1. education
2. school

Census – Summer 2015
Agenda
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Overview
School Census 2015 Dummy Run
Create and Validate Return
Break
Identify and analyse validation errors
Detail and Summary reports
Review how to return the census via COLLECT
Dates for Your Diary
• Census date will be Thursday 21st May
2015
• Deadline for returns is Wednesday 10th
June 2015
• Schools need to have upgraded to version
7.162 of SIMS
Census – A Brief History
• The School Census replaced PLASC in 2007
and now involves three collections each year.
– October, January and May
• October Census is now the main census as it is
used to gather pupil numbers which are used to
determine school budgets.
• The January return is used for the Pupil
Premium.
• May Census is the least complicated but is still
important.
What is the data used for?
• The DfE completion notes say:
– ‘Census data is used by DfE policy divisions,
other government departments, LAs, external
agencies and educational researchers. The
data is also used for funding purposes, and as
principal data for the Autumn benchmarking
including RAISEonline. Accuracy of data is
therefore paramount.’
Guidance Notes
• The DfE Guidance Notes (about 120 pages) define what
is collected in the census and why. They can be
downloaded from the DfE website (via link on Czone).
• We are issuing Capita’s Guidance ‘Producing the
School Census Summer 2015 Return’.
• We will also make available Capita’s Guidance
‘Preparing for the School Census Summer 2015’,
which gives more in depth information on how to prepare
your data in preparation for a return. This will be
available on the Data Returns page on Czone.
Privacy Notices
• Under the Data Protection Act 1998, all schools must
inform parents/carers that they hold personal data about
each pupil, and explain how the data is used.
• Schools therefore need to send the parent or carer of
every pupil a Privacy Notice.
• Schools should issue the Privacy Notice as part of their
general publications and communications. E.g. Induction
pack, school diary, School Prospectus.
• It could also be posted on the school notice board.
• The school website or learning platform is an ideal place
to publish the Privacy Notice.
Youth Support Services Agreement
• This data item used to be known as Connexions Assent,
and can be found in the Additional Information tab of the
Student details.
• Schools are legally required to pass information to the
Youth Support Service for pupils in or approaching the age
of 13.
• Parents (or pupils) can opt out of this arrangement in
respect of data other than names, dates of birth and
addresses. The Privacy Notices include a section on Youth
Support Services which inform parents (and pupils) of their
right to opt out.
• If the parents/pupil opt out, that needs to be recorded in
SIMS. Any reports from the census data can then take that
into account.
Unique Pupil Numbers (UPN)
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All pupils must have a Unique Pupil Number.
Pupils entering the maintained sector for the first time
need to have a UPN issued by SIMS. Please do not
use temporary UPNs.
However, any pupil that has previously been in a
maintained school should already have a UPN, so
please do not issue a new one.
If the previous school can’t supply the UPN, the Local
Authority should be able to, as we can access the
National Pupil Database.
Please contact us by Secure Email at:
cs.data.management@eastsussex.gov.uk
Unique Learner Numbers (ULN)
• From January 2014, ULNs are required for
pupils on roll on census day aged 14 and over.
• Schools should have registered with the
Learning Records Service (LRS). If not, will need
to.
• Schools obtain ULNs by creating and uploading
a CTF to the School to School (S2S) system.
• The Learning Records Service (LRS) requires a
pupil’s postcode in order to issue a ULN, and
there is an option in SIMS which includes it.
• https://www.gov.uk/government/publications/lrsunique-learner-numbers
Top-up Funding Indicator
• This relates to statemented pupils, on roll, on census day
for whom a school receives top-up funding from the local
authority.
• There are about 1,800 such pupils in East Sussex schools
so most schools will have at least one.
• Statemented pupils who are in Band 02 or above are the
ones for whom top-up funding is received.
• Schools receive a monthly School Revenue Report which
includes a High Needs tab listing the statemented pupils
by band.
• All pupils in special facilities would be deemed to be
receiving top-up funding.
