This page contains the following information for the Post 16 Data Collection return for Autumn 2025.
- Permissions
- Important Dates
- Known Issues
- Resolved Issues
- Welsh Government Links
- Book onto a Live Webinar
- Watch Live Webinar Recordings
- Pre Data Collection Checks
- QWAD Catalogue
- Generate the Return
- Updating Programmes and Learning Activities
- Finalising the Census File
- Post 16 Setup for the New Academic Year
Please note, example screenshots used in this guide are for illustration purposes only and may differ in a live school’s MIS.
Permissions
Access: The permissions required to run and troubleshoot the Post-16 return are found in the Census Module of Config>Setup>Roles and Permissions. Each tick box on the right determines which functions are visible/available on the page for users with the selected Role.
See also: How to get started with Roles & Permissions
Important Dates
- Data on Post-16 Pupil Learning Activities is required for the previous academic year (2024/25).
- DEWi opens for Post-16 data submission on Tuesday 16th September 2025.
- Deadline for data submission is Friday 10th October 2025
Known Issues
30.9.2025: Bromcom has been notified today of a change to a single code used for non fundable programmes for Wales. Until we implement this change, schools will experience error 12942 “Programme Reference invalid”
We are currently checking with Welsh Government whether they are flagging this as a known issue from their end and dealing with this in DEWi, or whether all schools that this affects will need to re-calculate and resubmit.
Resolved Issues
Resolved 15.9.25 Actual National Curriculum Year showing this years instead of last.
Welsh Government Links
This Guide should be used in conjunction with guidance which is made available to all schools via the Welsh Government.
IMPORTANT: It is the school’s responsibility to review the Welsh Government guidance to ensure all required information is submitted as part of the Post 16 Data Collection.
- For the Welsh Government documentation and guidance on Post 16 Data Collections, please see here.
Book onto a Live Webinar
Book onto one of our free Post 16 Data Collection Live Webinars by clicking on the link below;
- Tuesday 2nd September 9:30am -11:00am
- Wednesday 10th September 1:30pm – 3:00pm
Watch Live Webinar Recordings
Click the link below to watch a Post 16 Data Collection 2025 live webinar recording. You will be asked to confirm your details before watching the recording.
Post 16 Data Collection Live Webinar Recording
Pre Data Collection Checks
The data collection collects data for the following pupils;
Those taught in National Curriculum Years (NC) 12, 13 and 14, in secondary and middle schools with designated sixth forms in Wales.
Who have an Enrolment Status of:
- C Current (single registration at this school)
- M Current main (dual registration)
It collects data for pupils up to and including 19 years of age on the 31 August 2024.
The following School Identifiers are included in the return;
- Local Authority Number
- School Number
- School Name
- School Phase
To check the Local Authority Number, School Number and School Name navigate to Config>Administration>Core Details
In the School Details panel;
- Local Authority Number is displayed as No.
- School Number is displayed as Establishment No.
- School Name is displayed as School Name*
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.
Remember to click Save in the top left corner after making any changes.
To check School Phase go to Config>Administration>Characteristics
School Phase* is displayed in the School Characteristics panel. Use the drop down to amend if required.
Remember to click Save in the top left corner after making any changes.
For more information, see How to Update School Details and How to Manage School Characteristics
The following Individual Pupil Level Data is collected in the return;
- Unique Pupil Number (UPN)
- Former Unique Pupil Number
- Surname
- Forename
- Middle Name(s)
- Date of Birth
- Sex
Both the Student Profile and the Student List page can be used to check these data items.
Student Profile
- For Surname, Forename, Middle Name(s), Date of Birth and Sex, see How to View the Student Profile
- For UPN, see How to View the Student Details Enrolment Panel>Key Data
Student List
- The Student List Page can be used to check Student Data by quickly running reports on data such as Date of Birth or Sex. See How to use the Student List page to create Simple Reports
- The Quick Edit function in the Student List Page can be used to update Students data in bulk, see How to use Quick Edit in the Student List Page.
