Saving the form

The file should be downloaded to the location where it will be worked on and given a new unique name that identifies the school (see below).

Before completing the form, you will need to ensure that it can be distinguished from other schools' and colleges' data when your completed form reaches the CES. This is done by giving your form a unique name.

You should rename the Excel spreadsheet so that it includes your local authority number and establishment number. For example, if your LA and Establishment number is 823/4321, change the file name from




click here to see what your school's file name should be.

Your browser may give you the option to save the file with a new name (save as). If not, the file can be renamed by downloading it and following these steps:

  1. Open the form and click on the Office button (Office 2007 or later) or the File menu in the top left of your screen (Office 2003 or earlier). Select Save As.
  2. Select, from the Save As box, the location where you want to save your form on your computer. In the File name box, enter a unique filename (see above).
  3. Click on the Save button to save your form with the new name.

It is good practice to save the file regularly while entering data, as well as at the end of a session. To do this, click on the save symbol at the top left of your screen. It would also be advisable to have a back-up copy saved elsewhere.

One of the advantages of the Excel form is that it can be downloaded and printed to pass to staff for their contributions in hard copy. It is not recommended that the form be emailed to colleagues, since there is a risk that, if the file is not further re-named, data from one copy will over-write data in another.

It is also important to ensure that potentially sensitive data about individuals is not circulated in contravention of the Data Protection Act. For example, it would be advisable only to circulate blank hard copies of the form.


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