2018 Summer Census FAQ


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


We also have a video guide available here:


Section 1 - Census Details:

1.1 - When is the Summer 2018 School Census?

The Summer Census date is 17th May 2018.

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

Attendance Data will be collected between 01/01/2018 and 01/04/2018.

Exclusion Data is collected between 01/09/2017 and 31/12/2017.

1.3 - 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 > Summer 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.

1.4 - Where can I find further guidance for the Summer Census?

Please click here for the DfE School Census guidance.

Please click here for ScholarPack guidance.

Section 2 - Common Errors/Queries

2.1 - 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.  


2.2 - 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).  


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

'School lunch taken’ should be recorded for all students in Reception, Year 1 and Year 2 on Census day (Thursday 17th May 2018).  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 see  Query 1878Q Please check no infant pupils are recorded as having a lunch on census day.  Completing the above steps will resolve this query.  


2.4 - 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 may have been 1.  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.


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


Section 3 - Census Summary Queries

3.1 - Table 7 - 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 May 2018 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 Spring Census. 




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