School and pupil census

Help and guidance from Department of Education

The Department of Education (DfE) produce a comprehensive web-based manual for the school census. These web pages include general guidance, recommended notepad entries and technical specifications which are all located on their help pages here: Complete the school census (opens new window).

If you have a query about data collections, use the DfE data collections service request form (opens new window).

Management Information System (MIS)

Most software providers will have their own guidance documents to assist you in running the school census module and producing the XML file.

For any issues relating to your MIS, contact your provider directly as the census team can't provide support for your system.

Dealing with errors and queries

After uploading your return, you must check to see if there are any errors and queries on your return. This must be checked within COLLECT, even if your MIS does not show any errors or queries. To check for errors and queries you will need to open your return and select the 'all errors' button.

The DfE will not approve any returns where there are unresolved errors and queries.

The majority of errors require data to be amended and a new file uploaded. For queries, generally if correct, a notepad entry will need to be added. Both the DfE and the local authority produce documents advising the correct wording for each query. Use these documents as the DfE may reject notes without the correct wording.

Get guidance on checking your data (opens new window) on the DfE website.

DfE Sign-in (formerly Secure Access)

This is the same system used to access Get Information About Pupils (GIAP), Get Information About Schools (GIAS), and School to School (s2s) and you will now use this to access the COLLECT portal to submit your census file.

Further guidance

If you have referred to the DfE guidance documents and you still need help, email cs.schooldata@norfolk.gov.uk and a member of the team will get back to you as soon as possible.