Guidance for the use of the School Summary for the School Workforce Census – August 2010
Where contract information is provided by the local authority, rather than the school, the following tables will not be populated:
A, B, C, G, H, I, K, L, M, N, O, P, Q and U
Table and its suggested use
Comparisons with other tables
A – All staff in regular service as at Census day
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Use to check if the numbers of head teachers, classroom teachers, support
staff etc are as expected
Classroom based support staff were originally assigned the post of Support
Staff for the Census, rather than Teaching Assistant which was introduced at
a later date. The numbers of Teaching Assistants may therefore look low and
the Department would prefer such staff to be re-coded with the post of
Teaching Assistant.
The FTE number of staff for support staff and advisory teachers may be lower
than expected as “hours worked per week” and “FTE hours per week” are not
required for these staff and so may not have been provided for all of them
The totals at the bottom of the table reflect the numbers of teachers and
support staff in regular service included in the return. If a member of staff has
two posts, one as a teacher and another as a teaching assistant, then they
would be counted once against each of those posts in the table, but only once
in the total number of staff. The total number of staff may therefore be lower
than the sum of the number of staff holding each post.
See references against Tables B, C, E, F, G, H, I, J, L, M, N, O, Q, S
and U
B - Teaching staff in regular service as at Census day
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Use to check if the number of qualified teachers included in the return is as
expected
Use to check if the numbers of full-time and part-time teachers included in the
return are as expected
Use to check if the numbers of male and female teachers included in the
return are as expected
Please note that the row titled “(- Of which: Agency/service agreement
qualified teachers)” is a subset of the row above and so does not contribute to
the total number of teachers.
Please note that the row titled “(- Of which: Teachers on schemes leading to
QTS)” is also a subset of the row above and so does not contribute to the total
number of teachers.
Unless any members of staff have more than one teaching post, the
total number of teachers in this table should equal the total numbers
of head teachers, executive head teachers, deputy heads, assistant
heads, classroom teachers, advanced skills teachers and excellent
teachers in Table A.
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Table and its suggested use
Comparisons with other tables
C – Support staff in regular service as at Census day
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Use to check if the numbers of support staff included in the return, eg
numbers of cleaners, receptionists, teaching assistants, are as expected.
Please note that this table and Table T are the only tables that work at role
level. All other tables total staff by post or give total numbers of staff
regardless of post.
Support staff may have more than one role and so the total number of
roles held by support staff may not equal the number of teaching
assistants, support staff and advisory teachers reported in Table A.
D – Qualified Teacher (QT) Status and Higher Level Teaching Assistant (HTLA) Status of staff in regular service as at Census day
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Use to check if the number of staff – teachers or support staff – with QT status
and HLTA status is as expected
The total number of staff with QT status should be equal to or, if some
non-teachers have QT status, greater than the total of qualified
teachers which can be calculated from Table B.
E – Ethnicity of staff in regular service as at Census day
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Use to check if the ethnic mix of the school is as expected
Use to check that the proportion of staff with “information not yet obtained” is
not high
The total number of staff in this table should be the same as the total
number of staff in Table A. See also Table U for the numbers of staff
with no ethnicity code.
F – Disability status of staff in regular service as at Census day
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Use to check if the number of staff with a disability is as expected
Use to check that the proportion of staff with “information not obtained” is not
high
The total number of staff in this table should be the same as the total
number of staff in Table A.
G – Age profile of staff in regular service as at Census day
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This will show the age profile of staff broken into three categories: teachers,
teaching assistants and other support staff. Typically the age profile of
teachers tends to have larger numbers of younger and older teachers with
fewer in the middle age groups. However, the profile may not be the same in
all schools or for all three categories of staff
Unless any members of staff have more than one post, the total
number of teachers in this table should equal the total number of
head teachers, executive head teachers, deputy heads, assistant
heads, classroom teachers, advanced skills teachers and excellent
teachers in Table A and the total number of other support staff
should equal the number of support staff and advisory teachers in
Table A.
