SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

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School Workforce Census – Workforce Member Basic Details Detail Report Checking Guidance

School Workforce Census Detail Report Checking Guidance

Staff Included:

Teachers: Comprises of classroom teachers, head teachers, deputy/assistant head teachers, executive head teachers, advanced skills teachers and excellence teachers.
Teaching Assistants: Comprises those support staff based in the classroom for learning and pupil support. (e.g. HLTAs, TAs, INAs etc).
Support Staff: Comprises those support staff that are not classroom based. (e.g. office staff, MDSAs, IT technicians, premises and catering staff etc).

Data Collected:

Snapshot on Census Day – staff in regular service on census day
Historical Data – staff with regular service that have contracts/service agreements start and/or end between 01/09/18 and 07/11/19 (previous academic year to census day)

For more detailed report criteria see the notes at the top of the relevant detail report.

For all staff level data included in the return, the staff are/have been in regular service at the school.

Workforce Member Basic Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day and Historical Data

Important Info: Report lists all basic details for staff

Checks to make:

Check that there is no missing data in the NI Number, Ethnicity and Disability columns.
Check that less than 20% of the ethnicities are Unknown.
Check all basic details are correct.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Area Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day and Historical Data

Important Info: Information collected is split up into two main headings, Snapshot Data on Census Day and Historical Data.

Checks to make:

Check that all the staff in the return has a tick in one of the four columns, Contracts and Service Agreements under the Snapshot Data On Census Day heading and Contracts and Service Agreements under the Historical Data heading.
If there is a cross in all four of these columns then there is something wrong in the contract which is stopping the information coming through.
It is perfectly acceptable to just have a tick in one of the four columns, or you may find you have two ticks, one in the Snapshot Data On Census Day and one in the Historical Data. This will occur when a member of staff has had a change of contract in the previous academic year and is still employed at the school.
If a member of staff has two or more contracts that are current or have ended then the SWC Post will show two or more posts depending on the number of contracts they have.
There should be at least one tick in the Absence column, as all absences for TAs and Teachers should be recorded on SIMS.
The Curriculum column under the Snapshot Data on Census Day only appears for Secondary Schools.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Professional Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day and Historical Data

Important Info: Report lists all professional details about staff

Checks to make:

Check the following columns; Teacher Number, QT QTLS EYT Status and HLTA Status:
All Teachers should have a Teacher Number in the Return, for everyone else it will show a dash (unless you are employing a member of staff who is a qualified teacher, but not in a teaching role).
For Teachers and TAs the QT QTLS EYT Status column should show Yes or No. For all other support staff the value should be a dash.
All staff with a contract in the return should have an HTLA value recorded. Only those that are qualified HLTAs should have a Yes value showing. An HLTA value will not appear for those teachers with just a service agreement.
If a member of staff is a qualified HLTA, but is not employed as an HLTA, the HLTA Status should still be Yes.
Check all professional details are correct.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Contract/Service Agreement Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day and Historical Data

Important Info: Report lists all contracts in the return

Checks to make:

Check that all the staff have the correct number of contracts showing in the return and that the role is the relevant role for the contract.

Anyone with an SWC post of Support Staff will have a dash in the following columns; School Arrival Date, Destination and Origin. This is because the data is not collected for them.
Anyone with a Teaching or Teaching Assistant SWC Post will have all this information collected if relevant (i.e. the destination column will have a dash for a contract still open).
Check that there are no contracts/service agreements in the return with zero hours per week, or zero FTE hours or zero weeks per year.
Check all contracts/service agreements are correct.
Those staff with service agreements that are paid on a daily rate should have a dash in the destination, origin, hours per week, FTE hours and weeks per year columns.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Payment Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day

Important Info: If daily rate is Yes, Scale, Region Spine, Spine Point, Base Pay, Safeguarded Salary and Additional Payment information are not required. If daily rate is No, Base Pay will then be provided (This relates to service agreements).

Base Pay is provided for all staff now and reflects the annual salary as at the census day. For part-time staff, this should not be adjusted to the pay of a full-time equivalent member of staff. For staff starting part way through the year this should not be adjusted downwards.

Base pay excludes additional payments.

Checks to make:

Check that the Base Pay is correct.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Allowance Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day and Historical Data

Important Info: Report lists all allowances in the return

SWC Additional Payment Amount is derived from ((Annual allowance x pay factor)/12) x applicable months

Payment date is assumed to be the 28^th of the month

Checks to make:

Check that the Allowance Annual Amount is correct

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Absence Details Detail Report

Staff Included: Teachers and TAs

Data Collected: Historical Data for previous academic year

Important Info: Working days lost is only collected for the Sickness Type Absence

Checks to make:

Check that any absences with no Last Day of Absence were still ongoing at the end of the last academic year.
If they were not still ongoing an end date needs to be added to the absence in personnel.
Check absences are all correct.

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Workforce Member Qualification Details Detail Report

Staff Included: Teachers, TAs and Support Staff

Data Collected: Snapshot on Census Day

Important Info: Report lists all qualifications at degree level or above in the return

Checks to make:

Check that the qualifications are correct
If no exact subject match can be found, this can be left blank

SCHOOL WORKFORCE CENSUS DETAIL REPORT CHECKING GUIDANCE STAFF INCLUDED

Version 1.0 - 6 - Last Updated: October 2018

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