SWF Census - Basic Staff Details - Queries 4160Q and 4100Q, and Errors 4190 and 4220

Query 4160Q

Member of workforce with missing NI number.

Fix

To add a National Insurance number, go to their Staff Profile and in the Identity section add the NI. Select Add Identification Document and in the Type box, select National Insurance.

If you do have a staff member who doesn't have a national insurance number, you will be able to submit the census with the query. When submitting to COLLECT you will just need to provide a note explaining why.

Why can’t I add this National Insurance Number?

Arbor only allows for one National Insurance Number to be stored against any profile. So if you are seeing an error message that the National Insurance Number already exists it could be a number of reasons:

1. Duplicate staff profiles - please see this guide which will explain how to deal with it. Either the profile needs to be deleted or merged.
2. Could be stored on a guardian profile - please see this guide which explains how you can use the global search page to find historic records. Once you’ve found the guardian profile with the National Insurance Number you will need to remove it so it can be added to the staff profile.

Query 4100Q

Please check qualified teacher with teacher number missing.

Fix

The DFE requires that all qualified teachers have a teaching number.

To add this just go to their Staff Profile and in the Identity section click +Add and select Identification document.

In Type select Teacher number. Fill in the other information and click Add document.

Error 4190

Date of birth is missing or has invalid format, format should be YYYY-MM-BD.

Fix

All staff members should have their DOB recorded on Arbor.

To add this just go to their Staff Profile and in the Identity section add the date of birth.

Error 4220

Ethnicity is missing or invalid.

Fix

All staff members should have their ethnicity logged on Arbor. 

To add this just go to their Staff Profile and in the Identity section add the ethnicity.