The total number of teaching assistants should equal the number of
teaching assistants in Table A.
H – Types of contract and agreements for staff in regular service as at Census day
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Use to check if the different types of contracts held by staff is as expected.
The expectation is that no service agreement records (with LA, with agency or
Unless any members of staff have more than one post, the total
number of teachers in this table should equal the total number of
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Table and its suggested use
Comparisons with other tables
with other source) would be provided for teaching assistants and other support head teachers, executive head teachers, deputy heads, assistant
heads, classroom teachers, advanced skills teachers and excellent
staff. Individual level information is not required for support staff employed via
teachers in Table A and the total number of other support staff
a third party. If support staff who are employed via a third party are in school
should equal the number of support staff and advisory teachers in
on Census day then they would be included in the third party headcount. If
schools would like to record service agreement records for teaching assistants Table A.
or other support staff and return individual level data on these staff in the
The total number of teaching assistants should equal the number of
Census, the Department would be happy to receive it. However, there is no
teaching assistants in Table A.
requirement to do so as service agreement records are only required for
teachers.
• The totals at the bottom and to the right of the table reflect the numbers of
staff in regular service included in the return. If a member of staff has two
contracts, eg one permanent and another fixed term, or two posts, eg one as
a teacher and another as a teaching assistant, then they would be counted
once against each of those contracts or posts in the table, but only once in the
total number of staff. The total number of staff may therefore be lower than
the sum of the number of staff holding each type of contract or post.
I – Staff in regular service as at Census day by pay scale
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Use to check if the number of teachers on each of the teaching pay scales is
as expected.
Use to check that appropriate pay scales have been recorded for different
types of staff. It would be expected that (i) no teachers would be paid on the
National Joint Council (Local Government Services) pay scale and (ii) no
teaching assistants would be paid on any of the teaching pay scales or
Soulbury pay scale (this should only be used by local authorities in their
central Census return for their advisory staff).
Pay information is optional for other support staff and is not required to be
provided. However, schools are free to record it and the Department would be
happy to receive it in the Census. It would be expected that no other support
staff assistants would be paid on any of the teaching pay scales or the
Soulbury pay scale.
The totals at the bottom of the table reflect the numbers of staff in regular
service included in the return. If for example a teacher has two contracts with
the school, one of which is paid on the leadership pay scale and another on
the teachers’, then they would be counted once against each of those pay
scales in the table, but only once in the total number of teachers. The total
number of staff may therefore be lower than the sum of the number of staff on
each pay scale.
Unless any members of staff have more than one teaching post, the
total number of teachers in this table should equal the total number of
head teachers, executive head teachers, deputy heads, assistant
heads, classroom teachers, advanced skills teachers and excellent
teachers in Table A. The total number of teaching assistants should
equal the number of teaching assistants in Table A. The total number
of other support staff will depend on the number of these staff for
whom pay data has been recorded and returned. It is perfectly
acceptable for the total number of other support staff in Table I to be
zero.
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Table and its suggested use
Comparisons with other tables
J – Additional payments for staff in regular service as at Census day
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Use to check if the numbers of teachers and teaching assistants receiving
additional payments is as expected.
Note that teachers and teaching assistants may receive more than one
category of additional payment and so be counted in more than one row. For
example a teacher may receive a TLR and a GTC subscription payment and
so they would be counted against both these categories of payments. The
totals given at the bottom are the total numbers of teachers and teaching
assistants receiving additional payments, and so each teacher and teaching
assistant would only be counted once in this total, regardless of how many
additional payments they receive.
It is likely that the total number of teachers and teaching assistants
will be less than the totals calculated in Table A. Direct comparisons
can only be made if all teachers or teaching assistants receive
additional payments.
K – Number of staff in regular service as at Census day paid by daily rates
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Use to check if the number of supply / agency teachers paid on a daily rate is
as expected
It is not necessary to record information for the School Workforce Census
about teaching assistants employed via a third party. It is not anticipated
therefore that any teaching assistants would be paid on a daily rate in the
Census return. The value in the table would therefore be expected to be zero
for teaching assistants. If it is not, this will highlight information that is not
required, but will still be accepted by the Department, is being submitted.
