PVI Data Collection

Early Years Foundation Stage Profile (EYFSP) 2023

EYFS Profile assessments are completed at the end of the Early Years Foundation Stage (EYFS). The majority of children will be in the Reception class in a school. 
There are some children who remain in a Private, Voluntary & Independent (PVI) childcare provision until the end of the EYFS. A PVI setting will need complete the EYFS Profile if they have a child in their setting in the summer term 2022 who:

  • will be 5 years old on or before 31 August 2023 and 
  • is receiving the majority of their early education free entitlement with them and
  • will be joining a year 1 class in September 2023 (Children joining a school Reception class in September 2023 do not do the profile in PVI)

The following documents explain more about the statutory requirement to complete the EYFSP in 2023.

Please ensure you are familiar with them. They give you the up-to-date information which you will need:

  • The Early Years Foundation Stage framework

Early years foundation stage (EYFS) statutory framework – GOV.UK (www.gov.uk)

  • Early Years Foundation Stage Profile Handbook 2023

Early years foundation stage profile handbook – GOV.UK (www.gov.uk)

  • You may also find the suite of case study exemplification videos useful.

Early years foundation stage: exemplification materials – GOV.UK (www.gov.uk

The statutory EYFS framework requires the EYFS profile assessment to be carried out no later than 30 June 2023.  Practitioners are expected to use their professional judgment to make an assessment of the child’s outcomes in relation to the 17 early learning goals (ELG) descriptors. For each ELG, practitioners must judge whether a child is

  • Meeting the level of development expected at the end of the EYFS (expected) or
  • Not yet reaching this level (emerging).

Returning your data to Suffolk Local Authority

You can submit your EYFSP data to the Local Authority any time during June and no later than Friday 30 June 2023.  

The Department for Education (DfE) Excel template and guidance are now available for 2023.

These documents are for settings that do not use commercially produced software for EYFS.

EYFSP 2023 Input Sheet v1.0

EYFSP 2023 Input sheet user guide v1.0

If you are not using commercially produced software you must send your data return using a secure method see link below for more information

Secure emails | Suffolk County Council

If you don’t have a TLS connection, you must request a secure email first from [email protected] once the secure email is received you can attach your EYFSP data collection return.

If you are using commercially produced software

There is a variety of software which has been produced commercially and can be purchased for you to record the Early Years Information and produce the necessary file that the LA requires for submission to the DFE.

If your setting has decided to use commercial software here are some things you should check:

  1. Ensure that you are running the latest version of your software to ensure that your software provider is complying with the most recent requirements for EYFS data from the DfE. Please check with your provider if you are unsure.
  2. Follow the software supplier’s instructions for producing a file for exporting /returning data to the LA.
  3. Suffolk requires an XML file type to be produced – please ensure that the software produces a file that meets the DfE requirement for EYFS – the file MUST include pupils’ postcodes.
  4. The file name should follow the following convention: 935xxxx_FSP_935LLLL.xml; where xxxx is your schools 4 digit DfE number (this is between 2000 and 7000). The four Ls are part of the filename.

For queries regarding how to submit your completed EYFSP data please email:  [email protected]

For questions around completing your EYFSP assessment please email: [email protected]