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 on – 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 8 th November 2018 • Deadline for returns is Thursday 22 nd 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 on 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 25 th 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 or 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 on 01273 482519 or 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?
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