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  4. School Annual Workforce Census (SWAC)

Long Term Absence Status and Third Party Staff statuses for the Welsh School Workforce Annual Census (SWAC)

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Customer Ops Team

This article covers how and why to add Long-Term Absence statuses and Third Party staff statuses on staff profiles for the Welsh School Workforce Annual Census (SWAC). 

Long-Term Absence Status

Long-term absence is recorded on the Main page of staff profiles in the Absences section. Arbor does not automatically add or remove Absence statuses based on absences, so these need to be manually adjusted.
 
 
The purpose of recording this is to identify individuals who are on (or expected to be on) a long-term absence from the school for a period greater than a term. This helps prevent the double-counting of individuals when reporting headcount figures (i.e., counting both the absent staff member and the temporary individual hired to fill the post).

Permisions

You need one of the following permissions to record a long-term absence status:

  • Staff Profile: Absence: Administer    
  • Staff Profile: Cover: Administer

If you don't have the relevant permissions, ask your admin team to give you permission using these instructions.

Recording Long-Term Absence Status

To set a long-term absence status for a staff member:
 
  • Head to their profile
  • Go to View > All Sections above the Identity section, and click to select Absence
  • Click Long-term absence status
  • Select the relevant absence status on the slide over
  • Click Save Changes
     

Valid Statuses

The valid entries for long-term absence are:
 
  • MPA: Maternity/Paternity/Adoption Leave
  • SEC: Secondment Out from school
  • SAB: Sabbatical leave
  • OTH: Other (This code should be used for individuals absent for reasons longer than a term, such as suspension or long-term sickness absence).
     

Actions Upon Staff Return

It is important that the Long-term Absences Status field for staff returning from a long-term absence is reviewed and the status removed before submitting the data, to ensure accurate reporting of the number of staff within the school. Arbor does not automatically add or remove Absence statuses.
 

Third-Party Staff Status

The status of staff who are not employed directly by the Local Authority (LA) is recorded in the optional 'Third-party staff' section of the Employment & Financial section on the Main Page of staff profiles.
 

This field is used to identify individuals who are employed by an organisation other than the local authority (e.g., through a supply agency or another organisation providing support to schools). The field can have two values, yes or no (ticked or unticked, respectively).

Permisions

You need the Staff Profile: All Staff: Contract Management permissions to record a third-party staff status.

If you don't have the relevant permissions, ask your admin team to give you permission using these instructions.

Recording Third-Party Staff Status

To set a third-party staff status for a staff member:

  • Head to their profile
  • Scroll to the Employment & Financial section
  • Click Third-party staff
  • Tick or untick the box as needed
  • Click Save Changes
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