CES Census Guidance Update No.3
28.03.2007
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Frequently Asked Questions (FAQ)
Q.1. Where can I find the CES Census form?
A.1. A complete copy of the form is included in the Guidance: http://www.cesew.org.uk/standard.asp?id=4840
Q.2. I want to print out a copy of the CES Census and gather all the information first, and I can't get past the first page.
A.2. The Guidance contains a complete set of screen shots of the questions.
Q.3. I click on "Next page" and I can't get to the next page.
A.3. All questions are mandatory (with the exception of question 4). Therefore if you have not answered a mandatory question, you will not be able to move to the next page. A pop up box will remind you to go back and answer all mandatory questions.
Q.4. How can I ensure my data is valid?
A.4. The form will only check the validity of your data entry not whether the data you are entering is correct.
Completion of all questions is required (with the exception of Question 4). The Guidance advises when “n/a" ("not applicable”) is an acceptable response. (When you try to navigate to the next page/screen, if you have left any mandatory question unanswered, a pop up box will ask you to go back and complete the mandatory question(s). You will, however, be able to print and save the form at any stage.)
Q.5 How can I save the partly-completed form and return to it later?
A.5. The "Save & exit" button is located at the bottom left of the page/screen. It will be possible to save an incomplete page/screen and return to it. However, it will not be possible to move to the next page/screen until all the questions on the previous page have been completed. Further information is available on pages 16 and 17 of the Guidance.
Q.6. When and how can I print the form?
A.6. The form can be printed at any time during the completion process. Scroll down to the bottom of the page/screen to locate the "Print the form" button. (You will find a complete set of screen shots of the Census at the end of the Guidance.)
Q.7. How do I know the form has been received by the CES?
A.7. When you have completed the form successfully i.e. answered ALL questions (with the exception of question 4, which is not mandatory), and confirmed you do not wish to change any of the data, you will find a "Submit" button at the bottom of the last page/screen on the right hand side. Once you have clicked on this you will receive an email message thanking you for submitting your form. This is confirmation that the completed form has been received by CES.
Q.8. Can I omit any fields?
A.8. All questions have to be filled in (with the exception of question 4). Where a question is not applicable to your establishment you should respond either with a "n/a" or 0 (zero). Please refer to the Guidance for a full explanation.
Q.9. What do I do if I have lost/not received the username and/or password?
A.9. Email or phone Jean Cross (jcross@cesew.org.uk, tel. 0207 9014887), who will email your password to you. Passwords will not be given out over the phone to ensure they are provided only to the correct institution.
Q.10. How do I send a copy of the completed form to my diocese?
A.10 When you have finished filling in the form, please print the complete form using the "Print the form" button at the bottom of the page. This will give you a complete print out of your form with all your answers.
Q.11. What is the LSC Ref Code?
A.11. This is only for schools with sixth forms and colleges.
Q.12. Do we calculate the children's ages as on 18 January 2007 or 1st September 2006?
A.12. It is not necessary to calculate the ages of students or pupils. Information is requested in terms of National Curriculum year groups.
Q.13. How do I calculate Full-Time Equivalence in relation to support staff?
A.13. Further information about how this is calculated for schools in England is available at:
(Secondary) http://www.teachernet.gov.uk/_doc/10741/School%20Census%20Preparation%20and%20Guidance%202007%20-%20Secondary%20v1.3doc.doc s. 3.2.3, page 47.
(Primary) http://www.teachernet.gov.uk/_doc/10740/School%20Census%20Preparation%20and%20Guidance%202007%20-%20Primary%20V1.4.doc
(Middle deemed primary) http://www.teachernet.gov.uk/_doc/10743/SC%20Preparation%20and%20Guidance%202007%20-%20Middle%20v1.3.doc
In the case of Wales, it can be found at:
http://new.wales.gov.uk/docrepos/40371/403823/40382/485586/plascsecondaryschoolsjan2007-e?lang=en s. 7, page 36.
Q.14. Which education support staff should I include in the answer to question 63?
A:14. Please include all education support staff in your headcount figure. However, please exclude premises-related staff (e.g. caretakers), canteen staff, lunchtime supervisors, lunchtime welfare assistants and anyone doing unpaid voluntary work.
Q.15. I can’t view my saved data when I go back to it. How do I find it again?
A.15. This has only happened to a handful of schools. The data is not lost, it is saved. We believe we have overcome this technical problem for the few people who are currently experiencing it. Please contact Jean if you are still having problems: 0207 901 4887.
Q.16. Where can I find my LSC Code?
A.16. The list of LSC office codes is available on the LSC website:
http://readingroom.lsc.gov.uk/lsc/National/AnnexE200607v1published.doc
Q.17. What do I do if I don’t know the number of pupils eligible for free home-school transport (Q.140)?
A.17. We’re very interested in this information if you can provide it. If not, please enter “DK” for “don’t know”.
Q18. Are “nursery nurses” included in the definition of support staff?
A.18. Yes. The CES Guidance defines support staff as the following: teaching assistants, special needs support staff, bilingual assistants, other support staff for Minority Ethnic pupils/students, matrons/nurses/medical staff, librarians, technicians, other education support staff (e.g. learning mentors, welfare assistants), special needs support staff. This definition includes Teaching Assistants with or without Diploma in Childcare and Education (previously NNEB).
The definition does not include breakfast club/after school support staff.
Q.19. Do I fill out a CES Census form if my school is a collegiate school/part of a federation/collaboration?
A.19. You should fill out a CES Census form if your school is a separate legal entity e.g. it has a different name from the other linked school(s) and has its own delegated budget. Having the same governing body and/or the same headteacher as another school does not necessarily mean the school is not a separate legal entity.
Q.20. In answering question 24 (which asks how many members of staff are undertaking NPQH) can I include staff on the access stage of NPQH?
A.20. You should only include those members of staff undertaking the development and final stages of the NPQH course on 18th January 2007. The access stage of NPQH ceased in July 2006 and all Access participants should have progressed to the development stage in
September 2006.
Q.21. Should I include the numbers for those who have completed NPQH since last year's CES Census but prior to 18th January 2007 in question 24?
A.21. No.
Q.22. I had completed some of the Census form and had to do some other urgent tasks before completing and sending the form. When I tried to submit the form, I found I had lost all the data.
A.22. If you are working on the form and have to turn to doing something else, it is safest to save the form and log out. For security reasons, your school/college may have set its systems so that sessions will be stopped after there has been no activity, such as data input, after a set amount of time. This may be as short as three or five minutes. In any case, the CES website will break the link if there has been no activity after thirty minutes, in order to allow other users access. If the link is broken in this way, the data appears to have been lost. In fact, all the data on saved screens will be available via Jean Cross (jcross@cesew.org.uk) | 
