FAQs 18th November

Will Caston Cook, 18th November 2019

At Pupil Asset, we try to make your everyday tasks as simple and straightforward as possible. With that in mind, we’ve enlisted Callum from our support team to share and answer your frequently asked questions.

1. Staff Workforce Census

You may have already completed this year’s Staff Workforce Census, if so, we don’t begrudge you ignoring the hints and tips to follow. If you are yet to submit, don’t worry, you have until the 6th of December and we are here to help you through the process. For a video walkthrough, you can watch our Staff Workforce Census webinar. A guide to the notes that can be used in COLLECT to respond to queries can be found on www.gov.uk.

Some helpful tips from our Support team include:

  • Staff with a previous contract as HLTA, who are currently contracted as Teacher in Training, will produce a warning under the HTLA contract in the summary. You do not need to change the teacher type to Teaching Assistant, this can remain as Teacher, in line with their current contract. Both contracts appear in the summary because they both were valid during the 2018/19 academic year, although this will come back as a query in COLLECT.
  • A new teacher post, “Other Support Staff” has been created by the DfE. We’ve created a button to convert staff from the old post of “Support Staff” to the new one. You can find it in the census instructions within Pupil Asset - the button will disappear after use.
  • Additional Payments in staff contracts should contain a start date that matches that of the contract it is attached to. If the payment started on the old contract and continued into the new one, you should put the correct end date in the contract, match that with the end date for the Additional Payment, then open the new contract and match the new start date for the Payment with the contract start date. In the census Summary, you will see all Additional Payments contained within current contracts that are valid between 9/11/2018 and 7/11/2019.

2. School Photos

It’s the time of year when photographers have processed pupil photos and are returning them to schools. Leading to the task of uploading them into Pupil Asset and syncing them to the appropriate pupils. If you’ve received your photos in a .zip file, you will need to extract the individual files to begin. Here’s a quick Microsoft guide.

Once that’s done, you can follow the instructions in our how-to guide. At the end of the process, the system will update the photos in the background.


We have a wide selection of workshops and webinars scheduled for the rest of the academic year, visit https://www.pupilasset.com/training to find out more. 


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