1. AGENDA SCHOOL CENSUS SPRING 2015 ANY OTHER SIMS BUSINESS SIMS Seminar January 2015

2. SIMS School Census Spring 2015

3. The Dates Census Reference Day 15 th January 2015 Attendance Collection Start of Autumn Term to 31 st December 2014 Exclusions Collection 21 st April 2014 to 31 st August 2014 FSM Eligibility Collection 3 rd October 2014 to 15 th January 2015 Learner Support Collection 1 st August 2014 to 15 th January 2014

4. The changes since last year Universal Infant Free School Meals These will be collected in the same way as for the Autumn 2014 census i.e. on the census return Note that the day for this count can be changed to reflect a ‘normal’ day

5. And when I say normal…..

6. The changes since last year Alternative Curriculum taken account of for Spring Census for the first time….

7. Sorry…couldn’t resist

8. The changes since last year Adopted from Care All pupils\students that have been adopted from care are now included. Residence orders have now been replaced by child arrangement orders, prompting the introduction of a new code; C - Ceased to be looked after through a Child Arrangement Order (CAO).

9. The changes since last year SEN Status Following the introduction of: E – Education, Health and Care Plan (replacing S - SEN Statement) K – SEN Support (replacing P - School\Early Years Action+ and A – School\Early Years Action) It is still expected that all SEN records will comply with the new codes by the end of this academic year.

10. The changes since last year SEN Need Type New codes: SEMH (Social, Emotional and Mental Health) NSA (No Special Assessment), i.e. SEN support but no specialist assessment of type of need Now inactive BESD (Behaviour, Emotional and Social Difficulties)

11. Preparing for the School Census Spring Return Capita have produced two documents with the above title, one for Primary phase schools and one for Secondary phase schools. You can find a copy of each document herehere These documents are set out like a checklist so you can tick off each task as you progress. The following slides provide an overview……..

12. Before you start…….. Checks: SIMS.net version 7.161 (Autumn2 2014 Upgrade) Fileset currently v186 but keep your eyes open for updated versions ……..we are expecting v188 shortly! Ensure that all new pupils since the last census have been added Ensure that all leaving dates for pupils who have left since the last census have been recorded but check that their data is complete first Ensure Attendance is up-to-date with no missing marks or unexplained absences

13. Latest Fileset News DfE Summary Report (Added 07/01 17:50) Please note that the DfE have acknowledged that there are mistakes in Table 10 and Table 12 of their Summary Report. They expect to be able to provide us with a revised summary report file by the end of the week and we expect to be able to make this available as part of Fileset 188. Validation Query 2020Q (Updated 07/01 17:20) Please check: Pupil year group and age inconsistent. Please note that the DfE has acknowledged that validation query 2020Q is being applied to off roll as well as on roll pupils in their school validation file when it should only be applied to on roll pupils. They expect to be able to provide us with a revised validation file by the end of the week and we expect to be able to make this available as part of Fileset 188. They also tell us that the validation query in COLLECT is correctly only being applied to on roll pupils.

14. New Academies Name and DfE Number Changes Schools that have converted to academy status since the last census and have changed name and/or DfE number should contact us for a patch to make this change in SIMS You should do this prior to authorising your census file. There are some other fields in School Details that need changing in addition to the above but you do not need a patch to enable this.

15. Use Bulk Update to Check Data A number of the statutory data items can be checked and updated prior to a dry run of the census by using the Bulk Update tool to identify gaps in data: First Language Ethnicity SEN Status Service Children in Education SEN Provision Type Youth Support Services Agreement (age 12+ only) The tool can be found under Routines\Pupil (Student)\Bulk Update

16. Universal Free Infant Meals Not to be confused with Free School Meals. These meals are offered to all pupils in years R, 1 and 2 (or Year X for 4-6 year old pupils where curriculum has been disapplied) You will find a separate section on the census return to show who took up the opportunity of a free meal on the day.

