School Census – January 2016
Acceptable Notepad Entries for COLLECT
Acceptable
Notepad
Entries for
COLLECT
The DfE require a note of explanation to be entered against every remaining error and query on your submitted return.
The following table gives some examples of example notes, but generally you should explain the reason for the error or query as fully as you can
Query
1750
1751
1752
1760
1780
1850
1870
1877
Error Message
Please check: Percentage of pupils with periods of
free school meal eligibility since the last Census is
high (greater than 45%)
Please check: Percentage of pupils in Reception with
periods of free school meal eligibility since the last
Census is high (greater than 50%).
Please check: Percentage of pupils in Year 1 with
periods of free school meal eligibility since the last
Census is high (greater than 50%)
Please check: No pupils in the school eligible for free
school meals during the period since the last Census
Please check: School has not reported a Youth
Support Services (previously known as Connexions)
response for any expected pupils
Please check: Percentage of pupils aged 5 and over
where language has not been obtained is high
Please check: Percentage of pupils with sole
registrations at the school is low
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%. Please confirm more than 95% of
infant
pupils took a school lunch on census day
Version 1 – Spring Census 2016
Minimum Notepad Entry
Schools will be required to specifically confirm that the FSM information is correct. Acceptable
note entry 'The school has confirmed that they do have a high percentage of pupils who are entitled to
a FSM'.
Schools will be required to specifically confirm that the FSM information is correct for the year
group. Acceptable note entry 'The school has confirmed that they do have a high percentage of
Reception pupils who are entitled to a FSM'. NB: Pupils in receipt of a Universal Infant Free Meal
should not be flagged as
eligible for free school meals unless their parents have applied for and been granted a free school meal
under the traditional method
Schools will be required to specifically confirm that the FSM information is correct. Acceptable
note entry ''No pupils qualified for FSM since last census'
You can enter the following here –‘Staffordshire LA does not maintain the YSS response as YSS
(Connexions) is now part of the authority and as such they are entitled to the data anyway’.
Confirmation that information is correct. Though additional information would be
helpful i.e. school still awaiting response from parents
Provide the reason – e.g. ‘we are a Special School with a high number of dual registrations’ or
‘we are part of a consortium with a high number of dual registrations’.
Confirmation will be acceptable
01
Query
1881
1890
1990
1991
2070
2355
2502
Error Message
Please check the entry date as the sessions possible
indicate that the pupil attended the school during
the term prior to this date. If the pupil left and was
subsequently readmitted, the query will be accepted
by DfE on condition that a suitable explanatory
notepad entry is provided.
Please check: Percentage of new admissions in
Autumn term in school seems high.
Please check: Pupil is in receipt of top-up funding but
is not classed as having 'statement' of SEN or an
EHCP?
Please check: No pupils with a statement of SEN or
EHCP are reported as being in receipt of top-up
funding?
Please check: pupil’s class type and year group
incompatible
Please Check: Pupil record with no address details.
Zero attendance sessions possible recorded for
Pupil on Roll. Pupil should only be recorded with
zero sessions possible if dually registered and spent
all of the previous term for which attendance data is
being collected at other registration. This query will
be accepted by DfE on condition that a suitable
explanatory notepad entry is provided in COLLECT.
Version 1 – Spring Census 2016
Minimum Notepad Entry
Confirmation will not be acceptable. Acceptable note entry should provide details of starting
and leaving date of pupil. Pupils should not be made to leave and readmitted on entry to
Nursery or 6th form, unless they have attended another establishment in between.
Confirmation that the information has been confirmed by the school as being correct.
Acceptable note entry 'confirmed as correct'
Confirmation that pupils who are not statemented or EHCP are in receipt of Top Up funding
Confirmation that there are no statemented or EHCP pupils in receipt of Top Up funding.
You will get this if you have nursery pupils taught jointly with Reception in a Foundation class.
Provide that reason in your note.
Reason will be sought why no address details have been provided
Confirmation is not acceptable. Acceptable notepad entry ‘Pupil is dually registered and though
they did not attend this establishment in the previous term, they remain on roll’
02
Term on Term Queries (identified by TonT in front of the code.
Usually it is acceptable to simply enter ‘Confirmed as correct’ for these errors; however it is a good idea to give as much information as possible. Some examples are
below:
Query
TonT1B
Error Message
There are significantly more pupils than last
term (this term xx, last term xx).’
There are significantly fewer pupils than last
term (this term xx, last term xx).
There are significantly more Infant pupils
eligible for a FSM than last collection (this
collection xx, last collection xx).’
There are significantly more pupils eligible for
a FSM than last term (this term xx, last term
xx).’
Minimum Notepad entry
A reason will sought for the increase of pupils.
TonT4C
There are significantly fewer pupils eligible for
a FSM than last term (this term xx, last term
xx).
Schools will be required to specifically confirm that the FSM information is correct. Acceptable
note entry 'Less pupils have been accepted with FSM
eligibility'
TonT7B
There are significantly more pupils whose
language is not English than last term (this
term xx, last term xx).’
A reason would be sought for this increase. Unless there has been significant changes to overall
pupil numbers it is not expected that this figure will change much from one term to the next.
TonT7C
There are significantly fewer pupils whose
language is not English than last term (this
term xx, last term xx).’
A reason would be sought for this decrease. Unless there has been significant changes to
overall pupil numbers it is not expected that this figure will change much from one term to the
next.
TonT1C
TonT3B
TonT4B
A reason will sought for the decrease of pupils.
Schools will be required to specifically confirm that the FSM information is correct. Acceptable
note entry 'More infant pupils have been accepted with FSM eligibility'
Schools will be required to specifically confirm that the FSM information is correct. Acceptable
note entry 'More pupils have been accepted with FSM
eligibility'
To see a list of all errors taken from the DFE website for 2015 click onto the website link below
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/472436/Minimum_notepad_entries_for_queries_on_school_workforce_census_2015.pdf
Version 1 – Spring Census 2016
03