Preparing for the 2020 Workforce Census

For links to other useful guides, webinars and bookable support slots with our Support Team, click here

 

Changes this census

Schools are still required to submit the workforce census, but there has been a reduction in the amount of data collected to help ease the burden on schools. The DfE also advises that schools will not be asked to submit 2020 census data retrospectively in future censuses.

When working through your census in Arbor, you won’t get any Arbor or DfE errors or queries regarding these items when running your dry run or your census.

There are no other major changes regarding what is collected in the census, for full details on what is collected and for which staff members, take a look at the table in section 6.1.2 on page 33 of the DfE’s Workforce Census guide

For the 2020 Workforce census only, these items will not be collected:

Staff Absence data

The census will not be collecting any data about staff absences from between 1 September 2019 and 31 August 2020 - see section 7.3 in the DfE's guide.

However, the 2021 census will collect the data from 1 September 2020 to 31 August 2021, so make sure you are recording this information correctly during this academic year - see section 9.2 in the DfE's guide.

Qualification data

The census will not be collecting any data about staff qualifications (Qualification codes, Subject Codes and Class of Degree) for this year - see section 7.5 in the DfE's guide.

However, the 2021 census will collect the data for the next year - see section 9.3 in the DfE's guide.

Date of last pay review

The census will not be collecting any data about the date of a staff member's at pay review - see section 7.2.11 in the DfE's guide.

However, the 2021 census will collect the data for the next year - see section 9.1.1 in the DfE's guide.

Certain vacancy data

On census day you need to add in the vacancies that are currently open at your school. This year, the Subject and Tenure fields are not being collected, so these fields will not be required when adding vacancies but you can add them if you wish.

The post of each vacancy is still required along with information on whether the vacancy is temporarily filled and whether it is advertised.

The 2021 census will collect the data for the next year - see section 8.1 in the DfE's guide.

Third-party support staff headcount

On census day you usually need to add in headcount numbers for occasional teaching staff and third party support staff. This year, the numbers for third party support staff are not being collected, so you don't need to fill in this information on your Census Overview if you don't wish to.

However, the headcounts for occasional teaching staff (QTS, non-QTS and unknown) are still required.

The 2021 census will collect the data for the next year - see section 8.2 in the DfE's guide.

 

 

Manage your staff’s HR details

The DfE requires you to report on the pay scales, contract details and school roles. You can check all your staff’s HR and Finance is set up correctly in School > All staff > HR Admin. Go through each of these pages checking your data.

Allowances

Check all allowances used by your school are recorded here. Click each allowance to check it has been added to all the right staff member’s contracts. For more details, see our article on Allowances.

Screenshot_2020-10-02_at_16.41.39.png

Checks

On the All Check Types page, you can view a list of checks and add additional checks if needed. On the Review page you can see check review dates. For more details, see our article on Checks.

You don't need to input any professional qualifications a staff member has on their staff profile, as the census is not collecting this (see the section on what's changed this census).

Screenshot_2020-10-07_at_11.38.53.png

Pay Scales

Check all the pay scales in use by your school are on the Pay Scales page. 

The DfE requires you to report on the pay scale and spinal points for your leadership staff only. If you haven’t yet set up your Pay Scale for leadership or updated the spinal point salary amounts for this year, take a look at this article.

Screenshot_2020-10-02_at_16.47.04.png

Positions 

To record contract details for the Census, you’ll first need to set up positions. This ensures all your contracted staff are linked to the right Position Category and Census Business Role, which are also required in the Census. See our article on Positions for how to set them up.

position_categories.png

Contracts

The Workforce Census collects information on staff contracts for full and part-time teachers, teaching assistants and other support staff that are employed by schools. For full guidance on who should be included, see section 4 of the DfE's Workforce Census Guide.

You can check all your contracts from the Contracts page.

To record contract details for the Census, you’ll first need to set up positions (see the section above). You can then add a contract to each staff member with the right position to ensure all your contracted staff are linked to the right Position Category and Census Business Role, which are also required in the Census. 

