How to complete the school Census

Please see our new video for Managing the School Census at the bottom of this Help Document.

The Census can be found by navigating to  Office > DFE Returns.

Click on the relevant Census e.g. Autumn 2020 Pupil Census – this will take you to the Census Page.

This page has all the information you require to complete your school’s census.

The first thing to do is some standard Checks to make sure the census runs as smooth as possible:

Check 1 – School info

Follow the link to the School Options page then check your school details, Government information, DfE phase, DfE type, DfE Intake and Governance is all correct.

Check 2 – Attendance

Follow the link to your Faster Register and check the register for any missing marks or invalid codes e.g. ‘ N ‘. – This information is NOT being collected during the Autumn 2020 Census.

Check – 3 – Summary sheets

This link will take you to a live screen showing a dynamic list of your school data, based on the requirements for this current census at the date of the census. Check these figures carefully.

You may notice there is highlighted tab that says ‘fix’ or ‘tweak’. By clicking on the link you can change the pupil data as necessary. After any amendments, click back into the summary and the changes will be updated and shown.

Super Summary

You will have noticed in the initial Summary Sheet that there are a number of references to the Super Summary. This is Pupil Asset’s own internal system check. The system will cross check for any anomalies and colours codes the data as follows: green – ok; orange – query; red – please check. If you hover over the relevant cell, it will display the query. Click on the pupil to edit the data as necessary.

Check 4 – additional data

This is where you will be able to record details of changes to your school status.

Once you are happy with the Census, print the Summary and get your Headteacher to sign it off. It is also recommended that you save a copy as a PDF and keep it in a secure location – this can then be used for future reference.

Finally, go to the XML Return File and click on the Generate + Download button. The file can then be located in your downloads folder on your computer, ready for uploading to DfE Collect.

NB: You may still have some errors in Collect when your file has been uploaded due to DfE data validation rules. You can correct these errors and recreate the census file to upload again.

Managing the School Census – Webinar video

Helpful Links