Autumn Census 2020
Census Day: 1st October 2020
Deadline: Wednesday 28th October 2020*
*Your local authority may have a shorter deadline. Please see 'Submitting Your Return' at the end of this article.
There is also video guidance available for the census, please click here for the link.
|
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 SCHOOL CENSUS
The following changes have been made for the autumn 2020 census only:
Termly attendance.
Summer term attendance will not be collected however, the DfE will still require: pupil no longer on roll records for all pupils with DOB between 01/09/2003 and 31/08/2015 (aged between 4 and 15 as at 31/08/2019), with a leaving date between 01/01/2020 and 31/07/2020 and are not a boarder.
Exclusion collection period
Due to the absence of a summer census collection, the department have decided to re-collect any exclusion with a start date in the full 2019 to 2020 academic year in the autumn 2020 census.
FSM eligibility period
Due to the absence of a summer census collection, the department have decided to amend the ‘end date’ range for autumn 2020 census to collect: an FSM eligibility end date that is, on or after 17/01/2020 and up to and including the autumn census day (01/10/2020)
The following has changed:
Exclusion reasons
From autumn 2020, change to extend the exclusion reason and allow up to three reasons to be submitted per exclusion.
Completing the Autumn Census in ScholarPack
Introduction
The Autumn School Census looks at all pupils on the school register on census day, pupils with exclusions in the academic year 2019 and pupils who attended school in the previous summer term.
It is required for:
- Nursery schools (including those with maintained or direct grant status)
- Primary schools
- Middle-deemed primary schools
- Middle-deemed secondary schools
- Secondary schools
- Special schools (Maintained and non-maintained special schools, including hospital special schools and academy special schools)
- All-through (excluding PRUs and special schools)
- Pupil referral units, AP academies, AP free schools (including alternative provisions (AP) academies and AP free schools)
- Academies (including free schools, UTCs and studio schools), CTCs and non-maintained special schools)
Registered independent schools, alternative provision and early years settings (private, voluntary and independent) do not participate in the school census.
This is a reminder that the data collected via the 2020 autumn school census will be used in the calculation of the schools block of the dedicated schools grant and also the universal infant free school meals funding therefore it is vitally important that the census data for your schools’ are submitted promptly and accurately. Post 16 data collected via the autumn school census will be used by the education and skills funding agency (ESFA) to calculate post 16 funding allocations for schools with sixth forms.
As such, data accuracy is highly important.
What data will be used from the Autumn Census for funding purposes?
Although not used centrally by the department for funding allocations, funded hours from the Autumn and Summer census may be used locally by local authorities for funding early education. It is therefore important to check that all pupils who are in attendance at your school on the 1st October 2020 are showing on your current role in ScholarPack.
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 > Autumn 2020
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.
2. Census Validation
Once you have worked your way through the buttons in the View/Edit column you can click the "Calculate" 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.
ScholarPack have put together a 'how to' guide below to help you address any errors and queries which you may be unsure about:
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.
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.
COLLECT WEBSITE: https://services.signin.education.gov.uk/
Your school office should have the relevant username and password credentials to log in.
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.
For further advice and information, please see attached DfE documentation. Please note that the DfE have changed the support document to an online web based tool rather than a PDF style document.
DfE Census Guidance 2020/2021
________________________________________________________________________________________
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 autumn 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
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).
Much of the data collected represents some characteristic or status at a point in time (census day).
