Archived – Spring 2023 School Census Bulletin

This FAQ lists the latest information regarding the School Census. It contains information on the latest filesets, patches and errors. The latest census documentation and documentation for schools using Arbor can be viewed at the bottom of this FAQ.

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Census Date: Thursday 19th January 2023

Current fileset: 2303

Latest Census Information

23/01/2023 Validation Error 3131 (PRU phase schools): AP Placement information should be returned for pupils who are single-registered (those with an enrolment status of ‘C’, ‘F’ or ‘O’. 

ESS have released the following information regarding error 3131.

‘Some PRU phase schools are triggering this validation error for many of their pupils. In all cases that we have investigated to date the explanation has been one or more of the following.

  • Dates have not been entered for the pupil’s enrolment at their previous school history. If the dates are missing the software has no way to determine which of the pupil’s previous schools was the last school they attended before their current PRU phase school.
  • The URN (Unique Reference Number) has not been entered for the pupil’s previous school.
  • The AP Admission Reason has not been entered for the pupils.’
20/01/2023 Validation Error 2392: Pupil has multiple open placements where the attendance pattern is not a valid combination. It is expected the pupil would be PT at each open placement

Update from ESS:

‘A customer has reported to us that they are triggering validation error 2392 in the following circumstances.

  • The pupil has a full-time AP Placement which has ended within the collection period.
  • The pupil has two ongoing part-time AP Placements starting after the full-time AP Placement and also within the collection period.

We have looked into to this and concluded that it is the same issue we reported to the DfE for School Census Autumn 2022, which was acknowledge by the DfE as a known issue.

We have contacted the DfE to find out if if this will also be classified as a known issue for School Census Spring 2023.’

19/01/2023 Fileset 2303 – Available – see this FAQ for more information

ESS have released the following information:

‘As you can see from the details provided below, importing Fileset 2303 will be of benefit to PRU phase schools and schools with nursery age pupils.

The DfE provided suppliers with version 2023.1.4 of it validation files during the afternoon of the 10/01/2023 and we will be making these available via Fileset 2303 as soon as possible.

Version 2023.1.4 provides the following changes compared to version 2023.1.3 and is likely to be mainly, but not exclusively, of interest for PRU phase schools.

Error 5236: Pupil has a special educational need of EHC plan, but high-level SEN or disability (HSD) is not recorded as one of their basis for funding

Validation check changed:

from

For pupils born between 2021-01-01 and 2021-12-31 (inclusive):
where Funded Hours are greater than zero and SEN Provision is equal to E Funding Basis must be present and equal to ‘HSD’

to

For pupils born between 2020-01-01 and 2020-12-31 (inclusive):
where Funded Hours are greater than zero and SEN Provision is equal to E there must be at least one Funding Basis present equal to ‘HSD’

Error 3131: AP Placement information should be returned for pupils who are single-registered (those with an enrolment status of ‘C’, ‘F’ or ‘O’)

New PRU phase only validation rule to ensure that where a pupil’s Enrolment Status equals ‘C’, ‘F or ‘O’, an AP Provision node is present

Rule 4016: Please check: no Alternative Provision (AP)  placements have been provided

This PRU phase school only check is changed from an Error to a Query, as the situation being checked is unlikely to occur but can occur. For example, it will be triggered where a PRU phase school has no pupils with an Enrolment Status of ‘C’, ‘F’ or ‘O’.

However, you should note that there is a mistake in the DfE coding that means that this query will never be triggered in SIMS. It will be triggered in DfE COLLECT validation, where a note can be added to explain why the data is considered to be correct.’

 

17/01/2023 Validation Error 2395: Where AP Setting Type is provided, Company number and AP Postcode must also be provided

ESS have given clarification regarding this error:

In this area there are two DfE requirements that clash.

  1. Where a school arranged AP Placement is being identified by AP Setting rather the AP URN or AP UKPRN, both the Companies House Number and the AP Postcode must be provided to avoid validation error 2395.
  2. However, where the AP Setting is a charity, the AP Postcode must be provided, and the Companies House Number left blank.

The DfE have let us know that the second of these requirements ‘trumps’ the first. The DfE will OK validation error 2395, if a suitable note is added on DfE COLLECT to indicate that requirement two above applies.

16/01/2023

Updated 19/01/2023

Errors 1520, 1578, 1880

If a pupil has left the school for education elsewhere during the collection period for AP Placement (06/10/2022 to 19/01/2023 inclusive) and has been readmitted to the school, they are being reported both as a leaver and as an on-roll pupil, with their AP Placement being reported in their (correct) on-roll record AND their (incorrect) leaver record.

