Notes for Workforce Census (Only to be used in conjunction with the Capita
guidance notes)
Workforce Census is the 6TH November
Prior to running the Census
Permissions
You must be a member of the following Groups to complete the Workforce Census Return:
Personnel Officer
Returns Manager
Fileset 174
We have been informed by Capita that your Sims database requires an important update to allow the successfully running of the Workforce Census.
If you haven’t already received and applied this fileset, please contact the Sims Support team
Important Change - Base Pay has been made Mandatory
Each contract within Sims should have Base Pay and hours recorded for all staff not paid by a daily rate. Therefore it is essential that you check that the
confirmed pay award for all Teacher groups has been updated within Sims.net. We have been informed that Schools that take support from Resource
Management have been emailed instructions on carrying out this procedure, other schools who do not take this support should contact that own Financial
Support Team.
Important Change to SWC Post
The SWC Post of (TCH) Classroom Teacher is now inactive. To avoid the validation error 4410 (Post is missing) being triggered during the create and validate
process, any Service Term that contains Classroom Teacher as the SWC Post must now be changed to either Classroom Teacher main pay range or Classroom
Teacher upper pay range.


Tools/Staff/Pay Related
Click on Search










Open the Service Term TE (Teachers)
Click on the Hyperlink Posts
Open any Post that has Classroom Teacher defined as its SWC Post and change it to Classroom Teacher main pay range
Ok and Save
Click on Browse
This time open the Service Term TU (Teachers Upper)
Click on the Hyperlink Posts
Open any Post that has Classroom Teacher defined as its SWC Post and change it to Classroom Teacher upper pay range
Ok and Save
Repeat this process for any remains Service Terms that may contain the SWC post Classroom Teacher and select the relevant post such as
Classroom Teacher main pay range or Classroom Teacher upper pay range
Update
The DfE has indicated that unqualified teachers should be given a Pay Range (Pay Scale) of "Unqualified Teachers" and a SWC Post of "Classroom Teacher Main Pay Range".
Key Dates
Census Reference Date:

06/11/2014
Absence Dates:

01/09/2013 to 31/08/2014 (inclusive)
Continuous Contracts Start Dates:

01/09/2013 to 06/11/2014 (inclusive)
Staff for whom school Workforce Level data (Individual) is required
School workforce level data is required for teachers and support staff that work for schools, including PRU’s, if they are in regular service. Staff are said to be
in regular service if they have completed service of 28 days or more with the school, or are expected to do so, before the end of their contract or service
agreement.
School workforce level data does not need to be returned for the following:









Temporary staff with service of less than 28 days and who are not expected to complete service of 28 days or more
Casual staff without contracts employed on an ad hoc basis
PGCE students on teaching practice
Trainee teachers on a School-Centred Initial Teacher Training (SCITT) programme
Staff working in extended school service provision, e.g. breakfast and after school clubs, Surestart and Children’s Centres. Note that staff engaged in
the normal running of the school, such as cleaners, should be included regardless of when they work, e.g. before, after, or during the normal school
day.
Staff employed by the LA that provide support to schools e.g. advisory teachers, educational psychologist, educational welfare officers
Teachers only engaged in the One to One Tuition Programme
Governors and voluntary staff
Staff whose contracts finished prior to 1st September 2013
Multiple records
More than one record for an individual member of the school workforce would be returned in the School workforce Census in the following instances:



When a person is in regular service at more than one school, either via a contract or, for teachers employed under a service agreement. For example a
teacher who works two days in one school and three in another would need more than one record. Both schools would be expected to submit a
record that reflects the time spent by the teacher in their school.
When a person, teacher or support staff, ceases working at one school and begins working at another school during the period covered by the census
( 1st September 2013 to 6th November 2014). Both schools would be expected to submit a record that reflects the time spent in their school during
that period.
When a person has more than one current contract, or are engaged to work at the school under more than one service agreement, at the Census day
in one school. For example they have one part-time contract with the school as a midday supervisor and another part time contract as an
administrator.

