This page contains the following guidance for completing the January 2026 Pupil Level Annual School Census (PLASC). It will be updated as and when we receive updates from the Welsh government.
Important Dates
- Census Date – Tuesday 20th January 2026
- Deadline Date – Friday 6th March 2026
- Returns must be submitted to the Local Authority via DEWi. Each Local Authority sets its own deadline for submission of school returns. Please check with the relevant Local Authority for their submission deadline.
For further information, documentation, and links to live training for the PLASC Census, see here.
IMPORTANT:It is the school’s responsibility to review the Welsh government guidance to ensure all required information is submitted as part of the PLASC Return. Please see here for Welsh government guidance
THE SCREENSHOTS USED IN THE GUIDE ARE FOR ILLUSTRATION PURPOSES ONLY AND MAY DIFFER IN A LIVE SCHOOL’S MIS.
- Expand each item for guidance on preparing the PLASC data in Bromcom.
- To print this as a checklist, click ‘Collapse All’ (button on the right), then right-click the page and select ‘Print.’
Key Areas to Check
Individual pupil data is required for all pupils on roll on Census Day (Tuesday 20 January 2026). In addition, except for nursery schools, this also includes all pupils who were excluded, both permanently or fixed-period, during the previous school year (2024/2025).
The PLASC return collects the following school data, which can be accessed by navigating to Config > Administration > Core Details:
- LEA Number (No.)
- Establishment Number
- UKPRN
- School Name
- Telephone Number
- Headteaching Indicator (Teaching Head)
Please note, the example below is for illustration purposes only and the information may differ from the School Details panel within a live school MIS.
Click Save to update any changes made.
For more information on Core Details, see here.
The PLASC return collects the following School Characteristics and Governance data, which can be accessed by navigating to Config > Administration > Characteristics:
Characteristics
- School Phase
- School Type
- School Sex Mix (Sex Initial Intake)
- School Language Category
Nursery Schools Only
- Open Plan Nursery
Special Schools Only
- Organisation of School (Accommodation Type)
- Major Primary / Secondary Provision Type (Special School Provisions)
Governance
- School Category (Governance)
- Headteacher on Governing Body
- Male Serving governors
- Female Serving Governors
- Welsh Speaking Governors
- Governor Vacancies
- Federated Governing Body (Federated Group ID)
Click Save to update any changes made.
For more information on Characteristics, see here.
The PLASC return collects the following Pupil Identifiers:
- Names
- Date of Birth
- Sex
- UPN
- Former UPN
- ULN
To review and, if necessary, update a pupil’s Name, Date of Birth, or Sex, navigate to the Student Profile. Hover to the right of the student’s name to display the Edit Student Details option, then click to proceed.
This will open the Student Details panel. The relevant fields are located under the Basic Details tab at the top.
To review and, if necessary, update a pupil’s UPN, Former UPN or ULN, navigate to Student Profile > Enrolment > Key Data.
The Key Data Panel can be found on the right-hand side of the page. Click the Edit button in the top-right corner.
UPN, Former UPN and ULN can be found on the Key Details tab.
For more information see How to View the Student Enrolment Tab
The PLASC return collects the following information in relation to Pupil Status:
- Enrolment Status
- Date of Entry to Current School
- Part Time Indicator
- Boarder Indicator
- NC Year Group
- Home Postcode
Enrolment Status
A pupil’s Enrolment Status and Date of Entry can be reviewed and, if necessary, updated by accessing the Enrolment Status panel within the Student Profile under the Enrolment tab.
For more information, see How to Change a Students Enrolment Status
Key Data
To review and, if necessary, update a pupil’s Part-Time Indicator, Boarder Indicator and NC Year Group, navigate to Student Profile > Enrolment > Key Data.
The Key Data Panel can be found on the right-hand side of the page. Click the Edit button in the top-right corner.
The Boarder Indicator and NC Year Group are located under the Key Details tab.
The Part-Time Indicator is located under the Attendance Modes tab.
Click Save to update any changes made.
For more information, see How to View the Student Enrolment Tab
Home Postcode
A pupil’s Home Postcode can be reviewed and updated by navigating to Student Profile > Basic Details, then hovering over the email and address section to reveal the edit icon.
