1. Post 16 Learning Aims in the School Census

2. Objectives Dealing with QANs Checking Post 16 Data
DfE Specification
School Census Autumn 2013
Revision of Key Post 16 Data Issues
Links with Exams Organiser
Dealing with QANs
Checking Post 16 Data
Autumn 2014 Heads Up
Training Opportunities

3. DfE Specification

4. DfE Specification (1) EFA will use Census data for:
Their business performance report
Modelling the impact of new policies
Assessing the costs of future provision

5. DfE Specification (1 - contd)
EFA will use Census data for (contd):
Ensuring the integrity of data used to calculate success rates
Providing information on the mix of provision being offered
Determining funding levels

6. DfE Specification (2)
Learning aims taken in the current academic year will be collected for any learners who:
Have been on roll in the school at any point between 1st August 2013 and Census Day
Were in Actual National Curriculum Year Group 12 or above
For whom the school wishes to claim funding from the EFA
Single or Main-Dual Registration

7. DfE Specification (3)
Learning aims that were taken in the previous academic year will be collected for any learners who:
Have been on roll in the school at any point between 1st August 2012 and Census Day
Were in Actual National Curriculum Year Group 12 or above For whom the school wishes to claim funding from the EFA
Single or Main-Dual Registration
This may include pupils who have left school prior to the Autumn Census day.

8. DfE Specification (4) Learning Aim Start Date
The date on which the learner began the learning activity necessary to achieve the learning aim at the school reporting the learning aim.
Learning Aim Planned End Date
The date by which the school and learner plan to complete the activities related to this learning aim, as agreed when the learning commenced. The planned end date should reflect the length of the course being undertaken and should remain unchanged throughout the duration of the learning aim unless it has been entered in error. Where the learning aim finishes before or after the planned end date this would be reflected in the actual end date - the planned end date should NOT be changed. The planned end date should be on or before 31 July in the academic year in which the learning aim is planned to end.

9. DfE Specification (5) Learning Aim Actual End Date
The date that the learner completed the learning activities necessary to achieve the learning aim or the date they withdrew or transferred from the learning activities. This should include time for examinations and assessments. Unless a learner has completed, withdrawn from or transferred to another learning aim prior to the Census Day then the Learning Aim Actual End Date should be left blank.

10. DfE Specification (5)
Learning Aim Actual End Date: Are there situations where Actual End Date can legitimately be after Planned End Date:
The date that the learner completed the learning activities necessary to achieve the learning aim or the date they withdrew or transferred from the learning activities. This should include time for examinations and assessments. Unless a learner has completed, withdrawn from or transferred to another learning aim prior to the Census Day then the Learning Aim Actual End Date should be left blank.

11. DfE Specification (6) Duration of Learning Aim
The DfE has specified a minimum period for inclusion of Learning Aim records.
Duration of Learning Aim
Minimum Period for Inclusion
Less than two Weeks
One Day
2-24 Weeks
Two Weeks (14 Days)
One Year
Six Weeks (42 Days)
Two Years
Three Years
Four Years
Five Years 11

12. DfE Specification (7) Learning Aim Status
This should reflect the status of the learning aim at the time of the Autumn Census and should have a default value of continuing (blank in status)
Learning Aim Outcome and Result
These have been removed (but Result will remain in the Course Manager panel)

13. DfE Specification (8)
Can you provide some scenarios that help explain further the NC Year students should be in?
Scenario
Included in P16 Census?
NC Year
Notes
Dave, aged 16, has completed key stage 4 without getting 5 GCSEs but has continued into the school’s sixth form to do a NVQ level 2 course.
Yes 12
NVQ level 2 course should be reported

14. DfE Specification (8 contd)
Scenario
Included in P16 Census?
NC Year
Notes
Would Gary, aged 17, who failed his GCSEs last year and is now re-taking them have his learning aims included in the School Census? No 11
Louise has progressed into the sixth form to do two A levels but is also re-taking one of her GCSEs.
Yes 12
Majority of learning at Level 3 / Post 16 Syllabus

