School census troubleshooting

Work through the following procedures if you experience any problems when building the School Census:

Enabling integrated student registers

There are four integrated Student Registers currently available:

  • Free School Meals
  • Looked After
  • Special Education Needs
  • Learner Funding and Monitoring

These are the registers that are used for the School Census. If registers have not been greyed out in the drop-down menu in Student Registers, they will need to be imported:

  1. Open Student Registers > Configuration > Manage Registers > Import Integrated Register.
  2. Select the register you want to import from the drop-down menu displayed.

You must have permission to access the Student Registers module to view these fields. See Control Panel > Permissions & Security Profiles.

Student UPNs

All current and former students must have a unique student number/unique pupil number (UPN) assigned to them. If not, you will receive a blocking message when trying to build the Census, preventing you from continuing.

To resolve any warnings:

  1. Open Student Manager and use the Query Builder feature to search for blank UPNs including former students.
  2. UPNs can be created in Student Manager > ’Search Results’ > ‘Pink drop-down’ > Create UPNs.

You must have permission to access the Student Manager module to view these fields. See Control Panel > Permissions & Security Profiles.

Previous year figures

All the following elements in the Census XML file are automatically populated from previous year figures held in View Audit (the last value held before 1st August of the school year):

  • Previous Planned Qual Hours.
  • Prev. Planned Non-Qual Hrs.

The following fields found under the Census tab in student records (Student Manager) must not be updated for the next academic year until after 31st July. Prior to the start of the next academic year:
Planned Qualification Hours
Planned Non-Qual Hours
Maths GCSE (Grade)
English GCSE (Grade)