School Census Autumn Overview Jim Haywood

School Census Autumn 2018 ------------------- Overview Jim Haywood
Version 2.4 School Census Autumn 2018 Overview Jim Haywood Product Specialist for Statutory Returns

School Census Autumn 2018 Overview
Content Late Changes to the DfE Specification DfE Files Key Dates for Primary Schools Key Dates for Secondary Schools Service Child Indicator Early Years Data SEN Status Enrolment Status on Census Reference Date Post 16 Learning Aims DfE Validation

Late Changes to the DfE Specification
School Census Autumn 2018 Late Changes to the DfE Specification Back to Content

Late changes to the DfE Specification Migration related items removed Alternative Provision Placement items removed

Late changes to the DfE Specification Migration related items removed The DfE have informed us that the following data items are no longer required for the School Census Autumn. Pupil Nationality Pupil Country of Birth

Late changes to the DfE Specification Migration related items removed The DfE have informed us that the following data items are no longer required for the School Census. Pupil Nationality Pupil Country of Birth We have agreed with the DfE the following way forward. Remove the tags and data from School Census 2018/19 return xml files. Remove the columns for this data from our School Census 2018/19 detail reports. Keep the existing functionality for recording this data in place. Ensure in a future release that this data can be completely removed to satisfy any GDPR requirements.

Late changes to the DfE Specification Alternative Provision Placement items removed The DfE have informed us that none of the 9 Alternative Provision Placement items originally specified will be needed for this Census and that there are no plans to add them for a future Census.

Late changes to the DfE Specification Alternative Provision Placement items removed The DfE have informed us that none of the 9 Alternative Provision Placement items originally specified will be needed for this Census and that there are no plans to add them for a future Census. Date of entry to the alternative provision placement Primary reason for the alternative provision placement URN for the alternative provision placement UKPRN for the alternative provision placement Type of setting for the alternative provision placement Association for the alternative provision placement Attendance pattern for the alternative provision placement Sessions per week for the alternative provision placement Date of leaving for the alternative provision placement

Late changes to the DfE Specification Alternative Provision Placement items removed We have agreed with the DfE the following way forward. Leave our new Alternative Provision data entry and storage functionality in place for the SIMS 7 Summer Release 2018, but with no further development. This functionality may be removed for a future release, once we have had time to gauge its usefulness to customers Include this data in the XML Return file where it has been entered by schools, on the understanding that it will be deleted by the DfE on upload to COLLECT. The DfE to remove the 17 validation rules relating to these data items. The DfE to remove the reporting of these data item from its summary report.

School Census Autumn 2018 DfE Files Back to Content

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files DfE Spr 19 Census Files DfE Aut 18 Full DfE Spr 19 Beta DfE Aut 18 Full DfE Spr 19 DfE Sum 19 DfE Sum 19 Census Files SIMS Sum 18 Release Filesets (1000 Series) SIMS Aut 18 Release Filesets (1100 Series) SIMS Spr 19 Release Filesets (1200 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta SIMS Sum 18 Release Filesets (1000 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files SIMS Sum 18 Release Filesets (1000 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files SIMS Aut 18 Release Filesets (1100 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files DfE Spr 19 Census Files DfE Aut 18 Full DfE Spr 19 DfE Sum 19 Beta SIMS Aut 18 Release Filesets (1100 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files DfE Spr 19 Census Files DfE Aut 18 Full DfE Spr 19 Beta SIMS Spr 19 Release Filesets (1200 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files DfE Spr 19 Census Files DfE Aut 18 Full DfE Spr 19 Beta DfE Aut 18 Full DfE Spr 19 DfE Sum 19 DfE Sum 19 Census Files SIMS Spr 19 Release Filesets (1200 Series)

DfE Files Modified approach from the DfE and how we intend to make use of this for our Filesets DfE Sum 19 Alpha DfE Aut 18 Census Files Beta DfE Spr 19 DfE Aut 18 Beta DfE Aut 18 Full DfE Spr 19 Beta DfE Sum 19 Alpha DfE Aut 18 Census Files DfE Spr 19 Census Files DfE Aut 18 Full DfE Spr 19 Beta DfE Aut 18 Full DfE Spr 19 DfE Sum 19 DfE Sum 19 Census Files The disruption caused by the very late changes to the DfE specification caused a significant delay in the DfE delivery of the Beta, such that we were unable to include the Beta in the Summer Release.

