This article explains the contract and service agreement type fields for your school workforce census (SWC). To view this information, you need to open the relevant employee's record:
Click Manager then click My Team.
Click the relevant employee.
You can now view the following information.
Contract and service agreement type
This is the employee's contract type. To view or edit this:
Click Employment then click Position.
Under Employment (Primary), click Edit.
Ensure the contract type matches the SWC Contract Type field.
Click Save.
Start date
This is the employment start date, to view this click Employment then click Position. You can find the date against the In post from field.
End date
This is the employee's contract end date. To view or amend this:
Click Employment then click Position.
Under Employment (Primary), click Edit.
If required, enter a contract end date.
Post
For an employee to appear in the SWC export, you need to set a post identifier. To do this:
Click the employee then click Employment.
Click Position then click Post Details.
Click Surveys then, next to SWC - School Workforce census, click Edit.
Complete the following fields:
Post Identifier
Teacher Subject
Role Identifier
Click Save.
Repeat these steps for each post.
Date of arrival in school
📌 Note: This information doesn't apply to centrally employed staff.
Click Employment then click Position.
To check the date, locate the Earliest Employment - Start Date field.
Pay review date
To check the last SWC pay review date, follow the steps below. This field only applies to teachers.
Click Employment.
Click Teacher then click General Teacher Details.
If required, click Edit then enter the required date in the SWC Last Pay Review Date field.
Click Save.
Reason for leaving
Contracted teaching assistants require this data even if they are also agency or SA teachers.
To appear in the SWC export, the field of termination reason needs to match the school workforce census termination reason.
You can check this in the following location:
Click Module Settings then click HR.
Click Termination Reason.
Click on each type of termination reason then select the applicable SWC code.
Destination
Within the relevant employee, click Admin.
Click Edit an Existing Post/Position.
To view the SWC destination, click the relevant position line.
Tip: The SWC destination appears at the bottom of the screen.
Origin
Within the relevant employee, click Admin.
Click Edit an Existing Post/Position.
To view the SWC origin, click the relevant position line.
Tip: The SWC origin appears at the bottom of the screen.
Role identifier
For an employee to appear in the SWC export, you need to set their role identifier. You can do this in bulk or individually.
In bulk
Click Employment then click Position.
Click Post Details.
For each post, click Surveys then click Edit.
Set the role identifier.
Note: If applicable, you can also set the teacher subject and post identifier.
Individually
To add additional role identifiers, e.g. SENco, follow the steps below.
Click Employment then click Teacher.
Set the role identifier.
Hours worked per week
This is the employee's contracted hours. To view this:
Click Employee then click Payroll.
Click Pay then view the Basic Pay section.
Weeks per year
This data isn't mandatory if the daily rate is yes.
📌 Note: Daily rate only applies to agency and SA teachers.
Category of additional payment
Additional payments need to include all payments earned since the previous census reference date.
Examples of additional payments include special educational needs allowances, teaching and learning responsibility payments. You should not include benefits in kind.
Additional payments are in the following location:
Click Employee then click Payroll.
Click Pay.
They are displayed as additions to basic pay or one-off pay adjustments. For additional payments to appear in the SWC export the pay element needs to match the school workforce census payment type. To do this:
Click Module Settings then click Payroll Settings.
Click Pay Element.
Click each type of additional payment then select the applicable SWC type.
⚠️ Important: Only permanent pay elements (for example, TLRs) will need to have a SWC Type added. Not all pay elements need this (for example, overtime should not have the SWC Type added).
Pay start date and pay end date
If a teacher is in receipt of a TLR3 payment, this must be for a fixed term. For these payments, you need to report the pay start and end dates, even if the start or end dates are outside of the reporting period.