School Workforce Census Autumn 2018 Agenda Overview School - - PowerPoint PPT Presentation

School Workforce Census Autumn 2018

Agenda

• Overview
• School Workforce Census Dummy Run
• Break
• Identify and analyse validation errors
• Detail Reports
• Summary Report
• Return the census file via COLLECT

SWC – Rationale

• School workforce census is the DfE’s main source of data
• n

– staff pay bills – staff turnover – absences

• The school workforce census data informs departmental

policy on pay and the monitoring of the effectiveness and diversity of the school workforce.

• School workforce census data is also used by other

government departments, local authorities, external agencies and educational researchers. Accuracy of data is crucial.

Dates, SIMS Version, Permissions

• SWC date is Thursday 8th November 2018
• Deadline for returns is Thursday 22nd

November 2018

• Schools need version 7.182 of SIMS
• SIMS minimum Fileset 1004
• SIMS Permissions required; Personnel Officer,

Returns Manager and/or Returns Operator

Guidance Notes

• Capita Guidance Notes are provided on Czone School

Workforce Census page

• Producing the School Workforce Census Autumn 2018

Return

• Preparing for the School Workforce Census Autumn 2018
• Additional guidance, including Detailed and Summary

Report checking notes, Who to Include and Vacancies Flowcharts, Validation Errors Resolutions can be found

• n the Czone, School Workforce Census page

Privacy Notices

• ESCC schools must have issued a Privacy

Notice to all members of staff

• Issued to all current staff in school and those

who have recently left who will have data in the return (i.e. absence data)

Privacy Notices Changes May 2018

• The Data Protection Act 1998 was replaced by the GDPR

(General Data Protection Regulation) on the 25th May 2018.

• Schools will need to review their privacy notices to

ensure they are compliant with the requirements of the GDPR.

• There are administrative fines for failing to comply with

the GDPR.

• For more information please refer to Czone, the Virtual

Schoolbag or contact the Information Governance Team at CS.DPA@eastsussex.gov.uk

Individual Level Data Collected

School Level Data Collected

School Employed Staff Included In summary the school workforce census covers

• Full and part-time teachers
• Teaching assistants
• Other support staff who are employed by

schools, including PRUs

Staff to include…

TEACHERS

Teachers Included

• Those paid according to teachers’ pay and

conditions, whether employed by the school

• r the LA, and;
• Agency staff working within a school in a post

that would be paid according to teachers’ pay and conditions if filled by a teacher employed by the LA or school

Teachers NOT Included

• Centrally employed teaching staff do NOT

need to be in your return.

• These include;

– Peripatetic music teachers – Advisory teachers – Educational psychologists – Educational welfare officers

Teachers – Type of Service

• ‘Regular Service’ means continuous employment of

28 days or more

• ‘Regularly’ means a minimum of once every four

weeks E.g. If a supply teacher is contracted to come into a school once a week for five weeks, then that would represent regular service as the continuous employment period is one month or more

Teachers in Regular Service

• Qualified teachers paid in accordance

with School Teachers’ Pay and Conditions

• Teachers taking on long term cover

Further Teacher Clarification

• A supply teacher employed on an ad hoc basis

would not be considered to be in regular service for the SWC, even if they are being used regularly

• Individual data is only required from those

that are in regular service, i.e. employed under a contract or service agreement for a period of 28 days or more

Headcount of Occasional Teachers

• Occasional Teachers not deemed to be in

‘regular’ service

• In school on census day
• Mainly Supply Teachers

– Can be casual teachers you have on SIMS that you get into cover classes a lot, but are not ‘regular’

TEACHING ASSISTANTS

Teaching Assistants Included

Teaching Assistants are comprised of support staff based in the classroom for learning and pupil support, for example; – HLTAs – Teaching assistants – Special needs support staff – Nursery officers/assistants – Minority ethnic pupils support staff – Bilingual assistants

Professional qualifications

• All Professional qualifications: QTS, QTLS, EYT,

HLTA and TA need to be recorded as applicable

Update Your Absence Data

• Contracted Teachers, Contracted Teaching Assistants

(excludes Teaching Assistants who only have service agreements, Agency Teachers and Other Support Staff)

• HISTORICAL DATA collected for staff with regular

service and absence in the period 01/09/2017 - 31/08/2018

• Sickness absences are only included if “working days

lost” is greater or equal to half a day

• Training absences are not collected

Teacher Vacancies

SUPPORT STAFF

Support Staff Included

Support staff comprise of support staff who are not classroom based, for example; – Matrons/nurses/medical staff – Librarians – IT technicians, technicians – Admin officers/secretaries – Bursars – Other administration/clerical staff – Premises staff – Catering staff

Support Staff Clarification

• Part-time staff who are normally present at the

school, but work on days of the week other than the census day should be included

• Support staff NOT included;
• Governors, Clerk to Governors
• Voluntary staff
• Extended school staff (breakfast, after school, Sure

Start and Children’s Centres)

• School crossing patrol staff
• School improvement partners

Extended Schools Staff

• If someone has a contract in scope of SWC,

and contract for extended schools, then;

• Extended schools staff should have a role of

Do not Include in Statutory Returns

• This will exclude the extended school contract

from the return

Headcount of Third Party Support Staff

• Staff NOT employed directly by the School or LA
• PCT Staff
• Police
• Other examples include:
• Contract cleaners, Chartwells staff, outsourced

IT technicians etc.

• Self-employed support staff e.g. IT technician

CHANGES FROM 2017

Changes for 2018

• Pay data – ensure that latest pay scales have

been updated to 2018

• Date of last pay review – even if no alteration to

pay

• Extra care in recording additional payments

correctly and that these have been updated

• Three categories of Qualified Teacher Status –

QTS, QTLS and EYTS. Teacher Number to be provided.

CHECKS & REPORTS

Curriculum Data

• Check all subject codes in use are mapped to DfE

subject codes

• Map any new subjects you now use
• Location in SIMS – Tools, Setups, Subjects

Important Checks/Information

• All staff in the return should have at least one

contract

• There should be no staff with a contract with 0 hours

per week included in the return

• Working Days Lost is only collected for Sickness

Absence

• Base Pay is now collected for all staff, even if spine

point and scale are collected

Running Pay Related Checking Reports

• It may be useful to run the following reports to check that all

service terms have been mapped correctly.

• Reports, Run Report, Focus, Service Terms folder
• ST Pay Scale Definitions will show the mappings of Pay Scales

for all service terms in use

• ST Allowances will show the mappings of allowances for all

service terms in use

• ST Post Definitions will show the mappings of Posts for all

service terms in use.

• Run these reports and check that the mappings are correct.

Detailed Reports

• 8/9 detail reports that can be accessed from the

SWC screen

• Reports show all the data in the return that will be

submitted to COLLECT

• Important to check in conjunction with Summary

Report

Summary Report

• Gives an overview of all the data in the return
• Important to get Head to check Summary before

authorising return

• Please send SUMMARY copy to Lesley Goodwin via;
• AVCO in the InfoMgt/Out folder (then run

Anycomms)

• Or email cs.datamanagement@eastsussex.gov.uk

Support and Advice

• SIMS related enquiries should be directed to Schools

ICT

• n

01273 482519

• r

email schoolsict@eastsussex.gov.uk

• All data related enquires (who should and shouldn’t

be included etc.) should be directed to Lesley Goodwin and the Data, Research & Information Management Team on 01273 482298 or email cs.data.management@eastsussex.gov.uk

Thank you. Any questions?