{"id":3691,"date":"2020-10-27T14:52:21","date_gmt":"2020-10-27T14:52:21","guid":{"rendered":"https:\/\/www.devon.gov.uk\/supportforschools\/?page_id=3691"},"modified":"2025-10-16T16:47:05","modified_gmt":"2025-10-16T15:47:05","slug":"school-workforce-census-checklist-all-schools","status":"publish","type":"page","link":"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-checklist-all-schools\/","title":{"rendered":"Workforce Census &#8211; Checklist &#8211; all schools"},"content":{"rendered":"\n<p><span data-contrast=\"auto\">Use this check list to tick off each of the tasks once they have been completed.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-contrast=\"auto\">COLLECT<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Check your COLLECT access by logging in to:\u202f<\/span><a href=\"https:\/\/services.signin.education.gov.uk\/\" rel=\"noopener\"><span data-contrast=\"none\">https:\/\/services.signin.education.gov.uk\/<\/span><\/a><span data-contrast=\"auto\">\u202fIf you have forgotten your password or username please report this to the DfE via the log-in page.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Bromcom<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Check Scomis webpages for latest information <a href=\"https:\/\/faq.scomis.org\/kb2399117\/\" rel=\"noopener\">School Workforce Census Bulletin 2025 &#8211; Frequently Asked Questions<\/a><\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-contrast=\"auto\">Preparing the census data\u00a0<\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Are you complying with GDPR and Data Protection? Are Privacy Notices in place for all members of staff? see\u202f<\/span><a href=\"https:\/\/www.gov.uk\/government\/publications\/data-protection-and-privacy-privacy-notices\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Data Protection and Data Sharing<\/span><\/a><span data-contrast=\"auto\">\u202ffor further information.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Ensure you know who to include and exclude from the census, see Annex 1 of our guide (via our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">webpage<\/span><\/a><span data-contrast=\"auto\">).<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Do any of the changes in this year\u2019s workforce census apply to you? <span class=\"NormalTextRun ContextualSpellingAndGrammarErrorV2Themed SCXW162248825 BCX8\">e.g. do you need to make pay range changes for all staff, have you recorded ethnicity for your staff? <\/span>Please check our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">guide<\/span><\/a><span data-ccp-props=\"{}\"> for further details.<\/span><\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Are all your staff details up to date and correct? see Annex 2 in our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">guide<\/span><\/a><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span class=\"TextRun Highlight SCXW181699830 BCX8\" lang=\"EN-NZ\" xml:lang=\"EN-NZ\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW181699830 BCX8\" data-ccp-charstyle=\"Hyperlink\">Has the disability field been completed for all your staff<\/span><span class=\"NormalTextRun SCXW181699830 BCX8\" data-ccp-charstyle=\"Hyperlink\">?&nbsp; <\/span><span class=\"NormalTextRun SCXW181699830 BCX8\" data-ccp-charstyle=\"Hyperlink\">all schools should aim to have this field completed (yes, no, prefer not to say, not yet <\/span><span class=\"NormalTextRun SCXW181699830 BCX8\" data-ccp-charstyle=\"Hyperlink\">obtained<\/span><span class=\"NormalTextRun SCXW181699830 BCX8\" data-ccp-charstyle=\"Hyperlink\"> or refused).<\/span><\/span><span class=\"EOP SCXW181699830 BCX8\" data-ccp-props=\"{&quot;134233279&quot;:false,&quot;134245529&quot;:true,&quot;335559685&quot;:357,&quot;335559738&quot;:40,&quot;335559739&quot;:80,&quot;335559991&quot;:357}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you updated absence records for teachers and teaching assistants?<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you checked and updated your staff\u2019s qualification data?<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Latest pay review date \u2013 have you updated your teachers\u2019 contracts with the latest date?<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you updated your staff\u2019s records if base pay has changed? See \u2018Pay Details\u2019 in our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">guide<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Do you have any persons with more than one contract? some might not be applicable for the census, please see \u2018persons with two or more contracts\u2019 in our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">guide\u202f<\/span><\/a><span data-contrast=\"auto\">for instructions.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Do you have any persons who are \u2018Acting Up\u2019? some of their contract information might need amending, see our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">guide\u202f<\/span><\/a><span data-contrast=\"auto\">for instructions.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Does your census include a member of staff with the role of SENCO? \u2013 DfE advise that schools must have a staff member with this role.