ICES Seminar Presentation Information about Children Education and Schools Wednesday 14 th September 2011

Meet The Presenters Jacqui Jacobs Data Collections Officer ~~~ Glyn Balmer Data Manager

House Keeping Ladies Toilets – 1 st Left Mens Toilets 1 st Left up the stairs Fire – No Fire Drill Today

Welcome Introductions Existing & New School Staff

Agenda A Copy is on Every Table

Guest Speaker Ruth Brock School Improvement Manager

Update & Feedback on Attainment Data

Early Years Foundation Stage Profile (EYFSP) Schools submitted on time 7 Errors in COLLECT ok’d by DfE 1 - Query 6 – Errors All schools ‘Approved’ & ‘Authorised’ by DfE on 22 nd July

2011 Results Early Years Foundation Stage Excellent results! 6.7% improvement in pupils achieving 78+ Points including PSE and CLL 6+

Key Stage 1 Schools submit to the LA via AVCO Schools submitted on time Full school dataset by July LA Submitted to DfE in July within set timescale

Key Stage 1 ‘Approved’ & ‘Authorised’ dataset in COLLECT 0 - Errors 0 - Queries Well Done to all schools!

Interim Test Data Majority of schools submitted data within the required timescale LA need to know when schools do the test for the future

Interim Test Data… Primary Data - Years 1,3,4, & 5 Secondary Data - Years 7,8, 9 & 10

Attainment School Check List Introduced and used for the first time New working group formed Not used to name and shame!

Any more Questions?

School Census Glyn Balmer Policy Performance and Support (PPS) Database Manager

Any Questions?

SWF Autumn 2011 Update from DfE A change has been made in COLLECT to streamline error clearing and to bring it into line with the pupil census. OK- able errors will be cleared by entering ‘OK All’ followed by the error code in the return level note. (E.g. “OK All 4210Q, 4425Q, 4460”). OK-able errors cannot be cleared in the field level notes.

SWF Autumn 2011 Update from DfE Data Authorisation Please note that it is essential that a return for every local authority and academy school must be submitted by the 9 th December to allow the completion of error correction, authorisation and credibility checking to take place before the collection closes.

SWF Autumn 2011 Update from DfE All schools are strongly encouraged to use the reports available, particularly the Summary Report and Missing Contract Reports, to check their returns for completeness and credibility. The exception to this will be where information is being provided from multiple sources and Matching and Reconciliation (M&R) will be conducted.

SWF Guidance Notes from DfE for Academy Schools andfinance/schooladmin/ims/datacollections /swf/a /information-for-academies- and-schoolshttp:// andfinance/schooladmin/ims/datacollections /swf/a /information-for-academies- and-schools

SWF Spring 2010 Update from DfE 100 out of 152 local authorities made a complete return a further 26 local authorities almost made a complete return data submitted for over 97% of schools 159 out of 205 academies made a return 111 local authorities returned a central file of the above returns, 92% were approved or authorised

SWF Census (DQT) Monday 12 th September to Friday 16 th September

SWF Census (DQT) COLLECT Familiarisation (Test) Site ion_CollectPortal/MainPage.aspxhttps://collectdatauat.education.gov.uk/familiarisat ion_CollectPortal/MainPage.aspx

SWF Census Live The School Workforce Census ‘LIVE’ Web Link Thursday 3 rd November Academies have access to COLLECT from 07:30 SWF blade will appear on COLLECT Thursday 3 rd November

School Workforce Census Checking and Validation Period Monday 7 th – Friday 18 th November

School Workforce (SWF) Privacy Notice (PN) School should only issue a PN to new staff Previous PN still current for existing staff

New Updated Link SWF Census - FAQ Please use the link below to obtain a copy of the latest frequently asked questions ims/datacollections/swfcpilot/guidanceFA Qs /

SWF – Posted on E-briefing Bulletin 094 – SWF DfE Guidance for Schools and Academies Bulletin 095 – SWF DfE FAQ Bulletin 096 – SWF Subject Codes for Qualifications

ULNs Reminder ULNs – Unique Learner Numbers Available for all pupils over 13 Mandatory for any pupils enrolled on 14 to 19 diploma courses

Any Questions?

