On-the-day Teacher Ratio query 1230Q (Spring census only)

This article provides guidance on addressing teacher-to-student ratio issues for KS1 or reception classes with more than 30 pupils during the Spring census. It outlines steps to verify class sizes, correct teacher counts, and submit necessary exceptions if applicable. It also details scenarios for correcting enrollment errors and handling multiple teachers.

Please check KS1 or reception class with pupil/teacher ratio greater than 30. Please note that these issues cannot be resolved until on or after census day.

Go to the Classes page from the left-hand menu of your census from School > Data > Export > Data Returns and select the census. Click into the class in question to check the student and teacher numbers.

• If this is correct, submit a validation note when submitting your census.
• If this is not correct, follow the instructions below.

Resolution

If you have more than 30 pupils in Reception, Year 1 or Year 2, you should add in some further information. There may be a few scenarios as to why you need to fix this:

1. There are not more than 30 pupils, but a student was accidentally enrolled and does not attend, and has not yet been removed;
2. The number of teachers is incorrect and there is more than 1 teacher in the class;
3. There are more than 30 pupils in the class but there is an Exception that needs to be added as to why the student is in this class, or the usual teacher is on PPA or LMT at the time of the census.

Scenario 1

Sometimes, a student who was meant to attend your school but never actually attended may have stayed enrolled and had attendance marks put in. You’ll need to unenrol the student and remove all their attendance marks to stop them from showing in your list of students to reconcile. To do this, you can use the instructions in this handy article!

Scenario 2 

If you have two teachers (qualified or unqualified) that are usually present in the class at the time of the census, amend the number of teachers, then click the Save Changes button.

Scenario 3

If there are more than 30 pupils in the class but there is an Exception that needs to be added as to why the student is in this class, or a teacher is in PPA at that time, you can add this in. You can see a list of the available Exceptions and their explanations here.

For example, in my class I have one student who could not attend any other schools within a reasonable distance, so has had to join this class. I will add this number in:

I get an error message

If you’ve not resolved the number of teachers or students correctly, you’ll receive this error message.

• If this is correct, submit a validation note when submitting your census.
• If this is not correct, follow the instructions above.