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Schools Workforce Census

Get ready to export the SWC and resolve errors.

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SWC Guides

Step-by-step guidance to set up your system in preparation for the SWC.

Add or remove a SWC role identifierFollow these steps to add or remove a role identifier to an employee or post. This information is mandatory for the Schools Workforce Census.
Set up TLRs to pull through on the SWC exportAdditions to basic pay such as TLRs can be set up to pull through on the SWC export by following the steps in this article.
Run a SWC validation reportFollow these steps to run a validation report to check the data for the School Workforce Census before submitting it to the DfE.
SWC DestinationsFollow these steps to set up SWC destinations and assign them to employees.
Add agency staff to the SWCThis article provides information on recording agency staff members for the Schools Workforce Census.
Data manager for school workforce censusFollow these steps to use the Data Manager feature to upload SWC information in bulk.
Staff details for school workforce censusWhere can I store my staff details and what does each field mean?
Absence for school workforce censusFollow these steps to correctly set up absence for the SWC.
Curriculum with school workforce censusThis article offers information on how to add subjects to an employee's teacher details.
Contract and service agreement for school workforce censusWhat is the contract and service agreement type used for?
SWC Teaching staff headcount - Data point definitionsThis article provides guidance on the Teaching, Non QTS and Unknown terms for the SWC.
School Workforce Census - Add reason for leaving to terminated employeesFollow these steps to add a reason for leaving to a terminated employee retrospectively.
Run the SWC Data Collection reportYou can report on your SWC data by running the standard report as described in this article.
Permissions needed to prepare for the SWCThe employees who need to set up the system to prepare for the Schools Workforce Census will need the permissions mentioned in this article.
Export the school workforce censusHow do I generate my school workforce census data?
Get ready to export your school workforce census dataHow do I setup my software for the school workforce census?
The school workforce census webinarCan I view a recording of the SWC webinar?
School workforce census guideThis article provides guidance on setting up Education People for the school workforce census.

SWC Errors

Resolve SWC errors before uploading to COLLECT.

SWC error: 'The collection identifier tag 'Collection' did not contain the expected value SC within the file'Unable to upload into collect error it is not in the correct format ERROR: 'The collection identifier tag 'Collection' did not contain the expected value SC within the file'.
SWC error: 'The headcount number of teachers including advisor teachers is significantly different from last year'Follow these steps to resolve the error 'The headcount number of teachers including advisor teachers is significantly different from last year'.
SWC error: 'At least one staff record in this school's return should show a role Head Teacher or Executive Head Teacher'Follow these steps to resolve the error 'At least one staff record in this school's return should show a role Head Teacher or Executive Head Teacher'.
SWC error: 'Please note that this return contains no vacancy records'This article provides information on exporting vacancies on the SWC for COLLECT.
SWC error: 'At least one staff record in the schools return should show a role of SENC (SEN Co-ordinator)'Follow these steps to resolve the error in COLLECT 'At least one staff record in the schools return should show a role of SENC (SEN Co-ordinator)'
SWC error: 'If Leaving Reason is 'Not Applicable - Change of Contract' then Destination must be the same'
SWC error: 'School workforce census base pay required'Follow these steps if you receive an error related to the base pay required on the SWC report.
SWC error: 'If staff member is not paid by a daily rate, then pay range must be included'This article provides information on the error 'If staff member is not paid by a daily rate, then pay range must be included' on your SWC export.
SWC error: 'Sex is missing or invalid' in COLLECT and on the error list reportIn this article, we explain how to resolve the 'Sex is missing or invalid' error in COLLECT.
SWC error: 'The same person has a total Full Time Equivalent ratio greater than 1.5'Follow these steps to resolve the error 'The same person has a total Full Time Equivalent ratio greater than 1.5'.
SWC error: 'Post is missing or invalid'Follow these steps to resolve the error 'Post is missing or invalid' from the SWC error report.
SWC error: 'Teacher appears to be in first year of induction after more than 2 years in post'Follow these steps to resolve the error 'Teacher appears to be in first year of induction after more than 2 years in post'.

SWC Troubleshooting

Troubleshoot issues related to SWC that aren't specific COLLECT errors.

School joined the trust and no employees are showing on the SWC reportNo Employees are showing on the School Workforce Report, all SWC settings have been checked.
No staff showing as 'Classroom Teacher' on the SWC SummaryFollow these steps if there are zero staff members showing as 'Classroom Teacher, upper pay range' or 'Classroom Teacher, main pay range'.
SWC Pay range Min and Max not showing for some leadership employeesFollow the guidance in this article if the pay range Min and Max are not showing for some Leadership Employees on the SWC Report.
Incorrect TLR values on the SWC exportFollow these steps if you've run your SWC export but the values for TLRs are incorrect or outdated.
Gender not feeding through to the SWC reportFollow these steps to correctly set up the SWC gender in the system.
Absences not showing on the SWC ReportFollow these steps if you've run the SWC export and some of the absences are not being displayed on the report.
QTS not showing on the SWC exportFollow these steps if a Qualified Teacher Status is not showing on the School Workforce Census export or reports.
Ethnicity not showing on the SWC exportFollow these steps if an employee's ethnicity is not showing on the School Workforce Census export or reports.
School is not appearing in the dropdown to generate the SWC exportFollow these steps if one of your schools is not appearing in the list when going to generate a SWC export for it.
Employees not showing on the SWC report/exportFollow these steps to set up an employee so they will be displayed on the School Workforce Census export and reports.