DfE Files - Position for Filesets at 10/09/2018 Fileset 1004 will be provided in the next few days and includes the corrections to the DfE validation. Fileset 1003 provides the base release of the DfE files. Fileset 1002 provided the Beta of the DfE files. Fileset 1001 was withdrawn as it caused a problem for a PI Exam report. Fileset 1000 was included the Summer Release 2018, but did not include the Beta of the DfE files as expected. Please see the School Census Autumn 2018 newsfeed for further details of Fileset 1004 and news of any further update to the Filesets for the Summer Release 2018.

Key Dates for Primary Schools
School Census Autumn 2018 Key Dates for Primary Schools Back to Content

Key Dates Primary Schools SIMS 7: Routines | Statutory Returns | School Census

Key Dates for Secondary Schools
School Census Autumn 2018 Key Dates for Secondary Schools Back to Content

Key Dates Secondary Schools SIMS 7: Routines | Statutory Returns | School Census

Service Child Indicator
School Census Autumn 2018 Service Child Indicator Back to Content

Service Child Indicator Change to the DfE specification compared to 2017 This will now be collected for all three School Censuses of the year, rather than just in School Census Spring It will be collected from all schools and for all pupils included in the return regardless of their school Phase and pupil Enrolment Status, i.e. now includes PRUs and pupils with an Enrolment Status of ‘Subsidiary - Dual Registration’

Service Child Indicator Change to the DfE specification compared to 2017 This will now be collected for all three School Censuses of the year, rather than just in School Census Spring It will be collected from all schools and for all pupils included in the return regardless of their school Phase and pupil Enrolment Status, i.e. now includes PRUs and pupils with an Enrolment Status of ‘Subsidiary - Dual Registration’ SIMS 7: Focus | Pupil | Pupil Details The more frequent collection is NOT meant to indicate any reduction of the sensitivity of this item

School Census Autumn 2018 Early Years Data Back to Content

Early Years Data requirements by DOB Autumn census Spring census Summer Census Date of birth range Age as at 31/08/2018 Funded Hours Extended Hours Disability Access Fund Age as at 31/12/2018 DAF EYPPE 2 year basis for funding Age as at 31/03/2019 &…before… - 31/08/2013 Out of scope 5 N 01/09/ /12/2013 4 Y 01/01/ /03/2014 01/04/ /08/2014 01/09/ /12/2014 3 01/01/ /03/2015 01/04/ /08/2015 01/09/ /12/2015 2 01/01/ /03/2016 01/04/ /08/2016 01/09/ /12/2016 1 01/01/ /03/2017 01/04/ …& after……

Early Years 30 Hours Code This code can be carried forward from the previous year, as the it will not change for a pupil even if the eligibility changes Hours and DAF cannot be carried forward as they are likely to change for the new academic year SIMS 7: Tools | Statutory Returns Tools | Update Early Years

School Census Autumn 2018 SEN Status Back to Content

SEN Status Exclusions ‘Statement’ can still be reported, as well as ‘EHCP’ Other than exclusions ‘Statement’ must not be used Active/Inactive lookup code We have had to leave ‘Statement’ as ‘active’ for the Summer Release 2018, as can still be used for exclusions in School Census Autumn 2018 ‘Statement’ will be made ‘inactive’ for the Autumn Release 2018, as it can no longer be used for anything in School Census Spring 2019 onwards

Enrolment Status on Census Reference Date
School Census Autumn 2018 Enrolment Status on Census Reference Date Back to Content

Date: 08/10/2018

Enrolment Status on Census Reference Date Changing Enrolment Status Hooray!!! I managed to upload my Census file to COLLECT last week, so I can now get on with my normal tasks.

