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Publication - Advice and guidance

Scottish Exchange of Data - school estates core facts survey: guidance notes

Published
15 March 2022
Directorate
Learning Directorate
Topic
Education

Guidance notes to assist in the completion of the annual School Estates Core Facts survey.

Additional guidance

Data must be entered using appropriate codes and formats - descriptions of these are given below.

In particular dates must be entered in the format yyyy-mm-dd - the spreadsheet should convert your date to this format but if this is not working you can change to this format using Excel's date format options.

Yes / No fields are coded 0 for No and 1 for Yes.

Uploading instructions can be found in the ProcXed manual.

Once you have uploaded your data please run a ProcXed Report to check your return is as you intend prior to submitting it, following these steps:

  • menu>reports>view reports
  • data collection type: School Estates Core Facts
  • reports: Summary Report
  • select the data collection ‘School Estates Core Facts 2024’
  • click the blue ‘View Report’ button
  • the report of your return will generate in your browser
  • to export it to Excel, click the floppy disk/green arrow dropdown icon, select Excel (or pdf or Word), and save to your computer

If you are having any problems please contact us at ScoXed@gov.scot.

Spreadsheet guidance

Local authority tab

 

Spreadsheet field name

LAcode

Question in online form

Qu 1.1: Local Authority

Codes etc.

3-digit LA code

Spreadsheet field name

PrimaryCapacityFormula

Question in online form

Qu 1.2: Formula used to calculate capacity: primary

Codes etc.

freetext description of how primary capacity is calculated

Spreadsheet field name

SecondaryCapacityFormula

Question in online form

Qu 1.3: Formula used to calculate capacity: secondary

Codes etc.

freetext description of how secondary capacity is calculated

Spreadsheet field name

AdditionalLAComment

Question in online form

Qu 1.4: Please enter any additional comments or explanations on the authority level component

Codes etc.

freetext additional comments

Spreadsheet field name

compliancecost

Question in online form

Qu 1.5: Please enter the time taken in hours at a LA level to supply the School Estates information to Scottish Government

Codes etc.

Numeric field

School tab

 

Spreadsheet field name

SchoolName

Question in online form

Qu 2.1: School

Codes etc.

freetext field

Spreadsheet field name

CentreNumber

Question in online form

Qu 2.2: Centre (SEED) Number

Codes etc.

7 digit school SEED code

Spreadsheet field name

SchoolType

Question in online form

Qu 2.3: School Type

Codes etc.

2 = primary, 3 = secondary, 4 = special

Spreadsheet field name

SchoolOpen

Question in online form

Qu 2.4: School Open

Codes etc.

1 = open, 2 = closed, 3 = mothballed

Spreadsheet field name

SharedCampus

Question in online form

Qu 3.1: Is this a shared Campus?

Codes etc.

0 = no, 1 = yes

Spreadsheet field name

CommunityServices

Question in online form

Qu 3.2: Is there space for Community Services?

Codes etc.

0 = no, 1 = yes

Spreadsheet field name

RebuiltOrRefurbished

Question in online form

Qu 4.1: Rebuilt or Substantially Refurbished in Last Financial Year (2020-21)

Codes etc.

0 = no, 1 = yes

Spreadsheet field name

DateWorksCompleted

Question in online form

Qu 4.2: Date Works Completed (in format YYYY-MM-DD)

Codes etc.

date in format yyyy-mm-dd

Spreadsheet field name

NewBuildOrRefurb

Question in online form

Qu 4.3: Was this a new build or refurbishment / extension?

Codes etc.

1 = new build, 2 = refurb

Spreadsheet field name

FundedPFINPD

Question in online form

Qu 4.4: How was this work funded?

Codes etc.

3 = LA Capital Funding

4 = Scotland's schools for the future

5 = other

6 = Scottish Government learning estate 'Investment programme'

Spreadsheet field name

TotalValueWorks

Question in online form

Qu 4.5: Total Cumulative Value of Works Carried Out

Codes etc.

numeric field

Spreadsheet field name

OverallCondition

Question in online form

Qu 5.1: Overall Condition of School

(enter A, B, C or D)

Codes etc.

A = good, B = satisfactory, C = poor, D = bad

Spreadsheet field name

ConditionSurveyDate

Question in online form

Qu 5.2: Date of most recent condition survey (in format YYYY-MM-DD)

Codes etc.

Date in format yyyy-mm-dd

Spreadsheet field name

ConditionGuidanceVersion

Question in online form

Qu 5.3: Version of guidance on condition recording used to calculate this school’s condition rating.

Codes etc.

Freetext field

Spreadsheet field name

SuitabilityOfEstate

Question in online form

Qu 5.4: Overall Suitability of School

(enter A, B, C or D)

Codes etc.

A = good, B = satisfactory, C = poor, D = bad

Spreadsheet field name

SuitabilitySurveyDate

Question in online form

Qu 5.5: Date of most recent suitability survey (in format YYYY-MM-DD)

Codes etc.

Date in format yyyy-mm-dd

Spreadsheet field name

SuitabilityGuidanceVersion

Question in online form

Qu 5.6: Version of guidance on suitability recording used to calculate this school’s suitability rating?

Codes etc.

Freetext field

Spreadsheet field name

PlansToChangeSuitability

Question in online form

Qu 5.7: Are there CONFIRMED plans to change the condition and/or suitability?

Codes etc.

0 = no, 1 = yes

Spreadsheet field name

CompletionDateChangeSuitability

Question in online form

Qu 5.8: Planned completion date to change the condition and/or suitability from C or D (in format YYYY-MM-DD)

Codes etc.

date in format yyyy-mm-dd

Spreadsheet field name

ConditionChangeNote

Question in online form

Qu 5.9: If there has been a large change (i.e. by two or more places on the condition scale) in condition please explain the circumstances here

Codes etc.

Freetext field

Spreadsheet field name

PupilRollAtSept

Question in online form

Qu 6.1: Pupil Roll at Last Census

Codes etc.

taken from census return - DO NOT UPDATE

Spreadsheet field name

SchoolCapacity

Question in online form

Qu 6.2: School Capacity

Codes etc.

numeric field

Spreadsheet field name

RollCapacity

Question in online form

Roll/Capacity % (calculated field)

Codes etc.

calculated field - DO NOT UPDATE

Spreadsheet field name

AdditionalSchoolComment

Question in online form

Qu 7.1: Please enter any additional comments or explanations relating to the school

Codes etc.

Freetext field

Other centre on site tab

 

Spreadsheet field name

CentreNumber

Question in online form

Centre (SEED) Number

Codes etc.

7 digit school SEED code

Spreadsheet field name

OtherSchoolName

Question in online form

Qu 8.1: Other School Name

Codes etc.

freetext field

Spreadsheet field name

OtherCentreNumber

Question in online form

Qu 8.2: Other Centre Number

Codes etc.

7 digit school SEED code

Spreadsheet field name

OtherSchoolType

Question in online form

Qu 8.3: Other School Type

Codes etc.

2 = primary, 3 = secondary, 4 = special

 

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