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School Spring Census - Education ICT Service

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School Spring Census - Education ICT Service

    School Spring Census

    17 January 2013

FAQs and Helpline Tips on Running the Census

     Author(s): Helpline, The ICT Service

    Reviewed by: Helpline

    thPublication date: 10 January 2013

Version: 0.4

     Review date:

School Spring Census 17 January 2013

    FAQs and Helpline Tips on Running the Census Contents

    Before proceeding ................................................................................................................................................... 3 1. Changes for this Census ........................................................................................................................................... 3 2. Frequently Asked Questions (FAQs) ......................................................................................................................... 3 2.1 What Date is the Spring School Census?............................................................................................................ 3 2.2 What Pupil Level Data is Collected? .................................................................................................................. 3 2.3 Funded Hours and Hours at Setting .................................................................................................................... 3 2.4 What Attendance Data is collected? ................................................................................................................ 3 2.5 What Exclusion Data is collected? ..................................................................................................................... 3 2.6 What other Data is collected? ........................................................................................................................... 3 2.7 What Time Should I Record Class Activities for?................................................................................................. 4 3. Tips on Running the Census ...................................................................................................................................... 4 3.1. Creating a School Census ................................................................................................................................. 4 3.2. Create a new subfolder in your School Census Folder for your 2013 Census returns ...................................... 4 3.3. Check what version of the Validation File your Census is using ....................................................................... 4 3.4. School details ..................................................................................................................................................... 5 3.5. Ensure you calculate all details ......................................................................................................................... 5 3.6. Hours at setting and funding hours for 2, 3 and 4 year olds ............................................................................. 5 3.7. Class Type Primary Schools.............................................................................................................................. 5 3.8. Attendance Panel ............................................................................................................................................. 5 3.9. Create and Validate ......................................................................................................................................... 5 3.10. Summary ........................................................................................................................................................... 6 3.11. Class Activity Panel .......................................................................................................................................... 6 3.12. Pupil reconciliation ........................................................................................................................................... 1 3.13. General Information ......................................................................................................................................... 6 3.14. Create and Validate ....................................................................................................................................... 7 3.15. Census Summary .............................................................................................................................................. 7 3.16. Detailed Reports............................................................................................................................................... 7

    3.17. SEN

    3.18 Bulk Update

    3.19. General Comments

    3.20. Authorising the Return

    4. Uploading the School Spring Census ....................................................................................................................... 8

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Before proceeding

    ; Schools must have carried out the Autumn SIMS upgrade (version 7.148) to be able to run the Spring 2013

    School Census.

    ; Returns Officer or Returns Manager Permissions are required to be able to create the census.

    ; Browse to your Statutory Returns folder and create a new Census 2013 folder (see Section 3.2).

    ; IMPORT latest Predefined Report Definitions 7.148 (Reports | Import open and import).

    ; Check which Validation File your census is using (currently Fileset 120 look out for notice of more up-to-

    date files).

    ; Remember to ‘Calculate All Details’ only ONCE.

    1. Changes for this Census

New data items to be collected: Data no longer being collected:

     ; FSM Eligibility start and end dates ; FSM Eligibility on Census Day ; Attendance Data for Year R ; Connexions Agreement changed to Youth Support Services Agreement Indicator

    2. Frequently Asked Questions (FAQs) For further information please refer to the Department for Education ‘School Census, Preparation and Guidance for

    2013’, which is available from the Portal.

    2.1 What Date is the Spring School Census?

    Thursday 17 January 2013

    2.2 What Pupil Level Data is Collected?

     ; Name ; First Language ; Date of Birth ; Free School Meal Eligibility start and end dates ; Address ; Service Children in Education Indicator ; Year Group ; Class type (Primary schools) ; Year Taught In ; Connexions Agreement (Secondary Schools) ; Part-Time status ; SEN Status ; UPN ; SEN Needs ; Ethnicity

2.3 Funded Hours and Hours at Setting

    Primary Schools and Nursery Schools must record both Hours at Setting and Funded Hours for all pupils who would

    have been 2, 3 or 4 years old on 31/8/12.

    2.4 What Attendance Data is collected?

    Autumn Term 2012.

    2.5 What Exclusion Data is collected?

    Summer Term 2012.

    2.6 What other Data is collected?

    ; Standard School information.

    ; Free meals taken on Census day.

    ; Class Activity at your school’s given time.

    ; Admission Appeals.