Select the Address tab to edit the pupil’s current postcode.
For more information, see How to Add a New Address.
The PLASC return collects the following information in relation to Pupil Characteristics:
- Ethnicity
- National Identity
- Language
- Welsh Language
- Free School Meal Eligibility and Transitional Protection
- Additional Learning Needs
Ethnicity, National Identity, Language and Welsh Language
To review and, if necessary, update data in relation to a pupil’s Ethnicity, National Identity, Language and Welsh Language, navigate to Student Profile > Ethnicity & Religion.
Ethnicity, Source of Ethnicity, and National Identity can be found under the Ethnicity tab.
English as an Additional Language, Language Type, First Language Code and Language Source can be found under the Languages tab.
Fluency in Welsh, Speaking Welsh in the Home, Welsh Source, Study of Welsh and Welsh Medium Education can be found under the Welsh Language tab.
Click Save to update any changes made.
Free School Meal Eligibility
The PLASC return collects information on whether a pupil is eligible for Free School Meals, as well as whether they are transitionally protected for Free School Meals.
To check this information, navigate to Student Profile > Meal & Transport.
A Free School Meals record can be added or edited from the Free School Meals tab, and a pupil can also be marked as Transitionally Protected using the tick box on the same tab.
Click Save to update any changes made.
Additional Learning Needs
To review and, if necessary, update data in relation to a pupil’s ALN Provision and Additional Needs navigate to Student Profile > Additional Learning Needs > ALN Details.
Use the ALN Support Plan tab to record or update a pupil’s ALN Provision.
Use the ALN Type tab to record or update a pupil’s ALN Additional Needs.
Multiple additional needs can be recorded if required, with a priority assigned to each.
Click Save to update any changes made.
For more information, see How to Add ALN Information to a Student.
The PLASC return collects the following information regarding Exclusions (both permanent and fixed-term) for the 2024/2025 academic year:
- Start Date of Exclusion
- Exclusion Reason
- Exclusion Category
- Number of Sessions Missed
To add or review a pupil’s Exclusion information, navigate to Student Profile > Behaviour > Exclusions.
Complete all relevant and mandatory fields, then click Save to update the record.
IMPORTANT: If the Exclusion Type is set to Permanent, the Gov’s Decision field must be completed for the exclusion to appear in the Census file.
For more information, see How to add Exclusions to the Student Profile
The PLASC return collects the details of all registered classes running during the third period of the school’s timetable on Census day (Tuesday 20th January 2026). For Nursery and Primary schools, this should reflect a normal Tuesday. If the third period is not a ‘normal’ class, use the nearest normal period instead by changing the Selected Time field within the Census Parameters.
The census draws its data from the Curriculum module in the MIS.
For Secondary schools with timetables in place, Teaching Classes are used, while for Primary schools the census collects information from Tutor Groups.
To review and, if necessary, update these groups, navigate to Groups from the left-hand menu.
From the Group Type drop-down, select either Teaching Classes or Tutor Groups, depending on the school phase.
Select the required class(es) and click View.
For Secondary Schools
Ensure all details are accurate, including Group Names, Year Group, Welsh Language, Student Memberships, Associated Teachers and Non Teachers.
For Primary Schools
Ensure all details are accurate, including Group Names, Year Group, Student Memberships, Associated Teachers and Non Teachers.
Click Save at the top of the page, or use the save option within the relevant panel, to apply any changes made.
Generating the PLASC Return
To run the PLASC Return, navigate to Modules > Census > Pupil Level Annual School Census (PLASC).
In the top-right corner of the screen, select the appropriate Year. This field should be correct by default.
Next, click the New button in the top-left to create a new PLASC Return.
The information in the Census Parameters panel is pre-populated; however, the Selected Time field must be adjusted to a time during period 3 of the school day.
Please refer to the next section for guidance on School Details.
When a new PLASC Return is created, the right-hand School Details section shows the information for the school.
Ensure that the School Details are accurate, as incorrect information may cause issues with the Census return.
All information on the School Details page can be modified by selecting the Edit buttons, which navigate to either Core Details or Characteristics.
