How to complete a School Census | Juniper Education

The School Census is a crucial statutory task that every school in England must complete each term, providing accurate and up-to-date information to the Department for Education (DfE). In this blog, we’ll guide you through everything you need to know — what data to submit, how to complete your census accurately, and how to make the process more efficient for your team.

Why the School Census is required

The School Census provides the government with essential data used to calculate school funding and allocate resources. It ensures each school receives the right level of financial support to meet its specific needs.

Accurate census data directly influences funding decisions in key areas, including:

• Schools Block Funding

• Early Years Foundation Stage (EYFS) Funding

• Universal Infant Free School Meals

• Pupil Premium

• PE and Sports Premium

• Early Years Disability Access Fund

These funding streams help schools deliver better outcomes for pupils, particularly those requiring additional support.

Key dates and data to include

The School Census collects a wide range of information, including:

• Pupil details (name, date of birth, gender, year group, etc.)

• Attendance records

• Enrolment status

• School meal information

• SEN (special educational needs) details

• Exclusions and suspensions

• Addresses and contact information

Schools should keep this data accurate and up to date throughout the year to ensure a smooth submission.

Key census dates for the 2025/2026 academic year:

Autumn Census

• Census date: Thursday 2 October 2025

• Return date: Wednesday 29 October 2025

Spring Census

• Census date: Thursday 15 January 2026

• Return date: Wednesday 11 February 2026

Summer Census

• Census date: Thursday 14 May 2026

• Return date: Wednesday 10 June 2026

It is a statutory requirement for schools to submit their census data by these deadlines.

How to complete a School Census

GOV.UK provides detailed guidance through its School Census Guide, which outlines what data to collect and how to submit it.

Here’s a simplified step-by-step overview:

Prepare your data early

• Regularly update pupil and staff records throughout the year to reduce last-minute corrections.

Run validation checks

• Use your school’s MIS to identify and correct any validation errors or missing fields before the census date.

• Use your MIS to produce the census file (usually an XML format). Ensure the information aligns with DfE specifications.

Review and verify

• Double-check totals, pupil numbers, and key categories like free school meals and SEN data.

Submit your return

• Upload the validated file to COLLECT (the DfE’s online data collection system) by your local authority’s submission deadline.

Keep a copy for your records

• Retain both the return and validation reports for your school’s internal audit and reference.

Tips for ensuring accurate data

Accuracy is key to a successful School Census submission. These tips can help you stay on track:

• Complete a pre-submission check: Review all data for completeness and consistency before generating your return.

• Update data regularly: Don’t wait for census week — maintain pupil and staff data throughout the year.

• Engage key staff: Keep teachers, admin staff, and leadership informed of any data changes that affect the census.

• Refer to DfE guidance: Always use the latest documentation to ensure compliance with current requirements.

• Keep your MIS up to date: Regular software updates help avoid submission errors and ensure data is formatted correctly.

How technology can help

If the School Census process feels time-consuming, the right technology can make a big difference. A robust management information system (MIS) can automate data checks, flag errors, and ensure your submissions are compliant with DfE standards — helping your school save time and avoid unnecessary stress.