It is possible to upload the return as a pair of files providing that they are compliant with COLLECT validation and supplied as a matched pair - i.e. that the matching fields are correct in both files.

Please note that steps 1, 2 and 3 can be completed in any order. Please also note that this page seeks to provide a clear view of the process of producing a partial return using SIMS and should be read in conjunction with DfE guidance as may be required.

Service Agreements - If the school pays through the cheque book for staff who have worked (or will work) at the school continuously for 28 days or more since 1st September 2016 (agency staff), these staff will need to be included in the partial return by entering a Service Agreement to SIMS. Please click here for more information.

Step 1 – Check matching fields

Use a report from your payroll provider to ensure that the following data items are correctly recorded in both the HR system and your SIMS system

  1. Teacher number (required, where available, for all members of workforce who have QT status, and to be supplied for others where available)

  2. Family name

  3. Given names

  4. Former family names

  5. Date of birth

  6. NI number

Step 2 – Import and run the SIMS data checking report

Step 3 – Add additional Information to SIMS

Using information collected by the form, check and update as appropriate the following data items on the record for staff to be included in the return

Employee Details Panel

Legal Forename and Surname

Any Previous Names

Gender

Eligible for SWR

Previous Name

DOB

Ethnicity

Disability - Are day to day activates substantially affected? - if so enter a description and category in the impairments panel

Professional Details Panel

HLTA Status - include for all contracted teachers and TAs

If the member of staff is employed as a TA click the TA Status Box

Record QTS and the appropriate route - include those working towards qualified teacher status

Qualifications - enter the class of degree

Enter the first and second subject qualified

Record if the qualification has been verified

Employment Details Panel

If primarily employed as a teacher, click the Teaching Staff box

enter a teacher number for any staff who have one

Teacher Category

Qualified / Unqualified and status

Check the employment dates for accuracy

Step 4 - Configure SIMS to produce a partial return

Ensure that the latest fileset is imported to your system

In SIMS open Tools > Statutory Return Tools > School Workforce Census Settings and configure as in the graphic here

Step 5 - Produce the Return

Check the location of the file (access to the data should be controlled)

Check the email address recorded for the school

Record any teacher vacancies on census day (even if the vacancy is covered)

Record how many supply teachers were working in school on census day

Record the numbers of staff normally working in school but not included elsewhere in the return (exclude any LA employed staff)

Step 6 - Check the return and authorise

Create and Validate the Return and deal with any errors and queries (the system will prompt for the treatment of spot allowances - click No - it doesn't matter for a partial return)

Run the Summary and Detail Reports and check for accuracy

Step  7 - UPLOAD BOTH Halves of the return to the LA