School census and workforce census
School census
Key dates
School census dates 2025 to 2026
- Autumn school census
-
2 October 2025
- Spring school census
-
15 January 2026
- Summer school census
-
21 May 2026
About the census
The school census collects data for all pupils and takes place three times a year. The census applies to primary, secondary, special schools and pupil referral units.
Data from the school census determines which pupils get the pupil premium grant. For funding rates, see: pupil premium grant
The census identifies the following pupils who qualify for the pupil premium grant:
- disadvantaged pupils - eligible now or in the past 6 years for free school meals
- post looked after children
- service children
Looked-after children and pupil premium
Looked-after children (LAC) also qualify for pupil premium, but they are no longer identified in the school census. Their pupil premium data is collected from another source.
Class sizes
Spring census collects information on class sizes for pupils at a selected time on spring census day. The selected time is based on the last digit of the school establishment number, notified ahead of spring census.
| Last digit of your establishment number | Selected time |
| 0, 1 or 5 | one hour after the start of afternoon school |
| 2, 3 or 6 | one hour after the start of morning school |
| 4, 7, 8 or 9 | one hour before the end of morning school |
Privacy notices
Your school needs to send a privacy notice to
- the parent or carer of every pupil
- all members of teaching and non-teaching staff you employ
This is to inform them that you hold personal data about each pupil or member of staff. You must explain how you intend to use the data and who you may share the data with.
Guidance on completing the school census
Complete the school census explains what data is needed for the school census and how to submit it
School census data items explains data items in more detail
Use the document as a handbook throughout the year, not only on census day. It covers data collected for the school census and stored in school management information systems (MIS).
Data item changes for 2024- 2025
No new data items
Existing data items
Data item N00763 (Learner Funding and Monitoring (FAM) Type) – the linking code set CS 130 has been created to record English and maths minimum hours.
Data item N00764 (Learner Funding and Monitoring (FAM) TypeCode) – the linking code set CS117 has been updated to record English and maths minimum hours.
Expanded hours (N00787) has been amended to allow up to 30 hours to be claimed, following the policy change from September 2025.
Deleted data items
Information about traineeships will be discontinued from autumn 2025.
Checking your data guidance
Complete the school census - Check your data | GOV.UK
This covers:
- validating your data
- resolving errors, queries and adding explanation notes
- checking any funding reports that use your school census return
Access your reports using the ‘launch reports’ button on the school ‘source page’ of COLLECT. Some reports only get updated overnight.
Questions on the data required, or about pupils
If you have any queries about what data is required, please contact the Data, Research & Information Management team at: cs.datamanagement@eastsussex.gov.uk
Questions on recording data in the school MIS
Please refer to the ARBOR guidance or BROMCOM guidance
For queries about how to record the data in your MIS and if you buy in to Schools ICT MIS support, please contact the service desk at: support@schoolsict.services
Schools ICT also offer School Census Return consultancies, working on your "live data". More information can be obtained from their Business Support Team Phone - 01323 463133 or e-mail - info@schoolsict.services
If your school does not buy in MIS support from the Local Authority, please contact your own software supplier/support.
School workforce census
The school workforce census collects data about teachers and support staff. It applies to primary, secondary, special schools and pupil referral units.
The Department for Education and the local authority use the data on school staff - such as age, gender and ethnicity - to inform strategies to support the school workforce.
It takes place annually in the autumn term.
Date of 2025 to 2026 census
Complete the school workforce census on 6 November 2025.
Staff changes and privacy notices
Remember to issue a privacy notice to new members of staff when they join your school.
If a member of staff left your school before they received the privacy notice and your return for the 2025 census will contain data about them, you need to send them a privacy notice.
If you do not send out a privacy notice to staff, you will not have cover under the Education Act 2005.
Guidance for completion
School workforce census guide | GOV.UK explains how to collect and submit data for the census.
Questions on recording data in the school MIS
Arbor
Please refer to the Arbor guidance as follows:
Arbor Preparing for your School Workforce Census
Arbor School Workforce Census Guide
Schools ICT MIS Updates – Arbor School Workforce Census Checklists (preparing and completing)
Bromcom
Please refer to the Bromcom guidance as follows:
Bromcom: How to generate a census
Additional support
If you buy in to Schools ICT MIS support and have a query about how to record the data in your MIS please contact support@schoolsict.services
Schools ICT also offer School Workforce Census Return consultancies, working on your 'live data'. For more information contact the Business Support Team on 01323 463133 or e-mail info@schoolsict.services
If your school does not buy in MIS support from the Council, please contact your own software supplier or support.
Staff to include in the workforce census
The school workforce census covers:
- teachers employed by the school, both with and without Qualified Teacher Status
- apprentice teachers
- support staff employed by the school
- teachers working at the school who have been supplied by an agency or a local
- authority if the local authority is acting like a supply agency
- staff on paid or unpaid absence, whether long or short term
- teachers on the School Direct programme and the Teach First programme
Teaching assistants include classroom-based support staff for learning and pupil support, such as:
- higher level teaching assistants
- special needs support staff
- nursery officers and assistants
- minority ethnic pupils’ support staff
- bilingual assistants
Other support staff include those that are not classroom-based, like:
- librarians, IT technicians and technicians
- administrative officers, secretaries, bursars, administration and clerical staff
- matrons, nurses and medical staff
- premises and catering staff
- cleaners
Include all staff whether they work before, after, or during the normal school day.
Staff not to include in the workforce census
Do not include the following people in your census data:
- Staff whose contracts were ended prior to 1 September 2025.
- Staff working in extended school service provision, such as breakfast and after-school clubs, and children’s centres.
- Governors and voluntary staff.
- Teachers only engaged in one to one tuition.
Temporary or casual staff
Do not include:
- temporary staff with less than 28 days service
- casual staff without contracts
Trainee teachers
- Trainee teachers on teaching practice
- Trainee teachers on a School-Centred Initial Teacher Training (SCITT) programme
Council employees who support schools
These include:
- Advisory teachers
- Peripatetic music teachers
- Educational psychologists
- Educational welfare officers
The local authority will submit these.
Staff with no role identifier code for their duties
These include:
- Clerk to governors
- School crossing patrol staff