When a person has one current contract, or are engaged to work at the school under a service agreement, at the Census Reference Date and finished
another contract or period of employment under a service agreement in the previous academic year. For example they were promoted on 1st January
2014 from Deputy Head teacher to Head teacher and so both the old Deputy Head teacher contract and the current Head Teacher contract would be
returned
Staff for whom School Level Data (Headcount)is required:
School Level (Headcount) rather than School Workforce (Individual) level data is required for the following two groups of staff:


Supply teachers who have a contract, or are employed under a service agreement, with a school for less than 28 days (occasional teachers) and are in
school on the Census day
Third Party Support staff who are not employed directly by the school or the LA e.g. Outsourced IT Technicians who are in school on the Census day.
Flow diagram to help schools decide which school employed staff should be include in the School Workforce Census
Preparing Staff Level Information
Before beginning the School Workforce Census return, ensure new staff have been entered, any Leavers have been recorded as such and that all current
staff are recorded in Sims and as far as possible the information is current and accurate.
Setting the Workforce Census Folder
Check that your Workforce Census Folder is set correctly. This is usually W/Sims/Star/SWCOUT (Occasionally your Sims will sit on a different drive to W)
How to alter the Folder Path
1. Click on Browse button next to your current School Workforce Census Folder
2. Navigate to W/Sims/Star (Occasionally your Sims will sit on a different drive to W)
3. If you do not have a SWCOUT Folder under the Star Folder, click on the Star Folder and then the Make New Folder button. Name the new folder
SWCout, followed by OK and Yes
Creating a Workforce Census Return
Now you are ready to create a new return, so click on New
All the details in the first panel should have defaulted to the correct dates for you. The only field you may want to change is the description field.
The second panel is read only, and just indicates the type of data being collected.
Calculating Details
Secondary Schools will see a Calculate All Details button on panel 1. This button must be pressed to calculate Curriculum details for teachers and teaching
assistants. IMPORTANT NOTE – If you subsequently need to calculate all details again, any manual changes that have been made in the calculated panels are
overwritten and must be re-entered.
The Calculate All Details button will not show for Primary schools and the Pupil Referral Units, so just continue to the next panel.
School Detail Tab
If you need to edit any of the School details, such email address/telephone number etc, click on the School Detail Tab.
If your school is an Academy, click on the School Detail Tab and ensure Academies is selected from the School Type and School Governance drop-down lists.
Academies should ensure that the Previous School Name and the Date Name Changed are entered. The Previous Estab Number and the Date Number
Changed should also be entered, if applicable. Academies that have not changed their name should enter the Current school name in the Previous School
Name field then enter the date that the academy opened in the Date Name Changed field.
Curriculum for Teachers and Teaching Assistants
(High Schools only)
This should populate The Curriculum for Teachers and Teaching Assistants panel, as long as the Timetable has been transferred from Nova T into the
relevant academic year in Sims and the Subject Codes have been mapped to DFE Subjects.
If necessary, records can be added manually to this list. For example some staff
may teach outside of the normal timetable, e.g. special support units.
How to map DFE Subjects
1.
2.
3.
4.
Tools/Setups/Subjects
Click on Search
Check if all the Subjects have been mapped to a DFE Subject Code
If any subjects are missing, double click on the missing subject
5. Choose the relevant subject from the DFE Subject code and click Save
Vacancies
The vacancies panel enables you to add any current job vacancies that exist in your school.
This information is not stored in Sims, so must be added manually. Each qualified teacher post (QTS) (permanent or a contract of one or more terms) that
is vacant or temporarily filled on census day must be recorded.
A vacant or temporarily filled post is defined as one that fulfils any of the following criteria:




The vacant post is not covered
The post is covered temporarily by other staff within the school
The post is covered by a teacher on a contract of less than one term
The post is covered by a teacher on a contract of between one and three terms (expect if the incumbent is on recognised long term absence, such as
maternity leave)
The following posts should be included:



