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Providers must ensure that their data is produced to reflect the children receiving free early education in their setting during census week.

They must submit this data to you in either paper or electronic format. You should agree a process for this with your providers.

You can then input or import the data into your own management information system (MIS).

Checking and validating data

Your software may contain a series of data checks which help to identify and correct errors and inconsistencies in the data before generating a return. Checking the data before you generate a return will substantially reduce the number of validation errors in the return.

You must ensure that every return from providers or from childminder agencies has been authorised by the head of the establishment.

The COLLECT system will validate the data you supply in your return.

Resolving conflicts

You will need to resolve any errors and inconsistencies in the data with the provider before you run the full return.

Advise your providers of the processes you have in place to do this.

For the individual child level data collection, you will need to export your data from the spreadsheet or database you are using and load it into the COLLECT system.

The business and technical specification outlines the requirements for a single data file from each early years setting within an authority. Each file must contain data as outlined in the specification in respect of content, structure, and format.

XML converter spreadsheet

You will need to submit a single file per setting ideally as an xml file, making sure it complies with the structure and format set out in the specification. If the data is organised in any other way, then it will not load and will not be validated.

If you have generated a csv file, this tool outputs a correctly formatted xml file that can then be uploaded into COLLECT.

Complete the service request form to request the XML converter tool.

XML generator spreadsheet

This data entry spreadsheet enables the input of file header and individual child record information. On completion of data entry the file can then be converted to xml format, via the spreadsheet, to allow for uploading to COLLECT.

Complete the service request form to request the XML generator tool.

To use COLLECT to submit your early years census data, youll need to log in with DfE sign-in.

You will then need to either upload:

• a single establishment file - you can access COLLECT as many times need to and upload single files
• a ZIP file containing the files from many individual establishments - COLLECT will then load the files and validate your data return

Successfully loaded data is subjected to validation. If you have loaded a ZIP file containing data from many providers, then the validation process may take some time.

After validation is complete, you are able to view your data return and see if there are any errors and queries.

You can run a report from COLLECT or export the validated data set so that you can use it in another system.

Once all the errors and queries have been resolved, you must approve the data. Its only when youve approved the data that we consider the return finalised.

Using COLLECT

Contact your local authority approver, if:

• you want to request a DfE sign-in username or password so you can access COLLECT
• Early years 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 youve forgotten your password, use DfE sign-in to reset it. Youll need to click start now and then the Ive forgotten my password link.

Help submitting your data

COLLECT guides are available for assistance with submitting your return.

For queries about submitting your data, contact us using our data collections service request form.