School Census

We will keep you posted of any updates either via email or here on Data Exchange

Important dates for the October 2017 School Census

  • Census Date: Thursday 5th October 2017
  • Deadline: Friday 6th October 2017
  • 100% approval deadline: Wednesday 1st November 2017
  • DfE Database closed to LAs: Wednesday 29th November 2017
  • DfE final database closure: Thursday 30th November 2017

School Census Guidance

Secure Access/COLLECT login page




Establishment Unique Reference Number

As well as the DfE number for each school, census will now collect the Unique Reference Number (URN) for each school.


Disability Access Fund indicator

(nursery schools and schools with nursery provision only)

The disability access fund (DAF) indicator records, for eligible pupils aged 3 and 4, the receipt of DAF funding. 3 and 4 year olds will be eligible for the DAF if they meet the following criteria:

• the child is in receipt of child disability living allowance; AND

• the child receives free early education.


Extended Childcare Hours

(nursery schools/schools with nursery provision offering extended childcare hours only)

Extended childcare hours are collected for a sub-set of the same pupils and schools (that is: pupils who were aged 3 or 4 as at 31 August) for whom funded hours are collected.

Eligible children (those with working parents) are able to access extended childcare hours from the term following a child’s third birthday until they reach compulsory school age. The data item is for pupils aged 3 and 4 who are in ‘E1’, ‘E2’, ‘N1’ or ‘N2’ only and who have working parents with a valid 30-hour code.  


30-hour code indicator

(nursery schools/schools with nursery provision offering extended childcare hours only)

The 30-hour code indicator is an 11-digit integer that is required for pupils who claim extended childcare hours.




Hours at Setting, Funded Hours and Extended Childcare Hours

(nursery schools and schools with nursery provision only)


Hours at Setting, Funded hours have changed from recording hours to one decimal place to recording hours to two decimal places.

Please note: this is decimal of hours and therefore does not record hours and minutes.

The new Extended Childcare Hours field is also recorded to two decimal places.

e.g. where a pupil has 10 and a half hours, this is recorded as 10.50; with 10 and three-quarter hours being 10.75


SEN Provision (reminder)

Transitional period from Statements (S) to EHCP (E) ends 1/4/2018.

The EHC plan code ‘E’ Category should only be used when the local authority has agreed a final plan. Where a pupil has an existing statement (‘S’), they must not be recorded as EHC plan (‘E’) without first completing such a review.

The old S code for statements will only be valid after 1/4/2018 in terms of SEN provision recorded on Exclusions in  May and October 2018 censuses.

Please arrange for your SENCO to provide full update of SEN status of pupils to your administrators prior to the census return date of 5th October 2017.


SEN Unit Indicator and Resourced Provision Indicator

The SEN unit indicator and resourced provision indicator have been amended to be collected each term/census.


‘Help us to help you’

Check Your Census Data on the COLLECT Familiarisation Website

The COLLECT familiarisation website allows you to upload a census file generated pre-census date to checksee if there are any errors or queries generated by the DfE school census validation rules. You can then use this information to make amendments to your data so that it is correct come the day of the School census. 

The census team can see test submissions from maintained schools and advise on any action needed prior to census day – we will also be happy to help any academies using the test system with any errors or queries.


Other information being collected in Census

  • Attendance data is being collected for Summer term for the majority of schools (now includes special schools, but does not include nursery schools) i.e. Easter Monday 17/04/2017 to 31/07/2017
  • Exclusions data collected in the Autumn Census is for the previous Spring Term i.e. All those exclusions with Start Dates between 1st January 2017 and Easter Sunday 16/04/2017

For more information please refer to the DfE guidance information.

For queries that are outside of available guidance information, please contact the Schools Census team or see the Contacts tab on this page.

(Please start the title/subject line of any e-mails with your schools 7 digit DfE number i.e.925****)


Future Census dates:

Term/Season:Census Date:
Spring 2018January 18, 2018
Summer 2018May 17, 2018
Autumn 2018October 4, 2018


For access to the Secure Forms section of LCC Data Exchange, please use the options at the top of this page just above the Data Exchange banner.



Last update: 30 August 2017Give feedback on this page
Bookmark with:

Site powered by Webstructure.NET