If you need to exclude certain staff from the Census, or if you don’t store your contracts in Arbor and report them to the DfE from an external source, follow the instructions in this article.

Screenshot_2020-10-02_at_16.45.32.png

Superannuation Schemes

Check all superannuation schemes used by your school are recorded here. Click each scheme to check it has been added to all the right staff member’s contracts. For more details, see our article on Superannuation Schemes.

Screenshot_2020-10-02_at_16.51.19.png

 

 

Set up your SENCo

Most schools are expected to have a SENCo set up on their site with a separate contract to prevent query 6550Q. To make sure you’ve set them up properly, take a look at this handy one-pager.

If your school doesn’t have a SENCO, you’ll just need to provide an explanation for these queries to COLLECT when submitting your census.

 

Check your data using the Data Quality Dashboard

Before the Dry Run facility opens, you can start preparing for Census by heading over to your Data Quality Dashboard. You’ll find three key areas to help you check and prepare your data, which you should work through in this order:

  1. Merge or delete any duplicate staff profiles in the Suspected Duplicates section
  2. Add and update basic details in the Staff section. 
  3. Add in key Census information in the School Workforce Census section to add key Census information. Just click a cell to add the data!
Merge or delete any duplicate staff

Go to School > Data > Data Quality Dashboard > Suspected Duplicates > Staff. Select the staff member to resolve them.

Screenshot_2020-10-02_at_16.57.50.png

 

In the slide over, choose which way to merge the staff member. You can see more guidance on which way to merge by clicking the Which Resolution Should I Use? Drop-down.

Screenshot_2020-10-02_at_16.58.40.png  

 

If you want to delete a duplicate staff member instead, you'll need to do this from the Admin section of their staff profile. Please note: we cannot get back any data you have deleted so make sure you really want to delete the profile!

admin_section.png

delete_staff.png 

The Staff section

To check that all staff have information entered for key Census fields, go to School > Data > Data Quality Dashboard > Staff. This will open up six sections where you can update and add all staff information. Click into each to check and update your staff data.

Absences - You can ignore this section this year, as the census is not collecting any information on absences (see the section on what's changed this census).

Contact Details - Click any field to resolve the error or add in missing information for Email Addresses, Telephone Numbers or Postal Addresses

missing_emails.png

 

Identity - Click any field to resolve the error by adding in the missing information for Date of Birth, Ethnicity, National Insurance (NI) Number and Teacher Number.

missing_NI_number.png

 

Contracts - Click any field to resolve the error by adding in the missing information for dates, salaries, employment types, origin working hours, leaving reasons and staff destinations. You don't need to add in the last pay review date, as the census is not collecting this (see the section on what's changed this census).

missing_contract.png

 

Pay - Click any field to resolve the error by adding in the missing information about pay scales. You don't need to add in the last pay review date, as the census is not collecting this (see the section on what's changed this census).

pay_scale.png

 

Teacher Status - If any of your staff have been given a position with a ‘Teaching’ Position Category you’ll need to set the staff member’s Teacher Status. Select the teachers to update and click the blue pencil icon.

teacher_status.png

 

In the slide over, select whether they have QTS, QLTS and EYTS. If they have QTS, select the QTS route. You can also tick if they have HLTA status.

QTS_etc.png

The School Workforce Census section

Go to School > Data > Data Quality Dashboard > Select School Workforce Census to amend any missing data that the census could flag. Please note, there is no date range filter on this page, so you may see staff here that are no longer at your school.

If you have any errors saying 'Date of last pay review is missing' you can ignore this error, as the census is not collecting this (see the section on what's changed this census).

Screenshot_2020-10-02_at_16.59.30.png

 

Click the row that needs updating. A slide over will appear that will allow you to add or amend data. For a missing teacher number, you would add it in the Document number field.

teacher_number.png

 

 

0 out of 0 found this helpful
I'm still stuck!

Comments

0 comments

Please sign in to leave a comment.