Guidance

School workforce census: guide to submitting data

How local authorities, local-authority-maintained schools and academies should collect and submit data for the school workforce census.

The school workforce census is a statutory data collection that takes place each autumn. You must complete statutory censuses by law unless there’s a good reason not to.

The census collects data on all teaching and support staff in regular employment, including those working for:

  • local authorities on central contracts
  • local-authority-maintained schools
  • academies
  • free schools, including:
    • studio schools
    • university technical colleges
  • pupil referral units (local authority establishments that provide education for children who can’t attend a mainstream school)

Local authorities are responsible for:

  • co-ordinating and approving the submission of census data from all their maintained schools
  • submitting data for centrally employed school staff

Academies are responsible for submitting and approving their own census data.

Local authorities, local-authority-maintained schools and academies should issue privacy notices to all members of staff. Privacy notices inform staff members about the details of the census and their rights under the Data Protection Act.

Important dates

Dates for the 2016 census:

  • census day: 3 November 2016
  • deadline for submitting your data: 2 December 2016

Submit your data

You should submit data to us using COLLECT, our centralised data collection and management system.

Note that we’ll only be able to change the status of your data submission to ‘authorised’ once you’ve cleared all errors in the data in COLLECT.

School workforce census documents

These documents will help you complete the census:

2016 school workforce census guides

2016 school workforce census technical guides

If you wish to request XSLT files for the validation rules and school summary report, contact the Data Collection Helpdesk via the service request form.

If you’re looking for guides from past collections of the school workforce census, visit the ‘School workforce census: closed collections’ page.

Do you need help?

Submitting data

Please use the service request form if you have any questions about your data. We aim to answer your question within 5 working days.

Accessing COLLECT

Reset your Secure Access login details using the forgotten password or username form.

Please contact your school or local authority approver, if:

  • you want to request a Secure Access username or password so you can access COLLECT
  • ‘school workforce census’ isn’t on the list of collections you can see in COLLECT

If you don’t know who your approver is, please use the Secure Access service request form.

Feedback

Please use the feedback form if you have any comments about our data collection service, including COLLECT and the helpdesk service.