How to prepare for the School Workforce Census

The School Workforce Census is a key annual requirement for UK schools, and while it can feel pressured when the submission window opens, it doesn’t need to be overwhelming.

With the right approach, you can simplify the process, reduce last-minute work, and ensure your data is accurate and compliant.

Every HR by IRIS is designed specifically for schools and trusts, helping you manage employee data, reporting, and HR analytics in one place. Here’s how to approach your School Workforce Census with confidence.

Why preparation is key

Census requirements from the DfE can change year to year, and local authorities may also introduce additional guidance.

Relying on last-minute checks can therefore be risky and time-consuming. The most effective approach is to maintain clean, accurate data throughout the year.

By doing so, you’ll reduce workload during the census window and avoid common errors or delays.

Where your census data comes from

In Every HR, census data is pulled from several parts of the system, including:

• Employee records
• Job and salary information
• Qualification records
• Absence management
• Pay additions and allowances

This means your census is only as accurate as the data already held in your system. If these areas are incomplete or inconsistent, then issues will come up during validation.

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Key data areas to maintain

Personal information

Employee details form the foundation of your census data. Keep the following fields up to date:

• Full name (including former names where relevant)
• Date of birth
• Gender
• National Insurance number
• Teacher number
• Ethnicity and disability (where applicable)

Where permissions are enabled, employees can update some sensitive information themselves, and setting up notifications ensures you stay informed of any changes.

Qualifications

The qualifications section directly feeds into the census and should be carefully maintained. Key data includes:

• Qualified Teacher Status (QTS)
• QTS verification date
• Degree and subject
• Additional qualifications

Unlike personal information, this area must be managed by HR or authorised users, so it’s important to regularly review and update it.

Job information

Job data defines each employee’s census record. Key fields include:

• Role identifier and type of post
• Employment start date
• Origin and destination (for new starters and leavers)
• Reason for leaving
• Contract type
• Inclusion in the workforce census

It’s especially important to check that all relevant staff are marked as included in the census – this is a simple setting that can easily be overlooked.

Salary information

Salary requirements vary depending on role, but typically include:

• Salary or daily rate
• Pay range and pay start date
• Last pay review date
• Leadership pay (for applicable roles)

For leadership positions, predefined pay ranges must align correctly with the role to ensure accurate reporting.

Additions and allowances

Additional payments, such as TLRs or allowances, should also be recorded, with clear titles, amounts, and start dates.

Keeping this information up to date ensures it is correctly reflected in your census submission.

Practical ways to stay on top of your data

Use the “Incomplete Records” tool

This feature is one of the most effective ways to maintain data quality.

It allows you to:

• Identify missing fields across employee records
• Customise which fields are monitored
• Export reports for wider review

By aligning this tool with census-required fields, you can monitor data quality year-round, rather than relying on last-minute checks. This can be managed in the “Settings” area of the Employee module under the “Incomplete records” tab.

You can choose to exclude fields from the Incomplete records check, but we recommend including everything so the system highlights missing data and helps keep your records accurate and your census easier to complete.

Manage updates efficiently

There are two main ways to update employee data:

Individual updates – ideal for one-off changes and maintaining accurate historical records through effective dating.

Bulk updates (via import spreadsheet) – useful for making large-scale updates quickly, such as adding missing data across multiple records.

However, bulk imports don’t support backdating, so they should be used carefully – especially for job and salary-related changes.

Keep absence data accurate

Absence data is another key component of the census.

Within Every HR, you can:

• View all absence instances across your organisation
• Filter and export absence data
• Add historical absence records in bulk if needed

Existing records must be edited individually, so maintaining accurate data in real time is the most efficient approach.

Set up notifications

Notifications help you stay in control of ongoing data changes. You can configure alerts for:

• Personal information updates
• Bank detail changes
• Probation milestones
• Employee leavers

This helps you stay aware of updates that could impact your census data.

What happens during the census window

Once the census window opens, you can generate your report within Every HR.

At this stage, you will:

• Select which data to include (staff, absences, contracts, qualifications, etc.)
• Run a “check for errors” process
• Review system-generated queries and recommendations

Errors must be resolved before submission, while queries highlight potential improvements but are not mandatory.

You can also download a draft version of the census to share with senior leadership for review before submitting your final report.

Final tips for a smoother census

To reduce pressure and avoid last-minute issues, a structured, year-round approach makes a significant difference.

• Use incomplete records to identify gaps early
• Be cautious with bulk updates to salary and job data, particularly where historical accuracy matters 
• Regularly review absence and qualification records to ensure completeness 
• Validate your data internally before generating the census report

In summary

A successful School Workforce Census starts with strong preparation.

By maintaining accurate data and taking a proactive approach, you can reduce workload and improve submission accuracy.

With the right tools in place, managing your census becomes simpler, giving you confidence your data is ready when you need it.

Supporting resources

If you’re an existing Every HR user, you can also watch our on-demand webinar for practical guidance on preparing for the School Workforce Census.