School Workforce Census Change of Process – School

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School Workforce Census Change of Process School Workforce Census 2026 From 2026, all schools must complete and submit the School Workforce Census (SWC) via the IBC Portal. Census Day this year is Thursday 5 November. The SWC is a

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School Workforce Census Change of Process – School Workforce Census 2026
From 2026, all schools must complete and submit the School Workforce Census (SWC) via the IBC Portal. Census Day this year is Thursday 5 November.
The SWC is a statutory annual return collecting individual‑level data for all teaching and support staff in regular employment.


Why use the IBC Portal?
Much of the return is pre‑populated using data collected throughout the year
Reduces manual effort and duplication
Ensures compliance with current DfE requirements
Generates a fully compliant census file ready for submission<br>
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School Workforce Census What schools need to do:
Review the online work instructions for SWC guidance and key dates: work instructions  
Find the Schools Workforce Census app in the IBC Portal, select the Open search icon, search Apps for “Census”, and choose SWF Annual Census.
Run the SWC report in Test Mode and resolve any errors: School workforce (SWF) run and correct TEST report | Staff and managers 
Ensure Fixed‑Term Contract data is accurate and up to date: https://extra.hants.gov.uk/employee/swfannualcensus/error-and-warning-guide 
Encourage employees to enter Ethnicity & Disability information into ESS Lite “My Information” to reduce the number of queries in the report.<br>
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School Workforce Census – Typical clean up actions for schools The IBC have carried out some routine data cleansing but schools will still need to review and update new starter information:

Missing Teacher number – can use the Statutory Employment check app (Statutory Employment Check App | Staff and managers) 
Missing NI number 
SWF Staff details for HLTAs to be reviewed and amended as required 
All QTLS and EYTS to be recorded as ‘No’ 
SWF Contract details – Pre-2014 contracts to be confirmed by schools 
Leadership Team indicator – to be updated for any non-leadership teacher positions 
NQT indicator – schools to update this for 1st and 2nd year NQT/ECT and Status Routes 
SWF Qualifications for Teachers, Leadership Teachers, HLTAs, SBPs 
Date of Arrival in School – this should be reviewed by each school 
Pay Framework for Leadership teachers to be reviewed 
SENCO Qualifications to be updated<br>