This situation will trigger the following validation errors.

  • 1520: More than one pupil record with the same UPN
  • 1578: More than one pupil record with the same ULN [only applicable to schools that cater for secondary age pupils]
  • 1880: Pupil’s entry date to school missing or after census date

ESS have confirmed a site specific patch will be required for this issue so please get in touch if you have any of these errors.

11/01/2023 Class Information

The DfE require details of all classes running at the selected time on spring census day.

If different parts of the school use different timetable structures, then systems should allow the school to return class information for the timetable structure that applies to key stage 1.

For example, where lunch is at midday for pupils following a primary timetable but at 1pm for pupils following a secondary timetable, then the end of morning school should be taken to midday and not 1pm.

The ‘selected time’ is based on the last digit of a school’s departmental establishment number.

Last digit of your departmental number Selected time
4, 7, 8 or 9 the selected time is one hour after the start of afternoon school
0, 1 or 5 the selected time is one hour after the start of morning school
2, 3 or 6 the selected time is one hour before the end of morning school

Where the selected time is not appropriate to the school timetable, for example, where the selected time is when the whole school or a large proportion of the school is in an assembly with the head teacher; schools can choose an hour / period that reflects a ‘normal’ class situation that applies at the selected time each Thursday of the term.

11/01/2023 Fileset 2303 – not yet available

ESS have released the following update regarding fileset 2303, this bulletin will be updated when this is made available:

‘The DfE provided suppliers with version 2023.1.4 of it validation files during the afternoon of the 10/01/2023 and we will be making these available via Fileset 2303 as soon as possible.

Version 2023.1.4 provides the following changes compared to version 2023.1.3 and is likely to be mainly, but not exclusively, of interest for PRU phase schools.

Error 5236

Validation check changed:

from

For pupils born between 2021-01-01 and 2021-12-31 (inclusive):
where Funded Hours are greater than zero and SEN Provision is equal to E Funding Basis must be present and equal to ‘HSD’

to

For pupils born between 2020-01-01 and 2020-12-31 (inclusive):
where Funded Hours are greater than zero and SEN Provision is equal to E there must be at least one Funding Basis present equal to ‘HSD’

Error 3131

New PRU phase only validation rule to ensure that where a pupil’s Enrolment Status equals ‘C’, ‘F or ‘O’, an AP Provision node is present

Rule 4016: Please check: no Alternative Provision (AP)  placements have been provided

This PRU phase school only check is changed from an Error to a Query, as the situation being checked is unlikely to occur but can occur. For example, it will be triggered where a PRU phase school has no pupils with an Enrolment Status of ‘C’, ‘F’ or ‘O’.’

10/01/2023 DfE Validation Errors & SIMS Resolutions Workbook

These Excel workbooks and PDF reports have been updated to reflect the files made available via Fileset 2302.  This is the first fileset to provide a baselined version of the DfE validation files for School Census Spring 2023.

Please click here to download the updated workbook.

10/01/2023 Changes to SIMS Validation Resolutions 

Fileset 2302 will provide the following changes to SIMS validation resolutions.

 

04/01/2023

Fileset 2302 – Available

For more information please see this FAQ

The DfE provided suppliers with version 2023.1.3 of their validation and summary report files on the 16th December and this is the first ‘baseline’ version of the files that has been provided. However, we understand that the DfE has a number of changes in the pipeline that may be provided via a further version of their files.

We believe that version 2023.1.3 of the DfE files will be very suitable for dry runs of School Census Spring 2023.

9/12/2022

Selected time (spring only) – Class information

Primary, middle-deemed primary, middle-deemed secondary, secondary and all-through schools need to send us this information.

The ‘selected time’ is based on the last digit of a school’s departmental establishment number. You can find your selected time in the class information section.

Spring census

  • census date – Thursday 19 January 2023
  • return date – Wednesday 15 February 2023
9/12/2022 Changes to the DfE specification compared to School Census Spring 2022

All date spans are inclusive.

Normal annual date changes

  • Census reference data: 19/01/2023
  • Attendance data*1: 01/08/2022*3 – 31/12/2022
  • Suspensions and permanent exclusions data*1: 18/04/2022 – 31/12/2022
  • Alternative provision placement data*1: 06/10/2022 – 19/01/2023*2
  • Learner support*1: 01/08/2022 – 19/01/2023
  • Funding and monitory data*1: 01/08/2022 – 19/01/2023
  • Free school meal eligibility data: 07/10/2022 – 19/01/2023

*1 A pupil should be included as a leaver in the census if any of these data items are to be reported in the census for that pupil

*2 The DfE REQUIRES the end date for any AP (Alternative Provision) placement that has closed on or before the autumn census reference date but WILL NOT accept the inclusion of the end date for any AP placement that closed on the census reference date or after the census reference date. The DfE is fully aware that this means that the collection of AP placement data for one term’s school census will overlap by one day with the collection of that data in the next term’s school census.

