welcome delivered by the SIMS support team member: Alex Dickin - - PowerPoint PPT Presentation

delivered by the SIMS support team member:

Alex Dickin

welcome

Primary School Census Autumn 2020 Presentation

timings breaks

Domestics

Your SIMS Support Team

• Christine Skeet
• Alex Dickin
• Tina Jackaman

Your SIMS Technical Support

• Nick Attwood
• David Sheppard

School Census Support Team

School Census Support Team The Service Bridge Team

• Lizzie Winter (Manager)
• Colin Herbert
• Catherine Hudson

Course Aim The aim of this session is:

• To provide information to assist in the

preparation of data for the School Census.

Course Objectives

Today’s session covers the following topics:

• Overview of the School Census and DfE requirements
• Changes from previous collections
• Specific areas needing attention
• Where to obtain assistance
• Questions & Answers

School Census Important Dates

Census Day: Thursday 1st October 2020

Date range the Census Data is being collected from: Attendance Data Collection: Not collected Exclusions Data Collection: 1st September 2019 to 31st July 2020 Free School Meal Collection: 17th January 2020 to 1st October 2020

School Census Important Dates

Why the Thursday 1st October? The Department for Education advise that Schools need to consult with their LA regarding deadlines for the School Census being uploaded, and allow sufficient time for the LA to discuss and resolve any queries about the data with all the schools prior to Submitting/Approval. If there are no technical issues, there is no reason why it shouldn’t be submitted during Census week, if there are technical issues we would hope that they could be resolved within the next two weeks.

School Census Rationale

Important Notice for Academies Unfortunately the Local Authority will only have sight of clashes between yourselves and LA maintained schools, so if there is a clash between yourselves and another academy this would remain hidden from them. As you will be aware any unresolved clashes mean that the DfE will not fund the pupil at either establishment, so it is in your interest to resolve the issue with the other establishment, and check that it has been resolved in the COLLECT Website the following day.

School Census Rationale

Important Notice for Academies The duplicate reports for same person different UPN and Same UPN are available on the COLLECT website at the foot of the screen once you have selected Data Collection.

School Census Rationale

We have provided a handout giving the rationale behind the School Census The submission of the School Census returns, including a set of named pupil records, is a statutory requirement on schools under section 537A

• f the Education Act 1996.

http://www.legislation.gov.uk/ukpga/1996/56/section/537A Putting the School Census on a statutory basis: Means that schools do not need to obtain parental or pupil consent to the provision of information. Ensures schools are protected from any legal challenge that they are breaching a duty of confidence to pupils and helps to ensure that returns are completed by schools.

School Census Rationale

A Reminder of Legal Duties under the Data Protection Act and the General Data Protection Regulation (GDPR): Privacy Notices Schools must provide clear accessible privacy notices to inform parents, pupils and staff:

• What data is collected about them.
• For what purposes the data is collected.
• How the data is used (processed).
• What the lawful process is for processing.
• How long the data is retained.
• Who the data is shared with.
• Why the data is shared.

Please note this list is not exhaustive, further information on the GDPR can be found in the Information Commissioner’s Office (ICO) overview of the General Data Protection Regulation (GDPR). The DfE provides templates for privacy notices that schools may wish to use.

School Census Prerequisites

Prerequisites The Autumn Census can be prepared once the SIMS.net Summer Upgrade has been installed. You need to be using the correct SIMS Version (7.194) and database build 3.63.711 (or higher) And lastly, you need to make sure you have the latest fileset imported into SIMS. The most current Fileset is 1600

School Census Changes Changes to the School Census for 2020

Please note all changes are in relation to the cancellation of the Summer School Census.

School Census Changes

Changes to the 2020 Autumn Census The collection period for Exclusions has been extended to the 2019/2020 academic year. This will be any exclusion with a start date from 01/09/2019 to 31/07/2020. In addition to this Lunchtime exclusions are no longer collected.

School Census Changes

Changes to the 2020 Autumn Census Summer term attendance data will not be collected. The collection period for Free School Meal eligibility has been extended. Any eligibility from 17th January 2020 until 1st October 2020 will be collected.

Preparation for the School Census

Getting your SIMS data ready for the School Census.

Preparation for the School Census

Attendance data – What’s being collected?

• No attendance data will be collected this Census!
• The next few slides are a reminder for future Census

returns.