     Page 3 of 8

2.7 What Time Should I Record Class Activities for?

    Details are required of all classes running at the selected time on the Spring Census day (17 January 2013). The ‘selected time’ is based on the last digit of a school’s DfE Establishment number as follows:

    ; 0, 1 or 5 = 1 hour/period after the start of morning school

    ; 2, 3 or 6 = 1 hour/period before the end of morning school

    ; 4, 7, 8 or 9 = 1 hour/period after the start of afternoon school

    If the selected time is not appropriate to the school timetable (for example, if the selected time is when the whole school or a large proportion of the school is in an assembly) schools should choose an hour/period that reflects a ‘normal’ class situation that applies at the selected time each Thursday of the term. Secondary Schools need to

    calculate the period number in the week for the class activities to generate automatically

    Do not record unusual situations (such as class amalgamation or school closure), which may have occurred on the Census day due (for example) to staff training or absence, severe weather conditions or religious observances. Primary schools with infant classes are asked to ensure that the selected period is one when the infant class (KS1 and/or Reception) are engaged in an academic activity, rather than undertaking one of the activities which are ‘excepted’ (PE/Games or Music, Singing, Drama, Watching TV or Listening to the Radio) from the ‘class size legislation’. If, at the time of the count, infant class children are involved in one of these excepted activities, the count should be deferred to the next ‘ordinary’ teaching session. This change of selected time should be enacted

    for all classes in the school, not just the infant ones.

    3. Tips on Running the Census

3.1. Creating a School Census

    Use the route Routines | Statutory Returns | School Census.

    Secondary schools must ensure the correct period is entered in the appropriate box such that when the Census is calculated the classes that are taking place at your school’s given time are automatically populated into the Classes Panel.

    3.2. Create a new subfolder in your School Census Folder for your 2013 Census returns:

    Navigate to your existing School Census folder and create a new folder named Census 2013.

    ; Centrally Hosted schools - Central Share | SIMS Share | Statutory Returns

    ; Non Centrally Hosted schools - S:\SIMS\Statutory Returns

    3.3. Check what version of the Validation File your Census is using

    Validation Fileset

     Page 4 of 8

    The Validation file (Fileset ID) is given at the top of the Census Page. Fileset 120 should have been automatically imported as part of the SIMS .net Autumn Upgrade. If the number is lower than this, then the fileset will need to be imported before continuing with your census.

    Please note, there have been a number of occasions where faults with these files (which are provided by the DfE) come to light too late to be included in any upgrade. When this occurs, we will notify schools by email and make available any replacement files.

    3.4. School details

    Ensure the School e-mail address is present and is a Generic Address i.e. office@ or head@ NOT a named person’s account.

    Academy schools should ensure any change of name or DfE Number have been made on the school details page. A patch may be required to enable this.

    3.5. Ensure you calculate all details

    The Calculate All Details button is now at the top right hand corner of the Census this must be run at least once

    (N.B. If it is run again any manual editing of the return will be lost). There are Recalculate buttons on each section

    of the return, which will just recalculate figures on that panel.

    3.6. Hours at setting and funding hours for 2, 3 and 4 year olds Check the figures in the Hours at Setting and Funded Hours tables are correct. The data entry tables can be accessed by clicking on the relevant Edit button. Hours at Setting are the actual number of hours that the pupils attend. Funded Hours are the total number of these hours for which funding is received.

3.7. Class Type Primary Schools

    The Class Type editing screen can be accessed from the Update Class Type link on Panel 4 of the Census. YN1 and YN2 pupils would ordinarily all be in Nursery Classes, all other Year groups should be in Other.

3.8. Attendance Panel

    The Attendance box should have a message that your Attendance Marks are Compliant. If missing marks are reported, these should be identified and dealt with.

    3.9. Create and Validate

    Before carrying out manual editing, it is a good idea to Create and Validate the Census and resolve any pupil level errors.

     Page 5 of 8

3.10. Summary

    Now is a good time to run off a preliminary Summary. Check all the numbers are correct, particularly numbers of:

    ; Part-time pupils

    ; Free School Meals

    ; SEN Status

    ; SEN Needs

    ; Ethnicity

    ; First Language (check no Other than English, Believed other than English etc. - if there are, please speak to

    the Helpline)

    ; EAL (English as an Additional Language very important as this attracts additional funding)

    ; Service Children in Education

    Once the pupil level queries have been resolved, begin working through the Census Panels that require manual entry.

    3.11. Class Activity Panel

    Work through each class’s details editing as appropriate (note, class type should be Other apart from Nursery Classes). Delete any classes that are not taking place at your school’s given time (eg morning/afternoon nursery classes). Check Year Group and Key Stage is correct and manually enter the activity from the drop-down list. (See Page 56 (primary) or 72 (secondary) of DfE Preparation and Guidance Notes of what is required and what time to use.)

