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Connect-Up Support Services GDPR Preperations.

The upcoming changes to the data privacy law are very extensive and daunting to schools.  Connect-Up has continued its approach of producing informed briefings, toolkit focused training courses and hands-on practical workshops, in order to provide the skills your school will need to meet these new complicated and legal requirements from May 2018.

Part of the process that all schools should be doing is to check that companies who process data on your behalf are making the same preparation efforts for the new law that you in school are making.  The majority of companies are simply adding details to their websites (Connect-up are doing this as well) but this requires you to actively search for these.  Connect-Up is trying to make to process simpler by contacting you directly with our standard processor letter which explains the steps we take when processing any from you in a legal and secure manner.  Please click the link below for a copy of our letter.

Connect-Up Processor Letter

Don’t forget that the General Data Protection Regulation comes into force on the 25th of May and that we offer a wide range of training and consultancy on data protection to our schools including

All Staff Briefings

SLT Briefings

Data Lead / Chief Privacy Officer Training

Gatekeepers Training

Progress Check / GAP Analysis Consultancy

If you would like to request further information or discuss your school’s data compliance, please feel free to contact me.

Kindest regards
Peter Brookes
School Compliance Advisor/Statutory Consultant
Connect-Up Support Services

CES Census 2018 (Catholic Schools in England and Wales)

CES Census 2018 (Catholic Schools in England and Wales)


Updated 22/01/2018 at 12:50 – Issues with reporting of religions other than Catholic

Unfortunately, there is a problem with the way in which we are counting religions other than Catholic that can result in underreporting of such religions.  For example, if a school decided to create additional religion Lookup Codes for Sunni and Shi’ite Muslims and set the Categories for the Lookup Codes to Muslim, only the pupils original Muslim Lookup Code would be included as Muslim and the addition Lookups Codes would be counted as no religion.

We apologise for this mistake on our part and have made patch 23611 available from SOLUS to correct his mistake.

Once the patch has been applied, schools should proceed as follows.

1. Open Tools | Lookups | Maintain and select Home Religion as the lookup type.

2. Ensure that each Active religion code has an appropriate religion category, e.g. a code for Church of England should have a category of CH (Christian).

3. Run Create & Validate for the Census return to ensure that the correct category data is reported in the Census.

We have added steps 1 and 2 above to this newsfeed item, as we have found that the religion mapping is missing in some schools, which has resulted in the religion being reported as missing in the return for those schools.


Added 03/01/2018 at 09:50 – Issues with reporting of religions other than Catholic

Unfortunately, there is a problem with the way in which we are counting religions other than Catholic that can result in underreporting of such religions. For example, if a school decided to create additional religion Lookup Codes for Sunni and Shi’ite Muslims and set the Categories for the Lookup Codes to Muslim, only the pupils original Muslim Lookup Code would be included as Muslim and the addition Lookups Codes would be counted as no religion.

A patch 23611 available and will be depolyed to all Catholic Schools.

SIMS Returns – School Workforce Census 2017

 School Workforce Census 2017 Docuementation

census day: 2 November 2017

Preparing for the School Workforce Census 2017

Producing the School Workforce Census 2017

School Workforce Census Validation Errors and Resolutions guide

A powerpoint highlighting changes for 2017.


School Workforce Census



Added 14/11/2017 at 12:10 – Deadline for upload to COLLECT

Please note that the DfE deadline for uploading an acceptable return to COLLECT is Friday 1st December, but you should note that where your LA or support unit is involved with providing the return to the DfE, they may well have an earlier deadline date.


Added 06/11/2017 at 14:40 – Academies with 0 Validation Errors and Queries 


Where 0 validation errors and queries are being reported for an academy, it is worth checking the detail reports to find out if any historical information is being reported, e.g. absences.  If historical information is missing for an academy, the most likely reason is that the software is confused regarding the date the academy opened.  The SWC software uses the date the URN changed as entered in School Details to determine the date the academy opened, so the first thing I would try to get around the problem is to enter something in the previous URN field (from a Census point of view it doesn’t matter what is entered in the previous URN field as long as it is not the same as the current URN) and then enter the date the academy opened in the date the URN changed field.