The number of teachers paid on a daily rate should not be more than
the number of teachers with service agreements (service agreement
with LA + service agreement with agency + service agreement with
other source) in Table H.
L – Number of contracts which started or finished for staff in regular service during the previous academic year
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Use to check if the numbers of the contracts (for teachers, teaching assistants
and other support staff) and service agreements (for teachers only) that
started during the period 1 September 2009 to 31 August 2010 are as
expected. Some of these contracts and service agreements may still be
current as at Census day.
Use to check if the numbers of contracts (for teachers, teaching assistants
and other support staff) and service agreements (for teachers only) that
finished during the period 1 September 2009 to 31 August 2010 are as
expected. Some of these contracts and service agreements may have started
during the previous academic year.
The figures in this table can be used over time with the totals from
Table A to give an indication of turnover within the school and an
indication of the level of administrative activity required around
contracts and service agreements
M – Sickness absence for the previous academic year
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Use to check that the numbers of teachers and teaching assistants that took
sickness absence during the period 1 September 2009 to 31 August 2010 are
The total numbers of staff in this table may not correspond to the
totals in any of the other tables. For example, the total number of
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Table and its suggested use
as expected. Please note that this table shows the numbers of staff who took
a sick absence, not the number of absences.
• Absence information is not required for agency / service teachers nor other
support staff, so zeros for these groups of staff is perfectly acceptable.
Schools are free to record absence information for these groups of staff on
their MIS but if it is recorded it will be returned to the Department as part of the
Census.
• Use to check if the numbers of working days lost due to sickness is as
expected.
Comparisons with other tables
teachers in this table could be greater than the total number of head
teachers, executive head teachers, deputy heads, assistant heads
and classroom teachers in Table A as absence information is
included for staff that left during the previous academic year.
Similarly the total number of teaching assistants and other support
staff could be greater than the number of teaching assistants and
other support staff respectively in Table A.
Totals may also be lower than in other tables if not all staff took an
absence.
N – Types of absence (other than sickness) taken during the previous academic year
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Use to check that the numbers of teachers and teaching assistants that took
other types of absence during the period 1 September 2009 to 31 August
2010 are as expected. Please note that this table shows the numbers of staff
who took a non-sickness absence, not the number of absences.
Absence information is not required for agency / service teachers nor other
support staff, so zeros for these groups of staff is perfectly acceptable.
Schools are free to record absence information for these groups of staff on
their MIS but if it is recorded it will be returned to the Department as part of the
Census.
Note that working days lost are not required for types of absence other than
sickness absence.
The total numbers of staff in this table may not correspond to the
totals in any of the other tables. For example, the total number of
teachers in this table could be greater than the total number of head
teachers, executive head teachers, deputy heads, assistant heads
and classroom teachers in Table A as absence information is
included for staff that left during the previous academic year.
Similarly the total number of teaching assistants and other support
staff could be greater than the number of teaching assistants and
other support staff respectively in Table A.
Totals may also be lower than in other tables if not all staff took an
absence.
O – Number of regular teachers and teaching assistants delivering the curriculum by NC year group
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Use to check that the numbers of teachers and teaching assistants delivering
each subject of the curriculum to each year group are as expected
Curriculum information is only required from secondary or middle deemed
secondary schools with timetabling systems that interface with their MIS. If
you are not required to provide this information then this table will not be
populated.
The total number of teachers in this table should be less than or equal
to the total number of head teachers, executive head teachers,
deputy heads, assistant heads and classroom teachers in Table A.
The total number of teaching assistants should be less than or equal
the number of teaching assistants in Table A.
P – Number of hours spent by teachers and teaching assistants delivering the curriculum by NC year group
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Use to check that the numbers of hours spent by teachers and teaching
assistants delivering each subject of the curriculum to each year group are as
expected
Curriculum information is only required from secondary or middle deemed
secondary schools with timetabling systems that interface with their MIS. If
you are not required to provide this information then this table will not be
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Table and its suggested use
populated.
