Individual pupil records are automatically extracted by your MIS. You might not be able to manually edit some elements.
Enter and update pupil data in your system before the AP census return is created.
Read these notes with the alternative provision census 2023: technical specification.
For the AP individual level return, local authorities will need to export data from the spreadsheet or database used to record the information and load it into the departments COLLECT system.
The business and technical specification set out the requirement for an AP file. The file must contain data as outlined in the specification in respect of content, structure, and format.
We can only accept data that conforms to the XML structure defined within the specification. If the data is organised in any other way, it will not load and you will need to reformat this data to bring it in line with the specification.
We will provide a data entry spreadsheet to help you input file headers and pupil record information alongside the readiness bulletin.
After entering data, you can then convert the file to XML format via the spreadsheet which will allow you to upload it to COLLECT.
Resolve errors and inconsistencies in the data between the local authority and the provider before the full return for the local authority is created. Local authorities will advise their providers of the means by which this process will be undertaken.
The local authority will submit the required data to us using the COLLECT website. Successfully loaded data is automatically validated by the COLLECT system.
After validation is complete, the local authority can view its data return, observe the validation outcomes and decide if there is any further action required in response to the validation.
To use COLLECT to submit your AP census data, youll need to register and log in with DfE Sign-in.
Contact your local authority approver, if:
you want to request a DfE sign-in username or password so you can access COLLECT
AP census is not on the list of collections you can see in COLLECT
If you do not know who your approver is, use the DfE sign-in request form.
If youve forgotten your password, use DfE sign-in to reset it. Youll need to click start now and then the Ive forgotten my password link.
COLLECT guides for school and local authorities are available for assistance with submitting your return to the department.
For queries about submitting your data, contact us using our data collections service request form.
You can view the errors and queries from within (or once youve opened) the AP census return in COLLECT.
Click on all errors at the top of the screen to see a list of all errors and queries relating to your return.
Click on the details button to see which data items the validation is checking. If you click on one of the underlined fields, you will see the corresponding data item in the return.
There are 2 levels of errors, return level and data item level. Return level errors relate to your whole return rather than an individual data item.
Errors and inconsistencies in the data are to be resolved between the local authority and the provider before the full return for the local authority is created. Local authorities will advise their providers of the means by which this process will be undertaken.
You can identify which data contains the incorrect value by clicking on the field value in the details section in COLLECT.
To resolve errors, we recommend that you correct the data in their management information system (MIS), then reload their data collection file to COLLECT, overwriting the incorrect one.
You need to provide explanatory information for individual queries as a note on COLLECT. All queries need an explanation but you can enter one note to cover numerous queries.
You can add notes in the return level notes section. COLLECT guides for schools and local authorities are available for assistance.