Data items
Guidance about the information you need to send us.
Most of the data items collected in the early years census, a provider should already be keeping up to date as part of normal business processes.
The early years census collects 2 sets of data:
- establishment level which relates to the early education provider
- pupil and child level which relates to the individual child taking up free early education
Local authority number
The local authority 3-digit code identifies a particular local authority. The local authority number represents the one that is responsible for funding children within the setting. It relates to the geographical area within which the provider is situated.
This is also important for agency-registered childminders as a childminder agency may operate across a number of local authorities with childminders based in different local authorities.
The census return is to be sent to the local authority that funds the childminder (which will be the local authority in which the childminder operates). It is vital that this is correct as errors may affect the calculation of the local authority dedicated school grant and the recording of take-up figures at local authority level.
Establishment unique reference number
The local authority issued unique reference number (URN) for the early years provider must be used by all providers and Ofsted or agency registered childminders submitting a census return direct to the local authority. The URN must fall in the range 500000 to 799999.
Local authorities must allocate a URN for each return submitted by a childminder agency on behalf of their childminders before submitting data.
DfE allocate a range of URNs to each local authority for their own use. Submit a service request form if you would like to know the URN range for your local authority.
Ofsted EY unique reference number
The Ofsted unique reference number for the early years provider is a 6 or 7 digit number prefixed by ‘EY’.
Ofsted will also provide the reference number for childminder agencies. Childminders registered with childminder agencies will not have an Ofsted EY URN.
Check the correct number has been returned as the Ofsted URN is used to match to Ofsted inspection rating data.
Individual settings should have both a local authority EY number and an Ofsted number. However, where a childminder or childcare on domestic premises setting is registered with a childminder agency, the local authority will need to issue a local authority EY number to each childminder before they submit a return. See the childminders section for more information. The authority should approach the childminder agency to check that a childminder is registered with them.
Governor-run or provision which is run or managed by an academy or academy trust is inspected as part of the whole school inspection, so for this type of provision return the school’s or academy’s Ofsted URN to allow matching to the school’s or academy’s inspection rating.
Establishment name
The early years provider establishment name in full.
Telephone number
The main early years provider telephone number including area code, which is used for official purposes.
Postcode
The code allocated by the post office for the establishment address.
Category of EY provider
Identifies the category of provision such as private or voluntary.
A private or voluntary provider who is delivering childcare on behalf of a children’s centre should be recorded as a Sure Start Children’s Centre.
Find a category of EY provider code.
EY provider category other
Identifies the category of provision where the category is not one of the named values.
Accompanying textbox only applicable where ‘category of EY provider’ equals ‘OTHR’.
Childminder provider category
The childminder provider category is completed by providers with a category of ‘CHMD’ (childminder).
| Code | Description |
|---|---|
| AGY | Registered with a CMA |
| IND | Registered with Ofsted |
Type of EY setting
Identifies the type of provider, where ‘category of EY provider’ is ‘PRIV’ or ‘VOLY’. Other providers do not need to complete this and should leave it blank.
Find a code to identify the type of EY setting.
EY setting type other
Identifies the type of setting where the early years setting is not one of the named values in the codeset.
Accompanying textbox only applicable where ‘type of EY setting’ equals ‘OTH’.
EY day care
Identifies whether full day (6 hours a day or more) or sessional (less than 6 hours) care is provided.
Only applicable where ‘category of EY provider’ is ‘PRIV’ or ‘VOLY’. Other providers do not need to complete this and should leave it blank.
Find an EY day care code.
EY day care other
Identifies the type of day care where the care provided is not one of the named values.
Accompanying textbox only applicable where ‘type of day care’ equals ‘O’. Other providers do not need to complete this and should leave it blank.
Maintained school relationship
Indicates whether or not an early years provider is working with a state-funded school (local authority maintained, academy or free school) through a contract or partnership agreement.
This should include all partnership working between a provider or childminder and a school including situations where the partners are based on a different site.
Other establishment partnership
Indicates whether or not a provider is working with another provider through a contract or partnership agreement. It should include all partnership working between providers and includes situations where providers are based on different sites.
EY weeks open per year
The number of weeks per year that the early years provider is open for (to the nearest half-week, and where the half week is represented by 0.5).
Open 24 / 7 indicator
This data item records where a provider is open for 24 hours a day and 7 days a week, that is, where the setting does not close.
Opening time
This data item records, for each day of the week (therefore there are 7 ‘opening time’ data items to complete), the time at which the setting opens. This is recorded in 24-hour format.
