School Census background

The census is the Department's largest and most complex data-collection exercise. The introduction of the Dedicated Schools Grant (DSG) makes it more important than ever that data are submitted promptly and right first time for all data providers. The January 2007 data will be used to finalise 2007-08 allocations. The date for the 2007 January census is Thursday 18 January 2007. The deadline for all returns to reach the Department was Wednesday 14 February 2007.

Maintained schools must check with their LA regarding their deadline for submission of their return. It should allow sufficient time for the LA to discuss any queries on the data with the school before submitting to the Department. All maintained nursery, primary, middle, secondary and special schools, Direct Grant nurseries, city technology colleges, academies, non-maintained special schools and service-children's education establishments are required to submit an electronic return including a named learner record.

In order for Data Services Group (DSG) to ensure that all amendments are carried out, it is imperative that those with individual learner data are sent via the secure data transfer website as a generic file. All communication and amendment emails should only be sent to the school.census@dcsf.gsi.gov.uk mailbox. It will not be guaranteed that data will be processed correctly unless this communications route is followed.

The census collects information from every school in England under Section 29 of the Education Act 1996 and Section 42 of the Schools Standards and Framework Act. The provision by schools of individual learner records is a statutory requirement under Section 537A of the Education Act 1996.

LAs, other Government departments, external agencies and educational researchers all use this information. Any published data will of course meet the requirements of the Data Protection Act. It is anticipated that by 2008, 11 separate surveys are likely to have been brought within the census. The Department is also reviewing the surveys sent to schools from other Government Departments and their partner organisations, to remove any duplication. A note setting out the updated position on data rationalisation is available.

LAs should ensure that all data held by their schools is correct and up to date. By doing this data-collection returns can be completed with minimal disruption and the likelihood of data requiring revision will be greatly reduced. This will be particularly important for primary schools who will be completing School Census for the first time.

In early April prior to the DSG allocations being finalised the data is expected to be returned to you for confirmation of correct data. Data-collection staff should endeavour to work closely with their finance officers throughout the collection and checking processes so that these run as smoothly as possible.

Failure to meet the deadlines set could result in funding implications for an LA's total DSG or the timing of their payments. LAs are advised to contact the Department as soon as they encounter any difficulties so that the Department can work with them to resolve any issues.

Data-collection issues

System: As with 2006 the January School Census 2007 data collection will use DAZ software. Guidance and specifications — the technical specification and regularly updated notes of guidance can be found at http://www.teachernet.gov.uk/management/ims/datacollections/.

Exclusions: In the light of under-reporting in previous years, we are keen to ensure the accuracy of exclusions data. To that end, we ask LAs to monitor the quality of this data closely and, in particular, check that where your schools report no exclusions, that this is actually the case. Please note that for the January School Census, exclusions data will be collected for ALL exclusions from secondary schools awarded during the summer term 9 April 2006-31 August 2006, and from primary and special schools all permanent exclusions awarded in the previous academic 2005/06 year.

New data items

Learner's mode of travel: Pupil's mode-of-travel data will be collected for the first time within census from January 2007. A list of schools taking part in mode-of-travel was sent to all LAs via email: LA/1723x/2005: SCHOOL CENSUS 2007 — SCHOOL TRAVEL PLANNING DATA on 21 August 2006. Please note that for schools on the list the exercise is compulsory.

First-language indicator: There is also a change to the first-language indicator, with a new list of language codes that should be used by schools within their management information systems (MISs).

Post-16 learning aims (September School Census 2007 onwards): Collected in the autumn census only from schools with sixth forms. Five new data items:

Qualification Accreditation Number (QAN): a valid entry from a database of QANs
Learning Aim Start date: date on which learning for learning aim began
Learning Aim Planned End Date: date by which school and learner plan to complete learning related to aim
Learning Aim Actual End Date: date the learner completed the learning activities
Learning Aim Completion status: indication of the degree of completion of the learning activities leading to the learning aim.

Attendance: Data are expected from all learners of compulsory school age, both 'On Roll' and 'No Longer On Roll' for any learners who attended the school for at least one session during the period start of autumn term 2006 to 31 December 2006. In past years data has been collected on whether learner absences are authorised or not. By collecting information on the number of learner absences by the reason for absence, better information will become available on why learners miss school, thereby informing local and national attendance strategies. Schools will also be able to benchmark their absence rates against other schools.

Duplicate Unique Pupil Number (UPN) and pupil reports: It is imperative that the duplicate UPN and pupil reports are completed and returned to us both in the designated format and by the deadlines specified to ensure that all of the amendments are completed within the specified timescales. As with all School Census collections, these returns have a direct effect on DSG allocations.

Key Stage 1 and Reception classes: Planning Preparation Assessment (PPA) — schools to record actual situation at given time.

Pupils full home address: The introduction of ContactPoint (formerly the Information Sharing Index) under the provisions of the Children Act 2004, will give practitioners working with children a resource to identify children who are not in receipt of statutory services or who need extra services. The child's home address will be a necessary part of the index. Obtaining this via the census is a very effective way of getting information that schools will hold on their management information systems.

Provision of extended services: The provision of extended services on school sites can lead to a number of benefits including: improved learner behaviour, attendance and achievement; greater parental involvement in their child's education; making better use of schools' facilities by opening them up to the community; providing better help to school staff and parents to address children's wider needs; and enabling parents to return to work and so reducing the numbers of children living in poverty.

Pupil Referral Unit (PRU) and General Hospital paper forms: LAs are responsible for getting the data to the Department on time. The Department will only consider including data on forms that do not reach us before the due date if there is proof that the form was posted to us at the correct address before Wednesday 14 February.

If you have any queries, please contact the Data Services Group Helpdesk on school.census@dcsf.gsi.gov.uk or telephone 01325 392626.

_{____________________}^{Last updated: 10 July 2007}