If any changes are made to Core Details or Characteristics, be sure to save them. Upon returning to this page, click the Refresh button at the top right of the School Details panel to view the updated information and ensure the changes are included in the Census file.
For more information, see How to Update School Details.
Once the School Details have been confirmed as correct, the PLASC Return can be generated by clicking the Generate button at the top left.
This process may take a few moments – please wait while it completes.
The PLASC return collects Survey Data to track who has completed the return and how many hours it took, across all the different groups of staff who contributed.
Use the Add, Edit and Remove functions as needed.
In the pop-up that appears, select the Role* of the person completing the Census from the drop down, then in the Time Spent field enter the time in hours taken to complete the Census and click Save.
Note: If multiple people have spent time on the Census, multiple entries can be added to this panel.
The Reset to Latest Census button automatically populates each panel with data from the most recent census file. The button is hidden if no applicable census data file is available.
Secondary and Middle schools are required to report the number of pupils aged 18 or under on 31st August 2025 who are funded through arrangements other than the mainstream source.
Please enter the total number of pupils for each type of funding source.
Nursery, Primary, Middle and Special Schools are required to report the number of pupils that took the following:
- Free Breakfasts on Census Day
- FSM Free Breakfasts on Census Day
- Free Breakfasts in Census Week
- FSM Free Breakfasts in Census Week
- Free School Milk Taken
- School Milk Bought
Please enter the total number of pupils for each category.
Class data is required as part of the PLASC return. The Class Information panel must be completed to reflect the details of all classes taking place during the third period of the school day. If the third period is not a ‘normal’ class, use the nearest normal period instead by changing the Selected Time field within the Census Parameters.
For Secondary Schools:
Data displayed in the Class Information panel is drawn from Teaching Classes.
Click Reset to MIS to initially populate the panel, then review each class and update any details as needed by selecting the relevant cells.
Additional rows can be added using the +Add Row button to record any extra class information required.
Clicking the top right Reset to MIS button restores the information in this panel to its original state as recorded in the MIS, prior to any user modifications.
If Save and Validate has been used on a previous Census, the Reset to Latest Census option will be available on this panel when running a new Census. Selecting this will populate the class information previously set, removing the need to re-enter it manually.
For Primary Schools:
Class data can be automatically populated in the Class Information panel by selecting the Populate from Tutor Groups button.
Review each class and update any details as needed by selecting the relevant cells. Additional rows can be added using the +Add Row button to record any extra class information required.
For guidance on handling pupil-to-teacher ratios above 30, click the ‘i’ icon in the top-right corner of the Class Information panel.
If Save and Validate has been used on a previous Census, the Reset to Latest Census option will be available on this panel when running a new Census. Selecting this will populate the class information previously set, removing the need to re-enter it manually.
For further details, refer to Section 9 – Classes as Taught, in the PLASC Technical Completion Notes.
Free & Paid Meals Taken
The PLASC return records the number of pupils on roll who received a Free School Meal and those who paid for a school meal on Census day.
Recording Free School Meals taken is mandatory for all school types and should exclude pupils who are not eligible under the standard means-tested criteria but who qualify only through Transitional Protection or the Universal Primary FSM offer.
Recording Paid Meals Taken is mandatory for all school types, with the exception of Secondary Schools. Middle Schools only need to supply this data for years N1 to 6.
Special Class Pupils
The PLASC return records the number of pupils on roll at the school, as well as those from other schools, who are in Local Authority designated Special Classes.
Enter the total number of pupils in each category.
Full Time Teaching Staff
The PLASC return records the number of Full-Time Teaching Staff, broken down by sex and the following teaching categories:
- Headteacher
- Acting Headteacher
- Deputy Headteacher
- Assistant Headteacher
- Other Qualified Teachers
- Other Teachers (not QTS status but not ‘unqualified’)
- Trainees on Initial Teacher Training Courses
- Foreign Language Assistants
- Peripatetic Teachers in School on the Enumeration date
For the categories of Headteacher, Acting Headteacher, Deputy Headteacher, Assistant Headteacher, and Other Qualified Teachers, the number of staff on contracts of one year or less must also be recorded.
Enter the total number of teachers in each category.
Part Time Teaching Staff
For Part-Time Teaching Staff, the PLASC return records the same information as for full-time staff, and additionally includes the total number of hours worked per week.
