Summer Census 2025 – useful information for early years providers
- Early Years funding
- Expanded hours – available to children aged 9 months to 2 years with working parents.
Note: where a 2 year old is eligible for both Funded Hours (disadvantaged) and Expanded Funded Hours (working parents), the pupil should only be recorded with the Funded Hours (disadvantaged). This means that a 2 year old child can have no more than 15 hours funded by the DfE.
- Early Years Disability Access Funding – available for children from aged 9 months onwards.
- Early Years pupil premium– available for disadvantaged children aged from 9 months to 4 years. Children must be taking funded hours or the new expanded entitlement and meet the eligibility criteria.
Note: EYPP is not payable on the extended entitlement for 3 and 4 year old children with working parents (extended funded hours). It only applies where children are either in receipt of universal entitlement (funded hours) or expanded hour (9mths to 2yr olds with working parents).
- Early Years data Items now collected termly (previously spring only)
- Early Years basis for 2 year old funding – this relates only to the funded hours, it does not relate to the new expanded funded hours. Early Years portal reports will be available for each term and schools should follow the same process as previously.
- Early Years pupil premium – Early Years portal reports will be available for each term and schools should follow the same process as previously.
- Early Years eligibility code – required for 3 and 4 year olds eligible for extended funded hours and 9 months to 2 year olds eligible for the new expanded hours.
- Early Years Portal tasks – deadline dates
- EY portal task issued – Monday 5th May
- EY portal headcount wk – Sunday 4th May to Saturday 10th May
- EY reports listing eligible children (2yr olds and pupil premium children) – week commencing 12th May
EYPP children – schools should use the latest list of eligible children as a starting point. Another list will then be produced with all pupils eligible for EYPP and will include 9 months to 2yr olds and any new 3 and 4yr olds – (week commencing 12th May).
Children not starting until census week – add the pupil to the headcount task with zero hours, entering the date they are due to start (this can be in the future). These pupils will then be included in the central checks.
- School Census v Early Years Portal – difference in terminology
| School Census | matching data items in: | Early Years Portal |
| Hours at setting – total hours attending by child as at census week (i.e. funded hours, extended hours, expanded hours and any hours paid by other means) | Total Hours booked in headcount week (funded plus charged for hours) – this is the total hours the child attends the setting per week | |
| Funded hours – this is the universal 15 hour entitlement for 3 and 4 yr olds and disadvantaged 2 year olds (e.g. income related, SEN, looked after, PLAA, DLA) | Funded/Universal hours claimed in headcount week – this is the first 15 hours of entitlement for 3/4yr olds and the ‘targeted’ 2yr old funding (income related and other criteria). | |
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Extended hours – this is the extended hours for eligible 3/4yr olds (working parents with eligibility code) Expanded hours – this is the new expanded hours for eligible 9 months to 2yr olds (working parents with eligibility code) | Working entitlement hours claimed in headcount week – this is the extended hours for 3/4yr olds and the working entitlement expanded hours for 9 months to 2yr olds |
- Bromcom Users
The Early Years hours are captured in the Pupil Reconciliation panel of the school census, whilst the eligibility code, 2yr old basis for funding, Disability Access Fund and EYPP information is captured in the pupil’s record.
Early Years Hours – school census panel
The Pupil Reconciliation panel appears on the census page, listing all appropriate pupils, however please check to ensure all relevant children are included. Enter the hours in each of the relevant boxes and click Save and Validate (top left of screen).
Note: if you have used Save and Validate on a Previous Census file, when running a New Census, you will have an option on this Panel for “Reset to Latest Census,” which will enter the Hours that you have set in the Previous Census file – so you do not have to enter them all again.
The early years hours in the Pupil Reconciliation panel can be exported via the ‘Grid actions’ options in the panel. A pupil listing can be exported as an excel or pdf document where the data in the census can then be checked.
Early Years Funding Information – pupil record
All information relating to funding eligibility is captured in the Funding and Allowances Panel of the pupil’s record;
Eligibility code – this code must be entered in the pupil’s record via Student Profile > Funding & Allowances (click on + if this panel is blank) > Additional Information > Eligibility Code
2 year old basis for funding – recordedvia Student Profile > Funding & Allowances (click on + if this panel is blank) > Additional Information > 3 options are listed for the basis for 2 year old funding. Please tick the correct option and click Save, the criteria will then appear in the ‘Funding & Allowances’ panel.
EYPP receipt – the pupil’s record must include an Early Years Pupil Premium record via Student Profile > Funding & Allowances > Early Years Pupil Premium
EYPP basis for funding – the appropriate EYPP reason needs to be captured in the pupil’s record, via Student Profile > Funding & Allowances > Early Years Pupil Premium, which provides the relevant receipt reasons: economic criteria, other known reason (being in care, having left care), both reasons (economic and other) and unknown basis.
Disability Access Fund (DAF) – this is recorded via Student Profile > Funding & Allowances > Additional Information. Both the ‘child is in receipt of child disability living allowance’ and the ‘child receives free early education’ need to be ticked to record receipt of DAF.
Early Years Hours Census Report
Please note there is no standard Bromcom detailed report available to output the hours recorded in the census. However;
- the Early Years hours in the Pupil Reconciliation panel of the census can be exported to excel or pdf, simply choose your preferred option in the ‘Grid actions’ section of the panel.
- the EYPP receipt, EYPP basis, Funding Basis (2yr olds), DAF and eligibility code are listed in the census ‘Student Funding Detail Report’. The part-time status of pupils is listed in the census ‘OnRoll Students Report’. The two reports can be run from Reports > Census > School > select report name.
6. Early years hours and the part-time indicator
The part-time indicator is based upon whether the pupil is attending education provision for 10 sessions a week, i.e. morning and afternoon sessions 5 days a week. A pupil attending 9 (or fewer) sessions is part-time. A pupil attending education for 10 sessions a week will be full time.
Note: The part time indicator is specific to the pupil, not the school. If a pupil is receiving ‘education provision’ for 10 sessions a week at more than one provider then both establishments will record the pupil as full time. The part time status indicates whether a pupil is part-time in education, it does not indicate whether a pupil is part-time at one or more establishments.
A child should only be recorded as full-time where they attend education for 10 sessions per week irrespective of the number of funded and / or extended childcare hours.
Bromcom users: to amend a pupil’s part-time status, open the pupil’s record, select the Enrolment tab from the side menu, then go to Key Data on the right hand side of the screen, where the attendance mode can be amended as follows;
- Part-time pupils – should have an Attendance Mode of part-time, AM only or PM only with no end date or an end date after census day
- Full-time pupils – should have an Attendance Mode of All Day with no end date or an end date after census day.
The Census OnRoll Students report provides information on part-time status to enable you to check your census data.