15. DfE Specification (8 contd)
Scenario
Included in P16 Census?
NC Year
Notes
Ian is 15 and in National Curriculum Year Group 11 studying for his GCSEs and has also started an A level No 11
Majority of learning at Level 2 / KS4 syllabus
Gerry is 15 and is studying for 2 A levels and re-taking one GCSE
Yes 12
Majority of learning is at Level 3 / KS5 syllabus

16. DfE Specification (8 contd)
DfE Guide for the Post-16 Learning Aims Module – April 2013: “Note that any learner who is doing the majority of their learning at Level 3 or above would be expected to be in Actual National Curriculum Year Group 12 or above. Some students may, however, progress into Actual National Curriculum Year 12 (or above) even though they are studying Level 2 Qualifications (eg. NVQ Level 2). Learning aims should be returned for both these groups of students, regardless of their age. However, if a student is in Actual National Curriculum Year Group 11 or below studying towards some Level 3 (or above) qualifications with the majority of their learning at Level 2 (or below) learning aims should not be returned in the School Census. Contd/over

17. DfE Specification (8 contd)
(DfE Guide contd)
Funding will usually be agreed for learners who have completed their statutory education and hold qualifications at least equivalent to a full level 2. This means that EFA will agree to fund those aged under 16 in schools with sixth forms who are studying most of their courses at Level 3 – EFA’s Funding Guidance.
Schools may need to exercise some judgement as to what is meant by the majority of a student’s programme at level 3 or above.”

18. DfE Specification (9)
Exam Results and Outcomes are not being collected – Exam Results will still be included in Course Manager and Exam Award needs to be maintained to collect AO QAN
Discount Codes are being collected for Autumn 2013 – these have been available in Course Manager but not submitted for 2012, now re-introduced
Resit Status is not being collected

19. School Census Autumn 2013

20. School Census Autumn 2013 Need SIMS Summer 2013 Release
Ensure have latest fileset (check EIS website Census pages)
Census Date 3 October 2013

21. School Census Autumn 2013
Carry out a dry run before Census date – may do multiple attempts
Ensure Update Course Memberships is run in both Academic Years

22. School Census Learning Aims Panel
Learning Aims data collected from Course Manager
2012/13 courses (completed or otherwise)
2013/14 courses (continuing or otherwise)
Summer Manual entries protected (Capita: “as far as is feasible”)
Summer Able to Lock / Unlock without need for patch

23. School Census Learning Aims Panel
Expected Manual Edits
Census reports Planned End Date from Autumn 2012, therefore if two year course end dates were incorrect last year will need to edit
Student Actual End Date may be later than planned End Date if not taking exam until after – Census will accept
Exams Organiser does not hold result (either in Basedata or Non-EDI Results) so need to type in Exam AO QAN

24. School Census Detailed Reports
Recommended to run following reports and save copy on server:
On Roll Learning Aims
Leavers Learning Aims
Summer Learning Aims by Status
Do not know name of final report and have not seen sample
Get staff to check these
Export to excel for sorting
Learning Aims by Status – compares the status for this year with last year and should identify discrepancies

25. Revision of Key Post-16 Data Issues

26. Starting Next Year’s Curriculum Early
2013/14 Timetable - Early Start (June/July)
DfE – “Schools are unlikely to receive any extra funding if they start activity for year 13 students before the start of the academic year”.
Schools should consider level of learning for these courses and whether is “taster”. If so, should have General level on course and no QAN associated. 26

27. Sending the New Year’s Timetable (1)
Before sending the new timetable for the first time:
Most courses should have the box ticked for ‘Auto Update Class Links’ and “Auto Update Memberships”
Memberships of all 2-year courses should be Protected
ALL CLASSES must have the CORRECT LEVEL IN T6 – don’t assume last year’s were right!