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you recorded Teacher vacancies in the census? A flowchart on vacancies can be found on page 70 of the <\/span>DfE\u2019s <a href=\"https:\/\/www.gov.uk\/government\/publications\/school-workforce-census-guides\" rel=\"noopener\">\u2018school employed staff guide\u2019<\/a><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you recorded any supply\/occasional teachers who were in school on census day within the census?<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Have you recorded any agency\/third party support staff who were in school on census day within the census?<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Are you a federated school and sending in one file for all schools in the federation? \u2013 if yes, please follow our\u202f<\/span><span data-contrast=\"none\">additional instructions<\/span><span data-contrast=\"auto\">\u202fand our\u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/federation-guidance-for-federated-schools-with-one-personnel-system\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">Federations checklist<\/span><\/a><span data-contrast=\"auto\">\u202f(available on our website).<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Do all members of staff in your census have a contract? check table A of your summary report and then Staff Details and Contract Reports\u00a0<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Carry out a dry run to check what information needs to be amended. Please see our guide on running the census \u202f<\/span><a href=\"https:\/\/www.devon.gov.uk\/support-schools-settings\/administration-and-finance\/administration\/school-census\/school-workforce-census-guidance-all-schools\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">https:\/\/www.devon.gov.uk\/supportforschools\/administration\/school-census<\/span><\/a><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-contrast=\"auto\">Producing the census\u00a0<\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Do you have any errors? these need to be cleared before uploading your return \u2013 please click into each one to resolve.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Do you have any queries? \u2013 (number ending with \u2018Q\u2019) \u2013 Where queries are correct they can remain but a note needs to be added in COLLECT (once you have uploaded your file), please only use the acceptable notes listed in our guide.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Have you printed and checked the summary and detailed reports? (liaising with your headteacher)<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Once your headteacher is satisfied that the information in the census is correct, authorise the return in Bromcom and upload it to COLLECT (see below).\u00a0<\/span><\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-contrast=\"auto\">Y<\/span>our return<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">Returns should be uploaded and submitted in COLLECT via:\u202f<\/span><a href=\"https:\/\/services.signin.education.gov.uk\/\" target=\"_blank\" rel=\"noopener\"><span data-contrast=\"none\">https:\/\/services.signin.education.gov.uk\/<\/span><\/a><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Check for errors\/queries in COLLECT: click the \u2018All Errors\u2019 button and add appropriate acceptable notes, available via\u202f<a class=\"cf0\" href=\"https:\/\/assets.publishing.service.gov.uk\/media\/6707f4b3366f494ab2e7b6dc\/SWF_minimum_notepad_entries_guide_2024.pdf\" target=\"_blank\" rel=\"noopener\"><span class=\"cf0\">School Workforce 2024: minimum notepad entries (publishing.service.gov.uk)<\/span><\/a> <\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">The Education Information Team will email a data checking report to your school, listing any queries that have been identified and need investigating by yourselves. Could you please prioritise these emails to avoid delays in approving your return for the DfE.<\/span><span data-ccp-props=\"{}\">&nbsp;<\/span><\/li>\n<\/ul>\n\n\n\n<p><span data-ccp-props=\"{}\">&nbsp;<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Use this check list to tick off each of the tasks once they have been completed.&nbsp; COLLECT&nbsp; Bromcom Preparing the census data\u00a0 Producing the census\u00a0 [&hellip;]<\/p>\n","protected":false},"author":748,"featured_media":0,"parent":107,"menu_order":12,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-3691","page","type-page","status-publish","hentry"],"acf":[],"publishpress_future_action":{"enabled":false,"date":"2026-06-22 09:34:24","action":"change-status","newStatus":"draft","terms":[],"taxonomy":"","extraData":[]},"publishpress_future_workflow_manual_trigger":{"enabledWorkflows":[]},"_links":{"self":[{"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/pages\/3691","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/users\/748"}],"replies":[{"embeddable":true,"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/comments?post=3691"}],"version-history":[{"count":4,"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/pages\/3691\/revisions"}],"predecessor-version":[{"id":34307,"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/pages\/3691\/revisions\/34307"}],"up":[{"embeddable":true,"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/pages\/107"}],"wp:attachment":[{"href":"https:\/\/www.devon.gov.uk\/support-schools-settings\/wp-json\/wp\/v2\/media?parent=3691"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}