*3 Our School Census Spring 2023 application will almost certainly display a date after the 01/08/2022, as we display the first date in the academic year with relevant attendance data. The first relevant date for attendance is the start of the Autumn Term 2022, as set by the school in Focus | School | School Diary.

Data items that are new for Spring school censuses

These items are not only new for Spring school censuses but are also new for any school census.

(1) Young carer and source of young carer data as at census reference data.

This will be collected from all schools except nursery, but only in Spring school censuses.

Welfare panel of Focus | Pupil/Student | Pupil/Student Details

(2) School time (inclusive of breaks and lunchtime) for a typical 5-day week.

This will be collected from all schools, but only in Spring school censuses and is voluntary for School Census Spring 2023.

Where provided, the school time must the total compulsory time pupils spend in school, in a typical 5 day week, recorded to 2 decimals and rounded to the nearest 15 minutes.  For example, 32 hours and 40 minutes would be rounded to 32 hours and 45 minutes and recorded as 32.75 hours.

Establishment panel of Focus | School | School Details

(3) Companies House company number and (4) setting post code.

Where neither URN (Unique Reference Number) nor UKPRN are available to identify an alternative provision placement and type of setting is provide instead, the DfE requires two additional fields to identify the setting.

The Company House company number of the setting in which the pupil has taken up an alternative provision placement.

The postcode of the setting in which the pupil has taken up an alternative provision placement.

Please note that the School Arranged Alternative Provision Placements table within the Registration Panel of Focus | Pupil/Student | Pupil/Student Details allows schools to enter all identification data for an alternative provision placement.  However, our school census application will apply the DfE’s ‘hierarchy’ for identify placements.

      • Include just URN if present.
      • Include just UKPRN if present and URN is not present.
      • Include just reason, company number and postcode if they are present and neither URN nor UKPRN is present.

Registration panel of Focus | Student | Student Details

Changes that were first introduced for School Census Autumn 2022

Although these changes are new for Spring school censuses, they are not new for school censuses in general, as they were first introduced for School Census Autumn 2022.

Compared to School Census Spring 2022, post looked after arrangements lookup codes have changes to descriptions for some existing codes and include an additional code.

Academic year 2021/22 codes and descriptions Academic year 2022/23 codes and descriptions
N: Not declared No change to code N
A: Ceased to be looked after through adoption A: Ceased to be looked after through adoption from England and Wales
G: Ceased to be looked after through a special guardianship order (SGO) G: Ceased to be looked after through a special guardianship order (SGO) from England and Wales
R: Ceased to be looked after through a residence order (RO) R: Ceased to be looked after through a residence order (RO) from England and Wales
C: Ceased to be looked after through a child arrangements order (CAO) C: Ceased to be looked after through a child arrangements order (CAO) from England and Wales
O: Ceased to be looked after through adoption from state care outside of England and Wales

 

Useful FAQ’s

Error 9999 – Module is missing

Unable to run Create and Validate on School Census

Submit Census Files from within Hosted Applications

SEN Provision in the School Census

Update Funding and Monitoring

Useful Documentation

DfE Producing the School Census

DfE Validations and SIMS Solutions

Preparing for the School Census Spring 2023 Return (English Nursery, Primary and Special phase)

Preparing for the School Census Spring 2023 Return (English Secondary phase schools) (scomis.org)

Producing the School Census Spring 2023 Return (English Nursery Schools)

Producing the School Census Spring 2023 Return (English Primary/Middle deemed Primary schools)

Producing the School Census Spring 2023 Return (English Secondary/Middle deemed Secondary Schools) (scomis.org)

Producing the School Census Spring 2023 Return (English All-Through Schools)

Producing the School Census Spring 2023 Return (English Special schools)

Producing the School Census Spring 2023 Return (English Pupil Referral Units)

Documentation – Arbor

Important dates 

  • Thursday 5th January 2023 dry run opens
  • Thursday 19th January 2023 is census day
  • Wednesday 15th February 2023 is your census submission deadline (unless otherwise advised by your Local Authority)

Please find a link to Arbor’s main census page here and a link to Arbor errors and queries here.

Arbor have a census webinar training, please see here for more information.

Autumn census guides – School census guides – Arbor Help Centre (arbor-education.com)

More Arbor census articles.

 

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