28. Sending the New Timetable (2)
Date range used for the send will create the new ‘working academic year’ – the dates the students start and finish (so don’t include staff training days in September or July) – DON’T USE AUGUST FOR THE END DATE, USE JULY
New subjects will make new courses

29. Academic Management (1)
Ensure in correct Academic Year!! (Tools | Academic Management | Set Academic Year)
Ensure Effective Date Range is correct (including whether “From Today” tick is relevant)
Run Update Course Memberships regularly

30. Academic Management (2)
Date Range can always be changed once scheme opened

31. Leavers Use Routines | Students | Leavers
Only take students off roll (before the Date of Leaving) if they are definitely not returning in September
Enter leaving details BEFORE the Date of Leaving so that the Learning Aim Status will be Completed rather than Withdrawn
Run Bulk Update Report to ensure Completion Tolerance taken into account

32. Re-admissions
If students made to leave in July and then return in first week of September – in student record removing leaving date and reason for leaving
If student rejoins later in year – re-admit through usual processes

33. Course Manager Settings
Global (defaults):
Ensure appropriate Minimum/Maximum Course Duration
Check Default Tolerances
By Level check:
Duration
Continuity Tolerance
Completion Tolerance

34. Course Manager Settings

35. Bulk Update Course End Dates (1)
Courses should NOT finish after July
Bulk Update Course End Dates (after 31 July)
Set Actual and Planned End to 31 July if Planned End Date in August
Sets Planned End Date to Actual End Date if End Date in July
Removes Withdrawn Status

36. Bulk Update Course End Dates (2)
Bulk Update Use Completion Tolerance to Update Status
Set Planned End to Actual End Date for leavers
Removes Withdrawn Status

37. Bulk Update Course End Dates (3)
Tools | Academic Management | Course Manager | Bulk Update Course End Dates

38. Two-year Courses IB, many BTEC courses, Diplomas
Dates in Course Manager should be Sept 2012 to July 2014 for Y13 and Sept 2013 to July 2015 for Y12
The memberships in Course Manager should be Protected (otherwise Update Course Memberships will change them to one-year)

39. Component courses – IB & Diploma
You must have a course for the overall qualification (if you use Diploma Management in Exams, the overall course also has a DAS Generic QAN)
Components – last Census no requirement to report outcomes of these however good practice would be to have courses (no QAN) so can manage for own purposes.
Some Diploma components, such as functional skills and projects, may not be linked to classes – add the course memberships manually and remove both Auto Update ticks
Diploma
Award (classification)
Principal Line of Learning (2 years)
Project (1 or 2 years)
Functional Skills (en, Ma, ict – 1 year)
Each need own QAN – Award also use DAS QAN if using Exams Org to manage

40. Separate A and AS Courses
In Maintain Course, there should be separate Active courses for A and AS level in the same subject
If not, likely to be due to incorrect Levels on classes in the timetable. If no Inactive course, add a new one, link the classes manually and remove them from incorrect Course. Remove tick for Auto Update Class Links on both. Update Course Memberships.

41. Exceptions Student does attend class but not doing Learning Aim
Click Exception and set Status
Will show as Withdrawn member
If deleted from Exceptions will go back into Memberships panel – need to update Actual End Date and Status

42. Re-sits
Student does not attend classes so no funding, not collected in Census
Resit status not available in Course Manager from Summer 2013 Upgrade
Not yet clear whether this status will be available – awaiting update from Capita

43. Retakes – Separate Memberships
Student attends classes so teaching attracts funding
Make sure course has correct duration so that multiple year memberships not joined incorrectly

44. Be Warned!!
No course memberships or memberships with no QAN means no funding (because the data doesn’t get into the Census return)
Include courses that don’t take place at your school but which your students attend