Adopted From Care
• This relates to pupils on roll on census day who were
looked after immediately before adoption, or being
placed on a special guardianship (SGO), residence (RO)
or child arrangement order(CAO).
• It will be up to those who have parental responsibility to
decide if they wish schools to know whether such
children come under any or these categories
• The Pupil Premium Plus of £1,900 per pupil will be paid
for any pupils recorded in the census as Adopted from
Care.
• Advice on identifying pupils adopted from care can be
sought from Virtual School for Children in Care team.
SEN Provision
• Changes to the SEN provision are being
made which will mean:
• New code “K” – SEN support
• New code “E” – education, health and care
plan EHCP
• Old codes “S” and “SA” will be
discontinued
SEN Type
• New type – “social, emotional and mental
health” SEMH
Replaces
• Old type – “behaviour, emotional and
social difficulties” BESD
• New type – “SEN support but no specialist
assessment of need” NSA
Free School Meals (FSM)
• NOT to be confused with School Meal Taken
(UIFSM)!
• The DfE use it for the pupil premium, £1300 per
primary pupil and £935 per secondary pupil this year.
• The FSM team in Children’s Services send a full list of
eligible pupils via AnyComms at the beginning of each
term.
• Any changes to this are sent out (also via AnyComms)
every Friday.
• The Pupil Premium will also be paid for any pupil who
has been eligible under the ‘Ever 6’ arrangements.
Service Children
• These are children whose parents are
Service personnel serving in regular HM
Forces military units.
Hours for Early Years Pupils
• Funded Hours relate to pupils who are
funded under the free entitlement to
education for under 5’s.
• Hours at Setting are the number of hours
the same pupils spent in education provision
at the school irrespective of who funded the
hours.
• The Hours at Setting cannot therefore be less
than the Funded Hours.
Funded Hours
• 4 year olds attract a maximum of 25 funded
hours a week, 2 and 3 year olds attract a
maximum of 15 hours a week.
• All 4 year olds (i.e. reception pupils) in East
Sussex are entitled to be full-time so schools
should record 25 hours for each.
• Schools should record 15 hours for most 2
and 3 year olds, although some may be doing
less.
Hours at Setting
• There is no maximum number of Hours at Setting for 2, 3
and 4 year olds.
• Schools will generally record the same number of hours for
2, 3 and 4 year olds as for Funded Hours.
Hours funded under the free entitlement (EYEE)
+
Any additional hours funded from other sources
(E.g. Parents)
=
Hours at Setting
UIFSM – School Dinner Taken
• School Dinner Taken by pupils on census day is now collected
and will inform the DfE of take up, and influence future payments.
• The collection is restricted to Reception, Y1 and Y2 (and those
aged four to six, not taught in a national curriculum year in
Special Schools).
• The panel records pupils who have taken a universal infant free
school meal (UIFSM) on census day.
• A new report (School Dinner Taken) provides basic info about
pupils who took a UIFSM and who match the following criteria;
– pupils taught in R, Y1 or Y2
– (Special Schools only) Pupils aged four to six on 31/08/2014,
who are not following national curriculum, born between
01/09/07 – 31/08/10
School Childcare
• These new data items record the provision of (or
signposting to) childcare at/by the school. These
items are introduced for the summer census, as
a one-off voluntary collection, before being
collected annually via the spring census on a
mandatory basis from 2016 onwards.
School Childcare - detail
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Type of childcare offeredBefore/after school; holiday; under fives
On/off site
Number of places
Open/closing times and number of weeks
open
• Childcare provider
School Childcare - summary
– A school can indicate up to four types of
childcare
1.
2.
3.
4.
Before School Childcare (B)
After School Childcare (A)
Holiday Childcare (H)
Under Five Childcare (U)
– A school can indicate up to three different
sites for childcare
1. On Site
2. Off Site, Signposted
3. Off Site, Not Signposted
…and now
Produce your return using your live
data…………………….