The following Pupil Status data is collected in the return;
- Enrolment Status
- Date of Entry to Current School
- Part Time Indicator
- Pupil National Curriculum Year Group
- Pupil Postcode
Both the Student Profile and the Student List page can be used to check these data items.
Student Profile
- For Pupil Postcode, see How to View the Student Profile
- For Pupil Enrolment Status, Date of Entry, Part Time Indicator and National Curriculum Year Group, see How to View the Student Details Enrolment Panel
Student List
- The Student List Page can be used to check Student Data by quickly running reports on data such as date of entry or enrolment status. See How to use the Student List page to create Simple Reports
- The Quick Edit function in the Student List Page can be used to update Students data in bulk, see How to use Quick Edit in the Student List Page.
QWAD Catalogue
The first step in managing the process for Post 16 is to ensure that the QWAD data is up to date. The current and archived qualifications data can be downloaded from the Qualifications in Wales website.
Once the relevant file has been downloaded locally, navigate to Config>Curriculum>QWAD Data
Then click the Update QWAD Data button in the top-left corner of the screen to begin the process.
Click Browse to select the CSV file saved to the local PC and then click Import.
Once Import is selected, the pop-up will close and the import will start automatically.
Users will receive a notification once processing is complete:
- Success: “QWAD Data Update complete”
- Failure: “Error importing QWAD data. Please try again”
If new files are uploaded later, they will overwrite existing QWAD data to ensure the latest information is always available.
Generate the Return
To run the Census, navigate to Modules > Census > Post-16.
In the top right of the screen ensure the correct year is selected, this should be correct by default.
Click the top left New button to create a new Post 16 Return
The Post16 Census Parameters and School Details panels are now displayed. This information is pre-populated, but it is worth checking that all the details are correct.
The right-hand panel shows the School Details stored in the MIS for the school.
Ensure that the School Details are accurate, paying particular attention to the LA ID and Establishment Number. Additionally, ensure the School Phase and School name are correct. Inaccurate details may result in issues with the Census Return.
All details on the School Details page can be modified by selecting the Edit buttons, which will navigate to either Core Details or Characteristics. Be sure to click Save if any changes to the Core Details or Characteristics are made.
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.
Once the details have been confirmed as correct, the Census 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.
Time Spent by Role
After pressing “Generate“, the Time Spent by Role panel is displayed underneath. At least one Role must be added to this panel to be able to Save.
To add a role click Add.
Select a Role from the following list and enter the Time Spent in whole numbers (hours) and Save:
- Headteacher
- Acting head teachers
- Deputy Headteacher
- Assistant head teachers
- Other Teacher
- Other administration staff
- School Business Manager or equivalent
- Other
- Local Authority Staff
Note: There will be one row for each role, and these rows can be edited.
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.
The validation process may take a few moments – please wait while the process completes.
After validation, the system will return to the Census Post16 page.
The generated file(s) will be visible, along with the following options:
Report – Displays the Census File Data Check Report
View Summary – Displays the summary page for the return. This can be printed and used as a starting point for reviewing data.
View Errors – Lists any errors or queries identified during the validation process.
View File – Allows the generated Census XML file to be viewed and saved. This step is only necessary when submitting the return to DEWi.
Authorise – To convert the Census file into the required format for DEWi and to establish which return should be submitted
For detailed information on all Post 16 Errors and Queries see here.
Once the Post16 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 Query and Error will now be displayed ready to be dealt with.
Use the right-hand scrollbar to move up and down through the Errors. Each column can be sorted using the Sort Arrows in the bottom right of each column header.
Use the top right Search box to search for any items in the Data Grid. The Data Grid will update automatically to display the entered information only.
Note: This can be used to search by Student, Tutor Group or Error/Query Number.