Posts the school has tried to fill but not filled on the Census day
Posts where an appointment has been made but were not filled on the Census day.
Posts for all types of qualified teachers, from classroom teachers to head teachers
PLEASE NOTE – Posts that are going to become vacant after the Census day. E.g where a teacher has resigned but is serving notice, should NOT be
included.
To record a vacancy
1. Click on New
2. Select the required Post Name from the drop down list
3. In General Subject, Primary schools need to select Primary Curriculum from the drop down list.
Secondary Schools need to choose a relevant subject from the drop down list. However if the post is for a Head, Deputy Head or Assistant Head then
choose Not applicable from the drop down list.
In Special Schools where the post is not for a specific subject select Not applicable and if the post is to deliver the primary curriculum select Primary
curriculum from the drop down list.
4. Indicate the Tenure of the vacancy by clicking in the cell and selecting Full Time or Part Time from the drop down list.
5. If the vacancy has been temporarily filled, click in the cell and select Yes from the drop down list, otherwise select No.
6. If the post has been advertised, click in the cell and select Yes from the drop down list, otherwise select No.
The page can only be saved, if all of the columns have been completed
Occasional Teachers on Census Day
An example of Occasional Teachers are Supply teachers who are in school on Census day but are not in regular service (e.g. less than 28 days)
The Occasional Teachers on Census Day panel displays fields for you to manually enter the number of occasional teachers in the stated categories.
Recording the Agency/Third Party Staff Count
Schools are required to provide a manual count of the number of occasional support staff or third party staff who are not directly employed by the
school/LA on Census day.
Example: Should I record my Cleaning staff here?
Only if the cleaner is provided by a third party. E.g contract cleaners and are in school on Census day
If the cleaner is in regular service and employed directly by the school, then DO NOT RECORD IN THE HEADCOUNT, issue a contract in Sims for this person.
If the cleaner is employed by the LA and provided to the school under a service agreement or other agreement. DO NOT RECORD IN THE HEADCOUNT, THE
LA WILL INCLUDE THEM IN THEIR CENTRAL RETURN
To record the Third Party Staff
1. Click on New button
2. Highlight the relevant position(s) in the Available roles columns and click on the Add button to move them into the Selected Roles column.
3. Click the Update button when you have selected all the required roles.
4. Enter the number of these positions that are filled by Third Party Staff in the Count column.
Validating the Workforce Census
Click the Create and Validate button to begin the validation process. Once the validation is complete, a list of errors and warnings are displayed within
the Validation Errors Summary Panel.
To view a particular error, select the error number from the drop list at the top of the panel. The panel then displays records relating to the selected
error number.
Click on a row to navigate to the appropriate record. This launches the specific area in Sims where the record can be amended.
The errors listed are displayed until they are corrected and the validation routine is run again.
The Errors can be printed by clicking the Report Button.
Example of Errors, must be cleared
4410 - Post is missing
Please see instructions listed above, under Important Changes to SWC Post
6200 –Qualification Code is Invalid
Qualification Level NVQ4 (any other qualification at NVQ level 4 or equivalent) has been replaced by NQF4 (any other qualifications at NQF level 4 or
equivalent) Open the record through Focus | Person | Staff and navigate to the Professional panel. Select and open the qualification record and then
select the new code
6210 – Qualification Code is Missing
Open the record through Focus | Person | Staff and navigate to the Professional panel. Select and open the qualification record and make sure a
Qualification Level has been entered
6220- Subject is Invalid
Open the record through Focus | Person | Staff and navigate to the Professional panel. Select and open the qualification record and make sure a First
Subject has been entered
6240- Second qualification Subject Code 2 is invalid.
Select Focus | Person | Staff then select the name of the required staff member. On the Professional Details tab, Open the applicable Qualification
record to display the Edit Qualification dialog then select the correct Second Subject, Qualified from the drop-down list.
4725 – Post is Inconsistent with Role Identifier.
This will only generate if you still have the Teaching Assistant’s SWC role recorded as Support Staff rather than Teaching Assistant. Please see instructions
below, on how to change.
5000 – Absence Category is Invalid
Double click on the error, and check if you have any Absence categorised as Other. If you do, open up the absence and change from Absence Category
from Other to Other paid authorised absence.
IMPORTANT DETAILED REPORTS
The Detailed Reports are available for use, after the Validation process on the previous page.
It is recommended that you make use of these in conjunction with Summary report, as the Validation Summary of Errors will only give you an indication
of problems with existing data, and will not alert you of Missing data, such as Qualifications etc.
IMPORTANT NOTE ON QUALIFICATIONS DETAILS
Although Qualifications Details are not listed on the Summary, YOU MUST PROVIDE THESE DETAILS, with the help of the Detailed Reports
Qualifications need to be entered under the Professional tab on the relevant staff in Sims
For all teachers the following information is required:




