Staff details for school workforce census | Access Education People| Access UK Help Centre

This article explains the staff details fields for your school workforce census (SWC). To view this information, you need to open the relevant employee's record and then view the following information.

Teacher number	The teacher number is available on the employee record. To find this: Click Employment. Click Teacher then click Edit. Make your changes then click Save.
Family name	To view or edit the employee's surname: Click Person. Click Profile then click Edit. If required, amend the surname then click Save.
Given name	To view or edit the employee's forename: Click Person. Click Profile then click Edit. If required, amend the forename then click Save.
Former family names	To view or edit the employee's previous surname: Click Person. Click Profile then click Edit. If required, amend the previous surname then click Save.
NI number	To view or edit the employee's national insurance (NI) number: Click Person. Click Profile then click Edit. Select the Provided check box then enter the NI number. If you don't have the employee's NI number, select the Not Provided check box then select a reason. Click Save.
Gender	To get the gender to appear in the SWC export, it needs to match the school workforce census gender field. To check this: Click Module Settings then click General. Click Person Gender.
Date of birth	To view or edit the employee's date of birth: Click Person. Click Profile then click Edit. If required, amend the date of birth then click Save.
Ethnic code	To get the ethnic code to appear in the SWC export, the ethnicity field needs to match the school workforce census ethnicity field. To check this: Click Module Settings then click General. Click Ethnicity.
Disability	To view or edit the employee's disability: Click Person then click Profile. Under Sensitive Info click Edit. On the Disability list, select the required option. Click Save.
QTS	To view or edit the employee's qualified teacher status: Click Employment. Click Teacher then click General Teacher Details. If required, click Edit then select the QTS - Qualified Teacher Status check box. Click Save.
QTLS	To view or edit the employee's qualified teacher learning and skills: Click Employment. Click Teacher then click General Teacher Details. If required, click Edit, then select the QTLS - Qualified Teacher Learning & Skills check box. Click Save.
NQTS	To view or edit the employee's NQT: Click Employment. Click Teacher then click General Teacher Details. If required, click Edit then select the QTS - Qualified Teacher Status check box. On the NQT - Newly Qualified Teacher list, select the relevant option. Note: Staff must maintain this field for employees.
EYTS	To view or edit the employee's early years teaching status: Click Employment. Click Teacher then click General Teacher Details. If required, click Edit then select the EYTS - Early Years Teaching Status check box. Click Save.
HLTA status	To view or edit the employee's higher level teaching assistant status: Note: This is a required field for contracted teaching assistants and contracted other support staff, even if they're agency or SA teachers. Click Employment. Click Teacher then click General Teacher Details. If required, click Edit then select the Higher Level Teaching Assistant check box. Click Save.
QTS route	To view or edit the employee's qualification route: Note: This is mandatory for all staff who, in the last year, are in their first position since qualifying as a teacher. Click Employment. Click Teacher then click General Teacher Details. If required, click Edit then on the Qualification Route list, select the relevant option.