School workforce census autumn 2012
1 / 82


  • Uploaded on

SCHOOL WORKFORCE CENSUS AUTUMN 2012. Anita Belworthy ScoMIS Applications Analyst. School Workforce Census. The Annual Statutory SWC Return enumeration date is Tuesday 6 November 2012 Return Date to Devon LA is 14 November 2012. School Workforce Census.

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about 'SCHOOL WORKFORCE CENSUS AUTUMN 2012' - corine

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
School workforce census autumn 2012


Anita Belworthy

ScoMIS Applications Analyst

School workforce census
School Workforce Census

The Annual Statutory SWC Return enumeration date is

Tuesday 6 November 2012

Return Date to Devon LA is

14 November 2012

School workforce census1
School Workforce Census

SIMS will need to be on the Summer Upgrade. Version 7.146

In order to run the School Workforce Census you must be a member of the Personnel Officer User Group

Check in System Manager to make sure that the person responsible has the correct access rights

Personnel updates
Personnel Updates

Please make sure that any updates to Service Terms etc that have been supplied by your LA are imported prior to the Census date

Swc return 2012 contains
SWC Return 2012 contains..

  • All members of staff in regular service employed on 6 November 2012

  • Contract/service level details for staff in regular service between 1 September 2011 to 6 November 2012

  • Absence data for all teachers and teaching assistants during the previous academic year

  • Current Teacher vacancies

  • Headcount of third party support staff

  • Level 4 or above qualifications for all staff in regular service

  • Curriculum subjects taught by teachers and teaching assistants in Secondary schools


All staff with a named staff record within your return will include their Pay and Hours information.

Any staff record missing this information will generate a validation error.


Description Total Pay amended to Base Pay

Base Pay is the pre-tax annual salary of a member of staff as at 6 November 2012.

Information about Base Pay is not collected for staff paid by a daily rate


Workforce Members Allowance Details Report

This report shows a breakdown of the Additional Payment Amount and helps with the calculation of allowances

It uses snapshot data of payment details and allowances as at 6 November 2012


New fields are displayed on the School Information Panel

Focus – School – School Details

  • Previous School Name

  • Date Name Changed

  • Previous Estab Number

  • Date Number Changed


These fields are shown for all schools but should only be completed where applicable.

This will be necessary for all schools that have changed to Academy status or changed their name/DfE number within the collection period.


New Academies that have not changed their name must enter the current school name in the Previous School Name.

They then enter the date of change to Academy Status as the date in the Date Name Changed field.


The date entered as Date Name Changed will be used to ensure that data relating to the previous setting of the school is not collected

  • Contracts, allowances and absences that ended before the date will not be collected

  • Contracts that started before the date and continued afterwards will be collected

  • Where an allowance started before the date and continued afterwards, only the data after the date is collected

  • An absence started before the date and continued afterwards will trigger a warning message to say the absence is not included in the return. You will need to amend the absence accordingly.


Previous Authorised Census Returns

A new routine enables the school to report on previous returns, so that data can be compared across years.

These can be accessed via the Tools / Statutory Return Tools / Authorised Census Returns.

What staff data is included
What staff data is included?

  • Staff details

  • Contract details

  • Service Agreement details for agency teachers

  • Payment details for all categories of staff

  • Absence details (Teachers and TA’s)

  • Curriculum details for Teachers and TA’s (Secondary Schools only)

  • Qualifications for all staff – level 4 and above (i.e. Post A Level)

School data included
School data included

Teaching vacancies

Occasional teachers

Third party staff count

Which staff do i include
Which Staff do I include?


Teaching Assistants

Other support staff in regular service

Caretakers, Catering and other staff employed direct by the school (include Agency premises staff in the headcount if they are in the school at any time on Census day)

Agency staff – if they are in Regular Service

Regular Service defined as completed service of 28 days or more (not necessarily continuous).

Which staff do i exclude
Which Staff do I exclude?

Breakfast Clubs and After School Clubs are extended services and are therefore not in scope.

Children’s Centres and Early years Settings are also out of scope.

Any staff supplied via a Service Agreement with the LA (i.e. Educational Pyschologists, Scomis Technicians, DCC Finance Officers)

People in p7 not included
People in P7 not included

Temporary staff with a service of less than one month

Non contracted temporary staff employed on a temporary basis

PGCE students on teaching practice

Staff working in breakfast or after school clubs

Teachers only engaged in one to one programmes

Governors and voluntary staff

Staff whose contracts finish before 1 September 2011

School workforce census autumn 2012

Is this Teacher directly employed by the school

with a current contract for 28 days/more


Individual data required


Are they employed via a current Service agreement

with a third party (not LA) for 28 days/more?