Their initial Teacher training qualification eg PGCE, Bed, Certificate in Education
For those with a PGCE, information on prior degrees
For those without QTS or those trained overseas, all qualifications relevant to their engaged as a teacher
Any subsequent qualifications gained relevant to their job as a teacher
For support staff information about their degree or any other qualification graded NQF Level 4 or above (those higher than A Level) should be included
Schools are asked to provide `Class of Degree’ for ally newly employed teachers, ie all teachers with a Date of arrival in school from 1st August 2103.
This information is only mandatory where the Qualification code is returned as `FRST’ First degree or equivalent or `BEDO’ (Bachelor of Education)
Summary Button
It is important to check that the figures on the Summary are as expected for
your school.
A value of "true" indicates that at least one piece of data has been included in
the current return for the named module. If the table contains no value, it means that these
identifiers have not been provided within the return. E.g. It would be very unusual to have 0 Absences
Curriculum will be blank for Primary schools
Workforce Module Value
ContractOrService
true
Absences
true
Curriculums
true
Qualifications
true
Table A
Fig 1
Fig 2
Fig 3
Fig 4
Fig 5
Fig 6
FIG 1
Combined total number of both Current employees/Leavers and staff with no contract details between the period of 1.09.2013 and 06.11.14
FIG 2
Number of staff records with an Open contract on Census day 6.11.14
FIG 3
Number of staff records with one or more contract record, either open or closed between the period of 01.09.2013 and 06.11.14
FIG 4
Number of staff records with two or more contract record, either open or closed between the period of 01.09.2013 and 06.11.14
FIG 5
Number of staff records with three or more contract record, either open or closed between the period of 01.09.2013 and 06.11.14
FIG 6
Number of Staff records for the school where the contract record is not present. THIS FIGURE SHOULD BE ZERO, USE THE CONTRACT/SERVICE
AGREEMENT RPT DETAILED REPORT together with WORKFORCE MEMBER BASIC DETAILS to establish who is missing, as the Basic detailed report will
show all the staff, were as some names will be missing from the Contract detailed report, (i.e The Staff who will be missing a contract)
NOTE
If the above figures are lower than expected it could be because you have not entered the SWR tick which can be found under Basic Details under
Focus/Person/Staff
This box should also be checked for leavers, providing they left on or after the 1.09.2013.
NOTE- You do not have to un-tick this box for Leavers who left prior to the 1.09.2013, as this date range is not included in the collection period
If there are any teachers or support staff who have been entered in error (such as duplicates). Please remove the tick next to Eligible for SWR from the
duplicate record. This can be found under Basic Details under Focus/Person/Staff
Extended services, such as Breakfast Clubs/After school clubs are not included in the return
TABLE B
Check the figures are correct for you school, if the figures are incorrect check that Teaching staff have the Teaching Staff check box ticked and a relevant
Teacher Category selected e.g. Qualified Teacher under the Employment Details panel, via Focus/Person/Staff. If the staff member is working towards
Qualified Teacher Status, select the appropriate route from the QTS Route drop-down list, e.g. Graduate Teacher Programme. This can be found under the
Professional Tab
Note: QTS indicator is not mandatory for 'Other Support Staff', and therefore it is likely that you may have a value in Diagram below. However you would
need to compare this figure with the Professional Detailed Report to make sure that the staff missing a QTS are actually Other Support Staff.
Number of Number of
Total Number of Number of
staff
staff
Number staff records staff records records
records
of Staff with no NI with no Date with no with no QT
Records number
of Birth
Ethnicity
Status
value
indicator
88
2
0
2
26
Number of
staff
records
with no
HLTA
Status
Indicator
0
If applicable, check that the HLTA and TA Status check boxes are selected on the Professional panel, via Focus/Person/Staff. If a HLTA status has been
selected enter the date that the HLTA status was achieved by clicking the calendar button.
TABLE C
Number of
Total
Total
contracts /
Number
Number of contracts / Number of contracts
Number
service
of Contracts / service agreements
/ service agreements
of Contracts / agreements
service
open on census
open on census
service
with no
agreements reference date with no reference date with no
agreements associated open on census
pay data
hours data
role
reference date
92
Fig
1
0
Fig
2
92
Fig
3
0
Fig
4
0
Fig
5
Fig1
The Total Number of Contracts/Service Agreements, can exceed the number of employees as staff may have multiple contracts
Fig 2
This figure should be 0 as that should be a role attached.
Fig 3
This figure may be lower than Fig 1, as Fig 1 may include closed contracts that were active sometime between 1.09.2013 – 06.11.14
Fig 4
This figure should be 0
Fig 5
This figure should be 0
TABLE D
Note: QT Status indicator is not mandatory for 'other support staff'
The value of field Fig 1 (QT Status is null or blank) should not exceed the number of 'other support staff'.
Status
Number of staff
QT Status = True
15
QT Status = False
1
QT Status is null or blank
15
HLTA Status = True
0
HLTA Status = False
30
HLTA Status is null or blank
1
Fig1
TABLE E
Check these figures are correct for your school.
Ethnicity Code
Number of staff
AIND
1
BCRB
3
NOBT
2
REFU
2
Fig 1
UNK
1
Fig 2
WBRI
21
WIRI
2
Ethnicity is null
or blank
0
Fig 3
Total
32
Fig 4
Fig 1
This figure shows the number of staff that have declined to disclose their ethnicity
Fig 2
This figure should be 0, as UNK indicates an invalid code has been use e.g. White instead of White British. Use the Workforce Member Basic Detailed Report
to establish which member of staff needs to code correcting
Fig 3
This figure should be 0, if you have cleared all your validation error
Fig 4
The Total should equal the number of staff in regular as at the Census date
TABLE F
Collect of Disability information should be provided by the staff member themselves and they can refuse to provide it. There are therefore options in the
codeset for refuse and information not yet obtained
Disability
Number of staff
Yes
0
No
0
Information not obtained 32
Refused
0
Disability Status is null
or blank
0
Total
32
TABLE G


