1. Pupil Census January 2016

2. Aims Overview / purpose of census return Pupil level data School level data Demonstrate a census run

3. Census Overview Statutory return Three times per year Census data is used for funding, budgeting and forecasting

4. Census Process Prepare data Run return Submit to Business Intelligence Academies to DfE and BI Business Intelligence submit to DfE DfE use data for funding

5. Historical data Current data Census week data Snapshot on census day What data?

6. Pupil Level data in SIMS

7. What data attracts Pupil Premium funding ? Free School Meals eligibility Service Children Adopted from Care Currently In Care

8. Pupil Premium Funding Cycle Census submitted to the DfE DfE analyse data (January return) and calculate Pupil Premium funding DfE prepare csv Pupil Premium files for each school and upload onto the Key to Success website (+- June to September) School downloads file and imports into SIMS. Import updates Pupil Premium indicators (based on January Census data)

9. Early Years Pupil Premium From April 2015 EYPP has been established for disadvantaged 3 and 4 year olds (Previously managed by the LA) From January 2016 schools will be responsible for submitting data to attract EYPP Eligibility for EYPP is from the term following a child’s 3 rd birthday

10. EY Pupil Premium Process 1.Strategic Finance send forms to schools (maintained nurseries and schools with maintained nurseries) 2.Schools ask parents to complete forms 3.Schools send completed forms back to Strategic Finance 4.LA checks are carried out 5.Strategic Finance inform schools which pupils are eligible 6.Schools update eligibility in SIMS before Census day 21 st January

11. How is EYPP eligibility held in SIMS? Update Hours for Early Years renamed to Update Early Years (Tools / Statutory Return Tools / Update Early Years) Update Early Years table will have EYPP Eligibility column added. Select one of the following: Not Eligible, Economic, Other, Economic and Other or Unknown Early Years report will be added to the General Detail Reports in the census file.

12. Pupil Level data - Primary UPN Addresses Free School Meals eligibility Service Children – January return Ethnicity First Language English as an additional language SEN Exclusions / In Care Attendance

13. Pupil Level data - Secondary UPN and ULN Addresses Free School Meals eligibility Service Children Ethnicity First Language English as an additional language SEN Learner Support Bursary Youth Support Services Agreement Exclusions / In Care Attendance

14. Pupil Level data not held on Pupil records – Primary Statutory Return Tables and/ or Census Panels Class Type Early Years – Hours + Pupil premium eligibility Top up funding Adopted from Care Universal Infant Free School Meals taken

15. Pupil Level data not held on Student records – Secondary Statutory Return Tables or Census Panels Top up funding Adopted from Care

16. School Level Data Focus / School / School Details School Contact details – email School Type / Governance / Intake Type Childcare Places

17. Census Panels specific to January Returns… Manual data entry in Census panels Admissions Appeals panel For Voluntary Aided, Foundation or Academy governance. For appeals against non-admission academic year 2015/16

18. Manual data entry in Census panels General panel - Free School Meals taken Classes panel - Activities / Lessons Pupil Reconciliation panel - Location / numbers Census Panels specific to January Returns… continued Snapshot time on Census day…

19. Selected Period 0, 1, or 5 The selected time is one hour / period before the end of morning school 2, 3, or 6The selected time is one hour / period after the start of afternoon school 4, 7, 8 or 9The selected time is one hour / period after the start of morning school

20. Historical – Includes leavers Attendance –Autumn term Exclusions – Summer term Free school Meals – C day to C day Learner Support 1/8/15 to C day Admissions Appeals –pre1st Sept 15 Current On roll – enrolment status Gender SEN Ethnicity First Lang Year groups School details Attendance - Part time Census Week Early Years hours Census day Early Years Pupil Premium Child Care Places Top up funding Adopted from care No of FSMs taken – January only No of UIFSM taken – Infant pupils Snapshot of school population and classes at a designated time Pupil reconciliation

21. Tools DfE Guidance Notes MIDAS Census eBook SIMS Census Reports ICTDS Servicedesk

22. WeLearn 365 portal www.bit.ly/midaspages OR The Downloads site http://wsd.we-learn.com/downloads www.bit.ly/midaspages http://wsd.we-learn.com/downloads Census eBooks DfE Guidance Notes

23. eBook Orange:Documents to read before you begin Blue:Guidance on how to maintain statutory data fields in SIMS Green:Instruction on how to create, Run and validate census return. Purple:How to guides giving instructions for specific tasks

24. eBook – Checklist – please print! TaskDocumentTick box / Notes All users: It is vitally important that you read the document detailing the main census changes, most common issues and data inaccuracies encountered in previous returns. Main Census Changes and Common Census Errors Check / Setup Returns Permissions - If required A8 How to set up Returns Permissions Update Class Type – Primary schools only A10 How to Update Class Types Update Adopted from Care A12 How to Update Adopted from Care

25. SIMS.net Version 7.166 How to create and run a Census return in...

26. Census Filesets The latest filesets and instructions for importing them into SIMS are uploaded onto both the WeLearn portal and the Downloads sites www.bit.ly/midaspages OR http://wsd.we-learn.com/downloads

27. Before you can create a new return you will need to : Archive old census returns in the folder Set up returns permissions, if required Update Class types – primary schools Update Early Years – for pupils under the age of 5 as at 31 st August 2015 (Hours and Pupil Premium eligibility) Update Top up Funding Update Adopted from Care

28. Open your ‘dry run’ census file Check details in census panels – Classes, Pupil Reconciliation Add number of UIFSM taken on Census Day Add number of FSM taken on Census Day Create and validate error free return Check / print Detail Reports – NB! Print Summary Report Make an electronic copy of census return Authorise Submit return to Business Intelligence via School Upload Academies submit to the DfE via the COLLECT website and also to Business Intelligence What to do on Census Day – 21 st January 2016

29. ICTDS SERVICE DESK (MIDAS) 01926 414100 ictdsservicedesk@warwickshire.gov.uk Business Intelligence 01926 742169 businessintelligence@warwickshire.gov.uk