Enrolment Status on Census Reference Date Changing Enrolment Status Hooray!!! I managed to upload my Census file to COLLECT last week, so I can now get on with my normal tasks. Rachael is now getting part of her education at Blue Academy, so I had better change her Enrolment Status from ‘Single Registration’ to ‘Dual - Main Registration’. SIMS 7: Routines | Pupil | Change Enrolment Status

Enrolment Status on Census Reference Date Changing Enrolment Status Hooray!!! I managed to upload my Census file to COLLECT last week, so I can now get on with my normal tasks. Rachael is now getting part of her education at Blue Academy, so I had better change her Enrolment Status from ‘Single Registration’ to ‘Dual - Main Registration’. SIMS 7: Routines | Pupil | Change Enrolment Status Note the change of text since the spring release

Date: 09/10/2018

Enrolment Status on Census Reference Date Changing Enrolment Status Oh dear!!! I’m going to have to resubmit my Census file to the DfE When this happened for previous Censuses I had to reset any Enrolment Statuses that I had changed back to what they were on Census Reference Day (04/10/2018). SIMS 7: Focus | Pupil | Pupil Details

Enrolment Status on Census Reference Date Changing Enrolment Status Resetting Enrolment Status back to what it was on Census Day is no longer necessary, as the Census application can work out what it was on Census day from the dates of change now stored for Enrolment status. SIMS 7: Focus | Pupil | Pupil Details

Enrolment Status on Census Reference Date Changing Enrolment Status Resetting Enrolment Status back to what it was on Census Day is no longer necessary, as the Census application can work out what it was on Census day from the dates of change now stored for Enrolment status. SIMS 7: Routines | Statutory Returns | School Census

Date: Today

Enrolment Status on Census Reference Date PRUs (Pupil Referral Units) Update Provider Status Update Provider Status (Tool | Statutory Returns Tools | Update Provider Status) was previously used to indicate an Enrolment Status of ‘FE College’ or ‘Other Provider’, but this functionality has now been removed, as these two Enrolment Statuses are now available directly as Enrolment Statuses for PRUs. SIMS 7: Routines | Pupil | Change Enrolment Status

School Census Autumn 2018 Post 16 Learning Aims Back to Content

Post 16 Learning Aims Changes to the DfE specification compared to 2017 New Technical Level Work Placement QNs The DfE will add 16 QNs to its QWS These QNs will reflect particular ranges of hours in placements Band to 329, Band to 344, Band to 359, Band to 374, Band to 389, Band to 404, Band to 419, Band to 434, Band to 449, Band to 464, Band to 479, Band to 494, Band plus

Post 16 Learning Aims Changes to the DfE specification compared to 2017 New Technical Level Work Placement QNs The DfE will add 16 QNs to its QWS These QNs will reflect particular ranges of hours in placements Schools can add these QNs via Download from the DfE’s QWS (QN Web Site)

Post 16 Learning Aims Changes to the DfE specification comparted to 2017 New Technical Level Work Placement QNs The DfE will add 16 QNs to its QWS These QNs will reflect particular ranges of hours in placements Schools can add these QNs via Download from the DfE’s QWS (QN Web Site) Import Qualification Data SIMS 7: Tools | Examinations | Import Qualification Data

Post 16 Learning Aims Changes to the DfE specification comparted to 2017 New Technical Level Work Placement QNs The DfE will add 16 QNs to its QWS These QNs will reflect particular ranges of hours in placements Schools can add these QNs via Download from the DfE’s QWS (QN Web Site) Import Qualification Date and then Update QANs and Discount Codes for Course Manager SIMS 7: Tools | Academic Management | Course Manager | Update QANs and Discount Codes for Course Manager

School Census Autumn 2018 DfE Validation Back to Content

DfE validation The following slides describe the changes the DfE has specified for its validation Unfortunately, the DfE has not yet provided suppliers with any validation or summary report files for School Census Autumn 2018