This table counts only members of staff with open contracts on Census day
This table counts number of staff members holding each post and therefore a person holding more than one post may be counted more than once.
Teaching Assistants must now be recorded with the SWC post of Teaching Assistant instead of Support Staff.
To check or amend the SWC post on Teaching Assistants, please use the following route
1.
2.
3.
4.
Tools/Staff/Pay Related
Click on Search
Double click on NJC,APT and C Staff
Click on Hyperlink 4, named Posts
5. Make sure Teaching Assistant has a SWC post of Teaching Assistant rather than Support Staff
If not, Open the record, change the SWC post to Teaching Assistant, Then OK and Save
6. This should automatically change the SWC post on each Teaching Assistants personal contact record.
TABLE H

This table shows the total number of contracts/agreements by type. Due to some staff having more than one contract, totals may not correlate to
tables showing number of staff,
Contract/Agreement type
Permanent
Number of contracts
32
Fixed Term
0
Temporary
0
Service agreement with LA
1
Service agreement with agency
0
Service agreement with other source
0
Total of staff who have one or more
contracts/service agreements
Note:the fields above may not add up to this
total due to double counting of staff who have
more than one contract.
32
TABLE I
Daily Rate is only applicable to service agreements. If, however, a daily rate has been incorrectly recorded for a contract it will be included in this table.
Number of staff
Teacher 1
TABLE J





This table counts only members of staff with open contracts on Census date.
This table counts numbers of staff members fulfilling a role rather than numbers of people. Where a person fills two roles of the same type (e.g. two
roles as a teaching assistant) the person will be counted once in that category. Where a person holds two different types (e.g. teaching assistant and
one of pastoral support) they will be counted once in each category.
This table shows the roles held by staff identified as Support staff. Support staff are identified as those with post of Teaching Assistant, Support Staff
or Advisory teacher.
The number of roles may not equal the number of teaching assistants and other support staff in Table G, as a post may have more than one role
If figures are incorrect, you need to check that you have the correct Role entered on their contract
TABLE K
Number of Third party support staff in school on Census Reference Date, this comes through from the Headcount on the previous page
Role
Number of support staff
with Role
CTKR 1
Total 1
TABLE L




