2Objectives Dealing with QANs Checking Post 16 Data DfE SpecificationSchool Census Autumn 2013Revision of Key Post 16 Data IssuesLinks with Exams OrganiserDealing with QANsChecking Post 16 DataAutumn 2014 Heads UpTraining Opportunities
4DfE Specification (1) EFA will use Census data for: Their business performance reportModelling the impact of new policiesAssessing the costs of future provision
5DfE Specification (1 - contd) EFA will use Census data for (contd):Ensuring the integrity of data used to calculate success ratesProviding information on the mix of provision being offeredDetermining funding levels
6DfE 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 DayWere in Actual National Curriculum Year Group 12 or aboveFor whom the school wishes to claim funding from the EFASingle or Main-Dual Registration
7DfE 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 DayWere in Actual National Curriculum Year Group 12 or above For whom the school wishes to claim funding from the EFASingle or Main-Dual RegistrationThis may include pupils who have left school prior to the Autumn Census day.
8DfE 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 DateThe 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.
9DfE 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.
10DfE 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.
11DfE Specification (6) Duration of Learning Aim The DfE has specified a minimum period for inclusion of Learning Aim records.Duration of Learning AimMinimum Period for InclusionLess than two WeeksOne Day2-24 WeeksTwo Weeks (14 Days)One YearSix Weeks (42 Days)Two YearsThree YearsFour YearsFive Years11
12DfE 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 ResultThese have been removed (but Result will remain in the Course Manager panel)
13DfE Specification (8)Can you provide some scenarios that help explain further the NC Year students should be in?ScenarioIncluded in P16 Census?NC YearNotesDave, 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.Yes12NVQ level 2 course should be reported
14DfE Specification (8 contd) ScenarioIncluded in P16 Census?NC YearNotesWould Gary, aged 17, who failed his GCSEs last year and is now re-taking them have his learning aims included in the School Census?No11Louise has progressed into the sixth form to do two A levels but is also re-taking one of her GCSEs.Yes12Majority of learning at Level 3 / Post 16 Syllabus
15DfE Specification (8 contd) ScenarioIncluded in P16 Census?NC YearNotesIan is 15 and in National Curriculum Year Group 11 studying for his GCSEs and has also started an A levelNo11Majority of learning at Level 2 / KS4 syllabusGerry is 15 and is studying for 2 A levels and re-taking one GCSEYes12Majority of learning is at Level 3 / KS5 syllabus
16DfE 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
17DfE 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.”
18DfE 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 QANDiscount Codes are being collected for Autumn 2013 – these have been available in Course Manager but not submitted for 2012, now re-introducedResit Status is not being collected
20School Census Autumn 2013 Need SIMS Summer 2013 Release Ensure have latest fileset (check EIS website Census pages)Census Date 3 October 2013
21School Census Autumn 2013Carry out a dry run before Census date – may do multiple attemptsEnsure Update Course Memberships is run in both Academic Years
22School Census Learning Aims Panel Learning Aims data collected from Course Manager2012/13 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
23School Census Learning Aims Panel Expected Manual EditsCensus reports Planned End Date from Autumn 2012, therefore if two year course end dates were incorrect last year will need to editStudent Actual End Date may be later than planned End Date if not taking exam until after – Census will acceptExams Organiser does not hold result (either in Basedata or Non-EDI Results) so need to type in Exam AO QAN
24School Census Detailed Reports Recommended to run following reports and save copy on server:On Roll Learning AimsLeavers Learning AimsSummer Learning Aims by StatusDo not know name of final report and have not seen sampleGet staff to check theseExport to excel for sortingLearning Aims by Status – compares the status for this year with last year and should identify discrepancies
26Starting 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
27Sending 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 ProtectedALL CLASSES must have the CORRECT LEVEL IN T6 – don’t assume last year’s were right!