Preparation for the School Census

Attendance data – What’s being collected? Just as reminder: Attendance code D will NOT be included in the collection of attendance information and it will not be counted in the sessions possible. The number of sessions possible for a dual registered pupil against the main school should exclude those when the pupil is due to attend the subsidiary school and vice versa. However, this does not change schools’ obligations with respect to safeguarding and they must follow up all unexplained and unexpected absences in a timely manner.

Preparation for the School Census

Attendance data – What’s being collected? Just as reminder: Any students who are dual registered at your school but attended the other establishment for the whole summer term will create query code 2502Q. If this is the case you will need to add a note to the Collect website explaining that the student has attended another establishment during the Summer term.

Preparation for the School Census

Attendance data – What’s being collected? Part Time Educated Students Error 1940 states that pupils aged 5-15 can not be classified as having part time status. However there are sometimes reasons where a pupil between these ages is educated part time. To record them as such would reduce the annual funding for that pupil, so record them as full time and use the most appropriate code for the sessions not attended.

Attendance Data – What’s being collected? Part Time Dates for Reception Year Pupils

Preparation for the School Census

To add new part time details click on new. Click on open to edit existing details, for example to add an end date. It is only necessary to delete if details are added in error.

Preparation for the School Census

Attendance Data – What’s being collected? Part Time Dates for Reception Year Pupils

Pupils will show up in SIMS at the current effective date as part time if there is a start date in the past for Part Time Details and either no end date or an end date in the future.

Preparation for the School Census

SEN Details – What’s being collected?

For this census the SEN Code and SEN Provision are being collected. SEN Need type isn’t collected for this census but will be required in the spring census. We highly recommend keeping this updated throughout the year. FYI: Common Query 1990Q requires a note to confirm that the school are receiving top-up funding for students that are not classed as having an EHCP.

Preparation for the School Census Early Years Panel

This panel will only appear if you have a Early Years Pupils (Aged 4 and under from 31/08/2020).

Preparation for the School Census

Funded Hours & Disability Access Fund Indicator A maximum of 15 hours can be recorded in Funded Hours for each student. The Disability Access Fund Indicator provides the ability to record whether three and four-year olds are in receipt of the Disability Access Fund. If a pupil is in receipt of the child disability living allowance and receives free early education, the disability access fund (DAF) indicator will need to be recorded in SIMS as ‘Yes’.

Preparation for the School Census

Extended childcare hours are collected for pupils who are eligible for the additional 15 hours of extended childcare. A maximum of 15 hours can be recorded in Extended Childcare Hours for each student. Please note this is in addition to the Initial Funded Hours recorded in this panel. 30-Hour Code Indicator and Extended Childcare Hours In this column record the 11 digit 30-Hour code. This number will have been provided by the parent/guardian who applied for a ‘30-Hour’ space at your school. The code confirms eligibility of pupils to receive the additional 15 hours of extended childcare.

Preparation for the School Census

Census Return Panels - Class Type (Primary Schools)

Pupils taught in a dedicated Nursery Class regardless of what age they are Class Type = N Pupils taught in any other class including a mixed nursery and reception class Class Type = O

Preparation for the School Census

Census Return Panels - Top-up-Funding

Once the Census has been run (Routines | Statutory Returns | School Census), This panel allows you to check the pupils in receipt of Top-up-Funding, if this is not a true representation, click on Edit From here you can Add or Remove students from this list. Remember if the top-up funding has not been confirmed and is still in progress you cannot record this on the Census.

Preparation for the School Census

Census Return Panels - Post Looked After Arrangements In the next panel we have pupils who now have an arrangement after being looked after (In Care). This can be one of the following:

• Adoption
• Special Guardianship Order
• Residence Order
• Child Arrangement Order

If this needs any amendment, it can be changed in exactly the same way as amending the Top-up-Funding panel. This is important to get correct as directly effects Pupil Premium.

Preparation for the School Census

Census Return Panels - School Dinners Taken

This panel is showing the take up on Universal Free School Meals in Key Stage 1. If sickness or anything else unusual reduces the figure significantly the DfE recommend looking at a “normal” day from a day earlier in the week to complete this panel. Funding will be allocated based on an average number of meals recorded from the Census returns in October and January. Therefore, it is vital that you double check that meals have been recorded correctly.