Individual data required


Were they employed by the school via a

contract/SA (not with LA) for 28 days/more

in the period between 1/9/11 and 6/11/12


Individual data required


Are they an occasional teacher

(employed for less than 28 days)

and in school on 6/11/12?


Include in headcount of

occasional teachers


Do not include in

School Workforce Census

Which Teachers to include?


Roles/Contracts of staff working in extended services or only working in the OneToOne Tuition Programme are not required

School workforce census autumn 2012

Which Non-Teachers to include?


Roles/Contracts of staff working in extended services or only working in the OneToOne Tuition Programme are not required

Which staff to in exclude
Which staff to in/exclude?

If you are in any doubt please contact your local authority.

Academies – contact the Dfe helpdesk

Teachers tas
Teachers & TAs

Origin information must be provided for all Teachers and Teaching Assistants who started after September 2011

Destination information must be provided for all Teachers and Teaching Assistants who left after September 2011


Submission of the SWC is statutory.

This means that schools do not need to obtain consent for the provision of data from individual members.

However, schools and LA’s must satisfy Data Protection Act obligations and let staff know that the information is being collected

Privacy notices for staff formerly fair procession notice
Privacy Notices for Staffformerly Fair Procession Notice

The DfE recommend that those already in receipt of Privacy Notices are advised of these new links as the previous links were to documents which have now been removed.

Privacy notices for staff formerly fair procession notice1
Privacy Notices for Staffformerly Fair Procession Notice

The Privacy Notice guidance has been updated. This can be found at:-

Privacy notices for staff formerly fair procession notice2
Privacy Notices for Staffformerly Fair Procession Notice


The Privacy Notice guidance has been updated. This can be found at:-

Data checking sheets
Data Checking Sheets

There is a staff data checking form report available from the Scomis website

Follow the instructions on the faq to import and run the report.

The report does not contain contract information.


Temporary Teacher Numbers should not be submitted.

If a Teacher Number is not available, then the corresponding field should be left blank and a note sent to the local authority or put against the query in COLLECT to explain why.


Where staff are acting up within the same school, the Department’s preference would be for contract information on the acting up post, not the substantive post, to be returned.


Please do not remove the “Eligible for SWR” tick from a member of staff’s record who has left. The SWC collects historical data, so may need their information to be supplied.

If they have left before the start of the SWC period, they will be automatically excluded from the collected data


If a member of staff has more than one contract and one is required for SWC, then you will need to leave the tick in “Eligible for SWR” on their record.

You will then need to email your LA/DfE to tell them which contract information to exclude via Collect.

You will need to manually record the name and contract details of the staff member on your detail reports to ensure a true and correct record.


SIMS requires a Fileset provided by Capita

This can contain:

  • Files used to determine what is included in the return

  • Updates to the Validation Errors Summary

  • Updates to the Summary reports

  • Updates to the Detail reports


The current fileset for SWC is number 116.

When you have run the Create and Validate routine, the Validation Fileset ID is displayed on the left-hand side of the Summary panel header.

If you are not on Fileset 116 you can follow the instructions on


Run the Pay Related Checking Reports to ensure all Service Terms are mapped correctly

Reports – Run Reports – Focus – Service Terms

Run the following reports

  • ST Pay Scale Definitions

  • ST Allowances

  • ST Post Definitions

    These reports will show the mappings for each Service Term in use.


Information on the curriculum is only required from Secondary Schools with timetabling software that interfaces with their MIS.


The default requirement is the week in which the census date falls.

Subject code, hours taught and year groups must be recorded.


Information is required for all teachers in regular service, as well as teaching assistants where they are timetabled.

Curriculum hours
Curriculum - Hours

If your school operates a timetable cycle covering two weeks, then an average figure over that period should be calculated and submitted.

The SIMS SWC software does this for you – as tested by a secondary school last year

Curriculum year group
Curriculum – Year Group

This must reflect the NC Year Group to whom each subject is being delivered.

Year 10 students on an accelerated GCSE course should be shown as Year 11

Staff absences
Staff Absences

Absence data must be entered in and is being collected for staff employed in the previous academic year i.e. 1st September 2011 to 31st August 2012.

This includes many types of absences, such as sickness, compassionate leave and secondment periods.

Staff absences1
Staff Absences

  • Absence data is only required for teachers and teaching assistants. It is optional for other members of staff.

