week
0.1	3.25
0.2	6.5
0.3	9.75
0.4	13
0.5	16.25
0.6	19.5
0.7	22.75
0.8	26
0.9	29.25
1.0	32.5

FTE Hours Per Week

• This number should be no more than one decimal place (e.g. 32.5). The FTE hours per week represents how many hours a full time person would be completing. FTE hours per week may vary.

Weeks Per Year

• Records the number of weeks per year the member of staff is paid, including any paid holiday.

Absences

The census will be collecting absence data for teachers and teaching assistants active during the period of 01/09/2017 and 31/08/2018.

To enter this data please go to Admin > Personnel > Manage Staff Attendance.

The census will be looking for the first and last day of each absence, working days lost and the absence category for all contracted teachers and teaching assistants.

This data item is required for sickness and pregnancy related absences only and is reported in days to the nearest half day.

For help using the Manage Staff attendance module, please click on the link below.

Manage Staff Attendance

Qualifications

Qualifications will need to be submitted for all teachers, teaching assistants and other support staff. All qualifications graded Level 4 or above should be supplied.

The SENCO qualification must be recorded where present for any SENCOs.

Contracted teaching staff will need to declare their class of degree if their school arrival date is from 1^st August 2013.

To enter employee qualifications you will need to go to Admin > Personnel > Staff  > Staff Profile > Qualifications and click on the black cog. All qualifications provided in the drop down box are supplied directly from the DfE common basic data sets.

School Level Data (Headcounts)

Teacher Vacancies

The census will be collecting information about each vacant or temporarily filled teaching post on census day including:

• Vacancy Post
• Vacancy Subject
• Vacancy Tenure
• Vacancy Temporarily Filled
• Vacancy Advertised

To input this information you will need to go to Admin > Census > Workforce > Staff Vacancies. More information will be supplied on this page.

Staff Information

A headcount of occasional staff members in service on census day (8th November) should be recorded. To input this information you will need to go to Admin > Census > Workforce:

• Input occasional teacher count
• Input other staff head count

If the count is ‘zero’ then please enter 0. If you completed your Workforce Census with ScholarPack last year you may see your count from the previous census when accessing this area please amend this.

Removing staff from the census

If you go to Admin > Personnel > Staff, on each account you will see a note specifying if that account ‘will be included in the workforce census’.

To exclude an account simply click on the green note saying ‘[Account Name] will be included in the workforce census’ and the note will then change to red text saying ‘[Account Name] will be excluded from the workforce census’

Validating your census File

Once you have ensured that all necessary information is complete, go to Admin > Census > Workforce Census> Calculate Full Census Return to validate your information. Any errors or queries will be displayed here.  

Generating your census file

Once you have checked the validity of your data you will be able to generate a summary of the information in Admin > Census > Workforce  > Generate Census Summary.  Once you are happy with the summary of information you will need to click on Download Census File from the main census page.

This file will download to your computer and you will be required to either send this information to your Local Authority, or upload directly to the DfE Collect Portal. If you are unsure we recommend you contact your Local Authority for more information.

For further advice and support, please see the attached link to the DfE census documentation:

DfE Workforce Census 2018