The Spring term census is taking place on Thursday 19th January 2023, if you are going to struggle to make the deadline for the initial submission, which is Monday 23rd January 2023, please let us know at school.census@nottinghamcity.gov.uk
The submission of the School Census returns, including a set of named pupil records, is a statutory requirement on schools under section 537A of the Education Act 1996
Please make sure you read all of the guidance below as the answer to your query may be in the information and may save you time at times when the helpdesk is busy.
School Census is collected three times a year for all from all Pupil Referral Units, maintained Nursery, Primary, Middle, Secondary and Special Schools, Direct Grant Nurseries, City Technology Colleges, Academies, Non-maintained Special Schools and Service Children’s Education establishments.
Important Notice: Pupil Premium Funding has moved to the October census from 2020.
School Census Dates 2022-2023
October: 6th October 2022 – DEADLINE 10th October 2022
January: 19th January 2023 – DEADLINE 23rd January 2023
May: 18th May 2023 – DEADLINE 22nd May2023
Class Information (Only collected in the January census)
The DfE needs details of all classes running at the selected time on spring census day.
The ‘selected time’ is based on the last digit of a school’s departmental establishment number.
| Code | Descriptor |
|---|---|
| 2, 3 or 6 | the selected time is one hour before the end of morning school |
| 4, 7, 8 or 9 | the selected time is one hours after the start of afternoon school |
| 0, 1 or 5 | the selected time is one hour after the start of morning school |
New Data Items
Young Carer Indicator: This data item records whether the pupil has been identified as a young carer and by whom.
School Time: This data item records for each school, the total compulsory time pupils spend in school, in a typical 5 day week. For all schools except nursery.
Alternative Provision company number: This data item records the Company House company number, where applicable, of the establishment within which the pupil has taken up an alternative provision placement. You can look up Company House numbers here
Alternative provision placement postcode: This data item records the postcode, where applicable, of the establishment within which the pupil has taken up an alternative provision placement.
Changed Data Items
Post looked after arrangements (PLAA) codeset: From autumn 2022, the codeset has been extended to include ‘O – ceased to be looked after through adopted from state care outside of England and Wales’.
Alternative provision placement modules: From Spring 2023 this becomes mandatory
Learner funding and monitoring (FAM): From the start of the 2022 to 2023 academic year, code ‘01’ will include all aspects of the National Tutoring Programme (NTP), rather than just school-led tutoring. Therefore, the description has been updated to reflect this.
In addition, the description and eligible pupils for code ‘22’ have also been updated following the return to business as usual for repeating part or full year of post 16 students.
Deleted Data Items
Sessions coronavirus: From spring 2023, this data item will no longer be collected. Regulations for the category ‘Not attending in circumstances related to coronavirus (COVID-19)’ are only in place until the end of the 2021 to 2022 academic year.
Attendance code ‘X’: From spring 2023, this code will no longer be applicable for pupils aged 5 to 15. Regulations for the category ‘Not attending in circumstances related to coronavirus (COVID-19)’ are only in place until the end of the 2021 to 2022 academic year.
Reminders
EYPP Guidance: Pupils may qualify for EYPP from the term after their third birthday.
EYPP checking can be completed using the Early Years Portal as you complete your Headcount.
Hours at Setting: Additional Information for Hours at Setting
Duplicate UPNs: From now, to help ensure fair allocation of DSG/GAG funding, the DfE will no longer double fund unresolved duplicate Pupil records.
All duplicate pupil records will need to be resolved.
Duplicate pupils are where two or more schools make returns which contain the same pupil with incompatible enrolment statuses. There are numerous reasons why this occurs, but the main reasons are:
1. When a pupil moves schools and the school the pupil leaves doesn’t update their register and returns that pupil as still on roll.
2. When a pupil is dually registered between two schools and the schools use an incorrect combination of enrolment statuses.
If you have duplicate pupils on roll when you submit your census return the Information Management team will be in contact with you to resolve this matter, and in most cases it will involve the creation of a new census return.
Instructions
Click on the line below to take you to the relevant page;
Schools supported by Schools IT
Guidance from the DfE
SIMS Producing the census – Nursery Schools
SIMS Preparing Data Primary, Primary, Special and Nursery Settings
SIMS Producing the census – Primary Schools
SIMS Preparing Data Secondary Settings
SIMS Producing the census – Secondary Schools
SIMS Producing the census – PRU Settings
SIMS Producing the census – Special Schools
SIMS Producing the census – All Through Schools
Scholarpack guidance (requires login)
Bromcom guidance
Additional quick guides for census