Privacy Notices refer the recipient to the School, Academy, LA and DfE websites to see how these organisations will store and use data held about the recipient. Guidance from the Information Commissioners Office Privacy Notices (PN) (formerly Fair Processing Notices)

Privacy Notices (PN) To meet the requirements of the Data Protection Act 1998 organisations need to issue a privacy notice which explains to people how information held about them will be processed. This includes telling people: How the organisation will collect the information How the organisation will record the information How the organisation will use the information Who the information may be shared with, and How the information will be destroyed, if applicable.

Privacy Notices (PN) Updated Guidance from August 2011 All Privacy Notices need to be updated to reflect reference changes, including: Change to DfE telephone number and Change to DfE address Updated web links Notices for secondary phase learners need to be updated to reflect changes in youth services provision

Model Privacy Notices Model Privacy Notice templates for schools are available on the Thurrock Council website: For school workforce For primary phase pupils For secondary phase pupils Bulletin 088 available on e-briefing with links

PN - What Schools need to do Update your Privacy Notices to cover any new aspects Check any web links are working Issue the latest version to any new pupils or staff It is not necessary to re-issue Privacy Notices to learners or staff who received the previous version, however you could provide a reminder and web link in a school newsletter.

Check the further information held on your school website detailing: ‘What the school does with pupil data’ ‘What the school does with staff data’ Update information – has your data sharing changed? Use the DfE and LA further information as examples Ensure you provide information on how data will be stored, used and shared. e.g. data shared with Diocese PN - What Schools need to do

PN - What Academies need to do Update your Privacy Notices to reflect the new organisation name and status Add specific wording from DfE for Academies ‘We are required by law to pass some information about you to the Department for Education (DfE) and, in turn, this will be available for the use(s) of the Local Authority. ’

Check the further information held on your school website detailing: ‘What the Academy does with pupil data’ ‘What the Academy does with staff data’ This must now cover any information the Academy shares routinely with the Local Authority Include any data shared with other organisations, such as an Academy sponsor? PN - What Academies need to do

Issue the latest version to any new pupils or staff Inform existing staff and pupils that the PN’s have changed to reflect the new school status. Provide a web-link to the new notices.

Thurrock E-briefing A library of all generic documents sent by the LA to schools All staff may use e-briefing Heads and school administration staff should be registered We will be sending schools a list of registered users. Please advise us about any leavers.

USBs – Encrypted Memory Sticks School’s Finance Advice note 4/11 Raising awareness of need to protect any information taken off site. Two levels of encryption recommended Type A - A higher level of encryption for any information classified as IL2 / ‘PROTECT’ or above. Type B – for unclassified information

USBs – Encrypted Memory Sticks School’s Finance Advice note 4/11 Raising awareness of need to protect any information taken off site. Two levels of encryption recommended Type A - A higher level of encryption for any information classified as IL2 / ‘PROTECT’ or above. Type B – for unclassified information

USBs – Encrypted Memory Sticks Two levels of encryption recommended Type A - high level encryption memory sticks (IL2+ / PROTECT data) Such as: Kingston (Black) DataTraveler GB Type B – for unclassified information (IL1) Such as: Kingston DataTraveler Locker 4 GB gb/apps/productpresentation/index.php?alert=categoryresults&product_id= KTDT50002

New Data Collection: Phonics – Year 1- Roll Out Four additional data items to what is collected in Key Stage 1 More information to follow in due course Legislation in force from August 2011

Any more Questions?

Target Setting DfE not asking schools to provide data LA may still request schools to provide data for Governor information

Contact Numbers for Information Management Heather Clark – Glyn Balmer – Bob Mills –

Contact Numbers for Performance Data Alison Jacobs – Damon Last – Jacqui Jacobs –

Contact Numbers The (ICS) & Frontline Support Team Lesley Tabrett – Lavinia Warrick – Dorothy Blake –

“Thank You” Policy Performance and Support appreciates all the hard work schools go through in providing Statutory Data and other submissions during the academic year

Importing SWF into SIMs Download file from CAPITA web site Save to desk top Right click ‘Extract All’ Import into SIMs Tools / Set Ups /Import Fileset Browse file 0080 Statutory Return Autumn 2011 fileset zip If you experience difficulty downloading and uploading the fileset please call CAPITA in the first instance