If you find that you have to do this even when the URN has not changed (where the academy was not formed from an existing school) this would be a bug in the software that should be reported to you help desk.  Obviously, a school could work around the issue as described above, but if the issue is found to exist I would be obliged if it was reported to the help desk to ensure that it is fixed for the future.

Added 03/11/2017 at 14:50 – DfE validation errors 6220 and 6240

The DfE has confirmed that there is a mistake in their school validation which results in validation errors 6220 and 6240 be triggered for the following JACS 3 codes when they are actually fully acceptable codes.  The DfE will not be providing any further update to their school validation to correct these mistakes.

A000 Medicine & dentistry
B000 Subjects allied to medicine
C000 Biological sciences
D000 Veterinary sciences, agriculture & related subjects
F000 Physical sciences
H000 Engineering
J000 Technologies
K000 Architecture, building & planning
L000 Social studies
M000 Law
N000 Business & administrative studies
P000 Mass communications & documentation
Q000 Linguistics, classics & related subjects
R000 European languages, literature & related subjects
T000 Eastern, Asiatic, African, American & Australasian languages, literature & related subjects
V000 Historical & philosophical studies
W000 Creative arts & design
X000 Education
Y000 Combined/general subject unspecified


The Enumeration date for the 2017 SWC is Thursday 2nd November. Please note that where the return date falls on a school holiday data schools should base their snapshot data on the next working day, where practicable. Counts of occasional staff and of third party support staff should be based on the next working day and curriculum data should be based on a typical week.


Please find here a SIMS report definition which can be used to check data to be collected from staff

Please download the file to a given location on your network and then import it to SIMS via Reports > Import.

You will then find the report in the Staff Focus.

The report name is Staff Checking Sheet for Partial SWC v3.

Download and unzip.



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.


Added 19/03/2017 at 18:50 – Changes to the DfE Specification compared to 2016

  1. CBDS (Common Basic Dataset) numbers corrected
    Agency and Third Party Support Staff number changed from 200567 to 200648.
    Disability Indicator number changed from 400320 to 400362
  2. Definition of Pay Data
    A line has been added to note 11 to define what is meant by Pay Data,
    “the contents of the Payments and Additional Payments modules, unless Daily rate = Yes”
  3. End Dates for Fixed Term Contracts
    Business rules for section 3.1 and 5.3 have been modified to indicate that Fixed Term Contracts must always have end dates.
  4. Qualification Subjects
    A line has been added to note 27 to indicate that JACS (Joint Academic Council) codes 2.0 has been superseded by JACS codes 3.0.
  5. XML Encoding Version
    Now indicates encoding UTF-8 to define the character set that can be included.

Summer Census 2017

Please find below the information on creating and publishing the summer 2017 Pupil Census which will be held on Thursday 18th of May.

Your SIMS version will need to be 7.174 (can be seen via help/about SIMS) and the latest fileset issued by the DfE is 602, which will be deployed automatically to your server over the next couple of days but please ensure you have this fileset before you complete and publish your census.

Capita has released  Fileset_602 to address changes made by the DfE in the upcoming census on the 18th May 2017

Added 15th May 2017 at 16:00 Problem with DfE validation query 2010Q

This validation should be counting how many pupils are not taught in the normal year for their age and then dividing this by the total number of pupils to identify the situation where more than 10% of pupils are taught outside of the normal year for their age.  Unfortunately, this validation can be triggered incorrectly in schools with nursery age pupils, as the DfE coding will count all nursery age pupils that aren’t taught in E1 or E2 as not taught in the normal year for their age.

We believed that the DfE were going to provide an update to their school validation to deal with this sort of mistake, but we now understand that this will not happen and that the schools involved will have to ignore the query in these circumstances.



Please find the user guides below which provides information on preparing and producing the autumn 2016 census return.