DfE validation Changes to the specification compared to 2017 The DfE validation specification identifies that the following areas have items that have either been added or updated beyond the normal yearly changes to dates. Universal Infant Free School Meals, Top Up Funding, Post-16 Planned Learning Hours, Post-16 Learning Aims, FSM Eligibility, Post-16 Prior Attainment, Disability Access Fund, Enrolment Status, Pupil DOL, Part-time Pupils, SEN, Alternative Provision Placement, Termly Attendance and Summer Second Half Term Attendance

DfE validation Changes to the specification compared to 2017 The DfE validation specification identifies that the following items have either been added or updated beyond the normal yearly changes to dates. 230, 200, 2112, 2010Q, 2040Q, 1633Q, 1634Q, 1770, 1850, 1851, 1854, 1855, 3110, 3090Q, 3110, 3140, 3160, 5170, 5180, 5190, 1856, 1990Q, 3080Q, 3085Q, 3090Q, 1991Q, 1992, 2775Q, 2708Q, 2709Q, 2820, 2830Q, 2850, 2870, 2695Q, 3005, 3015, 3120, 1870Q, 1920, 1960Q, 2180, 2190Q, 2200Q, 2205Q, 2210Q, 2230, 2250, 2115, 2260, 6740, 6750, 6760, 6600, 6610, 6620, 6630, 6640, 6650, 6660, 6670, 6680, 6690, 6700, 6720, 6730, 1883Q, 2480, 2500, 2573, 2575 and 2579

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Year Taught In 230 - School’s lowest national curriculum year group cannot be greater than school’s highest national curriculum year group 200 - The school has indicated that it does not follow the national curriculum (year ‘X’) but the pupil has a national curriculum year group other than ‘X’

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Year Taught In (continued) School is not following the national curriculum (year 'X') yet pupil has an NC year group 2010Q - Please check: 10% or more pupils’ year group differing from their age 2040Q - Please check: Expected year group with no pupils (apart from year 14)

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Prior Attainment 1633Q - Please check: Pupil has an exemption for English GCSE funding due to learning difficulties but does not have an education, health and care plan (EHCP) 1634Q - Please check: Pupil has an exemption for Maths GCSE funding due to learning difficulties but does not have an education, health and care plan (EHCP)

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Youth Support Services Youth support services (previously known as connexions) agreement is missing or invalid

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates First Language 1850Q - Please check: Percentage of pupils where language has not been obtained is high (greater than 10%)

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Early Years Hours Child’s funded hours must not be provided for pupil aged 5 and over or aged under 1 Childs hours at setting must not be provided for pupil aged 5 and over or pupils aged 1 and under Hours at setting is missing or invalid for 2 and 3 year olds

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Early Years Hours (continued) A 30-hour code has been entered where pupil is not in the eligible age range or in year groups 'E1', 'E2', 'N1' or 'N2', or extended hours is missing 3090Q - Please check: Take up of school lunches for pupils in year 2 (plus pupils aged 6 in year 'X') is 50% or fewer. A reason must be provided why fewer than 50% of pupils in year 2 took a school lunch on census day

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Early Years Hours (continued) Child’s extended hours not provided or out of the range of 0 to 15 hours More than one pupils is recorded with the same 30 hour code

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Early Years Hours (continued) Child’s funded hours must not be provided for pupil aged 4 in reception or above Child’s funded hours not provided or out of the range 0 to 25 to two decimal places for pupils aged 4 not in reception or above Child’s hours at setting must not be provided for pupils aged 4 in reception or above

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Service Child Service child in education indicator missing or invalid

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Universal Infant Free School Meals 1990Q - Please check: Pupil is in receipt of top-up funding but is not classed as having an EHCP? 3080Q - Please check: Take up of school lunches for pupils in reception (plus pupils aged 4 in year 'X') is 50% or fewer. A reason must be provided why fewer than 50% of reception pupils took a school lunch on census day

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Universal Infant Free School Meals (continued) 3085Q - Please check: Take up of school lunches for pupils in year 1 (plus pupils aged 5 in year 'X') is 50% or fewer. A reason must be provided why fewer than 50% of pupils in year 1 took a school lunch on census day 3090Q - Please check: Take up of school lunches for pupils in year 2 (plus pupils aged 6 in year 'X') is 50% or fewer. A reason must be provided why fewer than 50% of pupils in year 2 took a school lunch on census day

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Top Up Funding 1991Q - Please check: No pupils with an EHCP are reported as being in receipt of top-up funding?

