Census Project

The Department for Education (DfE) mandates that a census is returned for every maintained school in England: nursery, primary, middle-deemed primary, middle-deemed secondary, secondary, all-through, special schools (including non-maintained special schools), pupil referral units (PRU), alternative provision (AP), city technology colleges (CTC) and academies (including free schools, university technical colleges (UTC) and studio colleges).

The collection period is on an academic year basis.

The process is import, validation and analysis. It is set up via Focus | Analysis Reporting | Data Collection | ProjectsProjectsThis path may be different if the Menu has been customised.  

The following are the stages involved in the processing of this data:

• Upload to holding tables, in which the file data is copied into the One holding tables.
• Comparison of the imported data with the data in the One live database, producing an Exception Report.
• Aggregation of specific data items from the PLASC Census to ASC tables so that it can be reported on. Aggregated data to be used in Population Forecasting.
• The reporting tool PRIME uses the PLASC tables (updated in the School Census process) within its Census Cube, aggregating data from the PLASC tables.

The Census project involves every pupil within a base rather than selected cohorts as in the Assessment Manager project.

Data collected is based on a survey and not results. The data is aggregated to ASC tables within the database whereby users may analyse the data at their leisure.

Data files (in .XML format) are used to populate PLASC tables and not used to update pupil records. These PLASC tables are holding tables and merely reflect the content of the files without any pre-processing or alteration of raw data. No validation or processing of data takes place here.

• School Census MappingsSchool Census Mappings
• PLASC Census MappingsPLASC Census Mappings

The upload function is located via Focus | Data Management | Import | Import Data. The comparison function is located at Focus | Analysis Reporting | Data Collection | Projects.

• In England each School Census .XML file is prepared by a school and validated through the COLLECT software, provided by the DfE, before being imported into the Local Authority One System.
• In Wales each PLASC Census .XML file is prepared by a school and validated through the DEWiDEWi software, provided by the WG, before being imported into the Local Authority One System.

  DEWi

  DEWi, the Data Exchange Wales initiative, is a secure online data transfer system developed by the Welsh Government (WG) specifically to provide schools, local authorities and the government with a means of exchanging files for statutory returns easily and, importantly, securely over the internet.

  To access the DEWi system, click the following link: Software Dev Forum

Aggregation

• Aggregate (SEQUEL)Aggregate (SEQUEL)

  The v4 aggregation function has been removed for ‘Assessment Manager’ projects; the ability to aggregate such data is now available in the PRIME module. 

  Once the School Census XML file has been imported and reconciliation has taken place, the next stage within the Project is an aggregation process. During aggregation selected bases and student details will reflect a state of Not Aggregated. 

  The aggregation routine allows analysis of census data for those who wish to use the SEQUEL product; it is therefore an optional process.

  The Aggregate to SEQUEL routine is accessed in Focus | Analysis Reporting | Data Collection | Projects | Project DetailProject Detail This path may be different if the Menu has been customised | Aggregate button.

  The user can select one of two Aggregate routines when required:

  • Aggregate Immediate
  • Aggregate Scheduled
• Aggregate ImmediateAggregate Immediate

  Click the Aggregrate drop-down arrow and select Aggregate Immediate to initiate the process. This actions an immediate task for the system to begin aggregating the data held within the project.

  When completed the following message appears at the bottom of the screen:

  Aggregated Successfully.
  Please check Workflow Messages for its completion

  Return to My Home Page to view the Workflow Messages indicating that the aggregation has been successful and the aggregated results will be visible within One Online | School | School Profiles.

  Please note that the Aggregate to SEQUEL processes are not the same in v3 and v4. In v4 the process is predicated on a grouping. In v3 the process looks for students that fall within a particular NCY then uses flags to determine additional students and those who have been excluded. It is possible therefore that the user may have created a project in v4 but wish to aggregate using v3. In this instance the user should uncheck the Re-validate Results boxes as validation will be appropriate to the v3 standard only.

• Aggregate ScheduledAggregate Scheduled

  Click the Aggregrate drop-down arrow and select Aggregate Scheduled to initiate the process. This enables you to define a date and time when you wish the task to be executed.