Absence data needs to be entered from the 01/09/13 to the 31/08/2014 for Teachers and Teaching Assistants. Employed directly by schools
Absences Information is optional for other support staff or agency teachers.
Working Days lost, are only required for Sickness absences. If the absence is on-going at the time of Census then the Working days lost should be
left blank
If Teachers or Teaching Assistants left the school before Census day but experience periods of absence during the previous academic year then
absence records will need to be submitted for them.
Training absences and PPA Time are not collected.
Number of staff taking sickness absence 0
Total number of working days lost
0
TABLE M
Types of absence (other than sickness) taken during the previous academic year
Category of absence Number of staff with absences
TABLE N and O
Table N and O are for Secondary schools only, and should populate automatically providing that the Timetable has been transferred from Nova T into the
relevant academic year in Sims and the Subject Codes have been mapped to DFE Subjects.
NC YearGroup
5
6
7
8
9
10
11
12
13
Numb
Numb
Numb
Numb
Numb
Numb
Numb
Numb
Numb
er
Numb
er
Numb
er
Numb
er
Numb
er
Numb
er
Numb
er
Numb
er
Numb
er
Numb
Subje
of
er
of
er
of
er
of
er
of
er
of
er
of
er
of
er
of
er
ct
teache of TAs teache of TAs teache of TAs teache of TAs teache of TAs teache of TAs teache of TAs teache of TAs teache of TAs
rs
rs
rs
rs
rs
rs
rs
rs
rs
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
NC Year Group
5
6
7
8
9
10
11
12
13
All year
groups
Tota
Total
Teache TA Teache TA Teache TA Teache TA Teache TA Teache TA Teache TA Teache TA Teache TA
l
Subjec
Teache
r
hour
r
hour
r
hour
r
hour
r
hour
r
hour
r
hour
r
hour
r
hour
TA
t
r
hours
s
hours
s
hours
s
hours
s
hours
s
hours
s
hours
s
hours
s
hours
s
hour
hours
s
0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
TABLE P
Vacancies figures as at Census Date come through from the data entered in the Vacancy panel on the previous page
Post Subject
Tenure (FT Temporarily
Advertised
or PT)
filled
0.00 0.00
0.00 0.00
0.00
TABLE Q
The figures for the Occasional Teachers in school on Census Date come through from the Headcount on the previous page
Qualified
Number of teachers
0
Unqualified 0
Not known 0
Total
0
Faxing the Summary and Copy/Authorising the Return
Once you are satisfied with the Summary and you have cleared the errors/queries. Print pages one and two of the Summary and get your Head teacher to
sign this, before faxing to Ramesh Mistry on 342 3207. Next, return to your Workforce Census page and click on Copy, as once a return has been
authorised, it is no longer possible to edit any of the information on the School Pupil Census Details.
The Workforce Census must be Authorised before it can be sent to the LA, therefore click on the Authorise button at the top of the Schools Workforce
Census Details page.
Emailing the Summary
Open your email and compose a new mail message to childrensdatateam@tameside.gov.uk
Go to the menu bar and select Insert File and Browse to: For example W/SIMS/STAR/SWCOUT/ (Occasionally your Sims will sit on a different drive to W,
but you can check this by viewing your Census Folder in Sims via Routines/Statutory Return/School Census)
Select the HTML file
Instructions on Uploading your Census return
Now you are ready to upload your return. (Same site for Dry run and Official Return)
https://sa.education.gov.uk/ui/home
Log into Collect
When you first log in, the screen will present you with a list of all the data collections that the school will take part in. You need to highlight School
Workforce School Workforce 2014 and then press Select Data Collection.
You will be taken to a new screen where you will click on Upload Return from File, then you will click on Browse where you will navigate to your Census.
This is usually under W:/Sims/Star/SWCOUT
The file you will need to upload will be in an xml format similar to the example shown below
Highlight this file and click on Open
The file you have selected is then shown in the Browse box. To upload the file to the Collect Website click on the Upload button.
This process may take a while to upload the information. You will be taken back to the My Collect screen when it is complete.
To complete the upload process click on the Submit Return Button (shown greyed out in the example below.