Click on the top left Grid Actions to either Copy, Export (Excel, CSV or PDF) or Print the Data Grid.
When dealing with the Errors/Queries shown, the Data Grid can be used to:
- Link directly to the required MIS Page to correct the Error/Query (please note, this is not available for all Errors/Queries):
Clicking the magnifying glass icon next to an Error or Query will open a new tab on the relevant MIS page where the issue can be addressed.
In any new window opened via the link, correct the error or query, then save any changes and close the window.
- Mark Errors/Queries as Resolved or Unresolved (initially all will be Unresolved):
IMPORTANT: To remove resolved errors or queries from the list (and the Post16 Return file), a new Post16 Return must be generated and validated.
We recommend marking each Error/Query as Resolved once addressed. This will support the tracking of which items still need attention.
To change the Status of an Error/Query, click on the X icon (unresolved) and it will change to a Tick (resolved)
If needed, a resolved error or query can be changed back to unresolved. Simply click the Resolved icon again – this will toggle the status back to Unresolved and remove the green row highlight
For detailed information on all Post 16 Errors and Queries see here.
Users can run a Data Check Report by selecting a Return and clicking Report.
The Data Check Report consists of the following tabs and column headers:
- Pupil Identifiers – UPN, ULN, Former UPN, Surname, Forename, Middle Name, DOB, Sex
- Pupil Status – UPN, Surname, Forename, DOB, Enrolment, NC Year, Part Time, Post Code
- Programmes – UPN, Surname, Forename, DOB, Programme Reference, Programme Start Date, Programme Expected End Date, Programme Actual End Date, Guided Contact Hours, Length of Programme, Year of Programme, Learning Activity ID
- Learning Activities – UPN, Surname, Forename, DOB, Programme Reference, QWAD, Discount Code, Learning Activity Category, Learning Activity Start Date, Learning Activity Expected End Date, Learning Activity Actual End Date, LLDD, Welsh Medium, Provider, Completion Status
Users can:
- Use the Search field to filter data in the table.
- Export the tabs individually to a downloaded Excel file.
- Hover over a column header to click on the three bars and reveal the options to Pin Column, Autosize This Column, Autosize All Columns, and Reset Columns.
Updating Programmes and Learning Activities
If any errors relating to Programmes are identified after running the Post-16 Census, there are two options:
Option 1: For a small number of students, open the Student List page by selecting Students in the left-hand column. From there, select the required students and click View.
In the example below, three students have been selected.
In the Student Profile, select the Enrolment tab on the left-hand side.
Use the All dropdown in the top-right corner to navigate directly to the Programmes panel, or scroll down to locate it manually.
When multiple students have been selected from the Student List page, a Next button will appear, enabling navigation between their profiles.
To edit a Programme, select the pencil edit icon on the right-hand side.
Make any required updates.
Option 2: To Manage Programmes in bulk navigate to Modules>Curriculum>Manage Programmes
Click Choose Students
In the Manage Programmes pop-up, select the 2024/25 Academic Year and switch the toggle to Student.
Click the blue spyglass icon next to Student Name* to open the Student Selector list, select the required students, followed by Done.
In the example below, the left-hand Year Group filter was used to choose Year 12, and Find was clicked to refresh the list.
The Manage Programmes pop-up will then display the selected students in the Selection List. Once the selections are correct, click Apply.
Any necessary updates to a student’s Programme can now be made by selecting the relevant student and clicking the Edit button.
IMPORTANT: Bromcom cannot provide guidance on the appropriate Start Date* and Planned End Date*. Please refer to the Welsh Government Guidance for details on how to determine these dates.
Note:
- A student can have only one of each type of Programme; for example, they cannot have two 16-19 Study Programmes.
- Re-takes: If a student retakes a year, extend the planned end date of the Programme via Modules > Curriculum > Manage Programmes.
- Leavers: When processing a leaver from the Student List page, the actual end date is automatically updated, and the status changes to Completed.
