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Data items

Department For Education

August 8
09:09 2022

The UPN is a 13-character code in the format Annnnnnnnnnnn that identifies each pupil.

You should not calculate it manually as the UPN would either be:

  • generated by your management information system (MIS)
  • transferred from another school in a common transfer file (CTF)

A UPN in the format of AnnnnnnnnnnnA is a temporary UPN that you should only use as an interim measure. For further information see UPN policy and practice guidance.

Unique learner number (ULN)

It is important that if a ULN has been assigned to a student it is included in the AP census.

ULNs are assigned to pupils aged 14 or over in publicly funded education and training.

If a student does not already have a ULN assigned to them, local authorities can sign the learning provider agreement which will provide local authorities with access to the learning records service (LRS). This will enable them to issue and manage ULNs for those pupils only receiving alternative provision and who are not associated with a school or provider which has a UKPRN and LRS access of its own.

Surname

This is the pupils full legal surname as local authorities believe it to be. Theres no need to verify birth certificates or any other legal documents.

Forename

This is the pupils first name. Provide it in full. Do not use a shortened or familiar form.

Middle name

Provide all middle names in full. Do not use shortened or familiar forms.

Leave this field blank if a pupil does not have any middle names.

Preferred surname

This is the surname that a child may be most commonly known as. Only use this if its applicable.

Date of birth

Use the YYYY-MM-DD format, for example, 2010-01-31.

Gender

The gender of pupil (See codesets) for more information.

Record gender according to the parents or pupils wishes. You can update the gender at any time from within the MIS. You do not need to ask to see any documents or consult DfE if you change the way a pupils gender is recorded.

Ethnicity

Record ethnicity according to parents or pupils wishes. Do not ascribe ethnicity to any pupils. Instead, use:

  • NOBT if you have not received ethnicity information
  • REFU if a parent or pupil refuses to record or return their ethnicity

The ethnicity codeset reflects categories used in the 2021 national population census, with additional main categories for Travellers of Irish heritage and pupils of Gypsy or Roma heritage.

Find ethnicity code set.

Free school meal (FSM) eligibility

This data is only collected for pupils in an open placement on census day.

The following 3 data items will be used to collect this information:

  • FSM eligibility start date
  • FSM eligibility end date
  • country of UK, (this will be generated by the system schools do not have to enter any data)

To minimise the impact of the rollout of universal credit and the introduction of a net-earned income threshold to determine eligibility for free school meals, transitional arrangements have been put in place to ensure that no pupil loses a meal as a result of these changes.

These transitional protections will ensure that any pupil, in receipt of free school meals on or after 31 March 2018, will continue to receive free school meals until the end of the universal credit roll out period, and then until their phase of education ends. This will last until at least Summer 2023 and applies even if their circumstances change and they would no longer meet the eligibility criteria.

You should not enter end dates unless:

  • a parent has said that they do not wish the child to be recorded as eligible for free school meals and receive a free school meal
  • a pupil transfers from another UK country their non-English free school meals must have an end date
  • a parent notifies the school that their support under the Immigration & Asylum Act 1999 or the pension credit has ended
  • a parent notifies the school that they no longer qualify for free school meals under the criteria for fami

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