Where the open 24 / 7 indicator shows that the setting remains open for 24 hours a day and 7 days a week, this data item must not be present.
Where the setting is not open on any particular day, this day is to be left blank.
Providers who close for a lunch break should record their morning opening time. Any lunch break is not recorded.
Closing time
This data item records, for each day of the week (therefore there are 7 ‘closing time’ data items to complete), the time at which the setting closes. This is recorded in 24-hour format.
Where the ‘open 24 / 7 indicator’ shows that the setting remains open for 24 hours a day and 7 days a week, this data item must not be present.
Where the setting is not open on any particular day, this day is to be left blank.
Providers who close for a lunch break should record their afternoon or evening closing time. Any lunch break is not recorded.
This module records the number, by headcount, of staff, by their qualifications, within the establishment who work with children under 5 years of age.
For each member of staff who works with children aged under 5, only the highest qualification is to be recorded and double-counting must not occur.
Information about the staff should relate to those that have been present in the week of the census.
If unusual circumstances occur, such as the premises not being available, then usual staffing levels should be provided. Zero is to be input for data items in this module that do not apply to the setting and, as such, there will be no blank items.
We collect data for levels 2 and 3 then EYPS/EYTS/QTS because these are the qualifications required for meeting EYFS staff:child ratios and implementing the 1:13 ratio. We limit the number of questions asked, and the data we require providers to give, to that which is the most useful and relevant, to minimise the burden.
Volunteers should not be included.
Total staff at provider who work with children under 5
This data item records the total number of staff at the provider who work with children aged under 5.
This data item includes all the staff in the elements below. For a childminder, this would include themselves, any co-childminders and any assistants. Both qualified and unqualified staff are included within this total.
Number of staff with a full and relevant early years level 2 qualification
This data item records the number of staff at the provider with a full and relevant early years level 2 qualification who work with children aged under 5.
Definitions of full and relevant qualifications are available in the guidance on checking early years qualifications.
Number of staff with a full and relevant early years level 3 qualification and not in a managerial role
This data item records the number of staff at the provider with a full and relevant early years level 3 qualification who are not in a management role and work with children aged under 5.
Definitions of full and relevant qualifications are available in the guidance on checking early years qualifications.
Number of staff with a full and relevant early years level 3 qualification and in a managerial role
This data item records the number of staff at the provider with a full and relevant early years level 3 qualification who are in a management role and work with children aged under 5.
Definitions of full and relevant qualifications are available in the guidance on checking early years qualifications.
Staff with graduate-level qualifications excluding ‘EYPS’, ‘EYTS’ and ‘QTS’ (for example BA Early Childhood Studies, Foundation Degree) should be recorded as level 3 as their qualifications allow them to practice at level 3 staffing ratios.
A manager is the person undertaking the role of ‘setting manager’ as prescribed in the early years foundation stage framework. This does not include room leaders or senior members who are not the setting manager.
Any registered childminder is considered to have a managerial role even if they are not working with any other adults. However, if they hold a higher level of qualification they should be recorded under the relevant qualification.
Number of staff with early years professional status
This data item records the number of staff at the provider with early years professional status who work with children aged under 5.
Early years professional status (EYPS) was an accredited graduate status endorsed by the government between 2007 and 2013. Holders of this status will have met the early years professional status standards and hold an EYPS certificate. The status was replaced by early years teacher status in 2013.
Number of staff with early years teacher status
This data item records the number of staff at the provider with early years teacher status who work with children aged under 5.
Early years teacher status (EYTS) is an accredited graduate status endorsed by the government since 2013. Holders of this status will have met the Teachers Standards (Early Years) and hold an EYTS certificate issued by DfE. The status is not the same as qualified teacher status (QTS).
Number of staff with qualified teacher status
This data item records the number of staff at the provider with qualified teacher status who work with children aged under 5.
Qualified teacher status (QTS) is an accredited graduate status endorsed by the government. Holders of this status will have met the Teachers Standards, hold a certificate issued by DfE and a teacher reference number (TRN).
Number of 2 year olds
Total number of 2-year-olds (age as at 2024-12-31) accommodated (funded and non-funded children). Zero means none at this age.
Number of 3 year olds
Total number of 3-year-olds (age as at 2024-12-31) accommodated (funded and non-funded children). Zero means none at this age.
Number of 4 year olds
Total number of 4-year-olds (age as at 2023-12-31) accommodated (funded and non-funded children). Zero means none at this age.