  • Absence data due to training is included in the return but is not reported upon as it is not a statutory requirement

Staff absences2
Staff Absences

  • Examples of activities or circumstances that are not counted as absence for School Workforce Census are:-

    • taking part in activities such as field trips

    • days that are non-working days under a person’s contract

    • PPA time

    • INSET days

    • NQT non-contact time

    • Training

    • Working at a Consortium school or a Primary/Secondary linked school

    • attending meetings that are part of an individual’s normal duties

Working days lost sickness only
Working days lost – sickness only

It is important to accurately record the number of working days missed

Good practice would be to discuss the period of absence and working days lost with the member of staff at a “return to work” meeting.

Staff Absences

Schools using cover software
Schools using Cover software

Where absences are recorded via Cover, some but not all of the SWC required fields are completed in the Absences panel. The additional details will need to be entered manually before the Census is run.

Where absences are recorded via the Absences panel, the relevant fields are copied to the Cover software. The Cover record does not require any further input.

Staff Absences


Post A Level (NFQ Level 4+) qualifications are collected for ALL staff

Whether or not a qualification has been verified does not need to be provided.

Qualifications teachers
Qualifications - Teachers

Their initial teacher training qualification e.g. PGCE, BEd, Certificate in Education.

For those with a PGCE, information on prior degrees.

For those without QTS or those trained overseas, all qualifications relevant to their engagement as a teacher.

Any subsequent qualifications gained relevant to their job as a teacher as detailed later.

Qualifications for ta s to include
Qualifications for TA’s to include

Post-graduate Certificate in Education (PGCE)

BEd or other 1st degree combined with teacher qual

Certificate in Education or equivalent

Doctorate, eg PhD

Masters Degree, eg MSc, MEd

Postgraduate certificates and diplomas

Other first degree (ie not BEd or other first degree combined with teacher qualifications) such as BA & BSc

Graduate certificates and diplomas

Diplomas of higher education and further education

Foundation degrees

Higher national diplomas

Certificates of higher education

Non-UK teaching qualification


Schools may check the qualifications held by the Teaching Agency and provide any qualifications that are not held by them

OR gather and record the information in SIMS


Schools check the qualifications held by the Teaching Agency for their qualified teachers, instructors and overseas trained teachers via their web based service (link below) and provide any qualifications not held by the Teacher Agency.,

If your establishment has not already registered for this service please e-mail with the following information:

  • Full name of the establishment

  • Contact address of the establishment

  • Establishment DfE number

  • E-mail address of the Head teacher or Principal and their full name.

Please contact the Teaching Agency in good time as it takes at least four working days to register for the service.


Information on the following qualifications does not need to be provided as the Department will obtain it direct from the National College for Leadership of Schools and Children’s Services:-

National Professional Qualification for Headship (NPQH) and Certificate/Diploma for School Business Management (CSBM/DSBM).

First second subjects
First & Second Subjects

Each qualification should have either one or two subject specialisms associated with it and these should be recorded using the JACS (Joint Academic Coding System) codes.

The codes are not visible in SIMS, just the descriptions

If a subject is not listed, then please leave it blank on the submitted record.

First second subjects1
First & Second Subjects

A second subject would only be required if the qualification had two subject specialisms attached to it, e.g.

A BSc in Mathematics & Statistics would have the first subject as Mathematics (G100) and the second as Statistics (G300)


This is a manual input for vacant teacher posts and requires the subject codes to be mapped as mentioned previously


  • A post is considered vacant for the purposes of the School Workforce Census if it:-

    • is not covered, or

    • is covered temporarily by other staff within the school, or

    • is covered by a teacher on a contract of less than one year.


  • The following vacant posts should be included:-

  • those the school has tried to fill but were not filled on the Census day

  • those where an appointment has been made but was not in post on the Census day

  • those for all types of qualified teachers from classroom teachers to head teachers


  • The following should be excluded:-

  • those not becoming vacant until after the Census day (eg where teacher has resigned but is serving notice).

Running the swc
Running the SWC

Having completed as much preparation as possible please carry out a dry run

Once validated this will give any validation errors that may need investigating

Running the swc1
Running the SWC

If you do NOT buy into the Scomis upgrade service or are NOT on the terminal server you will need to import the latest Fileset (currently 116) before doing a dry run.

It can be downloaded from the Scomis website by clicking on the Frequently Asked Questions link and typing in Fileset 116 in the Search box.