New Data collected and changes to existing data:

Resources to support the production of the summer census are now available from the web site.

Key dates for the summer census are:

  • Census reference date: 18/05/2017
  • Attendance collection: 01/01/2017 – 16/04/2017 (inc)
    • Only pupils aged 4 to 15 on 31/08/2016
  • Exclusion collection: 01/09/2016 – 31/12/2016 (inc)
  • FSM eligibility records: 20/01/2017 – 18/05/2017 (inc)
  • Secondary Schools Learning Support: 01/08/2016 – 18/05/2017 (inc)
  • The return will include information on all pupils on roll on census reference date and leavers with
    • attendance in the Spring Term 2017
    • and/or, exclusions in the Autumn Term 2016
    • and/or, learner support to report since the start of the 2016/17 academic year

Important Changes to the Summer Census

Known Issues

  • Validation query 1870Q is being reported where it does not seem to apply.  We have reported this to the DfE.

Essential docs:

Preparing for the Census (Primary & Special Schools)

Preparing for the Census (Secondary & PRU)

Preparing for the Independent Schools Statutory Returns 2017

Preparing for Census (Post 16)

Producing the Summer Census:

Producing the School Census (English Nursery Schools)

Producing Summer Census Primary

Producing Summer Census Secondary

Producing Summer Census Special

Producing School Census Reports


Errors and Validation:

Census Validation Errrors

Please ensure you check the Essential Reading section of our website for any last minute information on census day before you publish your census to the local authority or DfE.

If you have any questions please don’t hesitate to contact us on 0113 2105008.

FMS Year End Information for Schools

With schools now preparing for their end of year for finance, we have put together a list of the Leeds City Council Documents to which you may find of use.

Also enclosed on this page is the FMS User Manual Version 6.140 which is a user guide on using the different areas within the FMS software.

Year End Documentation for Schools:

FMS Version (6.140) FMS User Manual

Closedown 2014-15 School OSL&OSD Form

Closedown 2014-15 schools SIMS_FMS


Dealing with School Closures (Enforced Closures)

As a school you may have to make the decision to close school this could be for example if the boiler breaks down or due to adverse weather conditions.

Please read through the guidance information attached to this article on how to record this information within SIMS Attendance. This has to be recorded as an enforced closure.


Entering an Enforced School Closure in Sims Document

School Census 2015 Known Errors

This page contains error codes for the January 2015 school census, further details to follow…


2170 (New SEN Codes)

With the new SEN codes being updated it has been found that the need types have to be updated as the old codes appear in red.

For example those children on the codes of Behavioural Emotional and Social Difficulties has been replaced with alternative codes and we strongly suggest you check through each child on this codeset.

2020Q  (Pupils taught out of year)

This error is currently being investigated by Capita as it appears this error is triggered for leavers in the previous term.

The Fix for this error will be included in a new Fileset 187.



January School Census 2015 Newspage

Connect-Up Support have put together the January School Census 2015 news page to help you locate the documents required to complete the January School Census 2015.

All changes have been outlined in these documents and we strongly advise you to read these documents.

This includes the class time information on what time to do your school census, national curriculum years DOB chart and the funded hour’s table of entitlement.

Further Important Pupil Premium Information can be viewed within our other online article displayed below this article.  

The January Census 2015 is an important census as this looks at your funding for the next academic year. Changes outlined are adopted from care changes, school dinners taken and changes to the codes for special educational needs.

Schools will need to be on Version 7.161 to complete the school census and Fileset 187 (the fileset is displayed when browsing for the census return.)

The documents we have included are as follows, you can click on each option to view;

1) A Preparing Census return guide (this covers primary schools and special schools)

2) A Producing Census return guide (each separate guide is labelled accordingly to the schools phase, one for primary, specials and PRU’s.)
3) An FAQ document for statutory returns
4) DFE School Census guide version 1.8
5) QRS School Census Producing School Census Reports

If you require any further advice or information then please do not hesitate to contact our support team on 0113 2105008.

Please note that the latest fileset 187 has been deployed to all Connect-Up Supported Schools. 

