Workforce census FAQ

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:

  • Duplicate staff profiles - please see this guide which will explain how to deal with it. Either the profile needs to be deleted or merged.
  • Could be stored on a guardian profile - please see this guide which explains how you can use the master 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.

Does the census use Arbor business roles?

No, Arbor business roles are just for permission management. Staff members can have multiple Arbor business roles, these won’t be exported in the Workforce Census.

What is exported is the staff members post which can be found on any active Contract. To review the Business Category and Census Role Identifier for each post go to School > All Staff > HR Admin > Positions. These are split into three groups In Use, Historic and All. We’d recommend that you review the In Use and Historic tabs to make sure your happy with what is being exported.

Take a look at this article for full details on positions, and which Business Category and Census Role Identifiers should be used together.

Can I import a PayScale?

No, currently Arbor doesn’t have the functionality to import Pay Scales. These need to be set up and managed on your site following this guide.

How can I exclude staff from the Workforce Census?

Click here for a guide that explains how you can exclude certain staff members or contracts from the Workforce Census. You'll also see how to create a custom report to find out which of your staff are being included. 

Our base pay figures aren’t correct?

Arbor calculates pay factors using the following formula:

  1. Hours per Week / FTE Hours Per Week = Pro Rata Weekly Value
  2. Weeks per Year / FTE Weeks per Year = Pro Rata Yearly Value
  3. Pro Rata Weekly Value x Pro Rata Yearly Value = Pay Factor.

Worked example:

Teacher A works 26 Hours per Week, on a contract where FTE employees work 32.5 hours per week. Teacher A works 37 weeks per year, and FTE employees also work 37 weeks per year. 1 FTE is paid 25,000 per year.

26 / 32.5 = 0.8
37 / 37 = 1
1 x 0.8 = Pay Factor of 0.8 or 80%

Arbor then works out their base pay by multiplying the FTE salary by the Pay Factor, so 25,000 x 0.8. This totals out at 20,000 per year base pay for Teacher A.



If your Trust/LA uses a different Pay Factor, you may find that some employees’ Base Pay figure doesn’t appear as you’d expect.

Arbor cannot currently support custom Pay Factors, so to ensure you are able to record the Hours per Week and Weeks per Year accurately for an employee, you will need to use a 'Custom FTE Salary amount' on the employee’s Salary so that Arbor can calculate the base pay figure you desire.



You can work out the necessary Custom FTE Salary amount by applying the following calculation:

Desired Base Pay / Arbor Pay Factor (as a decimal) = Custom FTE Salary amount

Worked example:

Teacher B has the following salary details:

  • Hours per Week: 30
  • FTE Hours per Week: 32.5
  • Weeks per Year: 35
  • FTE Weeks per Year: 37
  • Overall Base Pay: 24,000

Based on these details, Arbor will set the pay factor of the employee as 0.8731809, or 87.3% of an FTE, and if they are on a spinal point set at 24,000, their base pay will be calculated as 20,956.34.

To set the employee a Base Pay of 24,000 we follow the calculation 24,000 / 0.8731809 = 27,485.71

If we set 27,485.1 as the employee’s ‘Custom FTE Salary amount’, the base pay will come out as 24,000. This will then ensure both the Base Pay and Hours per Week/Weeks per Year in the Workforce Census return are correct.

Why can't I add two positions to a contract? A member of staff is also the SENCO

In Arbor, if your SENCO is a member of staff who has another role such as a teacher, you'll need to add a separate SENCO contract. We've created it in this way to match the way that the DfE gather their data, it also means that your data stays clean and so that you won't have mismatches between roles and positions. 


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



Please sign in to leave a comment.