6. Pupil Level Data
The table below shows what Pupil level data is collected in the autumn 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 |
|
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 in education indicator |
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 |
|
Top up funding indicator |
On |
On |
On |
On |
On |
On |
On |
On |
|
Post looked after arrangements |
On |
On |
On |
On |
On |
On |
On |
On |
|
Planned learning hours |
x |
x |
x |
x |
B |
B |
x |
B |
|
Planned employability, enrichment and pastoral hours |
x |
x |
x |
x |
B |
B |
x |
B |
|
Planned learning hours previous year |
x |
x |
x |
x |
B |
B |
x |
B |
| Planned employability, enrichment and pastoral hours previous year
|
x | x | x | x | B | B | x |
B |
| T Level Planned learning hours | x | x | x | x | B | B | X |
B |
| T Level Planned employability, enrichment and pastoral hours | X | X | X | X | B | B | X | B |
|
Full time employment indicator |
x |
x |
x |
x |
On |
On |
x |
On |
|
Maths GCSE highest prior attainment |
x |
x |
x |
x |
B |
B |
x |
B |
|
Maths GCSE prior attainment year group |
x |
x |
x |
x |
B |
B |
x |
B |
|
English GCSE highest prior attainment |
x |
x |
x |
x |
B |
B |
x |
B |
|
English GCSE prior attainment year group |
x |
x |
x |
x |
B |
B |
x |
B |
|
Maths GCSE funding exemption |
x |
x |
x |
x |
B |
B |
x |
B |
|
English GCSE funding exemption |
x |
x |
x |
x |
B |
B |
x |
B |
|
Maths GCSE highest prior attainment previous year |
x |
x |
x |
x |
B |
B |
x |
B |
|
English GCSE highest prior attainment previous year |
x |
x |
x |
x |
B |
B |
x |
B |
|
Pupil enrolment 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 |
|
Pupils NC year group on leaving |
x |
x |
x |
x |
Off |
Off |
x |
Off |
|
Pupil SEN provision |
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 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 |
|
Address |
On |
On |
On |
On |
On |
On |
On |
On |
|
Possible sessions |
x |
x |
x |
x |
x |
x |
x |
x |
|
Sessions missed due to authorised absence (termly) |
x |
x |
x |
x | x | x | x | x |
|
Sessions missed due to unauthorised absence (termly) |
x |
x | x | x | x | x | x | x |
|
Attendance codes (termly) |
x |
B |
B |
B |
B |
B |
x |
B |
|
Numbers of sessions missed (termly) |
x |
x | x | x | x | x | x | x |
|
Possible sessions (summer half term) |
x |
x | x | x | x | x | x | x |
|
Sessions missed due to authorised absence (summer half term) |
x |
x | x | x | x | x | x | x |
|
Sessions missed due to unauthorised absence (summer half term) |
x |
x |
x |
x |
x |
x |
x |
x |
|
Attendance codes (summer half term) |
x |
x | x | x | x | x | x | x |
|
Number of sessions missed (summer half term) |
x |
x | x | x | x | x | x | x |
|
Qualification number |
x |
x |
x |
x |
B |
B |
x |
B |
|
Subject classification code |
x |
x |
x |
x |
B |
B |
x |
B |
|
Learning aim start date |
x |
x |
x |
x |
B |
B |
x |
B |
|
Learning aim planned end date |
x |
x |
x |
x |
B |
B |
x |
B |
|
Learning aim actual end date |
x |
x |
x |
x |
B |
B |
x |
B |
|
Learning aim status |
x |
x |
x |
x |
B |
B |
x |
B |
|
Programme type |
x |
x |
x |
x |
B |
B |
x |
B |
|
Core aim |
x |
x |
x |
x |
B |
B |
x |
B |
|
Partner UKPRN |
x |
x |
x |
x |
B |
B |
x |
B |
|
Learning aim withdrawal reason |
x |
x |
x |
x |
B |
B |
x |
B |
|
Traineeship |
x |
x |
x |
x |
B |
B |
x |
B |
|
Work placement start date |
X |
X |
X |
X |
B |
B |
X |
B |
|
Work placement end date |
X |
X |
X |
X |
B |
B |
X |
B |
|
Work placement hours |
X |
X |
X |
X |
B |
B |
X |
B |
|
Work placement mode |
X |
X |
X |
X |
B |
B |
X |
B |
|
Work placement employer ID |
X |
X |
X |
X |
B |
B |
X |
B |
Different data items are collected by the DfE at different points in the year.
Ethnicity is not collected in the Autumn Census. It is still worth checking that this field is up to date as it may be used as an aspect in your internal reporting. Please do not use 'Not Specified'. Where an exact match cannot be found from the DfE option set please use the closest available option.
A language value should be recorded for each pupil, including nursery children. A First Language needs to be input, even if the student has multiple first languages; additional languages can then be entered as Multiple First Language.
Funded 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.
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.
