Submitting and checking a return
Information on accessing and using our data collection systems to send us your AP census data.
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 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 department’s 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 how 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, you’ll need to register and log in with DfE Sign-in.
Contact your local authority approver, if:
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you want to request a DfE sign-in username or password so you can access COLLECT
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‘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 you’ve forgotten your password, use DfE sign-in to reset it. You’ll need to click ‘start now’ and then the ‘I’ve 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 you’ve opened) the AP census return in COLLECT.
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Click on ‘all errors’ at the top of the screen to see a list of all errors and queries relating to your return.
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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 how 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.
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To add a return level note double click on the pen or notepad (where there is already a note present) icon in the return level notes section.
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Click add new note.
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Type the error or query number along with your explanation in the box provided, ensuring you provide an explanation for all your unresolvable errors and queries.
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Click create to save your notes. Once saved, you are unable to edit the note. However, you can add further notes to supplement throughout the collection.
There are a number of reports in COLLECT which you should use to check your data.
You can access your reports using the ‘launch reports’ button on the school ‘source page’ of COLLECT. Some reports only get updated overnight.
Find out how to run these reports in the COLLECT guides for schools and local authorities.
Local authority early years funding report
The COLLECT early years funding report will contain a full breakdown of the pupil numbers from the 2025 AP census. We will use this to calculate the early years block element of your dedicated schools grant (DSG) allocation for the financial year 2025 to 2026.
The funding report is available to run throughout the collection. It reflects the position from COLLECT as at close the previous working day.
Early years pupil premium funding report
The COLLECT funding reports will contain a summary of the numbers of pupils in receipt of the early years pupil premium as reported on the 2025 AP census.
High needs funding report
The COLLECT high needs funding report will contain a full breakdown of the pupil numbers with an EHC plan or SEN support recorded with an open placement in an independent school on your 2025 AP census. We will use this to calculate the high needs block element for independent schools of your dedicated schools grant (DSG) allocation for the financial year 2025 to 2026.
The funding report is available to run throughout the collection. It reflects the position from COLLECT as at close the previous working day.
Pupil premium funding report
The COLLECT funding reports will contain a summary of the numbers of pupils reported on the 2025 AP census either:
- a period of FSM eligibility since the previous census
- recorded as a service child on census day
- recorded with an adopted from care value of either:
- code A: ceased to be looked after through adoption
- code G: ceased to be looked after through a special guardianship order (SGO)
- code R: ceased to be looked after through a residence order (RO)
- code C: ceased to be looked after through a child arrangement order (CAO)
- code O: ceased to be looked after through adoption from state care outside of England and Wales
The funding reports should update daily and take into account the duplicates report. It reflects the position from COLLECT as at close the previous working day.
Eligible pupils
To calculate the numbers of pupils eligible for pupil premium, we look at pupils you have recorded on the AP census as:
- service children
- eligible for free school meals
- adopted from care or leaving care under a special guardianship order, a residence order or a child arrangement order
Funding pupil numbers will be calculated on the same basis as those for the dedicated schools grant.
All pupils will be counted as 1 full-time equivalent irrespective of the full-time or part-time status or funded hours recorded on the census.
Deprivation pupil premium
The 2025 to 2026 deprivation pupil premium will be allocated to pupils with an open placement on January 2025 that have been eligible for free school meals on any pupil level census since spring 2018 (known as FSM ever 6). The national pupil database will be used to map the history of free school meal eligibility for each pupil on roll in the January collections. This will determine the actual numbers of ‘Ever FSM’ pupils eligible for the pupil premium.
It is not possible to provide a COLLECT report during the live census collection period containing details of these pupil numbers for a particular school or local authority. The COLLECT free school meals report will only include those pupils with an open placement reported with a period of free school meal eligibility on the 2025 AP census.
Service child pupil premium
For 2025 to 2026, the service child pupil premium will be based on pupils with an open placement recorded on roll in the January 2025 AP census who are either:
- recorded as a service child in either January 2019, January 2020, January 2021, January 2022, January 2023, January 2024 or January 2025
- in receipt of a War Pension Scheme or Armed Forces and Reserve Forces Compensation Scheme pension from the Ministry of Defence (MoD) as a result of injury, illness or death caused by service[footnote 1]
The extension of the service child pupil premium outlined above will not affect the data required from schools via the 2025 census collections as data providers we only expect you to return those pupils currently classed as service children as at census day (16 January 2025). We will then use the information in the national pupil database and Ministry of Defence child pension data to determine the actual numbers of pupils eligible for the service child premium.
It is not possible to provide a COLLECT report during the live census collection period containing details of the service child ever pupil numbers. The COLLECT service child report will only include pupils currently reported as a service child on the 2025 AP census. It will not include:
- pupils not currently service children, based on the 2025 census, who have previously been in receipt of the service child premium
- pupils in receipt of a pension from the Ministry of Defence
Adopted from care pupil premium
The adopted from care pupil premium will be paid to those pupils on roll on the AP census who:
- were looked after immediately before adoption
- left care on a special guardianship order (SGO)
- left care on a residence order (RO)
- left care on a child arrangement order (CAO)
The local authority summary report provides local authorities with an overview of the data within their return. The return is too large to be viewed in full, so the summary will allow you to check that the data is accurate and complete.
We strongly recommended that you inspect the summary report carefully, paying particular attention to the sections that might show that some individual pupil data has not been entered such as:
- free school meal eligibility
- the number of pupils with SEN
- data items marked [used for funding]
It’s vital that you check the accuracy of the data in this summary report. It is the data submitted to us as an accurate record of the situation as at census day.
How to use the local authority funding reports
You should check and verify these funding reports with local authority finance officers before the AP census database closes. It’s not possible to make amendments to your return after this date.
Queries with the funding report
If you have any queries about the use of AP census data for LA funding, complete a service request form.
Local authorities can access reports through COLLECT showing:
- all pupils where a duplicate pupil has been identified within your own authority
- all pupils where a duplicate pupil has been identified within your authority and also in another authority
The ‘duplicate record’ report includes all cases where there appears to be duplication of a pupil based on the characteristics, for example, surname, forename, middle name, date of birth and gender, or where there is more than one record where the UPN is the same.
For each duplicate pupil identified, the report will contain the following details for each pupil should be shown on the report:
- unique pupil number
- pupil/child surname
- pupil/child preferred surname
- pupil/child forename
- pupil/child middle names
- postcode
- date of birth
- gender
- local authority number (if different from the local authority the report is being run for, otherwise blank)
Correcting duplicates
To correct duplicates, local authorities should make the changes on their return and re-submit.
Where it is the same pupil, they should have the same UPN and you will need to amend one record.
Changes could include:
- same pupil - change one of the UPNs
- different pupils - change UPN
- one record is entered in error - delete one of the records
- same pupil but one of the records should show their placement as closed - amend the appropriate record
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The figures for children in receipt of a War Pension Scheme or Armed Forces and Reserve Forces Compensation Scheme pension from the MoD have been derived by the matching of a list of eligible pupils from the MoD into the National Pupil Database (NPD) based on the pupil name, date of birth and address held by the MoD. Only pupils where we have been able to obtain a successful match to a record in the NPD have been included. ↩