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Post-16 Planned Learning Hours Pupil has at least one learning aim which has been active during the current year but there are no planned learning hours recorded for the current academic year 2775Q - Please check: The sum of planned learning hours and the planned employability, enrichment and pastoral hours is lower than 40. Total planned hours should reflect the annual planned hours for the academic year

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Post-16 Learning Aims 2708Q - Please check: Learning aims for the previous academic year would normally be expected for a pupil in year 13 or above who was also on roll last year (unless they had subsidiary registration at the time of the learning aims) 2709Q - Please check: Learning aims would normally be expected for a pupil who were on roll in Year 12 and above and left since the last autumn census Learning aim status is missing or invalid

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Post-16 Learning Aims (continued) 2830Q - Please check: the learning aim start date is after the QWS App End Date. Should the pupil be on this course. Pupils should not be enrolled on learning aims that are no longer approved for new enrolments. Please check you have the correct QAN for the course enrolled on. The learning aim start date is after the date that certification for this qualification closed Learning aims for the current academic year should must be submitted for a pupil in year 12 or above with single or main registration at the school

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates FSM Eligibility 2695Q - Please check: 90% or more of infant pupils have free school meal eligibility

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Post-16 Prior Attainment The stage at which the learner achieved a Maths GCSE at grade 'A*'-'C' / or not is missing or invalid The stage at which the learner achieved a English GCSE at grade 'A*'-'C' / or not is missing or invalid

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Disability Access Fund The disability access fund indicator should be recorded for all pupils aged 3 and those aged 4 who are in nursery provision

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Enrolment Status 1870Q - Please check: Take up of school lunches for pupils in reception, year 1 and year 2 (plus pupils aged 4 to 6 in year X) greater than 95%. Please confirm more than 95% of infant pupils took a school lunch on census day

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Pupil DOL Pupils leaving date is either missing, is either before entry date or equal to or after census date

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Part-time Pupils 1960Q - Please check: Percentage of part-time pupils in school seems high (at greater than 35%)

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates SEN Pupil in special school with no SEN Code 'S' (statement of SEN) has been discontinued and is no longer in use. Please re-code this as code 'E' and carry out a review of the pupil's SEN 2190Q - Please check: Percentage of pupils in school with EHCPs seems high (greater than 10%) 2200Q - Please check: There are no pupils in the school with SEN provision 2205Q - Please check: Percentage of pupils in school with SEN provision of SEN support seems high (greater than 40%)

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates SEN (continued) 2210Q - Please check: Percentage of pupils in school with an EHCP seems low for a special school (less than 70%) SEN Unit indicator must be provided if SEN provision is equal to 'E' or 'K' Resourced provision indicator must be provided if SEN Provision is equal to 'E' or 'K'

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Termly Attendance 1883Q - Please check entry date as the sessions possible indicate that the pupil attended the school during the second half of the summer term. If the pupil left and was subsequently readmitted, the query will be accepted by DfE on condition that a suitable explanatory notepad entry is provided. Where a reason for absence is provided the number of sessions missed should be greater than zero. For pupil on roll in the first summer half term the attendance sessions possible is missing must be greater than or equal to zero

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Summer Second Half Term Attendance Where a reason for absence is provided the number of sessions missed should be greater than zero. For pupils on roll the attendance sessions possible must be greater than or equal to zero for the second half of the summer term For pupils no longer on roll the attendance sessions possible must be greater than or equal to zero for the second half of the summer term

DfE validation Changes to the specification compared to 2017 Items that are either new items or updated beyond the normal yearly changes to dates Alternative Provision Placement 2260, 6740, 6750, 6760, 6600, 6610, 6620, 6630, 6640, 6650, 6660, 6670, 6680, 6690, 6700, 6720, 6730

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School Census Autumn Overview Jim Haywood

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