School census and workforce census
School census
Key dates
School census dates 2026 to 2027
- Autumn school census
-
Thursday 1 October 2026
- East Sussex County Council census return deadline
-
Tuesday 13 October 2026
About the census
The School Census collects data for all pupils and applies to primary, secondary, special schools and pupil referral units.
Data from the School Census will be used by the Department for Education (DfE) in various school funding streams, therefore, it is important that it is completed accurately.
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.
It is recommended that this document is used 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).
East Sussex have provided a brief Checklist [482.5 KB] [doc]to help schools complete the School Census.
School Census data used for Pupil Premium funding
Data from the School Census determines which pupils get the pupil premium grant. For funding rates for the 2026 to 2027 financial year see: Pupil premium: overview
The School 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
- previously looked-after children
- service children
Key Changes for Autumn 2026
- Free School Meals (FSM) Verification & Categories: Schools must distinguish between Targeted FSM (standard income-based criteria) and Expanded FSM (Universal Credit households under new criteria).
- FSM Last Verified Date: A mandatory new data field requires the exact date eligibility was last checked. All pupils must be rechecked annually (rechecked on or after 1 June 2026 for this academic year) to secure funding.
- Managed Moves: New recording requirements mean schools must track and submit start dates, destination school URNs, and specific reason codes for all managed moves dating back to 1 April 2026.
- Kinship Care Indicator: A new data field is introduced in the Autumn census to identify pupils living in formal, informal, or unknown kinship care arrangements.
- Free Breakfast Club Attendance: Participating schools must record total possible sessions, attended sessions, and specific DfE attendance codes.
Privacy notices
Schools need to send a privacy notice to
- the parent or carer of every pupil
- all members of teaching and non-teaching staff they employ
This is to inform them that they hold personal data about each pupil or member of staff. They must explain how they intend to use the data and who they may share the data with.
Autumn School Census COLLECT familiarisation
The Department for Education have released a ‘beta’ version of a live 2026 Autumn School Census COLLECT blade which is now available until 4pm on Friday, 25 September.
It is recommended that all schools try to load a file output from their MIS into COLLECT during this time to check that all the required data is being output correctly from their MIS into the Autumn School Census return.
Some checks require reference data which is not yet in place so may trigger incorrectly.
Generating and submitting a return
Once the Autumn 2026 School Census is live on COLLECT, schools need to generate an XML file from their MIS and upload it manually into COLLECT.
COLLECT guides for schools and School Census - Generate and submit your return provide more guidance on how to submit the return and then manage the uploaded data in COLLECT.
DfE should be contacted directly for any COLLECT related technical issues or queries using the DfE COLLECT data collections service request form
A copy of the Summary Report should be sent to the LA via AnyComms+ (School Census – DRIM) or via secure email to cs.datamanagement@eastsussex.gov.uk
Information on sending information securely can be found here: Sending confidential information | Czone
Resolving COLLECT queries and errors
Schools must check their return on COLLECT, correct all errors, investigate all queries, and either:
- Amend the data and resubmit it or
- Provide suitable notepad explanations in COLLECT.
The Department for Education will not accept a return until all issues have been resolved.
Complete the school census - Check your data provides further guidance on how to validate uploaded data.
The most common queries are:
- 1877 – take up of school lunches for pupils in reception, year 1 and year 2 (plus pupils aged 4 to 6 in year ‘X’) greater than 95%.
- 2020 – pupil year group is inconsistent with pupil age
- 3080 – take up of school lunches for pupils in reception (plus pupils aged 4 in year 'X') is 50% or fewer.
- 4007 – no pupils on roll are in receipt of Tutoring
- 4015 – no school-arranged Alternative Provision (AP) placements have been provided
The Department for Education has published the ‘School Census Notepad entries’ document - a comprehensive guide on how to resolve each query. Download it from this link: School Census Notepad entries
Questions on managing data in the school MIS
Schools should refer to the Arbor, Bromcom or other relevant MIS online guidance for any queries related to managing data in their MIS system.
Arbor guidance: School Census Guide – Arbor Help Centre
Bromcom guidance: School Census Guide – Bromcom Help Centre
If schools do not buy in MIS support from the LA, they should contact their MIS software supplier.