We have included some useful screenshots below of this information;

 Number Of Free School Meals Taken On Census Day:

Enter the Number of free school meals taken on census day by pupils, in
any year, who are eligible for Free School Meals.

  • Pupils should be included only if they meet the Free School Meals eligibility
    criteria (i.e. in respect to family income).
  • If your school has pupils of a young age, do not include pupils taking
    school meals in Reception, Year 1 and Year 2, if they are not eligible for
    Free School Meals in respect to family income, e.g. they are receiving a
    Universal Infant School Meal only.

Time to do the Census based on your DfE Code;

Selected Time on Census Day (Added 12/01/2015)

The DfE has indicated that the Selected Time information provided in their guidance documents was incorrect and will be corrected by bringing it into line with the information in their specification.

Last digit of DFE number Selected time
4, 7, 8 or 9 The selected time is one hour after the start of afternoon school
0, 1 or 5 The selected time is one hour after the start of morning school
2, 3 or 6 The selected time is one hour before the end of morning school


National Curriculum Years for 2015 after 31/08/2013










Funded Hours Table for 2,3,4 year olds







Extended Services Explained

You can access these through Focus | School | School Details


• Before school childcare and/or activities for school-age children (term-time).
• After school childcare and/or activities for school-age children (term-time
• Childcare and/or activities, for school-age children during school holidays.
• Childcare integrated with a nursery education place for three and four year olds (term time).
• Childcare during school holidays for three and four year olds in nursery education.
• Other forms of childcare including any form of childcare not covered by codes above.
• Childcare or activities for school-age children are offered 8am – 6pm 5 days per week, all year round.
• Childcare for 3 & 4 yr olds in nursery education is offered 8am – 6pm 5 days per week, all year round.
• Childcare for children up to three years old, 5 days a week, all year round.
• Childcare or activities is for children are offered in partnership with other schools
• Childcare or activities are offered in partnership with external providers
• Study support, sports, arts, music, ICT and/or volunteering opportunities for pupils outside sch hrs.
• Community use of school’s sports, arts, ICT or other facilities and spaces
• Information sessions for all parents of pupils entering Reception and Year 7.
• Parenting groups using structured manual-based parenting programmes.
• Specialised support, including for parents whose children have problems with attendance/behaviour.
• Information on national/local advice and support for parents
• Any other parenting/family support which does not use structured manuals, a parents room, etc.
• Adult education (excluding family learning i.e. without children)
• Family learning (parents/carers/other adult family members and children learning together)
• Health/therapeutic services, health promotion activities and physical therapies for the community.
• Social care services for the community
• Other advice and support services (e.g. financial, benefit and employment advice) for the community.
• Work with health professionals to support your pupils
• Work with social care professionals to support your pupils
• Other category of extended service in your school which are not covered by other codes

updated 15/01/2015

The School Workforce Census 2014 Information Page

Changes Compared to SWC 2013 (Added 28/01 17:45)

Census Reference Date 6th November 2014

Collection of information for PRUs is now the same as for other schools as the period when the staff in PRUs were centrally employed is now irrelevant.

QTS route now to be included for all staff who, since the previous school workforce census, have taken up their first position since qualifying as a teacher, regardless of when they qualified

School Direct and School Direct (salaries) now included in the range of QTS routes.

Base pay now has to be included even if (non statutory) Pay Spines and Points are included. Validation rule 4540 has been adjusted to take account of this.

The DfE expects there to be less instances when Pay Spine and Points are included.

‘Advanced Skills Teacher’ and ‘Excellent Teacher’ pay scales have been superseded by ‘Leading Practitioner’. Validation rules 4500 and 4505 have been removed to take account of this.

New validation queries added.

Check that birth dates are not defaulting to 1 January

Check that salaries are above the minimum wage and below the local government maximum

Check that staff are not recorded as working more than 48 hours per week

New validation error added

Check that Weeks Per Year is not greater than 53


Important changes to the Pupil Premium

Read more