1. Post 16 Return SEPTEMBER 2012

2. What’s new this year?
Information on Unique Lerner Number (ULN) is collected as part of their student data
List of Learning Activities has been updated

3. The courses are derived from the levels entered against the curriculum in NOVA T6. Linking courses to the learning activity along with other things are done in Course Manager. This information will then be transferred to create a Post 16 Return.
These instructions show the necessary stages to successfully create a Post 16 Return file:
Ensure that the courses have been assigned to the correct learning activity.
Check that pupils are a member of the correct course.
Create the return.
Before starting the process, check that you have done the following:
Have made a recent transfer from NOVA T to SIMS.net
Run Update Course Membership
Ensure that you have received a copy of the guidelines relating to the Post 16 Return 2012.

4. Ensuring that courses are linked to the correct Learning Activity
Post 16 Return September 2012
Ensuring that courses are linked to the correct Learning Activity

5. Go to REPORT / RUN, select the Course Classification folder then run the above report. This will give you access to the following report which you may find helpful.

6. Go to Tools, Academic Management, Course Manager and Maintain Course as shown

7. Click Search to display a list of courses

8. A list of courses with the levels transferred from Nova T
will be displayed
Double click to open

9. Ensure that both boxes are ticked
Ensure that both boxes are ticked. They are crucial to keep the information in Course Manager up-to-date with any changes made in Nova T or Pupil Membership.

10. Figures are exemplar only.
The Assembly’s guidelines note that a subject’s tuition hours must be entered.
Figures are exemplar only.

11. Also enter the learning medium of courses.
Here in Classification, check that the Learning Activity, Learning Medium and Disability status etc have been assigned to the course.
Also enter the learning medium of courses.

12. This is the procedure for adding a new Learning Activity if necessary
Click NEW

13. Highlight DELLS Learning Activity to view a list of codes
Highlight DELLS Learning Activity to view a list of codes. Select the appropriate code and click OK.

14. This is the procedure for adding Learning Medium and Disability Status etc
Click ‘NEW’

15. Remember to save your work

16. Post 16 Return
September 2012
Checking that pupils are assigned to the correct course.
Run Update Course Memberships.

17. Several reports are available to help you with this stage, and are to be found in REPORT / RUN then selecting Courses For Student, see examples below:

20. You can also go through the pupils individually to check the courses
You can also go through the pupils individually to check the courses. Click ‘Student Details’

21. Click ‘Courses’

22. A list of the courses which pupils have studied at any time will appear in ‘Current Academic Year’

23. e.g. 25 September (Return day) onwards.
You can change to ‘Custom’ which will enable you to see the courses which the pupil has studied/is studying between any range.
e.g. 25 September (Return day) onwards.

24. Click ‘Refresh’
Here, the dates have been changed to September 25, i.e. Post 16 census ‘reference date’. The courses displayed on this day will appear in the ‘Post 16 Autumn Return’.

25. Click ‘Report’ to create a HTML report

26. You may want to export to Microsoft Excel.

27. Click to open ‘Maintain Course’

28. Pupils’ membership along with the membership date of their learning classes assigned to them in Focus, School, Academic Structure, Curriculum Assignment, will be fed into ‘Course Manager’. They will update by running ‘Update Course Memberships’ which is now available here, as well as through Tools, Academic Management, Course Manager – ‘Update Course Memberships’.

29. Click Tab 7 ‘Membership, Result and Outcomes’

30. You can click ‘new’ here to add a ‘member’, (But it is better to place pupils in their class if possible and then update membership to ‘Course Manager’ with ‘Update Course Memberships’ which is also on this screen.

31. Post 16 Return
September 2012
Creating the Return

32. Go to: Tools / Statutory Return Tools / Folder Names and Security Message

33. Ensure that the paths read as shown in both boxes
If you need to make any changes to the ‘Folder Name’, click ‘Save’ here

34. If any change has been made, this box will appear when saving, click ‘yes’

35. Click ‘Post 16 Autumn’

37. Clicking New will display the following screen
Enter the appropriate description in the above box. Click the green arrow to progress to the next section.

38. More than one return may be created this year – but remember, if you authorise more than one return for 2012, be sure to send the correct version.
You may, at any stage, copy the Return and save it as a new one. This enables you to take a snapshot of the return at any time, and is also useful as backup before you undertake the manual work on the Return.
This option can also be used to un-authorise a Return. Once authorised, a Return cannot be edited therefore you can make a copy of the authorised Return, re-name, make the necessary changes then Create, Validate and Authorise the copy.

39. The above details have originated from the “School Details” information in SIMS.net.
This Information” is read-only and if incorrect will need to be edited by clicking on School Detail.

41. Click the green arrow to continue

42. N. B – Normally, you will need to click “YES” ONCE only, i. e
N.B – Normally, you will need to click “YES” ONCE only, i.e. the first time you create the return.
Any information added from this point onwards will be lost, i.e. survey completion time

43. Here, you may filter the year, and click ‘Search’
Double click on a pupil to see which other courses he/she is studying.

44. Click ‘Close’ to go back to the previous screen.
Click on a pupil to display this screen: i.e. all courses where the pupil is a ‘member’.
Click ‘Close’ to go back to the previous screen.

45. Click the green arrow to continue.

46. Enter the relevant hours against the appropriate category and click ‘Save’

47. Click ‘Create & Validate’.
When you are satisfied that the details of the Return are correct, progress to the next stage:
Click ‘Create & Validate’.

48. This screen will appear

49. You can ‘filter’ the ‘errors’ here code by code.
Clicking on “Error/Query” will take you directly to the location of the ‘Error’ in the system.
To get a printout, click REPORT which will open the report, then click File / Print.

50. Go back to check the Return and re-run Create and Validate until the Return has been successfully completed.
If Create and Validate has been successfully completed, the following screen will appear e.g.:

51. Before authorising the Return, you should create a printout to check the data. Click SUMMARY then select either English or Welsh. A Detail Report can also be created.

52. Here is a Welsh Summary, it is possible to print the HTML report – FILE / PRINT

53. Once authorised, it cannot be edited!!
When you are satisfied that the information is complete and accurate, authorise the Return.
Once authorised, it cannot be edited!!
The following message will appear

54. If you’re happy with the above statement, tick the box and then continue

55. Once the file is authorised, the suffix will change from .UNA to .XML
The file name is made up of
LEA Number School Number P16_NAWXX12 ReturnID .XML
The above file is located in S:\SIMS\STAR\ASCOUT
Follow the instructions issued by your Authority regarding what action to take on the above file.

56. Making a copy of the return
Highlight the applicable Return and click COPY RETURN

57. The following screen will appear e.g.: Click YES to continue.

58. The copy will appear here