Logging and reporting on staff disability and impairments

The DfE collects information about your staff disability numbers in the School Workforce Census (SWFC). The DfE has specific validation rules to ensure data submitted in the SWFC is as complete as possible, particularly for staff employed for more than 100 days.

If a staff member has been employed for more than 100 days, schools are expected to have a disability status recorded as either 'yes', 'no', or 'refused'. The DfE emphasises that staff can refuse to provide this information, but this should be recorded as "Refused" (REFU), not "Information not yet obtained" (NOBT). 

Adding or editing Disability Statuses

For an individual

To add or change a disability status to a staff member's record:

• Go to the Staff member's profile
• Scroll down to the Medical & Dietary Requirements section
• Click the Disability status row

• On the slide-over, change the status (Yes, No, Refused or Information not yet obtained)
• Click Save Changes

In bulk

If staff do not yet have a valid disability status added, you can correct this following the below steps. Please note that staff with valid statuses will not appear in this table.

To bulk update staff disability statuses for staff who do not have a (valid) status assigned:

• Head to School > Data > Data Quality > Staff > Identity > Disability Status
• Tick the boxes next to the staff you want to update with the same status
• Use the green Bulk action and select Bulk Update Disability Status
• Use the Disability Status dropdown to select a status to apply to all of the selected staff
• Click the green Bulk Update button
• On the pop-up, click Confirm to finalise

Adding and editing an Impairment

To add an impairment to a staff member's record:

• Go to the relevant Staff Profile
• Scroll down to the Medical & Dietary Requirements section
• Click +Add

• On the pop-up, select Add impairment.

• On the slid-over, select the most suitable option from the Impairment category drop-down menu
• Enter any other details necessary
• Click the green Add Person Impairment button

To edit and impairment:

• Click on it in the Medical & Dietary Requirements section
• On the slide over, click Edit 

• Make you edits. Things you can change from here include:
   
  • Pin or unpin the Impairment to the top of the staff profile using the tick box
  • Impairment details like category, name, whether it affects working ability and the date linked to the record
  • Completely remove the record using the red Delete button

Reporting on staff disability statuses and impairments

You can create a report from Custom Report Writer using the report focus Staff Impairment to export staff with their disability status and impairment information.