45. Links with Exams Organiser

46. Links with Exams Organiser – Basedata / Award Links
Course Award Links continue to be managed through Course Manager where basedata exists.
Basedata must be organised correctly - One to One Relationships:
One Award linked to One Course
One Certification Element per Award (split AS/A2)
Information Notices 13-E47 and 13-E49

47. Links with Exams Organiser – Basedata / Award Links
Where exams basedata is held in SIMS Examinations Organiser, the Award Link needs to be checked for all courses. This will ensure that:
An appropriate Award Link is created for any new courses
Existing Award Links are checked and updated for existing courses, as an Award Link that was appropriate last year may not be for the current year
It should be noted that Award Links need to be in place that encompass all appropriate examination seasons within the 2012/13 academic year.

48. Links with Exams Organiser – Basedata / Award Links
Check that the Award is still relevant – ie. same Board and Level is correct

49. Links with Exams Organiser – Basedata / Award Links
Check that the Certification Elements are valid for the current exam seasons and are for appropriate level

50. Links with Exams Organiser – Basedata / Award Links
If either Award or Certification Elements no longer valid then need to put end date on Award and create new Award Link.
It is possible to have two Awards valid where different award used for different Seasons (Certification Elements)

51. Links with Exams Organiser – Basedata / Award Links
Creation of new Award may require checking of Exams Basedata to ensure that the correct award is selected, this may require support from Exams Officers.

52. Links with Exams Organiser – Non-EDI Results
New functionality (Summer 2013 Release) for Edit PI Data in Exams Organiser
New File – Performance Measures XML provides information for each QAN on:
Subject Code
Level
Awarding Body
Title
Grade Equivalence and Points Values

53. Exams Organiser – Non-EDI Results: Performance Measures XML File

54. Exams Organiser – Non-EDI Results: Result Entry

55. Exams Organiser – Non-EDI Results: Result Entry

56. Exams Organiser – Non-EDI Results: Result Entry

57. Exams Organiser – Non-EDI Results
Results manually entered via Non EDI Result Entry will become available for the display of best result in Course Manager (and is used in determining AO QAN/Discount Code for School Census Autumn 2013 in England).
Users who have non-EDI results ready to enter should postpone data entry until after upgrade to the Summer Release Regrettably, results entered via the Spring Release 2013 will have to be discarded, but Capita believe that the greater convenience of the new system will not make this too great a cost (Patch for Summer upgrade).

58. Dealing with QANs

59. QANs (1) - QAN Conflicts Maintain Course: Basic Panel
QWS QAN displayed in read-only field
Summer highlighted in yellow if there is a conflict

60. QANs (2) - Courses without QANs / Student Courses, Dates & QANs
Reports | Run Report | Focus | Courses for Student
Students’ Courses without QANs
Students’ Course, Dates and their QANs
Preview rather than Run and Sort into Course order
Exclude ineligible courses

61. QANs (3) - Missing QANs
Tools | Academic Management | Course Manager | Maintain Course
Sort Active Courses in order of QAN (column labelled Active Status)
Ensure each Post 16 course has a QAN attached

62. QANs (4) - Expired QANs
Tools | Academic Management | Course Manager | Maintain Course
Sort Active Courses in order of Expiry Date
End existing QAN (To date) and add New one

63. QANs (5) - Duplicate QANs
Tools | Statutory Return Tools | Duplicate QAN report or
Sort the Browse in Maintain Course into QAN order and/or Discount Code order
No Student should have duplicate QANS, unless:
Retakes
Certain BTEC/IB where no unique QAN for components

64. QANs (6) - Update the QAN catalogue
Download 4 XML files – Current QAN, Discount Codes, Awarding Bodies, Qualification Types
Tools | Statutory Return Tools | Update DFE QAN catalogue
Temporary Dicscount Codes of 0000
Temporary QANs still exist for IB
Do have a helpdesk