Individual child level data on funded children aged 9 months up to and including 4-year-olds
Individual child level data is required in the 2025 early years census for all funded children aged 9 months up to and including 4-year-olds.
Individual child level data is not required for non-funded children.
Pupil / child surname
The full legal surname, as the provider and local authority, believes it to be.
Providers and local authorities are not necessarily expected to have verified this from a birth certificate or other legal document.
Pupil / child forename
In full, not shortened or familiar versions.
Pupil / child middle name
In full, not shortened or familiar versions. If the child has no middle name(s) then this field must be left blank.
Pupil / child preferred surname
Surname (as written) most commonly used by the provider.
Date of birth
The child’s date of birth.
Sex
Sex of the child as recognised in law.
Find a sex code.
Child ethnicity
This data item records the ethnicity as stated by the parent or guardian.
Ethnicity is a personal awareness of a common cultural identity and relates to how a person feels and not how they are perceived by others. It is a subjective decision as to which category a person places himself or herself in and does not infer any other characteristics such as religion or country of origin.
The provider must not ascribe any ethnicity to the child. Where the ethnicity has not yet been collected this is recorded as ‘NOBT’ (information not yet obtained). If a parent or guardian has refused to provide ethnicity, ‘REFU’ (refused) is recorded and returned
The ethnicity codeset reflects categories used in the 2021 national population census, with additional main codes for children of Gypsy and Roma heritage.
If the national population census categories do not meet the needs of local monitoring, local authorities may use the departmentally approved list of extended categories.
Find an ethnicity code.
Funded entitlement hours
Funded entitlement hours records:
- the number of funded entitlement hours funded by the local authority for eligible 2-year-old children with a valid basis for funding at the provider
- the number of universal funded entitlement hours funded per week by the local authority for 3 and 4-year-old children at the provider
Funded entitlement hours are recorded to 2 decimal places and it should be noted that this is a decimal of hours and therefore does not record hours and minutes.
Example Where a pupil has 10 hours and 30 minutes, this is recorded as (10 plus [30 divided by 60]) equals 10.50 with 10 hours and 45 minutes quarter hours being (10 plus [45 divided by 60]) equals 10.75.
Where a child attends the establishment for extended funded entitlement hours or expanded funded entitlement hours only and therefore does not have any universal funded entitlement hours within the establishment, funded entitlement hours of 0.00 must be entered in the funded entitlement hours field. This acts as confirmation that the child took their universal funded entitlement hours in another establishment.
This field must not include any hours funded under the expanded funded entitlement for children aged 9 months up to 3 years with working parents which should be recorded against expanded hours.
Extended funded entitlement hours
Extended funded entitlement hours are collected for children aged 3 and 4, who have working parents with a valid eligibility code.
As with universal funded entitlement hours, extended funded entitlement hours are recorded to 2 decimal places and it should be noted that this is a decimal of hours and therefore does not record hours and minutes.
Example Where a pupil has 10 hours and 30 minutes, this is recorded as (10 plus [30 divided by 60]) equals 10.50 with 10 hours and 45 minutes quarter hours being (10 plus [45 divided by 60]) equals 10.75.
Extended funded entitlement hours are available up to a maximum of 15 hours per week.
Where a child is in receipt of extended funded entitlement hours, the maximum universal (funded entitlement) hours allowable is 15 hours. The maximum allowable funding, inclusive of universal and extended funded hours is 30 hours.
This field must not include any hours funded under the expanded funded entitlement for children aged 9 months up to 3 years which should be recorded against expanded hours. It must also not include any hours funded under the universal entitlement for 3- and 4-year-olds which should still be recorded against funded hours.
Where a child attends the establishment for extended funded entitlement hours only and therefore does not have any funded entitlement hours within the establishment, funded entitlement hours of 0.00 must be entered in the funded entitlement hours field. This acts as confirmation that the child took their funded entitlement hours in another establishment.
Expanded funded entitlement hours
Expanded funded entitlement hours are collected for children aged 9 months up to 3 years who have working parents with a valid eligibility code.
Expanded funded entitlement hours are recorded to 2 decimal places and it should be noted that this is a decimal of hours and therefore does not record hours and minutes.
Example: Where a pupil has 10 hours and 30 minutes, this is recorded as (10 plus [30 divided by 60]) equals 10.50 with 10 hours and 45 minutes quarter hours being (10 plus [45 divided by 60]) equals 10.75.
Expanded funded entitlement hours are available up to a maximum of 15 hours per week.
This field must not include any hours funded under the funded entitlement for disadvantaged 2-year-olds with a valid basis for funding which should still be recorded against funded hours.