Running the swc2
Running the SWC

Check the path for the output file, for a stand alone computer this should be c:\sims\star\ascout\swc

Create and Validate (Nursery, Primary and Special Schools

Calculate All Details (Secondary)

Running the swc3
Running the SWC

The section for Vacancies

All vacancies that remain unfilled on the Census Day must be entered

Running the swc4
Running the SWC

The section dealing with Occasional Teachers Information

Details of Supply Teachers employed on the Census Day will need to be entered here

Create validate

Create &Validate

This can be carried out as many times as you wish in order to correct any validation errors that have been reported in earlier attempts.



Once you have Created and Validated and before Authorising the return you should run the Detailed and Summary Reports for data checking purposes.



Reports are generated in HTML - use the Page options to send by e-mail or edit in Word

Alternately copy and paste the table into Word or Excel further analysis and checking

Authorising the return

Authorising the Return

When you have produced the file you wish to submit – click on Authorise.

This panel was introduced in the 2011 SWC Return. You will not be able to continue until you have ticked the box to confirm the head teacher is satisfied with the Return

Authorising the return1

Authorising the Return

Once Authorised the Summary report is displayed on the Screen in HTML which you can Print and Save for future reference or submission to the LA / Dfe if requested.

Known errors
Known Errors

People missing from or wrongly included in the SWC return.

On the Staff record there is a tick box entitled “Eligible for SWR”. This allows you to control which records are brought in or excluded from there return.

If your personnel numbers are wrong, check this box against missing/extra names and set accordingly.

Known errors1
Known Errors

People missing from the SWC return.

On the Service Term mapping report, ensure that their service term is mapped to a post.

Tools – Staff – Pay Related

Highlight their Service Term (i.e. LD) and check that a SWC post has been specified within Section 4 – double-click on the post and the 4th field is entitled SWC post. If necessary, select one from the drop-down list and save.

Known errors2
Known Errors


When you run “Create and Validate” it will give you a list of failures against your data. Each of these will have a number.

A full list of the 2012 Error/Query codes can be found under the SIMS/FMS button on the Scomis website.

The dedicated SWC page holds all available DCC links and documentation.

Known errors3
Known Errors

Error 4410/4700/4710 - No Role details have been supplied.

  • Check the details of the contract.

  • Select the required employee via Focus - Person - Staff

  • Open the applicable contract from the Employment Details panel.

  • The Edit Contract dialog is displayed. Click the New button adjacent to the Role area to display the Add Contract Role dialog and add the role details.

  • If a role already exists, check the role End Date is valid.

Known errors4
Known Errors

Error 5000 - Absence Category is invalid.

  • Open the record through Focus | Person | Staff and navigate to the Absences panel.

  • Open the absence record and select the appropriate Absence Category from the drop-down list.

Known errors5
Known Errors

Error 6200 - Qualification Code is invalid.

  • Open the record through Focus | Person | Staff and navigate to the Professional panel. Select and open the qualification record to display the Edit Qualification dialog.

  • Select the correct Qualification Level from the drop-down list. Post A Level qualifications only are required for the School Workforce Census.

Known errors6
Known Errors

Error 6530 - The same person has a total Full Time Equivalent ratio greater than 1.5.

  • Open the record through Focus | Person | Staff and go to the Employment Details panel. Open the contract and review the value in the FTE field. It is unlikely that a FTE over 1.5 is correct.

  • Check that dates on suspended or previous contracts are correct and valid

Known errors7
Known Errors

Failures noted, role identifier missing

This was due to the contract end date not matching that of the role end date.

Known errors8
Known Errors

  • Uploading the file via SecureNet

  • Ensure that you are sending the .xml file.

  • Hosted schools should run SecureNet from within the Terminal Server in order to find the file successfully.

  • If the file does not upload, close the file and open it again. Try the upload again

  • Contact Scomis if you are still experiencing problems.

Known errors9
Known Errors

Click on OK.

Click on the browse button and navigate to where you have saved your workforce census.

This is normally [network letter]:\sims\star\ASCout\SWC

Further information
Further Information

The Guidance Notes and other documentation etc. will be available from the following website:-

Further information1
Further Information

DFE site for advice for schools and academies

Further information2
Further Information

Once the file has been authorised, it must be uploaded to the LA as advised or direct to DFE via Collect as soon as possible.

It is best to upload this overnight on COLLECT as it can take a long time

Need more help
Need more help?

Running the Census via SIMS

Scomis 01392 385300

General Advice

Devon 01392 383142

Plymouth 01752 307503

Torbay 01803 208916

Academies - contact the DfE direct