The table below shows the maximum Funded Hours available for pupils:
| Date of birth ranges and school type / pupil national curriculum year group | Max funded universal entitlement free hours |
| 01/09/2016 and 31/08/2018 inclusive all relevant schools and year group | 15 hours |
| Born between 01/09/2015 and 31/08/2016 (inclusive) for pupils in national curriculum year groups ‘E1’, ‘E2’, ‘N1’ and ‘N2’ only | 15 hours |
For Extended Free Entitlement, the table below shows the qualification criteria:
| Date of birth ranges and school type / pupil national curriculum year group |
Maximum funded universal free entitlement and extended free entitlement hours |
| Born between 01/09/2016 and 31/08/2017(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 Extended school services such as breakfast and out of school clubs should be excluded as they are not considered to be education provision. |
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 31/08/2017 (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 |
Hours at setting - must be checked for all Reception and 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. Please remember to change the Funded hours to 25 (if applicable) when a Reception pupil becomes full time.
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 will be used to inform the allocation of funding following the introduction of universal infant meal funding.
This is a manual entry to be entered in Admin > Autumn Census > School Lunch Taken for years R, 1, and 2.
Class type indicates whether classes attended are nursery (N) or other (O).
National curriculum year is the year in which the student is taught for the majority of their time, regardless of their chronological age.
Most of the pupil level data is entered via the pupil profile within the 'Extended' tab but some can be updated in bulk via Admin>Students>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. These are allocated by the Learning Records Service (https://www.gov.uk/government/collections/learning-records-service).
________________________________________________________________________________________
Summer term attendance will not be collected however, the DfE will still require: pupil no longer on roll records for all pupils with DOB between 01/09/2003 and 31/08/2015 (aged between 4 and 15 as at 31/08/2019), with a leaving date between 01/01/2020 and 31/07/2020 and are not a boarder.
To enter and amend pupil attendance information, go to Register>Manage Register
Exclusions (not for nursery schools) data is also provided for any pupils who were subject to any exclusion during the previous spring term period. The exclusions information collected in the autumn census is required for all types of exclusions including fixed period and permanent. Due to the absence of a summer census collection, the department have decided to re-collect any exclusion with a start date in the full 2019 to 2020 academic year in the autumn 2020 census. All those exclusions with start dates between 1 September 2019 and 31 July 2020 will be reported in the census.
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.
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. Due to introduction of Universal Credit transitional arrangements have been put in place.
Free school meals eligibility periods are required for all on roll pupils. Due to the absence of a summer census collection, the department have decided to amend the ‘end date’ range for autumn 2020 census to collect: an FSM eligibility end date that is, on or after 17/01/2020 and up to and including the autumn census day. (01/10/2020) Pupil Premium funding will be directed to children with FSM eligibility.
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.
In April 2020 the DfE extended free school meal eligibility to also include some children of groups who have no recourse to public funds (NRPF) conditions.
These groups are:
-
children of Zambrano carers
-
children of families with no recourse to public funds with a right to remain in the UK on grounds of private and family life under Article 8 of the European Convention on Human Rights
-
children of families receiving support under Section 17 of the Children Act 1989 who are also subject to a no recourse to public funds restriction
-
children of a subset of failed asylum seekers supported under Section 4 of the Immigration and Asylum Act 1999.
You should not be marking children receiving meals as part of this temporary change as being in receipt of free school meals on the October school census. However, you should keep a separate record of the children in these categories that you are providing meals for, including the immigration group that they fall under.
The Census summary and file will automatically exclude students who are eligible for temporary Free School Meals during COVID-19 from the calculations.
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.
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 - The ‘Service Child’ indicator is collected each term. The information is recorded in ScholarPack within the child's profile in the 'Extended' area.
SEND provision can be entered via the pupil's profile in the Support area (the SEN permission role is needed to access this resource). Click onto the white cog next to the SEN header to enter your provision.
Top up funding - this data item is collected for pupils that require additional support (usually SEN) which costs more than the specified threshold. This can be recorded in ScholarPack via the child's profile within the 'Extended' tab.
Deadlines
Some local authorities suggest that schools return census files to them ahead of the official DfE deadline, in order to allow time for checking.
Academies are generally unaffected by these LA deadlines but please check with your local data team.