28Sending 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 JULYNew subjects will make new courses
29Academic 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
30Academic Management (2) Date Range can always be changed once scheme opened
31Leavers Use Routines | Students | Leavers Only take students off roll (before the Date of Leaving) if they are definitely not returning in SeptemberEnter leaving details BEFORE the Date of Leaving so that the Learning Aim Status will be Completed rather than WithdrawnRun Bulk Update Report to ensure Completion Tolerance taken into account
32Re-admissionsIf students made to leave in July and then return in first week of September – in student record removing leaving date and reason for leavingIf student rejoins later in year – re-admit through usual processes
35Bulk Update Course End Dates (1) Courses should NOT finish after JulyBulk Update Course End Dates (after 31 July)Set Actual and Planned End to 31 July if Planned End Date in AugustSets Planned End Date to Actual End Date if End Date in JulyRemoves Withdrawn Status
36Bulk Update Course End Dates (2) Bulk Update Use Completion Tolerance to Update StatusSet Planned End to Actual End Date for leaversRemoves Withdrawn Status
37Bulk Update Course End Dates (3) Tools | Academic Management | Course Manager | Bulk Update Course End Dates
38Two-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 Y12The memberships in Course Manager should be Protected (otherwise Update Course Memberships will change them to one-year)
39Component 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 ticksDiplomaAward (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
40Separate A and AS Courses In Maintain Course, there should be separate Active courses for A and AS level in the same subjectIf 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.
41Exceptions Student does attend class but not doing Learning Aim Click Exception and set StatusWill show as Withdrawn memberIf deleted from Exceptions will go back into Memberships panel – need to update Actual End Date and Status
42Re-sitsStudent does not attend classes so no funding, not collected in CensusResit status not available in Course Manager from Summer 2013 UpgradeNot yet clear whether this status will be available – awaiting update from Capita
43Retakes – Separate Memberships Student attends classes so teaching attracts fundingMake sure course has correct duration so that multiple year memberships not joined incorrectly
44Be 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
46Links 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 CourseOne Certification Element per Award (split AS/A2)Information Notices 13-E47 and 13-E49
47Links 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 coursesExisting Award Links are checked and updated for existing courses, as an Award Link that was appropriate last year may not be for the current yearIt should be noted that Award Links need to be in place that encompass all appropriate examination seasons within the 2012/13 academic year.
48Links with Exams Organiser – Basedata / Award Links Check that the Award is still relevant – ie. same Board and Level is correct
49Links with Exams Organiser – Basedata / Award Links Check that the Certification Elements are valid for the current exam seasons and are for appropriate level
50Links 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)
51Links 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.
52Links with Exams Organiser – Non-EDI Results New functionality (Summer 2013 Release) for Edit PI Data in Exams OrganiserNew File – Performance Measures XML provides information for each QAN on:Subject CodeLevelAwarding BodyTitleGrade Equivalence and Points Values
53Exams Organiser – Non-EDI Results: Performance Measures XML File
57Exams 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).