If schools buy in to Schools ICT MIS support and have queries about how to record the data in their MIS, they should contact the service desk at: support@schoolsict.services or phone: 01273 482519
Schools ICT also offer School Census Return consultancies, working on a school’s "live data". More information can be obtained from their Business Support Team phone: 01323 463133 or e-mail - info@schoolsict.services
Questions on the data required, or about pupils
For any queries about what data is required, schools can contact the Data, Research & Information Management team at: cs.datamanagement@eastsussex.gov.uk
School workforce census
School Workforce Census dates
|
School Workforce Census date |
Thursday 5 November 2026 |
|
East Sussex County Council census return deadline |
Thursday 19 November 2026 |
About the census
The School Workforce Census is an annual statutory collection of information about the school workforce. It collects data about teachers and support staff, including staffing, contracts, pay, qualifications and absences, together with information about teacher vacancies.
School Workforce Census data provides the Department for Education (DfE) with a national picture of the school workforce in England. It is used to produce official statistics and to understand trends in areas such as staffing levels, teacher recruitment and retention, pay, qualifications, absence and vacancies.
Guidance on completing the census
The DfE link School workforce census: guides has 3 documents. Schools need to download the pdf file School-employed staff: guide.
It is recommended that this document is used as a handbook throughout the year, not only on census day. It explains the data collected in the School Workforce Census, that needs to be stored in school management information systems (MIS).
The DfE link School workforce census 2026: technical information has 2 further documents, with more detail on the data items collected, on the process for submitting data, and on the key changes to the data collection since 2025.
Staff changes and privacy notices
Schools need to send a privacy notice to all members of teaching and non-teaching staff that they employ.
If a member of staff left a school before they received the privacy notice and the school’s 2026 census return will contain data about them, the school need to send them a privacy notice.
This is to inform staff that the school holds personal data about each member of staff, and to explain how they intend to use the data and who they may share the data with.
School Workforce Census COLLECT familiarisation
The Department for Education have released a ‘beta’ version of the 2026 School Workforce Census COLLECT blade. This is available from 08 October until 30 October.
During this Familiarisation period, it is recommended that schools try to load a School Workforce Census file (output from their MIS) into COLLECT. By running this early test, schools can check whether all the required data is stored correctly in their MIS.
Generating and submitting a return
Once the School Workforce Census is live on COLLECT, schools need to generate an XML file from their MIS and upload it manually into COLLECT.
The DfE link School workforce census: guide to submitting data provides guidance on how to submit the return and then manage the uploaded data in COLLECT.
After your data return has been uploaded to COLLECT, run the COLLECT report ‘School Workforce Census summary’. A copy of the report should be sent to the LA via AnyComms+ (School Census – DRIM), or via secure email to: cs.datamanagement@eastsussex.gov.uk
Information on sending information securely can be found here: Sending confidential information | Czone
Resolving COLLECT queries and errors
Schools must check their return on COLLECT, correct all errors, investigate all queries, and either:
- Amend the data and resubmit it or
- Provide suitable notepad explanations in COLLECT.
The Department for Education will not accept a return until all issues have been resolved.
The DfE have provided guidance on how to resolve each query: ‘School workforce minimum notepad entries: guide’. Download the guidance from the link: School workforce census: guides.
The most common queries are:
- 6260 – SENCO should have NASENCO qualification unless they had been practicing in that role prior to 1 September 2008
- 6560 – The school has School Business Professionals, but none are on the Senior Leadership Team.
- 6570 – No qualifications are recorded for staff with post of ‘School Business Professional’
- 7240 – Please note that this return contains no vacancy records.
- YonY1 – The headcount number of teachers (including advisory teachers) with open contracts is significantly different from last year.
- YonY2 – The headcount number of school support staff (including teaching assistants) with open contracts is significantly different than last year.
Questions on managing data in the school MIS
Schools should refer to the Arbor, Bromcom or other relevant MIS online guidance for any queries related to managing data in their MIS system.
Arbor guidance: Workforce Census Guide – Arbor Help Centre
Bromcom guidance: Workforce Census Guide - Bromcom Help Centre
If schools do not buy in MIS support from the LA, they should contact their MIS software supplier.
If schools buy in to Schools ICT MIS support and have queries about how to record the data in their MIS, they should contact the service desk at: support@schoolsict.services or phone: 01273 482519
Schools ICT also offer School Workforce Census Return consultancies, working on a school’s "live data". More information can be obtained from their Business Support Team phone: 01323 463133 or e-mail - info@schoolsict.services
Questions on the data required
For any queries about what data is required, schools can contact the Data, Research & Information Management team at: cs.datamanagement@eastsussex.gov.uk
