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The date for this year's collection is Thursday 8 November 2018.

As you know, for the majority of schools, for example, those using SAP for finance and HR or Payroll transaction, the local authority (LA) extracts the data from SAP and loads it into COLLECT on their behalf. In previous years schools were then asked to complete the rest of the return themselves by filling in any gaps within COLLECT.

The format now is for LA staff to contact each school individually, shortly after census day to collect any missing information required to complete the return.

Therefore, it is important for schools to collect this information and have it available for when they are contacted by the LA. Schools will not be required to do anything more than provide this information to the LA. Schools will only need to log into COLLECT if asked to do so by the LA.

Academy schools only

Any academy schools where Derbyshire County Council provides payroll services will be sent their data either in spreadsheet or XML format.

  • Spreadsheet – schools that converted to academy prior to 8 November 2018 will receive a spreadsheet containing their school workforce data.

You will need to enter data contained within the spreadsheet into your management information system (MIS). You may already have some data in your MIS, therefore updates or amendments may only be necessary. Follow the help instructions from your MIS to assist you in entering staff details. 

Absence data will not be included within the spreadsheet, therefore this will need to be sourced from school prior to entry. Teachers and teaching assistants absence data is statutory, however for all other staff is optional. Absence data will be required for the previous academic year, for example from 1 September 2017 to 31 August 2018.

When your data entry is complete within your MIS, you will need to generate an XML file, just in the same way as you do for your School Census, and load it into COLLECT.

  • XML File – Schools whose conversion date to an academy is 8 November 2018 will receive an XML file. This will contain all your school workforce data, including absence data for the previous academic year. However, in 2019 this will be in spreadsheet format.

All academy schools will be responsible for entering notes into COLLECT to support any errors or queries, and pressing the submit button so the DfE receives your return.

Sending XML files and spreadsheets to academy schools

These will be sent to schools via Perspective Lite.

We will notify you nearer the deadline for all data to be submitted in COLLECT (with supporting notes).

Be prepared for when the LA phone your school (LA schools only)

There are a number of things that you can do in preparation for when contacted by the LA.

Please collect information on the following:-

  • any teacher vacancies at your school on 8 November 2018
  • the number of supply teachers at your school on 8 November 2018 and if they are qualified
  • any third party support staff at your school on 8 November 2018*

*This data item is a count of the number of support staff (teaching assistants and other support staff) by role, who are not employed directly by the local authority or the school and who are in school on the Census day, or the next working day.

Examples might include contract cleaners, nurses employed by a PCT and outsourced IT technicians. Therefore if you have any staff that may fall into this category, please keep a count of them.

Updating SAP ready for the School Workforce Census

  • SEN Co-ordinator

All schools are reminded to check and update details of the school’s SEN Co-ordinator in SAP.  It is important this information is accurate as it will be included in your 2018 return. The DfE insists that every school has a member of staff with the roll of SEN Co-ordinator in their return. Instructions for amending or updating your SEN Co-ordinator can be found in the related documents area.

  • Qualifications

Schools are also required to update the School Workforce Qualification Section in SAP in preparation for the 2017 return (this information should be taken from the new starter’s form which should be photocopied and the copy retained in school).

Also see