Comparisons with other tables
Q – Type of qualifications held by staff in regular service as at Census day
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Use to check if the total numbers of teachers and teaching assistants for
whom qualifications information are being provided are as expected.
Qualifications information is only required from teachers and teaching
assistants but schools may chose to hold this information for other support
staff too and return it to the Department in the Census.
Please note that the figure appearing in the total row may not correspond to
the sum of the numbers in the column above as it is a total of staff members
rather than a total of qualifications.
If a school has checked the qualifications held by the GTC for its
teachers and is just providing any additional qualifications, then the
total number of teachers for whom qualifications are being provided
may be considerably lower than the total number of head teachers,
executive head teachers, deputy heads, assistant heads and
classroom teachers in Table A.
See also Table U for the numbers of staff with no qualifications data.
R – Vacancies as at Census day
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Use to check for each vacant post as at Census day, the subject and tenure
(full or part-time) of the post, and whether or not it is temporarily filled or
advertised
S – Number of occasional teachers in school on Census day
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Use to check if the number of occasional teachers in school on the Census
day is as expected
May wish to combine the total with the figures in Table A to check that
the full complement of teachers are represented in the Census
T – Number of third party support staff in school on Census day
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Use to check if the number of third party support staff in school on the Census
day is as expected.
Please note that this table and Table C are the only tables that work at role
level. All other tables total staff by post or give total numbers of staff
regardless of post.
May wish to combine these with the figures in Table C to check that
the full complement of support staff are represented in the Census
U – Number of staff in regular service by post with missing data
If schools are providing contract information from their MIS then this table can be
used to highlight where there may be potential problems with the data. If contract
information is coming for the local authority this table will be empty. However, the
numbers themselves in the table may not be that meaningful and the reasons for
this are explained below.
• Use to check if it is likely that contract/service agreement information has
been provided as expected, ie the number with no contract/agreement data
should be zero.
• Use to check if it is likely that the qualifications information has been provided
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See also Table Q for information about qualifications.
See also Table E for information about ethnicity.
See also Table D for the number of staff with QT Status – note
that the number of staff with QT Status in Table U may be higher
than that in Table D as it is possible that staff have more than
one post.
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Table and its suggested use
as expected. If the school is providing the information then there should not
be any teachers or teaching assistants with no qualifications data UNLESS for
teachers the GTC data has been checked and only additional qualifications
are being provided, then there may be some teachers for whom there are no
qualifications data in the return. Qualifications information is only required
from teachers and teaching assistants (who work in maths or science areas)
but schools may choose to hold this information for all teaching assistants and
other support staff too and return it to the Department in the Census. So it
would be entirely acceptable for all those with posts of “support staff” and
“advisory teacher” to not have qualifications data. Note that the column
entitled number of staff will include those staff who left during the previous
academic year and for whom qualifications information is not expected, so a
comparison with the number of staff by post in Table A may be more useful.
• Use to check that the ethnicity code has been provided for all staff, unless it is
being provided by the local authority. Note that “refused” and “information not
yet obtained” are acceptable codes.
• Use to check that Qualified Teacher Status has been provided for all teachers
and teaching assistants. This should be provided for all these staff unless the
local authority is providing it. It is optional for those staff with the posts of
“support staff” and “advisory teacher”.
• Use to check that pay information has been provided as expected for teachers
and teaching assistants. Even if pay information is being provided by the
school, there may legitimately be some teachers without pay information as
some service agreement teachers may be paid on a daily rate. Note that the
column entitled number of staff will include those staff who left during the
previous academic year and for whom pay information is not expected, so a
comparison with the number of staff by post in Table A may be more useful.
• This table will include both those staff in regular service as at Census day and
those whose contracts finished during the previous academic year. So the
number of staff by post may not correspond with the numbers in any of the
other tables.
Comparisons with other tables
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