1. Census – Spring 2019

2. Agenda Overview School Census 2018 2019 Create and Validate Return
Break
Identify and analyse validation errors
Detail and Summary reports
Review how to return the census via COLLECT

3. Dates for Your Diary Census date is Thursday 17th January 2019
Deadline for returns is Friday 1st February 2019
School will require latest SIMS version.
School will need to have applied the latest file set in SIMS.

4. Census – A Brief History
The School Census involves three collections each year - October, January and May.
October Census is the main census as it is used to gather pupil numbers which are used to determine school budgets.
January Census is used by DfE to determine Pupil Premium.
May Census collects all pupil and school data and although not used for funding is still important.

5. Spring 2019 Census - Funding
Information provided to the DfE via School Census Spring 2019 will be significant to the following funding areas;
The Early Years block of the 2018/19 DSG (Dedicated School Grant)
Deprivation Pupil Premium
Service Child Pupil Premium
Adopted from Care Pupil Premium
Early Years Pupil Premium

6. What Is Census Data Used For?
Census data is used for / by;
funding purposes
underpins ASP and the performance tables
departmental policy divisions
other government departments
local authorities
external agencies
educational researchers
Therefore data accuracy is highly important.

7. Guidance Notes
The DfE Guidance Notes 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 Guidance ‘Producing the School Census Spring 2019 Return’.
We will also make available Capita Guidance ‘Preparing for the School Census Spring 2019’, which gives more in depth information on how to prepare your data in preparation for a return.
Guidance notes will be available on the Census and Reports page on Czone.

8. Early Years Census Recording
Question: Where should Early Years provision be recorded?
Answer: Schools with onsite early years funded provision make their return via EITHER the School Census OR the Early Years Census, BUT NOT BOTH.
Registered pupils of the school (2, 3 and 4-year-olds depending on the statutory age range of the school) are recorded via the School Census (and not the Early Years Census)
Children (aged 2, 3 and 4) attending a separate Ofsted registered PVI Provider on a school site, are recorded via the Early Years Census (and not the School Census)
children attending s27 (Governor run) provision should be either:
recorded via the School Census where they are registered pupils of the school (can include 2 year olds if the school’s statutory age range covers 2-year-olds); or
recorded via the Early Years Census where they are not registered pupils of the school

9. Privacy Notices
Under the GDPR May 2018, all schools must inform parents/carers that they hold personal data about each pupil, and explain how the data is used.
Schools need to send the parent/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, school website and/or learning platform.

10. Privacy Notices – Changes May 2018
The Data Protection Act 1998 was replaced by the GDPR (General Data Protection Regulation) on the 25th May 2018.
Schools will need to review their privacy notices to ensure they are compliant with the requirements of the GDPR.
There are administrative fines for failing to comply with the GDPR.
For more information please refer to Czone, the Virtual Schoolbag or contact the Information Governance Team at

11. School Childcare A school can indicate up to four types of childcare
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
On Site
Off Site, Signposted
Off Site, Not Signposted

12. Unique Pupil Numbers (UPN)
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 at:

13. Unique Learner Numbers (ULN)
ULNs are required for pupils on roll on census day aged 14 and over.
Schools should be registered with the Learning Records Service (LRS). If not, will need to register.
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, (postcode is held in SIMS).

14. Youth Support Services Agreement
This data item (used to be known as Connexions Assent) 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 on 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, must be recorded in SIMS. Any reports from the census data can then take that into account.

15. Top-up Funding Indicator
This relates to EHCP pupils on roll, on census day for whom a school receives top-up funding from the Local Authority.
EHCP pupils who are in the following bands are the ones for whom top-up funding is received.
Sustained and Comprehensive Support A or B
Significant Personalised Support A or B
Exceptional Case Funding
Schools receive a monthly School Revenue Report which includes a High Needs tab which lists the Statemented/EHCP pupils by band.
All pupils in special facilities would be deemed to be receiving top-up funding.