This field must not include any hours under the extended funded entitlement for 3 and 4-year-olds which should still be recorded against extended hours.
Funded entitlement weeks
This records the number of weeks across the year the child is taking their funded hours. Children who take their funded entitlement hours term-time only should record 38 weeks. Children who stretch their funded entitlement hours across more than 38 weeks should record the relevant number of weeks.
If a child only takes up their funded entitlement hours for part of the year (for example, joins at the start of the spring term and leaves part way through) record their funded entitlement weeks as if they had taken the place across the whole year and as the number of weeks agreed on the parental declaration form.
See the methodology for calculating PTE places for examples of how entitlement weeks will be used to calculate PTE.
Extended funded entitlement weeks
This records the number of weeks across the year the child is taking their extended funded entitlement hours. Children who take their extended funded entitlement hours term-time only should record 38 weeks. Children who stretch their extended funded entitlement hours across more than 38 weeks should record the relevant number of weeks.
If a child only takes up their extended funded entitlement hours for part of the year (for example, joins at the start of the spring term and leaves part way through) record their extended funded entitlement weeks as if they had taken the place across the whole year and as agreed on the parental declaration form.
See the methodology for calculating PTE places for examples of how entitlement weeks will be used to calculate PTE.
Expanded funded entitlement weeks
This records the number of weeks across the year the child is taking their expanded funded entitlement hours. Children who take their expanded funded entitlement hours term-time only should record 38 weeks. Children who stretch their expanded funded entitlement hours across more than 38 weeks should record the number of weeks they stretch their hours across the year.
If a child only takes up their expanded funded entitlement hours for part of the year (for example, joins at the start of the spring term and leaves part way through) record their expanded funded entitlement weeks as if they had taken the place across the whole year and as agreed on the parental declaration form.
See the methodology for calculating PTE places for examples of how entitlement weeks will be used to calculate PTE.
Eligibility code indicator
The eligibility code indicator is an 11-digit code, issued by HMRC to the parent, collected for children who have extended or expanded childcare hours and confirms the eligibility of working parents to receive the additional 15 hours of extended funded entitlement, or the 15 hours of expanded funded entitlement. This is particularly important as parents may split their entitlement between 2 providers.
The code, once issued, remains fixed and refers to a single parent and child combination (where a parent has 2 children, each child will have their own code). However, when the setting is presented with the code by the parent, the provider must confirm the code’s validity with the local authority.
Full details about how the provider should verify the code are available in the early education and childcare operational guidance.
Where a child transfers to another establishment, the local authority must be informed of the transfer.
Foster children are eligible for extended or expanded funded childcare in certain circumstances. Foster parents do not apply through the childcare service due to the additional eligibility checking steps required.
The eligibility code indicator is issued by the local authority to the foster parents. Providers still check the code in the same way as for any other parent taking up extended or expanded hours.
It is still an 11-digit code but begins with a different number to HMRC issued codes. This is to allow local management of the reconfirmation process.
Disability access fund indicator
The disability access fund indicator records whether children aged 9 months to 4 years (inclusive) are in receipt of disability access funding from the local authority.
Receipt of this funding entitles the child to a fixed amount of funding per year from the disability access fund, which is paid directly to the provider.
Where a child moved providers between September 2024 and census week and it is known they were in receipt of disability access funding at the original provider, record this child as in receipt of disability access funding at the provider they are attending during census week.
To be eligible for disability access funding, the child must be in receipt of Disability Living Allowance alongside any of the following criteria:
- the universal entitlement for 3 and 4-year-olds
- the disadvantaged entitlement for 2-year-olds
- the expanded entitlement for children aged 9 months up to 3-years-old
Children do not have to take up the full 570 hours of early education that they are entitled to in order to receive the disability access funding. Children will be eligible where they take up any period of free entitlement and receive Disability Living Allowance.
Hours at setting
This data item records the total number of local authority funded (universal funded entitlement hours, plus any extended or expanded funded entitlement hours) and unfunded hours that the child spends at the provider per week.
Hours at setting are recorded to 2 decimal places. This is a decimal of hours and does not record hours and minutes.
Example Where a pupil has 10 hours and 30 minutes, this is recorded as (10 plus [30 divided by 60]) equals 10.50 with 10 hours and 45 minutes quarter hours being (10 plus [45 divided by 60]) equals 10.75.
Basis for funding
This data item records the basis on which a 2-year-old has been funded for a free early education place. This information will be provided for the early years census by the local authority providing the funding for the 2-year-old child rather than the early years setting that provides the education for that child.