Enter the total number of teachers in each category.
Support Staff
The PLASC return records the number of Full-Time and Part-Time Support Staff, including hours worked per week, broken down by sex and the following categories:
- High Level Teaching Assistants (HLTAs)
- Teaching Assistants
- Special Needs Support Staff
- Pastoral Support Staff
- Matrons/Nurses/Medical Staff (including NHS employees)
- Laboratory or Workshop Technicians
- Librarians and Library Assistants
- Examinations Officers
- Other Administration Staff
- School Business Manager or Equivalent
Enter the total number of Support Staff in each category.
For more information, see Section 8 – Teaching and Support Staff in the PLASC Technical Completion Notes
For Primary, Secondary and Middle Schools only, the PLASC return records the number of Full-Time and Part-Time Staff, including hours worked per week, broken down by sex for the following Teaching of Welsh categories:
- Teaching Welsh as a First Language
- Teaching other Subjects through the Medium of Welsh
- Teaching Welsh as a Second Language only
- Able or Qualified to teach Welsh but not doing so
- Not Qualified to teach Welsh or through the Medium of Welsh
Enter the total number of staff in each category.
For more information, see Section 8 – Teaching and Support Staff in the PLASC Technical Completion Notes
The next step is to validate the Census by clicking the Save & Validate button. This action will complete the generation of the Census file and initiate the validation process, which will identify any errors or queries within the return.
This validation process may take a few moments – please wait while the process completes.
View Errors
After validation, the system will return to the Census page. The generated file will be visible, along with the following options:
View Summary – Displays the summary page for the return. This can be printed and used as a starting point for reviewing data. This feature is available in both Welsh and English.
View Errors – Lists any errors or queries identified during the validation process. A full list of potential errors and queries can be found in the ADD LINK TO PLASC ERROR RESOLUTIONS GUIDE
View File – Allows the generated return XML file to be viewed and saved. This step is only necessary when submitting the return to the local authority via DEWi
Reports – Opens the PLASC Data Check Report, which displays details on Pupil Identifiers, Pupil Characteristics, Pupil Status, SEN Details, FSM Details, Welsh Language Details, and Exclusions, enabling easy identification of incorrect data.
To view the summary file, select the appropriate return – if multiple returns have been generated – click View Summary and select either English or Cymraeg.
This will download the PLASC Summary file to the local computer, allowing it to be viewed or printed as needed.
Once the PLASC Return has been generated, any errors must be addressed before the return can be authorised and submitted. Select the relevant return and click the View Errors button. The screen will then update, as shown in the example below.
Each Error and Query will now be displayed, ready to be dealt with.
For full guidance on using the error summary screen see here. Detailed information on all errors and queries will be coming soon.
Common individual errors and queries can also be searched in the Help Centre for more detailed resolution guidance. Enter the error or query number into the search bar, then select the relevant guide from the results.
In addition, further guidance provided by the Welsh Government on the Pupil Level Annual School Census (PLASC) can be accessed here.
Once all errors have been resolved and any outstanding queries reviewed and accepted, it is important to re-run the Census to ensure all updates are included.
After re-running the Census, select the appropriate return (if multiple returns exist) and click the Authorise button.
This process converts the Census Return file into the required XML format for uploading to the DEWi website. Multiple authorised files can be retained, each date-stamped to assist in identifying the correct version for submission.
The Census Return file is now ready for submission and can be exported by clicking the View File button, which will save a copy to the downloads folder on the local machine.
Census Reports
In order to run the Data Check report, a PLASC return must have first been generated.
The Data Check report can be run from within Modules > Census > Pupil Level Annual School Census (PLASC), by selecting the return from the list and selecting Reports.
The Data Check report consists of the following tabs:
- Pupil Identifiers
- Pupil Characteristics
- Pupil Status
- SEN Details
- FSM Details
- Welsh Language Details
- Exclusions
Users can:
- Use the Search field to filter data in the tab
- Export the tabs individually to a downloaded Excel file.
In addition, hovering over the column headers displays a menu that can be used to:
- Format the table, including pinning and resizing columns.
- Apply a custom filter
- Filter by pre-determined values