Preparation for the School Census

Pupil Enrolment Status It is important that each pupil recorded on the School Census is assigned the correct enrolment status as that will ensure that they are correctly registered at a school in line with the Pupil Registration. This ensures that funding is accurately distributed. If a pupil attends more than one establishment the following combinations of enrolment status are the only acceptable options:- 1) C (single registration) & G (guest) 2) M (main dual registration) & S (subsidiary dual registration) Pupils recorded as ‘Guest’ will NOT be included in the Census return. If the combination is other than above, the LA and Schools involved will NOT receive any funding from the DfE whatsoever for this pupil.

Preparation for the School Census

Pupil Enrolment Status Pupil Enrolment can only be changed using this method: Routines | Pupil | Change Enrolment Status Search for your Pupil, then open their SIMS record

Preparation for the School Census

Pupil Enrolment Status Pupil Enrolment can only be changed using this method: Routines | Pupil | Change Enrolment Status Search for your Pupil, then open their SIMS record

Preparation for the School Census

Pupil Enrolment Status Once you have the selected required pupil, you need to find the correct enrolment status from the drop down box, then click save.

Reminders for the Spring Census

Reminders ahead for the Spring Census 2020

• Admissions Appeals/Infant Appeals will be collected.

This includes academies who were previously Voluntary Aided or Foundation Schools.

• The DfE require data on what activity your classes are

doing at a set time in the school day.

• Early Years Pupil Premium (EYPP) eligibility will also be

collected.

Reminders for the Spring Census Your School’s Selected Time

Lastly, there is no selected time or the associated allocation of activity for this census. However, there will be a selected time for your school in the Spring Census!

Uploading the School Census We strongly recommend that you upgrade your SIMS system V 7.194 and complete a dry run as soon as possible to avoid delays if Capita’s assistance is required for any reason. If on creating and validating you receive a message that there are missing marks, you can ignore this message as attendance is not collected this time.

Uploading the School Census

If data on the summary looks to be incorrect, use the detailed reports once the census has been created and validated to check where the anomaly has

• ccurred. For example, if the summary reports that you have a higher

percentage of authorised absences over 30%, would be able to query the data to find out which students are responsible and check to see if this is correct.

Uploading the School Census

And good news, the Summary report will now show this message when a certain section is not being recorded in the Autumn Census rather than leaving a blank.

Uploading the School Census

After running Create & Validate your errors and queries will appear. Errors will appear in red text and should be dealt with before the Census is authorised. Queries will show in Black text and will require a note once the Census is uploaded to Collect website.

Uploading the School Census

Once authorised a date appears, the file type changes from .una to .xml and the return can no longer be edited. Should further amendments need to be made, highlight the authorised return and click on copy to create a file to be able to be re-edited. All authorised returns will be stored in xml format in your census folder, in this case:- C:\Capita\Returns\School Census If more than one has been authorised, you need to take care to load the correct file to COLLECT

Uploading the School Census

On authorising the return this box appears for the box to be ticked and any text required can be added, on continuing all reports are generated including the authorisation, which can be printed and kept with the summary.

Uploading the School Census

To upload to COLLECT follow the link: https://services.signin.education.gov.uk/ This takes you to the DFE log in page

Uploading the School Census

Having entered your secure access username, password and ticked to agree to their Terms of Use, you will get options to click into COLLECT, Key to Success or S2S, you need click on COLLECT

Uploading the School Census

Once logged in, click on continue

Uploading the School Census

Each line is called a blade, and there will be one for the School Census 2020 Autumn which will show as open from the very early hours of 1st October 2020. Highlight this “Blade” and click on the Select Data Collection button. You will be able to follow the collect instructions to upload and submit your return from there

School Census Support

Support (This information is in your hand-outs)

• Guidance

– Please keep an eye on our newsletters for information – Documentation from the home page within Sims.net

• Phone Support

– Sims Census Support Line: 01473 260666 (28th September-2nd October) – IT Service Desk: 01473 265555 option 2 Important information: If you are an academy and have not purchased our SIMS support service you will need to contact the DfE direct by completing an online service request form at www.education.gov.uk/researchandstatistics/stats/requestform

School Census Recap

In today’s session you have covered these topics:

• Overview of the School Census and DFE requirements
• Changes from previous collections
• Specific areas needing attention
• Where to obtain assistance

Thank you for your participation