COLLECT – Spring 2019

What is COLLECT? COLLECT is the Department for Education (DfE) Centralised Data Collection and Management System for Education and Children’s Services. The COLLECT system is used for processing School Census, other education related data returns and Children Services returns.

Select SIMS File to Upload Once validation errors have been resolved and queries checked, your file can be authorised and uploaded to COLLECT (via Secure Access). Once the file is authorised in SIMS the filename will end in .XML. Check that you have selected Spring 2019 census return. The file is usually found on your network via S/SIMS/Star/ASCout. The filename and location can be checked from your census screen (Routines/Statutory Returns/School Census).

Accessing COLLECT To log onto COLLECT, open your internet browser and go to DfE Sign In https://services.signin.education.gov.uk/ START NOW button. You must make sure you have your password as we do not have your passwords for DfE Sign In. Select the service you are going to use – COLLECT Sign in using your access email and password

COLLECT Portal Click on the Continue button, to access the COLLECT portal.

Select Data Collection Click on the School Census Spring 2019 blade – “Familiarisation” until Census Day. Click on Select Data Collection button

Upload Return from File Initially the status of your Data Return will show as No_Data Click on Upload Return from File button

Browse - Select file to upload Click on Browse button and navigate to the required XML file. Once the relevant file has been located, highlight the file and click on the Open button, then click on Upload button

Upload As the file is uploading you will get a progress message Once your file is loaded, you are likely to receive the following message, which indicates that the return has successfully loaded and is now placed in the validation queue to be validated.

Validation The status of the return will be Loaded until the validation takes place. If the validation takes place immediately, the number of Errors and Queries will appear in the appropriate boxes. If these are the same as were showing in SIMS, and are acceptable, you simply need to click on the Submit Return button and log out.

Validation Continued… If the validation doesn’t take place immediately, you will need to log in later to see if the status has changed to Loaded and Validated. You can then click on Submit Return button. We do not have your passwords for Secure Access, so it has to be the school that submits the return. IMPORTANT: If you have more Errors and Queries than expected, you will need to view and check your return.

View Your Census Return To view your data return, check errors or add notes, click on Open Return button. Your return will then be displayed.

View and Resolve Errors Click on the All Errors button to view all errors and queries. You are now able to fix any errors in COLLECT (please refer to full DfE COLLECT Guidance notes, link available on Czone). If you fix errors in COLLECT these will need to also be fixed in SIMS. Alternatively fix in SIMS and reload an updated census return to COLLECT. If you have no errors and are happy with the queries, click on Back to MYCOLLECT page, click on Submit Return and log out.

Adding Return Notes You can add notes to any queries where necessary. To add a return level note double click on the pen icon in the return level notes section.

Adding Return Notes Continued… Click Add New Note and type your note and the error number in the box provided and click Create.

Adding Return Notes Continued… Please ensure there is a note for all queries/errors remaining on your return. You can enter one note to cover numerous queries. Example: 3 x 2020Q – Confirmed correct 1 x 1780Q – Confirmed correct 2 x 2502Q – Pupils are dually registered and did not attend this establishment in summer term

LA Action Once the return status has changed to Submitted, the Local Authority (LA) will be able to look at your return in detail. If there are any errors or queries that still need attention, you will be contacted. The LA needs a copy of the Summary Report. An electronic version with a filename ending in Summary_Report.html will have been created in the S:\SIMS\STAR\ASCout folder. Please send it via one of the following methods; AnyComms (copy it to s:\avco\outbox\infomgt and run AnyComms) email to cs.data.management@eastsussex.gov.uk (there is no pupil-level data in it).

Thank you. Any questions?