Learning Activities can be reviewed and updated in bulk through Modules > Curriculum > Bulk Learning Activity Update.
Select the relevant student(s) requiring updates by using the Student radio button and clicking the blue spyglass to open the Student Selector.
Use the left-hand side filters to select the appropriate Year Group and set the Active On Date to the previous academic year. Click Find, select the required students, and then click Done.
Click Apply
Make any required updates by selecting the relevant student(s) and using the bulk update fields at the top of the grid. Click Apply, then Save.
Learning Activities can also be reviewed in bulk through Modules > Curriculum > Manage Programmes. This provides an efficient way to check and resolve Learning Activities that are not correctly linked to a Programme.
In the example below, red exclamation marks are displayed in the Learning Activity Counter column.
Hovering over the exclamation mark displays a message indicating that one or more Learning Activities are not correctly linked to a Programme for the corresponding student.
Clicking the counter opens the Student Profile on the Enrolment tab, allowing review and, if necessary, amendment of the Learning Activity.
If Learning Activities appear in the Learning Activities (Not Attached to a Programme) panel within the Student Enrolment tab, this usually indicates that the Start or End Date of the Learning Activities falls outside the date range of the associated Programme.
For example, if the Programme has an End Date of 31/07/2026, but a Learning Activity ends on 31/07/2027, the system will not link them – resulting in the Learning Activity being displayed as Not Attached.
Finalising the Census File
Once all errors have been resolved and any outstanding queries reviewed and accepted, it is important to re-run the Post16 Return to ensure all updates are included.
Please refer to the ‘Create the Return’ step earlier in this guide to complete this action.
To view the summary file, select the appropriate return – if multiple returns have been generated – and click View Summary.
This will download the Census Summary file to the local computer, allowing it to be viewed or printed as needed. To view the Summary file in Welsh, adjust the Web Browser Language Settings.
Scroll down to the bottom of the Summary Report to see the DECLARATION which shows the date and time matching the corresponding XML return.
Select the appropriate return (if multiple returns exist) and click the Authorise button. This will convert the Post16 Return file into the correct format (XML) to upload to the DEWi website.
There can be multiple authorised files, each will be date-stamped to help in identifying the correct version for submission.
To export the final version of the Census file, click the View File button – this will export a copy of the file to the computer’s Downloads folder, ready to be uploaded to the DEWi website.
Post 16 Setup for the New Academic Year
This section explains how to attach Programmes to students in bulk – useful, for example, when setting up Programmes for new Year 12 students in the New Academic Year.
This can be done via: Modules > Curriculum > Student Post 16 > Manage Programmes.
Please note, Programmes can also be added individually via: Student Profile > Enrolment > Programmes.
In the Manage Programmes panel, click the top left Choose Students button.
On the next screen, Student has been selected to choose only Year 12 students, rather than All Post 16, which includes both Year 12 and Year 13.
Next, click the blue spyglass icon to the right of Student Name* to open the Student Selector list.
Use the Year Group dropdown on the left to select Year 12, then click Find to filter the list to only show Year 12 students.
In this example, click Select All, then Done to return to the Manage Programmes panel.
The selected Students will now be displayed in the Selection List. Click Apply to confirm the selection.
In the example below, none of the selected Students have Programmes or Learning Activities attached, so all the columns appear blank.
The next step is to assign Programmes to the selected Students.
Tick the checkboxes in the left-hand column to select the Students. This allows assigning the same Programme to a group of Students. If Students are undertaking different Programmes, this process may need to be done in batches.
In the example below, several Year 12 Students have been selected.
Once selected, click Add.
Then type in the required Programme* information
Next, enter the Start Date*, Planned End Date*, Status* (this will default to Continuing the programme), Guided Contact Hours*, Programme Length* and Programme Year*.
Click Apply.
After clicking Apply, the Manage Programmes screen will display the added Programmes. To make any amendments, select the required students and click Edit.
