School Workforce Census 2017

School Workforce Census Census Date : Thursday 2nd November 2017 Where the return date falls on a school holiday data suppliers should base their snapshot data on the next working day, where practicable. For example counts of occasional staff and of third party support staff should be based on the next working day, curriculum data should be based on a typical week Deadline for returns to the DfE: 1 December 2017 Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Privacy Notices/Data Protection Please remember that all schools and academies should ensure all staff have been issued with a privacy notice. All staff have a right to know: The types of data being held Why it is being held To whom it may be communicated The DfE provide templates for privacy notices they can be found using the link below. DfE Privacy Notice Templates Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Things to remember The DfE expect every school to report A role of Head Teacher or Executive Head A role of SENCo Date range for continuous contracts or service agreements is 1/9/2016 – 2/11/2017 Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

What Data is Collected Two types of data are collected: Individual School Workforce Level – this is detailed information including contracts, pay, absences, qualifications etc. Headcount (occasional teachers and third party support staff). This is basic number count information. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Individual School Workforce Level Data This covers full and part time staff employed by the school via a contract and/or a service level agreement in regular service. This will include anyone supplied through an agency or the local authority if they are acting like a supply agency for the following types of staff: Teachers Teaching assistants Other support staff Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

What is Regular Service? Staff with a contract or service agreement are in regular service if: They have completed 28 days continuous service or more with the school, or they are expected to complete 28 days continuous service before the end of their contract or service agreement. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Individual School Workforce Level Data The detailed individual workforce level data will be pulled from the data stored within your SIMS database. If your data within SIMS is up-to-date the data extracted should be correct. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Checking We recommend you ensure you check areas such as: Contracts or service level agreements Pay attention to hours per week, weeks per year, pay scales, roles, allowances, the correct number of contracts have been entered, the type of contract etc. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Checking continued Ensure you are reporting the correct number of staff and have not accidentally ticked or unticked the eligible for school workforce census box. This is located on the Personal Details tab of a staff record. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Checking continued You have updated pay amounts and allowances within your service terms. Tool |Staff| Pay Related Locate the correct service term Pay Awards are in section 2 Allowances are in section 4 Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Checking continued Qualifications Information is required on the type and subject of certain qualifications held by all teachers and by support staff in regular service. Please ensure you have entered the relevant qualification data. Please refer to section 7.5 of the DfE guidance for more information Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Checking continued Absences Absence data is required for teachers and teaching assistants employed directly by the school. The date range for absences is: 1/9/2016 – 31/8/2017 Please ensure that you have entered all absences into SIMS. Remember to enter the number of working days lost. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Zero hour contracts Hours for staff on zero hour contracts should reflect the hours they work in a typical week and base pay should be calculated in line with those hours. Where it is not possible to determine the hours worked in a typical week the staff should be recorded in the headcount area if they are in school on census day, if they are not in on census day they should be omitted from the return. See section 7.2.19 of the DfE Guidance for more clarification Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Individual School Workforce Level Data that is not required Data does not need to be returned for: Temporary staff with less than 28 days continuous service and who are not expected to complete 28 days or more. Casual staff without contracts employed on an ad hoc basis. Don’t forget if theses types of people are in on Census Day record them in the headcount section. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Headcount Data Headcount data rather than individual school workforce level data is required for the following if they are in school on census day: Supply teachers who have a contract or service level agreement with the school for less that 28 i.e. they are not in regular service. Support staff who are not employed directly by the school e.g. contract cleaners, outsourced IT technicians Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Headcount Data Recording Routines|Statutory Returns|School Workforce Census After calculating all details you will need to complete the sections relating to occasional teachers and third party staff. Remember this is only required if they are in school on census day It is possible for these sections to be blank if you do not have any qualifying staff in school on Census Day Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Data that is not required You do not need to report either detailed information or headcount data for the following types of people: Staff that may be in school that are employed by the Local Authority such as: Peripatetic music teachers Education phycologists There is a separate return that will be completed by your Local Authority for centrally employed staff. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Vacancies Routines|Statutory Returns|School Workforce Census Information must be provided for each TEACHER post that is vacant or temporarily filled on Census Day. It is possible for this section to be blank if you have no vacancies Call: 01482 238700 ¦ www.KeystoneMIS.co.uk More information and a handy flow chart can be found in section 8.1 of the DfE guidance

Additional Information Staff Acting Up If staff are acting up within the same school, e.g. a deputy head to a head post. The contract for the substantive post (deputy head) should be closed when the acting up starts and re-opened when the acting post (head) come to an end. Date of last pay review This must be recorded for all teachers. The date supplied should be the most recent pay determination, even if this did not result in a change to the teacher’s pay. Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Please contact us if you have any questions or queries Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Useful Links DfE Guidance Keystone Website DfE Privacy Notice Templates Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Courses Full course list can be found at http://www.keystonemis.co.uk/course-list School Workforce Census Courses 26th October (PM) 7th November (AM and PM) Other Upcoming Courses 15th November – Dinner Money (PM) 22nd November – SIMS Teacher App (AM) 5th December – SIMS SEN User 23rd January 2018 – SIMS Basic Office User 24th January 2018 – Interventions 25th January 2018 – Behaviour 7 Achievement (AM) 31st January 2018 – Standard Reporting Call: 01482 238700 ¦ www.KeystoneMIS.co.uk

Contact Details Telephone: 01482 238700 Support@KeystoneMIS.co.uk http://support.keystonemis.co.uk http://facebook.com/KeystoneMIS http://twitter.com/KeystoneMIS Call: 01482 238700 ¦ www.KeystoneMIS.co.uk