Primary School Census Autumn 2020 Presentation welcome delivered by the SIMS support team member: Alex Dickin
Domestics breaks timings
School Census Support Team Your SIMS Support Team • Christine Skeet • Alex Dickin • Tina Jackaman Your SIMS Technical Support • Nick Attwood • David Sheppard
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 1 st October 2020 Date range the Census Data is being collected from: Attendance Data Collection: Not collected Exclusions Data Collection: 1 st September 2019 to 31 st July 2020 Free School Meal Collection: 17 th January 2020 to 1 st October 2020
School Census Important Dates Why the Thursday 1 st 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 of 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 17 th January 2020 until 1 st 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.
Preparation for the School Census Attendance Data – What’s being collected? Part Time Dates for Reception Year Pupils 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 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. 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.
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
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