Bulk Updating Staff Ethnicity

To avoid errors in the School Workforce Census, you must have an Ethnicity recorded for any staff member who has been with your school for at least 100 days. This guide shows you how to bulk check and update staff Ethnicity details.

Permissions

To view staff ethnicities and other data in bulk via the Data Quality Dashboard, you must have the School: General Admin: Administer permission. To make changes to or record staff Ethnicity records, you need the Staff Profile: All Staff: Basic HR Administration permission.

If you do not have these permissions, ask your Admin team to assign this to you.

Seeing missing staff Ethnicity details

You can use the School > Data > Data Quality > Staff > Identity > Ethnicity page to view staff members with an Active contract who do not have an Ethnicity recorded in the Identity section of their main profile page. 

For a staff member to flag on this page:

• They need to have a current contract
• It does not matter how long they have been employed
• They must not already have an ethnicity listed

To view staff who already have an ethnicity recorded, you will need to create a custom report with the report focus 'Staff' and a column for 'Ethnicity'. To only include staff who already have an Ethnicity recorded, add a filter for Ethnicity with the filter condition Is not empty/blank.

Find more on creating staff custom reports here: Reporting on Staff
 

Using Bulk Recheck

If the School > Data > Data Quality > Staff > Identity > Ethnicity page does not look like what you're expecting, for example, staff are being flagged that you know have added an ethnicity record for, you can use the Recheck bulk action to refresh the table. To recheck:

• Tick the top tick box in the table
• Click the green Bulk Action button
• Select Bulk Recheck
• Click Recheck on the pop-up
   

Adding missing staff Ethnicity details

Once you have identified the need to update a staff member's ethnicity records, you can make the change in the Identity section of their staff profile, or without leaving the Data Quality Dashboard. The following sections outline the steps for individual and bulk changes.

The Ethnicities you are able to select cannot be changed or expanded upon; these options are taken from the DfE's Common Basic Data Set (CBDS). More on the CDBS can be found here.

For individuals

To record an Ethnicity for a single staff member flagged on the School > Data > Data Quality > Staff > Identity > Ethnicity page:

• Click on the staff member's name
• Choose the appropriate Ethnicity on the slide-over using the dropdown
• Click Save Changes

In Bulk

If you need to record the same ethnicity for multiple staff members missing an ethnicity record at once, follow these steps on the School > Data > Data Quality > Staff > Identity > Ethnicity page:

• Tick the boxes next to the staff you want to update
• Click the green Bulk action button
• Select Bulk Update Ethnicity
• On the slide over, select the Ethnicity you would like to apply to all of the chosen staff using the drop-down
• Click Bulk Update

• Click Confirm on the pop-up