65. QANs (7) - Manual import from catalogue
Tools | Statutory Return Tools | Import QANs and Discount Codes for Course Manager
If you can’t find the QAN, it may be imported already – check with Tools | Academic Management | Course Manager | Maintain Course Classification
Must have imported QAN catalogue first
Only shows those not already imported
Need to know what QAN should be (syllabus document)
Edexcel – now Pearson Education

66. Checking Post 16 Data No substitute for checking data Does take time
Incorrect data affects funding and success criteria

67. Set the Academic Year / Update Course Memberships
Tools | Academic Management | Set Academic Year
Update Course Memberships only affect the academic year you are working in
Ensure run Update Course Memberships in both academic years prior to running Census

68. Checking in the Course Browser (1)
All Courses Present?
AS and A2 have separate courses
Ensure all Post 16 courses included
IB/Diploma have appropriate elements included
Consortium/Other Provider courses
*Courses are made Active automatically – student members two weeks prior and two weeks from today
AS must be cashed in = came in Autumn 2011

69. Checking in the Course Browser (2)
Course not shown when should be?
Date filter operates at membership level – ie. members active within date range
Spring Clear dates to find “Inactive” courses
Summer Change dropdown to “All” for date range to show all courses (will default to this when create new course)

70. Checking with Course Manager Reconciliation Reports

71. Reconcile with Exams Entries/Results (1)
The Award-Course links in Exams must be in place, and there must be at least one entry in a season in the current academic year to run the Entries reports
Tools | Statutory Return Tools | Reconcile Post-16 Course and Exam Entries or in Course Manager Browse
Filter data in Excel

72. Reconcile with Exam Entries/Results (2)1
Course Memberships with no Exam Entries / Results
Learning aims exist that will be in the Census but there is no corresponding exam entry/result
Will show Withdrawn/Transferred students 2
Exam Entries/Results with Course QAN and no Course Memberships
Exam entries/results exist but there are no corresponding learning aims in Course Manager 3
Exam Entries/Results with Matching QAN
Exam entries/results that are matched with learning aims on all factors other than QANs
Should be Yes for all students 4
Exam Entries/Results with no Course QAN
Exam entries/results exist with QANs that don’t exist for learning aims
As make changes to data – run reports again
Report 1 – bound to have some where exam not being managed in Exams Organiser
Report 3 – largest report – QAN on award same as course manager – 1st QAN is Exams, 2nd is Course Manager – should be majority of Yes, filter on No

73. Checking Individual Courses
Two Year Memberships (as earlier)
Missing status (yellow cells in status column)
Will need to manually check each course
Enter appropriate status
Withdrawn – dropped course and not take up another
Transferred – dropped course and taken up another in it’s place

74. Census Reports Detailed Reports – Learning Aims
Leavers and On Roll
Learning Aims by Status (compare last year’s “continuing” with this year’s “completed)
Copy to Excel and use filters to check data
Check for duplicates

75. Census Validation Errors Panel
Check for learning aims related errors/queries
Just because there are no errors does not mean data is correct!!
Need to have done the checking activities outlined today
Information Notice 13-E48

76. Autumn Census 2014 (A Heads Up!!)

77. Autumn Census 2014 New data items
Hours – PLANNED Qualification, Employability, Enrichment and Pastoral
Part Time Student in Full Time Paid Employment Indicator

78. Autumn Census 2014 Core Learning Aim
From beginning of 2013/14 academic year schools will need to identify and record the core learning aim for those students undertaking a study programme that includes vocational learning aims.

79. Autumn Census 2014 Core Learning Aim (contd)
Student Record – Links Panel – Student Courses
Available in Summer 2013 Release
Not collected Autumn 2013 Census but will be in Autumn 2014

80. Training Opportunities

81. Training Opportunities
Free Half Day Seminars
S377 – Autumn 2013 Changes to Course Manager & the Post 16 Census AM and PM Slots – 10th, 12th and 16th September
Full One Day Training Course (new users)
E344 – Course Manager & Post 16 Learning Aims September onwards