This data item is not required for 3 and 4-year-olds, or children aged 9 months up to 3 years in receipt of the expanded entitlement.
Children may meet more than one criterion given in this codeset and each that applies should be returned in the census. Since 1 September 2022, the funded early years entitlement for 2-year-olds was extended to children from all groups with no recourse to public funds (NRPF). The basis for funding for these children should be recorded as ‘ECO - economic criteria’.
| Code | Description |
|---|---|
| ECO | Economic criteria |
| HSD | High-level SEN or disability |
| LAA | Looked after or adopted from care |
Since this data item is to be populated by the local authority, it is not included in the data collection template.
Early years pupil premium (EYPP)
The early years pupil premium (EYPP) is additional funding for early years settings to improve the education they provide for disadvantaged children aged 9 months up to and including 4-year-olds.
Only children in receipt of EYPP in census week should be recorded with early years pupil premium receipt equal to ‘true’.
EYPP is paid by local authorities directly to providers. Its award is dependent on the application by parents of eligible children to their local authority, which will use the eligibility checking service to verify their application against benefits-related data.
Children are eligible to receive EYPP if they are taking any of the following:
- universal funded entitlement for 3 and 4-year-olds
- disadvantaged entitlement for 2-year-olds
- expanded entitlement for children aged 9 months up to 3-years-old
And meet the following criteria:
- meet benefits related criteria equivalent to those for free school meals (receipt of free school meals does not automatically qualify a child for EYPP)
- are in the care of the local authority (in England and Wales)
- have left care (in England or Wales) through:
- adoption
- special guardianship
- a child arrangement order (formally known as a residence order)
EYPP is not payable on the extended entitlement for 3 and 4-year-old children of working parents.
For pupils in receipt of the early years pupil premium, we also need the reason why they are receiving it.
| Code | Early years pupil premium basis for funding |
|---|---|
| RE | In receipt through economic reasons: where they are in receipt via the benefits related criteria for free school meals |
| RO | In receipt through other reasons: where they are in receipt due to being in care or due to leaving care through adoption, a special guardianship order or a child arrangement order |
| RB | In receipt through both reasons: where they are in receipt through both economic and other reasons |
| RU | In receipt through unknown basis: where the establishment knows the child is in receipt of EYPP (due to receiving funding from the local authority) but does not necessarily know the reason why |
Special educational needs
The special educational needs and disability provision types are consistent with the SEND code of practice.
Find an SEN provision code.
Home information
Providers can give us their child addresses in the format their MIS holds the data:
- BS7666 address format
- SAON, PAON, post town or other address item
- address line 1 to 5
Every format requires a postcode.
The unique property reference number (UPRN) is introduced on a voluntary basis and, like the postcode, may be provided with either format.
A valid BS7666 address will contain a minimum of SAON (the dwelling), the street and at least one of locality, town, administrative area or post town.
For a line address, the minimum of address line 1 plus one other address line must be provided. However, up to a maximum of 5 lines are available for the address, if required.
Postcode
The postcode, mandatory for both BS7666 and address line format, is allocated by the post office to identify a group of postal delivery points.
UPRN
The unique property reference number (UPRN) - introduced on a voluntary basis (defined by Ordnance Survey as: ‘The unique identifier for every spatial address in Great Britain. It provides a comprehensive, complete, consistent identifier throughout a property’s life cycle – from planning permission through to demolition) – is, like the postcode, provided with either format.
Secondary addressable object name (SAON)
The secondary addressable object name (SAON) is the flat, apartment name or number or other sub-division of a dwelling (sub-dwelling) such as: ‘Flat 2b’.
Primary addressable object name (PAON)
The primary addressable object name (PAON) is the dwelling name or number, such as: ‘27’.
Street
Street name or street description that has been allocated to a street by the street naming authority, such as ‘Lane Street’.
Locality
The locality name refers to a neighbourhood, suburb, district, village, estate, settlement, or parish that may form part of a town, or stand in its own right within the context of an administrative area.
Where an industrial estate contains streets it is defined as a locality in its own right, such as ‘local area’.
Town
The town name refers to a city or town that is not an administrative area, a suburb of an administrative area that does not form part of another town or a London district, such as ‘Townbury’.
Administrative area
The administrative area is a geographic area that may be the highest level local administrative area, which may be a county or unitary authority, an island or island group, or London, such as ‘Countyshire’.
Post town
The post office usually assigns these based on sorting office, such as ‘Postaltown’.