School census 2021/2022 field guide

• DfE mapping field within Countries
• DfE mapping field within Ethnic
• DfE mapping field within Student/Pupil Status
• DfE mapping field within Language
• DfE mapping field with SENType
• DfE mapping field with SEN Levels

Core Information fieldset:

• Census Year Group (drop-down field)

Type > School Requirements fieldset:

• DfE School Census (checkbox). This box needs to be checked in order for Ed:gen to display all the School Census fields:
  

General Student/Pupil Details fieldset:

• Forename
• Surname
• Former Surname
• Middle Names
• Gender
• Date of Birth
• UPN
• Former UPN

Core Contact Information fieldset:

• Contact Type (drop-down field)

Contact Address fieldset/Address Details tab:

• Address Line 1
• Address Line 2
• Address Line 3
• Town
• County
• Postcode

Current School Details fieldset:

• Status (drop-down)
• System Status (drop-down)

Enrolment Information fieldset:

• Enrolment Date

Exclude From Census fieldset:

• School Census (drop-down field)

Census and Statistics Details fieldset:

• Language (drop-down field)
• Ethnic Category (drop-down field)

Student/Pupil Characteristics fieldset:

• School Lunch Taken (drop-down field)
• YSSA (drop-down field)
• Service Child (drop-down field)
• Hours at Setting
• Funded Hours
• Extended Childcare Hours
• 30-Hour Code Indicator
• DAF Indicator (drop-down field)
• 2-Yr-Old Basis for Funding (selectable field)
• PRU Contact Hours
• In Receipt of EYPP (drop-down field)
• Basis for EYPPR (drop-down field). Only displays if In Receipt of EYPP is ‘Yes’.
• Top-up Funding (drop-down field)
• Planned Qualification Hours - Do not update for the next academic year until after 31st July, prior to the start of the next academic year.
• Planned Non-Qual Hours - Do not update for the next academic year until after 31st July, prior to the start of the next academic year.
• Previous Planned Qual Hours -not required for census as taken from audit of previous year’s figures entered in Planned Qualification Hours
• Prev. Planned Non-Qual Hrs - not required for census as taken from audit of previous year’s figures entered in Planned Non-Qual Hours.
• Full-Time Employment (drop-down field)

Highest Prior Attainment fieldset:

• Maths GCSE (Grade) (drop-down field) - Do not update for the next academic year until after 31st July prior to the start of the next academic year.
• Maths GCSE (Year Group) (drop-down field)
• English GCSE (Grade) (drop-down field)- Do not update for the next academic year until after 31st July prior to the start of the next academic year.
• English GCSE (Year Group) (drop-down field)

Funding Exemption fieldset:

• Maths GCSE (drop-down field)
• English GCSE (drop-down field)

Pupil Status fieldset:

• Enrolment Status (drop-down field)
• Type of Class (drop-down field)
• Part Time (drop-down field).

Exclusion Details fieldset:

• Type (drop-down field)
• Reason (drop-down field)
• Start Date
• SEN Provision (drop-down field).
• Registration Sessions

Scholarship Details fieldset:

• Scholarship (drop-down field)
• Type (drop-down field)

Further Details fieldset (if Type is ‘Award’):

• Start Date
• End Date

General Student/Pupil Details fieldset:

• Forename
• Surname
• Former Surname
• Middle Names
• Gender
• Date of Birth
• UPN
• Former UPN

Core Contact Information fieldset:

• Contact Type (drop-down field)

Contact Address fieldset/Address Details tab:

• Postcode

Leaver Information fieldset:

• Leaving Date
• Leaving Year Group

Enrolment Information fieldset:

• Enrolment Date

Exclude from Census fieldset:

• School Census (drop-down field)

Census and Statistics Details fieldset:

• Language (drop-down field)
• Ethnic Category (drop-down field)

Student/Pupil Characteristics fieldset:

• Planned Qualification Hours - Do not update for the next academic year until after 31st July prior to the start of the next academic year.
• Planned Non-Qual Hours- Do not update for the next academic year until after 31st July prior to the start of the next academic year. Previous Planned Qual Hours - not required for census as taken from audit of previous year’s figures entered in Planned Qualification Hours.
• Prev. Planned Non-Qual Hrs - not required for census as taken from audit of previous year’s figures entered in Planned Non-Qual Hours.

Highest Prior Attainment fieldset:

• Maths GCSE (Grade) (dropdown field) - Do not update for the next academic year until after 31st July prior to the start of the next academic year.
• Maths GCSE (Year Group) (dropdown field)
• English GCSE (Grade) (drop-down field) - Do not update for the next academic year until after 31st July prior to the start of the next academic year.
• English GCSE (Year Group) (drop-down field)

Funding Exemption fieldset:

• Maths GCSE (drop-down field)
• English GCSE (drop-down field)

Student/Pupil Status fieldset:

• Part Time (drop-down field)

• Start Date
• End Date

• Association (On Register).
• Adopted from Care. Ensure this list matches the DfE values, if not it can be updated in Configuration > Manage Sections > Looked After > Looked After > Post Looked After Arrangements.