IMPORTANT: Bromcom cannot provide guidance on the appropriate Start Date* and Planned End Date*. Please refer to the Welsh Government Guidance for details on how to determine these dates.
Note:
- A student can have only one of each type of Programme; for example, they cannot have two 16-19 Study Programmes.
- Re-takes: If a student retakes a year, extend the planned end date of the Programme via Modules > Curriculum > Manage Programmes.
- Leavers: When processing a leaver from the Student List page, the actual end date is automatically updated, and the status changes to Completed.
With the Programmes assigned, the next step in the process is to add Exam Levels to Teaching Classes.
To begin, navigate to Groups > Group Type = Teaching Class (this should be the default view in a Secondary School).
Next, click Add/Remove Additional Column at the top right, tick Exam Level, and then click Save.
This will add Exam Level as a column in the Groups > Teaching Class page.
In the example below, Year Group is also included as an additional column. Clicking the Year Group column header allows filtering by Year 12 and Year 13, displaying all Teaching Classes for the selected year groups.
In the example below, none of the Year 12 or Year 13 classes have an Exam Level assigned, as indicated by the ‘Non Examination’ label.
Actions > Quick Edit can then be used to enable bulk assignment of Exam Levels to Post 16 classes.
Select all Post 16 classes, then choose Quick Edit > Exam Level from the Actions dropdown.
In the example below, all Year 12 classes have been selected, with GCE AS Level set to be assigned.
Clicking Update will assign the chosen Exam Level (e.g., GCE AS Level) to all selected classes.
Clicking Review provides the option to assign different Exam Levels to each of the selected classes individually.
In the example below, the Exam Level for two classes has been changed to a BTEC Exam Level using the Amended drop-down menu.
Once satisfied with the Exam Levels for all selected classes, click Update.
The Groups page will then display the updated Exam Levels.
Tip: If the Quick Edit option is not visible in the Actions drop down, this is likely due to permission settings. The Quick Edit function is part of the Framework Module when editing a role. For more information, see Getting Started with Roles and Permissions
With the Programmes and Exam Levels assigned the next steps are as follows;
- Add Learning Activities to Teaching Classes
- Updating Learning Activities in Bulk
Add Learning Activities to Teaching Classes
Navigate to Groups>Teaching Class, this should be the default Group Type in a Secondary school.
In the example screenshot below, a column for Year has been added and filtered to display Year 12.
In the example below, Select All was chosen from the Selections dropdown, followed by clicking View.
When more than one Teaching Class is selected, the Next button will appear at the top of the screen.
Scroll down to the Student Memberships panel.
Click Learning Activities
The Bulk Learning Activity Update page will open in a new tab with the Teaching Class pre-selected (Modules > Curriculum > Student Post 16 > Bulk Learning Activity Update).
Clicking Apply loads the list of students associated with the Teaching Class, as shown in the Student Memberships panel.
Selecting a student from the list and clicking Add Learning Activities allows you to follow the process of adding a QWAD Learning Activity.
When a QWAD Learning Activity is added via Bulk Learning Activity Update, it appears in the Teaching Class > Learning Activity Details panel as read-only.
Updating Learning Activities in Bulk
Navigate to Modules > Curriculum > Bulk Learning Activity Update
Within the panel, options are available to select Student, Class, or Learning Activity.
In the example below, Class has been selected. Clicking the spyglass next to Group Name opens the Group Selector list.
In the Group Selector list, select the required Teaching Classes. Multiple classes can be chosen. Click Done once the desired Teaching Classes are selected.
Click Apply at the top left.
Click Select All students or choose individual students.
Then use the top section to apply data to multiple columns at once.
In the example below, three students have been selected and the same LLDD Status applied. Click Apply, then Save to finalise the changes.
This process can be used for the following columns: Start Date, End Date, Planned End Date, Status, Welsh Medium, Category, and LLDD Status.