17. Update Class Type (Primary only) Tools\Statutory Return Tools\Update Class Type

18. Update Hours for Early Years (Primary only) Tools\Statutory Return Tools\Update Hours for Early Years

19. Update Top-up Funding Tools\Statutory Return Tools\Update Top-up Funding

20. Update Adopted from Care Tools\Statutory Return Tools\Update Adopted from Care

21. Basic Details

22. Basic Details – Former Surname You should note that if there has been a change of Legal Surname the Former Surname will be collected. When changing a Legal Surname you will be asked to confirm whether this is a correction or a change. Former surnames can be seen by clicking History:

23. Registration Details

24. Registration History

27. UPNs and ULNs UPNs (Unique Pupil Numbers) Every pupil should have a permanent UPN wherever possible. Where pupils have transferred from other schools this number will arrive with the CTF (Common Transfer File) and will be imported into SIMS. Where pupils have entered school for the first time or transferred from abroad it is likely that you will need to assign a new number. PLEASE CHECK WITH KARIN TAYLOR IF YOU ARE IN ANY DOUBT.

28. UPNs and ULNs ULNs (Unique Learner Numbers) Currently applies to all pupil’s over the age of 14 in UK education or training. You will find information on how to obtain ULNs on p32 of the Primary phase preparation document or p33 of the Secondary phase preparation document.

29. Part-time Details Part-time Details are mostly used for Nursery pupils but any pupil or Student can be considered as part- time where their attendance is less than 10 sessions per week. A minimum of a Start Date should be completed. Ensure that pupils who are no longer part-time are edited by adding the appropriate end date.

30. Home Address Information

31. Checking Free School Meal Eligibility Eligible means that they have been approved by the local authority because they are in receipt of certain benefits. Information on this eligibility can be found in the DfE guidance notes or on the RBWM website herehere

32. Ethnic and Cultural

33. Additional Information

34. Service Children in Education Where schools have service children on roll please ensure that the Service Children in Education indicator has been populated with Yes. This data item is collected in the January census only and will affect Pupil Premium funding. This is one of the data items that can be checked using the Bulk Update facility.

35. SEN Information SEN Status collected: N – No Special Educational Need (only used where a previous status no longer exists) A – School/Early Years Action (pre 1 st September 2014) P – School/Early Years Action+ (pre 1 st September 2014) S – Statement (pre 1 st September 2014) E – Education, Health and Care Plan K – SEN Support

36. Exclusions and In Care Note that you should ensure that In Care indicator is up-to-date if relevant for pupils with exclusion records as this will also be collected by the census for these pupils.

37. Attendance Ensure that you have no gaps in your Attendance by running: Deal with Missing Marks Deal with Unexplained Absences

38. Selected Time \ Period for Classes The selected time or period for classes and activities for the January 2015 census are based on your DfE number as follows: Last digit of DfE No. 4, 7, 8 or 9 - the selected time is one hour / period after the start of afternoon school Last digit of DfE No. 0, 1 or 5 - the selected time is one hour / period after the start of morning school Last digit of DfE No. 2, 3 or 6 - the selected time is one hour / period before the end of morning school Note this is not applicable to Nursery Schools and PRUs

39. Selected Time \ Period for Classes The selected time or period for classes and activities for the January 2015 census are based on your DfE number as follows: Last digit of DfE No. 4, 7, 8 or 9 - the selected time is one hour / period before the end of morning school Last digit of DfE No. 0, 1 or 5 - the selected time is one hour / period after the start of afternoon school Last digit of DfE No. 2, 3 or 6 - the selected time is one hour / period after the start of morning school Note this is not applicable to Nursery Schools and PRUs

40. Selected Period – 2 Week Timetable Where a Secondary or Middle school has a two week timetable and the census falls on week 2 this should be reflected in the period number chosen

41. Running the Return A Demo on SIMS

42. ITServiceDesk@RBWM.gov.uk Some reminders: Please log your calls using the above email address. You can only do this if your email address is recognised by the service desk so you must ask us to set you up first. If you don’t get a message back confirming that your call has been logged then it hasn’t. Always ensure you put something in the email subject. Do not forward emails unless you remove the FWD: prefix in the subject line. The same applies to replies.