School Census Spring 2014 Application Jim Haywood Product Manager for Statutory Returns Version 1.0

School Census Spring 2014 Overview

Coverage  Maintained Nursery Schools  Primary Schools  Middle Deemed Primary Schools  Middle Deemed Secondary Schools  Secondary Schools  All-Through Schools (including All-Through Academies)  Special Schools (including Non-Maintained Special Schools)  Pupil Referral Units  City Technology Colleges  Academies (including Alternative Provision Academies, Free Schools and Alternative Provision Free Schools)  Service Children Education Schools, both primary and secondary, may participate on a voluntary basis

School Census Spring 2014 Overview Dates All ranges are inclusive Ages are as at 31/08/2013 unless otherwise stated  Census Day  16/01/2014  Attendance  Age: 4 to 15  Period: Start of Autumn Term to 31/12/2013  Exclusions  Coverage: Not collected from Nursery Schools  Period: 01/04/2013 to 31/08/2013

School Census Spring 2014 Overview Dates All ranges are inclusive Ages are as at 31/08/2013 unless otherwise stated  Eligibility for FSM  Period for Non-PRUs: 04/10/2013 to 16/01/2014  Period for PRUs: 18/01/2013 to 16/01/2014  Learner Support  Age: 16 to 19  Period: 01/08/2013 to 16/01/2014  Hours at Setting and Funded Hours  DOB: 01/09/2008 to 31/12/2011

School Census Spring 2014 Overview Other Significant Changes  PRUs included in School Census for the first time  All-Through Phase supported for the first time  Top Up Finding Indicator included for the first time  Adopted from Care included for the first time  Attendance Code F is defunct, but will be accepted for this Census

School Census Spring 2014 Application Demonstration

We should check that a secure folder has been selected for the Census file and that a suitable message has been indicated for inclusion in the reports provided for the Census

One dry run has already taken place, but we’ll start a new one for clarity.

These are the dates used for most schools, but PRUs are joining School Census after completing annual Censuses previously, so their dates have been adjusted for this year only.

The Period selection area has been completely rewritten to take account of All- Through Schools and multiple timetables. However, the new functionality should be both easier to use and more flexible for all schools with Secondary age pupils.

Most schools with Secondary age pupils will simply select the period on Census Day that corresponds to the time allocated by the DfE for their LA.

The software has examined the school’s database and provided Curriculum Year 7 as a default for the YTI when timetable classes begin. This will be the result in most Secondary School and is likely to be the sensible choice for those schools.

For the moment we’ll accept Curriculum Year 7 for when the timetable begins and use this for Calculating the Classes panel when Calculate All Details is Clicked

For the moment, we’re just interest on the result for the Classes pane.

So at this point, the only change to the Classes panel is the use of the term TT Classes to indicate that the class information has been generated from the timetable.

To see the reason for this label change, we need to go back to the Selected Period on Census Day panel and indicate a position where the classes for the lower years are derived from Registration Groups

If we select Curriculum Year 9 we are indicating that we want Year 7 and 8 classes to be calculated from Registration Groups.

The Reg Classes label indicates that these classes have been calculated from Registration Groups.

The TT Classes label indicates that these classes have been calculated from Timetable

For clarity, we’ll now go back to the normal position where the timetable starts at Curriculum Year 7

We can now go through each panel in turn and examine any changes that have been made.

It’s a good idea to change the description so that it’s easier to find this dry run later. This description is for internal use only and is not included in the Census.

We haven’t made any change, but if we had, we would have to ensure that we save those changes before clicking OK.

A separate demonstration has been provided on SupportNet (Resource 21829) to explain the new Top-up Funding functionality. The Census shows the data produced by the new functionality and clicking Edit opens this new functionality

We haven’t made any changes, but if we had, we would have to ensure that we save those changes by clicking Update before clicking OK.

A separate demonstration has been provided on SupportNet (Resource 21830) to explain the new Adopted from Care functionality. The Census shows the date produced by the new functionality and clicking Edit opens this new functionality

We haven’t made any changes, but if we had, we would have to ensure that we save those changes by clicking Update before clicking OK.

As stated previously, this area will be identical to the previous year for most schools, except for the use of the term TT Classes (or Reg Classes for Primary Schools)

Our dry run is taking place well before Census Day, so we aren’t surprised that missing marks have been found. We’ll ignore them for the dry run.

We won’t worry about filling in the number of free school meals taken on Census Day; particularly as it isn’t Census Day yet.

More schools will have to fill in the Admission Appeals information than was the case last year.

It’s a good idea to save the information in the panels now that we have been through each of them

Create & Validate operates as previously.

We’ve got several validation issues, so it might be best to look at all instances of a particular issue

Error 1840 is a check for missing or invalid First Language.

Clicking on Report provides an HTML reported that can be printed or copied to a spreadsheet for further analysis.

Click on a record to jump to the appropriate area for examining or fixing the problem

We have lots of instances of this issue, so changing them one by one would be tedious and time consuming.

Fortunately, Bulk Update is available for First Language

The software has defaulted to today’s date as the effective date for the update, but it is probably best for us to backdate the change to the start of the year.

In this case most of our pupil’s have English has a First Language, so we can use Right Click to add ticks for all cells in the English column and then select individual pupils to deal with those that have a different First Language

When we are happy that all the ticks are in the right place, we Click Save to store the information in the database.

We mustn’t forget to re-run Create & Validate to ensure that our changes are taken into account.

We can check to see if there are any 1840 errors outstanding

1840 is no longer listed, which means that they have all been dealt wiht

The Summary report operates in much the same way as previously, except that the DfE has extended the report to take account of the new items.

A separate presentation will be provided to go through the DfE Summary report and the SIMS Detail reports.

The Detail reports operate in much the same way as previously, except that we have extended the reports as necessary to take account of the new items.

A separate presentation will be provided to go through the DfE Summary report and the SIMS Detail reports.

A school would have to do much more work on validation and verification than we have, but as it’s a dry run we can authorise

Some LAs ask their schools to send them a copy of the report produced from the information entered here.

The XML Return file and all reports, including the Validation Summary report and Authorisation report, are created and stored in the DMS, but only the most important reports are sent to our browser at this point.

Thank you for your time