16. Post Looked After Arrangements
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 Order (RO) or Child Arrangement Order (CAO).
It will be up to those who have parental responsibility to decide if they wish notify schools whether their children come under any of these categories.
The Pupil Premium Plus of £2300 per pupil will be paid for any pupils recorded in the census as Post Looked After, previously “Adopted from Care”.

17. Free School Meals Eligibility (FSM)
NOT to be confused with School Meal Taken (UIFSM)!
The DfE use it for the pupil premium, £1320 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, eligibility start and stop, are sent out (also via AnyComms) every Friday.
Check these lists carefully and amend SIMS accordingly as soon as you receive a change.
The Pupil Premium will be paid for any pupil who has been eligible under the ‘Ever 6’ arrangements.

18. FSM changes following Universal Credit
Following the roll out of Universal Credit, pupils who were in receipt of FSM at 31st March 2018 will continue to be FSM eligible until the end of Universal Credit roll out (estimated Summer 2023) or until the end of their school phase, even if their circumstances change.
It is important that the FSM eligibility list produced by FSM team is checked and SIMS updated to reflect the start and end dates, if applicable, in this list.
It is not expected that FSM end dates will be entered during this transitional stage but there may be some exceptions that will be recorded in the FSM eligibility lists.

19. Service Children
These are children whose parents are Service personnel serving in regular HM Forces military units.
Indicator is now collected from all census returns, not just January.
Pupil premium of £300 per year is paid for pupils in year groups Reception to Year 11, recorded as Ever 6 Service Child or in receipt of a Child Pension from the Ministry of Defence.

20. Disability Access Fund Indicator
The Disability Access Fund (DAF) Indicator records for eligible pupils aged 3 and 4, the receipt of DAF funding.
3 and 4 year olds will be eligible for the DAF if they meet the following criteria:
the child is in receipt of child Disability Living Allowance
AND
the child receives free early education

21. EYPP – Which Pupils?
Schools can access EYPPR pupil eligibility from EYEE Online Nursery Provider Portal
Early Years Census Team will have provided Children’s Services with a list of pupils EYPP eligible as at October Early Years census.
Do not assume that eligibility to funded hours means they are entitled to EYPP
DfE expect schools to report pupils in RECEIPT of EYPP

22. Early Years Pupil Premium
Children will be eligible for EYPP in East Sussex if they are receiving;
funded hours of early education
are in NC year N1 or N2
AND
meet the benefits related criteria for Free School Meals (Please note: meals delivered as part of the Universal Infant Free School Meal – UIFSM entitlement are not FSM)
RECEIPT of EYPP to be recorded (not eligibility as previously)

23. Extended Childcare Hours
Extended Childcare Hours - For three and four-year-old pupils with working parents with a valid 30-hour code.
This new field records the take up of the additional 15 hours of childcare
30-Hour Code Indicator - For three and four year old pupils, the 30-hour code indicator confirms the eligibility of working parents to access the additional 15 hours of extended childcare

24. 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.

25. Funded Hours
All 4 year olds (i.e. reception pupils) in East Sussex are entitled to be full-time so schools do not need to record the hours.
Funded hours should be recorded for pupils aged 2, 3 and 4 in nurseries or in year groups E1, E2, N1 and N2 with a maximum of 15 hours per week.
Funded hours cannot exceed Hours at Setting.

26. Hours at Setting
There is no maximum number of Hours at Setting for 2, 3 and 4 year olds. So this figure can exceed the Funded Hours
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

27. UIFSM – School Dinner Taken
The School Dinner Taken panel records which pupils have taken a Universal Infant Free School Meal (UIFSM) on census day.
The collection is restricted to pupils in Reception, Y1 and Y2 (and those aged 4 – 6, not taught in a National Curriculum Year in Special Schools).
This informs the DfE of take up, and influences future payments.

28. …and now
Time to produce your return using your live school data…

29. Thank you. Any questions?