School census

Preparing for Census

The upcoming School Census dates are listed below and we will update this page as and when we receive information from the Department for Education. The School Census guide from the DfE lists in detail what should be included in your census.

**maintained schools only

We strongly recommend that schools begin to prepare for the School Census by keeping all pupil databases up-to-date and ensuring those in charge of the return have access to the relevant systems.

Information for maintained schools

Please be aware that although your file may appear as if it has no queries, some may generate when the return is loaded into COLLECT, for example, term-on-term validations appear when your data is compared to your previous census. Also, if a pupil from your school appears on the duplicate reports, we may need to contact you to resolve this. Therefore we ask that you submit your file to us through Perspective Lite by the submission deadlines listed above to allow time to resolve any additional queries to ensure that funding is not impacted.

We also require an explanation for all queries in your census return with appropriate notepad entries where relevant, as these are then submitted to the DfE along with your file. Please send these explanations to our inbox MIEducation&WiderEH@kent.gov.uk as we cannot see notes that you put in the authorisation box in SIMS.

Key information for all schools

For the  Spring 2025 census return, if you are a SIMS schools you must ensure you have upgraded to:

• SIMS version - TBC
• Fileset version - TBC

Please ensure you send the correct file. For this census the filename will follow the pattern of 886XXXX_SC1_886LL25_nnn.XML where XXXX = DFE number and nnn = how many times the file has been created e.g. if created three times it will be 003.

Time frames for data items:

General information to help complete your return

Submitting your file to Management Information:

• Perspective Lite login queries - 08451 297196 perspectivesupport@angelsolutions.co.uk
• COLLECT guidance for Academies and Free Schools only
• General Guidance:
  • Infant, Primary, All through and Secondary Schools - LA Schools, Academies and Free Schools (PDF, 134.4 KB)
  • Pupil Referral Units (PDF, 138.4 KB)
  • Special Schools - LA Schools, Academies and Free Schools (PDF, 62.8 KB)
  • School Census Checklist - Data Checklist for SIMS (PDF, 175.0 KB)
• Guidance for those who use SIMS:
  • Producing School Census for Nursery Schools (PDF, 1022.0 KB)
  • Producing School Census for Primary Schools (PDF, 1.4 MB)
  • Producing School Census for Secondary Schools (PDF, 1.9 MB)
  • Producing School Census for Special Schools (PDF, 1.3 MB)
  • Producing School Census for Pupil Referral Units (PDF, 2.0 MB)
• Post Looked After Guidance for Arbor Users:
  • Recording Post Looked After children
• Specialist Resourced Provision:

  It is vital that KCC has an accurate view of pupils attending SRPs (Specialist Resourced Provision). Previously, the data returned on the school census has not been in line with funded provision, so the following guidance has been produced to support schools with SRPs with their recording so that data can be a) kept up-to-date, and b) returned accurately on every school census.

• Leavers guidance (PDF, 186.4 KB) and Joiners guidance (PDF, 228.8 KB)

Other Important Information and Documents

Reduced Timetable

• All Schools, Academies and Free Schools - Links and collection periods for reduced timetable information

Data Submission Guidance

• All Schools, Academies and Free Schools - Data Submission Guidance

Pupil Privacy Notice

• All Schools, Academies and Free Schools - Privacy Notice template for parents and pupils (DOC, 92.0 KB)

First Language Questionnaire

• First Language Questionnaire (PDF, 277.3 KB)

Ethnic Monitoring Questionnaire

• Ethnic Monitoring Questionnaire (PDF, 177.9 KB)

Contact information

For any queries regarding the data items within your census, the use of Perspective Lite or the resolution of errors and queries, please contact our team:

Phone: 03000 42 24 70
Email: MIEducation&WiderEH@kent.gov.uk

Please note any queries relating to software or system problems should be directed to your software supplier's helpline.

Some of the files on this page may not be suitable for users of assistive technology. See our accessibility statement for information on how to request an alternative format.