  The Schedule Aggregation window opens asking you to:

              Please select the date and time to Schedule Aggregation.
              Schedule / Cancel

  Use the dropdown calendar to select the date and alter the time if required. Select Schedule to confirm. 

  Selecting Cancel will return you to the Project Details panels.

  When completed the following message appears at the bottom of the screen:

  Aggregated Successfully.
  Please check Workflow Messages for its completion

  Return to My Home Page (after the scheduled time) to view the Workflow Messages.

PRIME School Census Cube

Once the School Census XML file has been imported and reconciliation has taken place, data from the PLASC tables can be added to the School Census Cube in PRIME using a process called ETL (Extract, Transform and Load). For this process to take place all records causing an Exception Report error must be corrected in the relevant location (in One or the School system).

Records and Data loaded into PLASC tables from a School Census file are matched with records within the One database on the following values:

• Last Name
• First Name
• Date of Birth
• Gender

Records that do not successfully match produce an Exception Report error.

Data loaded into the School Census Cube can be reported on by users; new reports can be created or existing reports provided by One can be run. Subsequent to data loading into the School Census Cube, data remains in the PLASC tables as the Aggregation process will utilise data from these tables.

School Census England

The Department for Education (DfE) mandate that a census is returned for every school in England.

This statutory requirement:

• means that schools do not need to obtain parental or pupil consent to the provision of information.
• ensures schools are protected from legal challenges that they are breaching a duty of confidence to pupils.
• helps to ensure that returns are completed by schools.
• means that all census elements are mandatory unless specifically stated to be voluntary.

• Data Protection and Data SharingData Protection and Data Sharing
• Structure of the School CensusStructure of the School Census

  The school census requires School level and Pupil level data from the following school types:

  • maintained nursery
  • primary
  • middle-deemed primary
  • middle-deemed secondary
  • secondary
  • all through
  • special schools (including non-maintained special schools)
  • pupil referral units (PRU)
  • academies (including free schools, university technical colleges (UTC) and studio schools)
  • city technology colleges (CTC).
  • MoD schools are encouraged to participate on a voluntary basis.
• FilenamesFilenames

  The filenames for these returns are constructed as follows:

  LLLssss_SC1_LLLXXnn_nnn

  • Origin Identifier (7 digits) LLLssss where LLL is the LA Code and ssss is the School Number
  • Survey Type/Data Extraction Type (3 characters)
  • Destination Identifier (7 characters) where the first 3 characters are the LA Code, followed by XX, followed by the last two digits of the Academic Year
  • Serial Number (3 digits)
    The Serial number is an integer value starting from one and incremented by one for every subsequent XML message created with the same school <Name>.

  Examples of an English School Census file from a school to a Local Authority:

  8012000_SC3_801XX19_001.xml
  8012000_SC1_801XX20_001.xml
  8012000_SC2_801XX20_001.xml

  where:

  • 19/20 are the last two digits of the Academic Year, indicating the 2019/2020 collection
  • SC3 is used for the Autumn 2019 term
  • SC1 refers to the Spring 2020 term
  • SC2 is used for the Summer 2020 term
• XML School Census File ContainersXML School Census File Containers

  Refer to the School Census 2019 to2020: technical information document to view the existing file structure, any new modules and the data elements that they store. The document also indicates the School Type and School Terms for which the module and data element is applicable.

  The school types are:

  • Nursery - N
  • Primary - PS
  • Middle deemed Primary - MP
  • Middle deemed Secondary - MS
  • Secondary – SS
  • All through – AT
  • Special - SP
  • Pupil Referral Units – PRU
  • Alternative Provision - AP

  The academic school terms are:

  • Autumn (October collection)
  • Spring (January collection)
  • Summer (May collection)
• School Level InformationSchool Level Information

  The return contains a number of modules for each school:

  

  The diagram starts with Establishment and maps the relationships as follows:

  • 1 to 1  - School charateristics School charateristics This module contains information about a school’s name and specific characteristics, e.g. phase and type. It is required for all schools each term.
  • 1 to 1 Pupil reconcilliationPupil reconcilliation This module contains information about the pupil’s private study, work experience and college.
  • 1 to n Class informationClass information This module contains information about Class Type, Key Stage and Class Activity. It is required from primary schools and all-through schools following the primary curriculum.
  • 1 to 1 MiscelleaneousMiscelleaneous This module contains miscellaneous data items that do not fit within the other modules. For example, free school meals and school childcare.
  • 0 to 1 Primary admissions appealsPrimary admissions appeals This module contains information about the primary admissions appeals and is required from primary (PS), middle deemed primary (MP), or all-through (AT) schools in the spring census.
  • 0 to 1 Infant admissions appealsInfant admissions appeals This module contains information about infant admissions appeals and is required for primary (PS) or all-through (AT) schools in the spring census.
    there is a note to confirm that infant admissions appeals are a sub-set of primary admissions appeals
  • 0 to1 Secondary admissions appeals Secondary admissions appeals This module contains information about secondary appeals and is required for middle deemed secondary (MS), secondary (SS) or all-through (AT) schools in the spring census.
• Pupil Level InformationPupil Level Information

  The return contains a number of modules for each pupil:

  

  • Pupil IdentifiersPupil Identifiers This module contains identity information of all pupils on roll (registered at the school on census day). It includes gender and DoB and a unique learner number (ULN) for pupils aged 14 and over. Data is collected for pupils no longer on roll (left prior to census day).
  • Pupil CharacteristicsPupil Characteristics This module contains information about ethnicity, language, free school meal eligibility, youth support services agreement, service children in education, school lunches, funded free entitlement hours, disability access. Data is collected for pupils no longer on roll (left prior to census day).
  • Pupil StatusPupil Status This module contains information about a pupil in relation to the school, e.g. enrolment status and date of entry. Pupils, who are no longer on roll on census day, are included in the return. Data is collected for pupils no longer on roll (left prior to census day).
  • Special Educational NeedsSpecial Educational Needs This module contains information on the special educational needs (SEN) of a pupil.
  • Home InformationHome Information This module contains information about where a pupil lives during term time. It will be a UK address and in some cases may be the school address. Data is collected for pupils no longer on roll (left prior to census day).
  • Termly ExclusionsTermly Exclusions This module contains information about permanent and fixed period exclusions. Data may be collected for pupils no longer on roll (left prior to census day). The data is collected one term in arrears.
  • Termly AttendanceTermly Attendance This module contains attendance data on pupils who are on roll for at least one session during the specified collection period for attendance. Every pupil will have an entry for the number of sessions possible. Data is collected for pupils no longer on roll (left prior to census day).
  • Summer Second Half Term AttendanceSummer Second Half Term Attendance This module contains information on pupil attendance for the second half of the summer term; this data is collected in a separate module. Data is collected for pupils no longer on roll (left prior to census day).
  • Post-16 Learning AimsPost-16 Learning Aims This module is required annually from all schools with a phase of secondary, all-through or PRUs with a sixth form. It records start date, planned end date, status, actual end date, core aim. Data is collected for pupils no longer on roll (left prior to census day).

For more information on the School Census and to view an example of the XML message structure, click the following link: School Census

Plasc Census (Wales)

School Census (Wales)

The Welsh Government mandates that a census is returned for every school in Wales.

The PLASC return provides a great level of detail, at individual pupil level, on the school population in Wales. It provides an invaluable research base to better inform educational policy and practice in Wales.

For 2018/19 the Welsh Government (WG) has stated that there will be the following collections of data, based on the following levels of information:

• Annual PLASC CensusAnnual PLASC Census

  The Annual PLASC Census collection will apply to all maintained schools and is mandatory for all sectors (Nursery, Primary, Middle, Secondary and Special). This return provides details on Pupil level data and the School population in Wales.

• Pupil Level AttendancePupil Level Attendance

  The Pupil Level Attendance Return only applies to maintained primary and secondary schools. It is required to be completed by all mainstream Secondary and Primary schools.

  Attendance data for Special Schools is to be collected via a separate paper-based survey. No electronic submission is required from these establishments.

  Attendance data for pupils who are boarders should be returned in the same way as for all other pupils.

  The purpose of the Pupil Level Attendance return is to collect attendance data at an individual pupil level to enable more accurate data and sophisticated matching and analysis of data in Schools and Local Authorities across Wales. The data will be used to generate performance indicators at Local Authority level.

  Note that for the returns:

  Data is required for all pupils of statutory school age who have been on roll during the reporting period and for whom the Registration Status is M, C or S. Pupils are included who have left at some point during the relevant collection period. Guest pupils are not included.

