School Workforce Census
Overview for Schools Administration Staff
As you probably know, following the pilot that is currently being completed the first
full run of the School Workforce Census (SWC) will take place in all Richmond’s
schools in October. This will be a dummy run to identify and address any problems
prior to the first “live” run, which is currently scheduled for January next year.
We will shortly be in a position to issue guidance on completing the census, at which
point schools will be able to start preparing their data ready for the October and
January runs. Setting up the census in the first place will be time consuming, but
once this is done a lot of the data will remain unchanged so completing the
subsequent returns should be less arduous.
Once the census is under way then data will be collected three times per year. The
main return will be made in January, but some additional data and any updates to
the January data will be required in May and October. A list of all the data items that
will be required is shown as Appendix 1.
The SWC data has to be submitted via the DCSF’s website called “COLLECT.” As
we do not have the resources within HR to undertake the whole process ourselves,
the intention is for each school to use the data on its own management information
system (MIS) to update COLLECT and submit their return for approval.
What’s going to happen

Our initial plan is to take the same approach that we used for the pilot, which is to
extract as much of the required data as possible form the HR database and
upload it onto the test area of COLLECT.

We will then ask the schools to look at this data and use it for practice to update
and check the information and run some simple corrections on line. This includes
running the error report which picks up items that are missing or not within the
required range. The training area of COLLECT is available so schools can use it
all year to practice, including running the error reports. We can upload onto
COLLECT and send a copy of the example HR data to schools using the secure
FX system.

The schools will then update their own MIS system (SIMS/Integris) with the data
items, contract dates, absence etc some of which they already hold and some of
which will require additional data entry. This may require a lot of work, but as the
data will be re-used in each subsequent census it is worth the investment of time.

Finally in the test process, the schools will upload and submit their version of the
corrected/completed data onto the COLLECT system – which will overwrite any
earlier test material - until there are no errors. This will ideally be done prior to the
census collection dates.
Page 1 of 4

When the live version of COLLECT becomes available (which is usually for about
3 weeks), the schools can make any final updates or changes to their readyprepared data file and upload it onto this live system.

The LA has to “approve” the data, which means forwarding it on to the DCSF on
behalf of the school. We can also run validation and checking/error reports, but
as we don’t “own” the data it will be the responsibility of the school to correct any
errors. The DCSF have assured us that the Integris and SIMS software suppliers
have standard reports already available to assist users and they have helpdesk
staff who will know about the census having completed earlier pilots.

We have an alternative method of updating COLLECT using a spreadsheet
supplied by the DCSF, which can be used if for some reason a school cannot
update it using their MIS. However, there are potential problems with overwriting
data that it already correct using this approach, so we would rather use the
method outlined in the paragraphs above.
Key Dates
October 2009
COLLECT familiarisation site open from approximately 21st October – 11th November
January 2010
COLLECT live system open from approximately 25th Jan – 22 Feb
May 2010
COLLECT live system open - dates to be confirmed
Contact details
The main contacts in HR for the SWC will be:
Chaz Barbery
Assistant HRMI Manager
020 8891 7312
c.barbery@richmond.gov.uk
Gemma Archer
HR Data Co-ordinator
020 8487 5350
Gemma.Archer@richmond.gov.uk
We are currently working with managers in the Children’s Services and Culture
directorate to try and set up additional support arrangements around the census and will
provide further information when these are finalised.
Chaz Barbery
Assistant HRMI Manager
Jonathan Bullard
HRMI Manager
June 23rd 2009
Page 2 of 4
Census)
Curric-
Qualification
ulum
(Autumn Census) (Autumn
Absence
(Spring
Census)
Contract/ Agreement
Staff Details
Other Support
Staff
Teaching
Assistants
Agency/ LA
Teachers in
Regular Service
Data Items Required for the
School Workforce Census
Teacher in
Regular Service
Appendix 1
Teacher Number
√
√
√
√
Family Name
√
√
√
√
Given Name
√
√
√
√
Former Family Names
√
NI Number
√
√
√
√
Gender
√
√
√
√
Date of Birth
√
√
√
√
Ethnic Code
√
√
√
√
QT Status
√
√
√
HLTA Status
√
QTS Route
√
√
Absent on Census Day
√
Contract/Agreement Type
√
Start Date
√
√
√
√
√
√
√
√
√
√
√
√
√
End Date
√
√
√
√
Post
√
√
√
√
Date of Arrival in School
√
√
√
Pay Scale
√
√
√
Regional Pay Spine
√
√
Spine Point
√
√
Salary Rate
√
√
√
Safeguarded Salary
√
Daily Rate
√
√
√
Destination
√
√
Origin
√
Role Identifier
√
√
√
√
Hours Worked Per Week
√
√
√
√
FTE Hours Per Week
√
√
√
√
Weeks Per Year
√
√
√
√
Category of Additional Payment
√
√
√
Additional Payment Amount
√
√
√
First Day
√
√
√
√
Last Day
√
√
√
√
Working Days Lost
√
√
√
√
Absence Category
√
√
√
√
Payroll Absence Category
√
√
√
√
Subject Code
√
√
√
Hours
√
√
√
NC Year Group
√
√
√
Qualification Code
√
√
√
Class of First Degree
√
√
√
Country of Origin
√
√
√
Subject Code 1
√
√
√
Subject Code 2
√
√
√
Date of Award
√
√
√
Verified
√
√
√
√
Page 3 of 4
Vacancies
(Spring
Census)
Vacancy Post
√
√
Vacancy Subject
√
√
Vacancy Tenure
√
√
Vacancy Temporarily Filled
√
√
Vacancy Advertised
√
√
Page 4 of 4