ESS SIMS School Workforce Census 2023 guidance

Please note: The fileset 2506 is now available - download now

Here’s your update on the latest guidance for the 2023 School Workforce Census from ESS SIMS.

The all-important dates!

• Census Date: 02/11/2023
• Absence Dates: 01/09/2022 – 31/08/2023
• Contract Dates: 01/09/2022 - 02/11/2023
• Snapshot data: Staff in regular service on 02/11/2023 (census reference date)
• Historical date: Staff with regular service who have either or both for the following to report.
  • Contracts/service agreements which started/ended between 01/09/2022 and 01/11/2023
  • Absences in the period 01/09/2022 - 31/08/2023
• (Although employment leaving date is not included in this census, it is very important for selected which staff to include in the census when contracts / service agreements are NOT being included in the census.)
• Deadline for submitting your data: Friday 1st December 2023

So, what’s changed?

• A new category of School Business Professional (SBP) has been added.
• The existing categories of Contract Teachers and Agency/SA Teachers have been modified to exclude SBP.
• The data items collected for the SBP category are the same as those collected for the existing 'Leadership, Non-Teacher', except that SBP also collects destination and leaving reason.
• A new SWC post of School Business Profession (SBP) has been added.
• A further set of qualifications is included in the subject code set for use with SBP
• Z206 - Level 3 School Administration Foundation Certificate
• Z207 - Level 3 Procurement & Supply Assistant
• Z208 - Level 4 SBP Apprenticeship
• Z209 - Level 4 Diploma SBM
• Z210 - Level 4 Commercial procurement & supply
• Z211 - CIPFA Certificate in Public Sector Asset Management for School Business
• Z212 - Level 5 Diploma SBM
• Z213 - Level 6 Chartered Manager Degree Apprenticeship
• Z214 - CIPFA Diploma in School Financial and Operational Leadership
• Z215 - Level 7 Senior Leaders Masters Degree Apprenticeship
• A new data item for membership of the Senior Leadership Team has been added and is collected for all categories.

What is collected in the SWC?

• Staff details Contract details (including the employment start date for the period of employment that applies to each contract)
• Service Agreement details for agency teachers (including the employment start date for the period of employment that applies to each service agreement)
• Payment details for categories of staff Additional payment data is collected for non-teaching school leaders as well as teachers and teaching assistants.
• Additional payment data for other support staff is no longer required.
• Absence details for teachers and teaching assistants in regular service, working for schools through a contract (not an agency agreement) Curriculum details for teachers and teaching assistants in the timetable cycle in which the census falls (Secondary and All-Through schools only)
• Qualification details for (NQF Level 4+) Post A Level. Qualification data is collected for teachers, teaching assistants and nonteaching school leaders.
• Qualification data is no longer required for other support staff.

The following school level data items are collected: 

• Vacancies Occasional teachers Third party staff count.
• The return collects staff data for both teachers and support staff.
• Teachers and Support Staff with contracts: who are employed by the school via a current contract that has lasted for 28 days or more on 02/11/2023 or who have been employed by the school via a contract for 28 days or more during the period 01/09/2023 to 02/11/2023 inclusive or who have been employed by the school via a permanent contract or via a contract with a contract end date at least 27 days after the contract start date.
• Teachers with service agreements (agency teachers): who are employed by the school via a current service agreement with a third party on 02/11/2023 or who have been employed by the school via a service agreement for 28 days or more during the period 01/09/2022 to 02/11/2023 inclusive.

Fileset 2506 is now available

The latest Fileset (2506) is now available, so hit the download button and unzip the folder.

Download fileset

Then open 'SIMS' and go to 'Tools | Setups | Import' and click the yellow folder button to browse to the fileset, simply highlight it and choose 'Open' then use the 'Import Fileset' button.

Guidance notes

Guide for preparing for the School Workforce Census 

Guide for producing the School Workforce Census 2023 Return

DfE Guidance

Error and Solutions

Carry Out a Dry Run 

You can carry out one or more dry runs of the School Workforce Census. It is advisable to do this as early as possible, even if you know that your data has not yet been fully prepared or checked. The purpose of the dry run is to produce the Validation Errors Summary, which details the corrections that need to be made to your data.

If you require any assistance please call us on 0345 222 1551 | Opt 3 or email misservicedesk@schoolbusinessservices.co.uk

Would you like us to do your School Workforce Census for you?

Let us take it off your to-do list this month by contacting us. We're taking orders for the School Workforce Census. Looking ahead, we can do ALL of this year's returns for you - whether you are already an SBS customer or not!

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