• Association (On Register)
• Rank Type
• Type
• Level
• Unit Indicator
• Resourced Provision Indicator

• Learner Funding and Monitoring (FAM) Type
• Learner Funding and Monitoring (FAM) Code
• Learner Funding and Monitoring (FAM) Hours

QAN Assignments:

• QAN Code
• Discount Code

Pupil QAN Allocation fieldset:

• Status
• Start Date
• Planned End Date
• Actual End Date
• Mark as Core Aim
• Withdrawal Reason
• Mark as Traineeship
• Partner UKPRN

Work Placements

Add Student Work Placement Episode fieldset:

• Learning Aim (drop-down field)
• Mode (drop-down field)
• Start Date
• End Date
• Employer ID
• Planned Hours

Registration / attendance details are used to calculate Authorised Absence Sessions, Unauthorised Absence Sessions, Sessions Attending Approved Educational Activity and Sessions Missed due to Exceptional Circumstances.

Registration Code Details fieldset:

• Government Code (drop-down field)

General School Details fieldset:

• School Name

Local Education Authority fieldset:

• Local Authority

LEA Details fieldset:

• LEA Number:

Establishment Details fieldset:

• Establishment Number
• Establishment URN

School Details fieldset:

• Phase
• School Type
• Highest NC Year
• Lowest NC Year
• Intake
• Governance

School Address Details fieldset:

• Address 1
• Address 2
• Address 3
• Town
• County
• Postcode

Special School Details fieldset:

• Accommodation (drop-down field)
• Maximum Day Pupils
• Maximum Boarding Pupils
• Minimum Age Boys
• Maximum Age Boys
• Minimum Age Girls
• Maximum Age Girls

Special School Provisions fieldset:

• Specific Learning Difficulty (drop-down field)
• Moderate Learning Difficulty (drop-down field)
• Severe Learning Difficulty (drop-down field)
• Profound & Multiple Learning Difficulty (drop-down field)
• Social, Emotional and Mental Health (drop-down field)
• Speech, Language and Communication Needs (drop-down field)
• Hearing Impairment (drop-down field)
• Visual Impairment (drop-down field)
• Multi-Sensory Impairment (drop-down field)
• Physical Disability (drop-down field)
• Autistic Spectrum Disorder (drop-down field)
• Other Difficulty/Disability (drop-down field)

PRU Details fieldset:

• Child Mother Indicator (drop-down field)
• Teen Mother Places
• Childcare Facilities Indicator (drop-down field)

Primary Admissions Appeals fieldset:

• Lodged
• Withdrawn
• Heard
• Upheld.
• Rejected.

Infant Admissions Appeals fieldset:

• Lodged
• Withdrawn
• Heard
• Upheld
• Rejected

Secondary Admissions Appeals fieldset:

• Lodged
• Withdrawn
• Heard
• Upheld
• Rejected

Pupil Reconciliation Details fieldset:

• Part Time Not In
• Private Study
• At Other School
• Work Experience
• FE College

Class Data tab > Class Details fieldset:

• Class Name
• Teachers
• Non Teachers
• Year Group (drop-down field)
• Class Type (drop-down field)
• Key Stage (drop-down field)
• Class Activity (drop-down field)
• Home Pupils
• Guest Pupils

Each year the DfE will provide, within the School Guidance documentation, a table similar to the below example, identifying which timetable period to use for the Class Data:

The Code is the last digit of the School’s Establishment Number.

The period number can be found in Timetable Manager > Manage Periods & Days. Expand the relevant Thursday and check the period number. The period number for the day is used rather than ID. For example, if your first lesson after break was the 3rd of that day, you would enter 5 rather than the ID, which might be 77 shown in the example below: Exceptions Data tab > Exceptions Records fieldset:

In a Key Stage 1 class or Reception class in a primary or all-through school, if there are more than 31 students in a class in the Class Data tab, Exceptions Record(s) will show in the Exceptions Data tab. The following fields will need to be completed.

• PPA/LMT Teachers Count
• Exception A
• Exception B
• Exception C
• Exception D
• Exception E
• Exception F
• Exception G
• Exception H

Before School Childcare Details fieldset:

• On Site (drop-down field)
• Opening Time
• Number of Places
• Childcare Provider (drop-down field)
• Available to Other Schools (drop-down field)
• Signposting (drop-down field)

After School Childcare Details fieldset:

• On Site (drop-down field)
• Closing Time
• Number of Places
• Childcare Provider (drop-down field)
• Available to Other Schools (drop-down field)
• Signposting (drop-down field)

Under 5’s Childcare Details fieldset:

• On Site (drop-down field)
• Opening Time
• Closing Time
• Number of Places
• Childcare Provider (drop-down field)
• Number of Weeks Open
• Signposting (drop-down field)

Holiday Childcare Details fieldset:

• On Site (drop-down field)
• Opening Time
• Closing Time
• Number of Places
• Childcare Provider (drop-down field)
• Available to Other Schools (drop-down field)
• Number of Weeks Open
• Signposting (drop-down field)

Free Meals Taken fieldset:

• Free Meals Taken