***UPDATE *** 4/11/21
Our Advice to schools remains not to upload your SWC return until we have installed the patch and fileset on your school when it is released.
Consolidated database patch 2 (26816) has been withdrawn and we are now waiting for consolidated database patch 3 to be released along with fileset 1908 for schools to be able to upload their SWC.
They have had to remove the proposed fix to the Workforce Member Payment Details report to get this patch out sooner and the report will be fixed for next year.
Attached is the ESS (formally known as CAPITA) documentation for producing and preparing the return, and also the DfE guidance. Please note that some of the documentation is still showing as 2020. Similar to last year some of the documentation from ESS and the DfE is running behind. We will update this thread with the latest documentation as soon as it is released, in the meantime these guides can still be used as a reference.
Key Dates for the School Workforce Census
Census Day 04/11/2021
Absence dates 01/09/2020 to 31/08/2021
Contract dates 01/09/2020 to 04/11/2021
Deadline for submitting your data: 3rd December 2021
School Workforce Census 2021 (SWC)
I will start here with the changes to last years SWC followed by known issues to look out for.
Newly Qualified Teacher: Data to be used for funding
The DfE's addition of the NQT (Newly Qualified Teacher) Status data for School Workforce Census is the first time that this census has been used for the direct funding of schools; other fields are used for informing overall funding. Please see the 'Except from the DfE school workforce census guide 2021' below. With this in mind, we suggest that schools should be even more careful than usual in checking that the NQT Status is correct for workforce members included in this census.
Professional panel of the Profession Details tab of Focus | Person | Staff
This field identifies Early Career Teachers in the first or second year of induction.
From September 2021, statutory induction changed for new teachers and all early career teachers undergoing statutory induction starting from September 2021 are entitled to 2 years of high-quality professional support based on the ECF. State funded schools offering statutory induction will receive additional funding to deliver the new ECF.
Funding for the second year of induction will depend on data submitted in the School Workforce Census, so special care should be taken that data entered in this field is correct.
To be recorded in this field as NQT1 or NQT2 a teacher must:
- have QTS (rather than QTLS or EYTS), and
- be on the Early Career Framework (ECF)
A teacher working less than full time may take more than a calendar year to complete a year of induction, it is a up to a school to determine whether a member of staff is in the first or second year of their induction.
Known issues so far...
As usual we will keep this page updated with any new or known issues and any updates on them.
Inclusion of multiple copies of a contract for a member of staff
Where a member of staff has multiple pay records during the collection period, contract data is incorrectly being included in line with the number of pay records. Where multiple contract data is incorrectly included one or more time, the following validation rules are likely to be triggered.
- 4745Q: Member of staff is working more than 48 hours a week. Please confirm if this is true.
- 6530Q: The same person has a total Full Time Equivalent ratio greater than 1.5
This issue will be fixed by version 2 of the English Consolidated Database Patch (Patch 26816). if you have either of these queries you may need the patch so please contact our service desk Support@keystonemis.co.uk and let us know if you have these queries so we can help resolve them for you. - not all schools will need this patch
Workforce Member Payment Details report
This year the report is causing confusion in that it is displaying details for workforce members who left on after the continuous contract start date, which it should not display as leavers payment details are not included in the census return file. Although this reporting issue does not impact the actual data included in the XML return file, it can be fixed with version 2 of English Consolidated Database Patch (Patch 26816) to avoid confusion.
Curriculum panel not being populated for staff who do not have contracts and/or service agreements
ESS are investigating a case where a member of staff does not have a contract for inclusion in the return and they are not being included in the curriculum panel although they have timetabled classes. The initial investigation from ESS indicates that the member of staff should have their curriculum data included. We will provide an update as soon as ESS give further clarification.
Qualifications data for staff who have a fixed term contract that is open on the census reference date
Where a member of the school workforce has a status that indicates that their qualification data should be included in the census, they are not being included when the have a fixed term contract that is open on census day. This issue will be dealt with via Fileset 1908.
The arrival for Fileset 1908 is expected towards the end of this week and we will notify you as soon as possible.
Guides & Additional help
Click here for the Validation errors and query document - this is a helpful excel document which explains in further detail about any errors or queries you may have on your own SWC
Click here on how to change your pay scales and update them on your system. The guide is one we created in 2019 but it is still applicable and easy to follow.
Our service desk is on hand for any queries as always on 01482 238700, you can send us an e-mail to email@example.com or even click on the live chat button on our website to speak directly to the support team.