    3.12. Pupil reconciliation The number of Students On Roll and in classes at your school’s time

    automatically feeds into the top box

    The number of Students On Roll on Census Day

    The three white boxes are editable such that pupils not in school at the time can be recorded. The Total pupil number MUST AGREE with Pupils on Roll.

    3.13. General Information

    The last few panels all require completing manually. The Number of Free School Meals actually taken on Census day must be entered in Panel 9 and any Admission Appeals on Panel 10.

    Free School Meals

    Ensure all students that are entitled to FSM have their entitlement recorded, regardless of whether they take school meals. Ensure the start and end dates for their entitlement have been entered. Be careful that these dates have been entered in the FSM entitlement box. This now appears on the Dietary Needs Panel in Student Details. Do not

    remove historical records of FSM entitlement; historical entitlement to FSM also attracts additional funding.

     Page 6 of 8

Part-time Pupils

    Ensure end dates are present for students who have changed from part-time to all day. Even if their status is changed to All Day they will still be counted as part-time in the Census if there is no end date for their part-time status.

    Modes of Travel

    Ensure Modes of Travel Information is up to date. Class Collection tick list reports can be issued to class teachers as a means of obtaining up-to-date modes of travel to highlight any changes since last autumn. (This report can be downloaded from the Portal if you do not already have it in SIMS .net reporting). Data can then be entered using Bulk Update.

    It is recommended that this area continues to be maintained within Sims .net even though this data is not being collected in the Spring 2013 Census.

    Service Children’s Flag

    This information is recorded on the Additional Information panel of Student Details and should be completed for all Service Family students. Bulk Update can be used to enter this information. For security reasons these flags are not included on the Pupil Basic Details report (See Detailed Reports below). Source of information is no longer required.

    3.14. Create and Validate

    All errors must be CLEARED.

    A new Errors and Resolutions Booklet will be uploaded to the Portal as soon as it becomes available.

    All queries must be CHECKED.

    Do not assume that queries are correct, make sure they are.

    3.15. Census Summary

    Print off the Census Summary and CHECK the numbers are correct. Validating the census only shows INVALID DATA

    NOT INACCURATE DATA.

    3.16. Detailed Reports

    Print off the Detailed Reports and pass a copy to all appropriate members of staff for checking. eg Headteacher, SENCO, Attendance Officer, Personnel Officer.

    3.17. SEN

    Check the Number of Students at each level, School Action (A), School Action Plus (P) or Statement (S) is correct. All students with SEN MUST also have a Need Type. Ensure only Need Types with Statutory Codes are used. Need Types with other codes should be de-activated in Maintain Lookups - Tools | Lookups | Maintain | Search | SEN

    Need Type.

    Please also note that any student that has had an exclusion, MUST have an SEN status valid at the date of the exclusion. By default all students have an SEN Status of Never Assigned for students with an exclusion this will result

    in an error on running the Census. If the student does not have special needs then a Status of N No Special Needs

    MUST be applied.

     Page 7 of 8

3.18. Bulk Update

    This is a handy tool for checking for invalid data and bulk adding or editing individual data items e.g. First Language, Ethnic Category, Service Children’s Flag etc. Go to Routines | Pupils | Bulk Update.

    3.19. General Comments

    ; If Student Details in SIMS .net are kept up-to-date and accurate, very little extra work will be required to run

    the census.

    ; Always complete all the statutory fields for all students, even if they are only on roll for one day.

    ; Never use data fields labelled as one thing to record something else. e.g.

    ; Ensure the correct parts of all addresses are in the correct boxes - House Numbers being

    entered in the House Number box etc.

    ; Do not enter e-mail addresses in boxes for telephone numbers or vice versa

    ; Always check the Census Summary THOROUGHLY. Your school’s funding is calculated using the figures

    contained in these returns. The numbers of FSM, SEN, Service Children etc. can all impact on your school’s

    budget.

    ; Remember Validating the census only shows INVALID DATA NOT INACCURATE DATA

    3.20. Authorising the Return

    Once the Return is complete, give a copy of the Summary to the Headteacher. The return should not be authorised without the Headteacher’s approval. Once it has been agreed, ask the Head to sign the Census Summary then click on the Authorise Button. The Return will then be converted to an xml file (before authorisation it will have been a .una file). Authorised reports cannot be edited. Should a problem be found, the return can be copied and the copy can be edited.

    Make a note of the file name. The format is: County and year

    873nnnn_SC1_873LL13nnn.xml

    Number of this file School DfE number First Census of the Year

    4. Uploading the School Spring Census

    The Website will only become live on Census day. Cambridgeshire schools will only be able to access Census from 10am on Thursday 17 January. The URL for the completed and authorised census is via the new Secure Access website:-

    https://sa.education.gov.uk

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