59QANs (1) - QAN Conflicts Maintain Course: Basic Panel QWS QAN displayed in read-only fieldSummer highlighted in yellow if there is a conflict
60QANs (2) - Courses without QANs / Student Courses, Dates & QANs Reports | Run Report | Focus | Courses for StudentStudents’ Courses without QANsStudents’ Course, Dates and their QANsPreview rather than Run and Sort into Course orderExclude ineligible courses
61QANs (3) - Missing QANsTools | Academic Management | Course Manager | Maintain CourseSort Active Courses in order of QAN (column labelled Active Status)Ensure each Post 16 course has a QAN attached
62QANs (4) - Expired QANsTools | Academic Management | Course Manager | Maintain CourseSort Active Courses in order of Expiry DateEnd existing QAN (To date) and add New one
63QANs (5) - Duplicate QANs Tools | Statutory Return Tools | Duplicate QAN report orSort the Browse in Maintain Course into QAN order and/or Discount Code orderNo Student should have duplicate QANS, unless:RetakesCertain BTEC/IB where no unique QAN for components
64QANs (6) - Update the QAN catalogue https://collectdata.education.gov.uk/qwsweb/default.aspxDownload 4 XML files – Current QAN, Discount Codes, Awarding Bodies, Qualification TypesTools | Statutory Return Tools | Update DFE QAN catalogueTemporary Dicscount Codes of 0000Temporary QANs still exist for IBDo have a helpdesk
65QANs (7) - Manual import from catalogue Tools | Statutory Return Tools | Import QANs and Discount Codes for Course ManagerIf you can’t find the QAN, it may be imported already – check with Tools | Academic Management | Course Manager | Maintain Course ClassificationMust have imported QAN catalogue firstOnly shows those not already importedNeed to know what QAN should be (syllabus document)Edexcel – now Pearson Education
66Checking Post 16 Data No substitute for checking data Does take time Incorrect data affects funding and success criteria
67Set the Academic Year / Update Course Memberships Tools | Academic Management | Set Academic YearUpdate Course Memberships only affect the academic year you are working inEnsure run Update Course Memberships in both academic years prior to running Census
68Checking in the Course Browser (1) All Courses Present?AS and A2 have separate coursesEnsure all Post 16 courses includedIB/Diploma have appropriate elements includedConsortium/Other Provider courses*Courses are made Active automatically – student members two weeks prior and two weeks from todayAS must be cashed in = came in Autumn 2011
69Checking in the Course Browser (2) Course not shown when should be?Date filter operates at membership level – ie. members active within date rangeSpring Clear dates to find “Inactive” coursesSummer Change dropdown to “All” for date range to show all courses (will default to this when create new course)
70Checking with Course Manager Reconciliation Reports
71Reconcile 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 reportsTools | Statutory Return Tools | Reconcile Post-16 Course and Exam Entries or in Course Manager BrowseFilter data in Excel
72Reconcile with Exam Entries/Results (2) 1Course Memberships with no Exam Entries / ResultsLearning aims exist that will be in the Census but there is no corresponding exam entry/resultWill show Withdrawn/Transferred students2Exam Entries/Results with Course QAN and no Course MembershipsExam entries/results exist but there are no corresponding learning aims in Course Manager3Exam Entries/Results with Matching QANExam entries/results that are matched with learning aims on all factors other than QANsShould be Yes for all students4Exam Entries/Results with no Course QANExam entries/results exist with QANs that don’t exist for learning aimsAs make changes to data – run reports againReport 1 – bound to have some where exam not being managed in Exams OrganiserReport 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
73Checking Individual Courses Two Year Memberships (as earlier)Missing status (yellow cells in status column)Will need to manually check each courseEnter appropriate statusWithdrawn – dropped course and not take up anotherTransferred – dropped course and taken up another in it’s place
74Census Reports Detailed Reports – Learning Aims Leavers and On RollLearning Aims by Status (compare last year’s “continuing” with this year’s “completed)Copy to Excel and use filters to check dataCheck for duplicates
75Census Validation Errors Panel Check for learning aims related errors/queriesJust because there are no errors does not mean data is correct!!Need to have done the checking activities outlined todayInformation Notice 13-E48
77Autumn Census 2014 New data items Hours – PLANNED Qualification, Employability, Enrichment and PastoralPart Time Student in Full Time Paid Employment Indicator
78Autumn 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.
79Autumn Census 2014 Core Learning Aim (contd) Student Record – Links Panel – Student CoursesAvailable in Summer 2013 ReleaseNot collected Autumn 2013 Census but will be in Autumn 2014
81Training Opportunities Free Half Day SeminarsS377 – Autumn 2013 Changes to Course Manager & the Post 16 Census AM and PM Slots – 10th, 12th and 16th SeptemberFull One Day Training Course (new users)E344 – Course Manager & Post 16 Learning Aims September onwards