• Post-16 Summer collection
  The Post-16 – Summer collection has been suspended by the WG.
• Post-16 OctoberPost-16 October

  The Post-16 October Return only applies to secondary schools, middle schools and Post-16 learners in Wales. This return provides the Welsh Government (WG) with essential information to underpin their planning and funding system, allowing funding and planning to take place on an equitable basis across the Post-16 learning sector.

  The data required is for the previous academic year. 

  The return measures pupil retention, the data that is collected enables the WG to calculate the proportion of learners who started a course and actually completed it and it also calculates the proportion of all activities undertaken which were completed or aborted during the academic year. The few courses extending over two academic years are also recognised. 

  Analysis of information retrieved in this return along with pupils’ examination results provides WGWG Welsh Government with data used to support the more accurate targeting of funding, and the monitoring and development of policies. Under the WG’s National Planning and Funding SystemNational Planning and Funding System NPFS the Post-16 data will be used to inform funding allocations. These allocations will be based on the relevant pupil and learning activity data, thus it is vital that the returns are completed on time and accurately.

  • This return is required to be completed by Secondary Schools that have designated sixth forms for pupils who are taught in National Curriculum Years 12, 13 and 14. 
    • Data is collected for learners up to (and including) 19 years of age on the 31st  August YYYY. 
    • Any learners 20 years of age or over on this date are not included in the return. 
    • Pupils in NCY 11 or below, regardless of their date of birth, must not be included in the return.
  • This return is required to be completed by secondary and middle schools for the pupils studied in the previous academic year.
  • The data collected is at a programme of study and learning activity (i.e. course) level and not only at pupil level.
  • Pupils should only have one open programme at any point during the reporting period, but may have more than one closed programme.
  • Only pupils with an enrolment status of C - Current or M – Main are to be included.

  For more information on the Post-16 data collection and to view an example of the XML message structure, click the following link: Software Dev Forum

• School Summary (Wales)School Summary (Wales)

  Each time a submission is created by the software, or edited by the school, a School Summary file is automatically generated. The summary file contains an annual summary of attendance, a breakdown by code and a breakdown by term.

  Reports for secondary schools cover the autumn and spring terms in full and the first half of the summer term.

  The Summary file should be sent to the Local Authority as an automatic accompaniment to the data submission.

  The purpose of the School Summary is:

  • to help the school staff preparing the return, and the head teacher authorizing it, to assess at a glance its likely accuracy and completeness
  • to help LA staff to do the same and to make immediate comparisons with any other information which they already hold (e.g. data from previous returns)
• FilenamesFilenames

  The filenames for the returns are constructed as follows:-

  LLLssss_ASC_LLLXXnn_nnn.XML

  • Origin Identifier (7 digits) LLLssss where LLL is the LA Code and ssss is the NAW School Number
  • Survey/Data Extraction Type (3 characters)
  • Destination Identifier (7 characters) where the first 3 characters are the LA Code, followed by XX, followed by last two digits of the academic year
  • Serial Number (3 digits)
    The Serial number is an integer value starting from one and incremented by one for every subsequent XML message created with the same school <Name>.

  Examples of PLASC Census files from a school to a Local Authority:

  6602050_ASC_660XX19_001.XML
  6602050_ATS_660XX18_001.XML
  6602050_ATP_660XX18_001.XML
  6602050_P16_660XX19_001.XML

  Where:

  • 18 and 19 are the last two digits of the academic year, indicating the 2018 and 2019 collections 
  • ASC refers to the Welsh Annual PLASC Census
  • ATS is used for the Secondary school Attendance collection
  • ATP is used for the Primary school Attendance collection
  • P16 is used for the October Post-16 collection

  For files not yet authorised by the school the file extension should be changed from ‘XML’ to ‘UNA’.

• Summary of Data Fields

  The latest common basic data set (CBDS) is available from the following link: CBDS Database

The upload function is located via Focus | Data Management | Import | Import Data.

There is no facility to use the Census data to update student records as in previous versions of the School Census, where it was possible to update or import new student data. 

For more information on the PLASC Census and to view examples of the XMl Message Structure, click the following link: Data Exchange Wales