1. School Census Autumn 2010 Preparation Jim Haywood Product Manager for Statutory Returns Version1.0 1

2. School Census Autumn 2010 Learning Aims (Schools with 6 th Forms only) 2

3.  Step 1: Ensure that any new post 16 classes defined in Nova-6 have the same subject and level combination as existing classes delivering the same course.  Step 2: Run Curriculum Matching in Nova-6. This will use the subject and level combination to link the new classes to existing courses or to create new courses as necessary. Learning Aims A. Taking account of any new classes 3

4.  Step 1: Identify which courses have members that will continue taking the course beyond the current academic year, these would include courses for International Baccalaureate and Diploma Learning Aims.  Step 2: Ensure that End Date and Planned End Date are correct for these courses and that they are protected from Update Course Membership. Learning Aims B. Taking account of multi-year Learning Aims 4

5.  Step 1: Make sure that the membership of classes reflects reality in terms of who is a member of the class and when their membership begins and ends (or is expected to end)  Step 2: Run Update Course Membership to ensure that course memberships reflects class memberships.  Step 3: Use Maintain Courses to update courses and course memberships that have been protected from the timetable and/or class membership (2 year courses). Learning Aims C. Maintaining Course Membership information 5

6.  Step 4: Take account of Re-sits by using Maintain Courses to add students and give them End Dates in line with the date of the examination – don’t forget to protect from Update Course Membership.  Step 5: Enter the completion status for any course membership that has finished prematurely – actual and planned end dates should have been calculated automatically be Update Course Membership Learning Aims C. Maintaining Course Membership information 6

7.  Step 1: Check students courses using Focus | Student | Courses or Focus | Student | Student Details (Courses Link)  Step 2: Use the links in the above functionality to open the relevant course in Maintain Course and update as necessary Learning Aims D. Check/Update Students’ Course Information 7

8.  Step 1: Download latest files from DfE QWS site https://data.dcsf.gov.uk/qwsweb/(S(fmajzr3pmtmb0045 pctxjkmm))/default.aspx  Step 2: Use the downloaded files to update the QAN catalogue (Statutory Return Tools | Update DCSF QAN Catalogue). Ensuring that you import the Current.xml last.  Step 3: Use Exams base data to update course classifications (Statutory Return Tools | Update Course Classifications from Examinations Data) Learning Aims E. Take Account of QAN/Discount Code Changes 8

9.  Step 4: Import any QANs and Discount Codes that are needed but have not been put in place by Step 3 above (Statutory Return Tools | Import QAN and Discount Codes for Course Manager) Learning Aims E. Take Account of QAN/Discount Code Changes 9

10. School Census Autumn 2010 Bulk Update Course End Dates 10

11. New to the Autumn Census Bulk Update for Course End Dates New functionality to allow bulk updating of course end dates to avoid August end dates and to take account of mistakes in expected end dates for leavers 11

12. Bulk Update Course End Dates provides the best solution for multiple Learning End Date errors 12

13. This first panel is about ensuring that courses don’t finish in August. Obviously, courses don’t actually finish in August, but more important, if a DfE school indicates that Learning Aims are completed in August they are likely to lose funding. 13

14. Click to run a report to show the changes that would be made if this bulk update is carried out 14

15. Click to run a report to show the changes that would be made if this bulk update is carried out The Learning Aims End Dates would change from 31/08/2011 to the 31/07/2011 which would then meet DfE requirements 15

16. Click to carry out the bulk update and to obtain a report of the changes made 16

17. These changes should be marked as sent in error by the previous Census 17 Not only have the course membership end dates been updated, but the new end dates have been applied to the class membership end dates. This ensures that Update Course Memberships will not undo the changes made to course membership end dates.

18. You can still back out even at this late stage. 18

19. 19 This second panel is about ensuring that pupils who leave between May and August are recorded as having completed the course. This is necessary where schools have used Nova T6 and/or Academic Management to set class membership end dates that are later than is actually planned.

20. Click to run a report to show the changes that would be made if this bulk update is carried out 20

21. Click to run a report to show the changes that would be made if this bulk update is carried out The Learning Aims Planned End Dates would be brought in line with the date the student left and the Completion Statuses would change from Withdrawn to Completed 21

22. Click to carry out the bulk update and to obtain a report of the changes made 22

23. These changes should be marked as sent in error by the previous Census 23

24. You can still back out even at this late stage. 24

25. Click to close the bulk update facilities 25

26. This is the last chance to back out the changes 26

27. School Census Autumn 2010 Duplicate QANs 27

28. 28 Click to run the Duplicate QAN report

29. 29 The report includes a row for each course with a QAN/Discount Code that has also been used by one or more other courses.

30. 30 In this case the same QAN/Discount Code has been used for AS English as for AS English Language, which is unlikely to be correct.

31. 31 In this case there are two types of issue as the QAN/Discount Code has been used for different subjects and different levels.

32. 32 In this case the same QAN/Discount Code has been used for an A-level and an AS-level, which incorrect.

33. 33 In this case the same QAN/Discount Code has been used for CDT Design & Comm and CDT Design & Real, which is unlikely to be correct.

34. School Census Autumn 2010 Reconcile Learning Aims & Results 34

35. New to the Autumn Census Reconcile Learning Aims and Results New functionality to help schools gauge if the information used for declaring Learning Aims could result in under funding 35

36. We don’t claim to know exactly how the DfE will use the Learning Aims information provided in the Census for allocation funding, but we have worked with the (old) LSC to identify possible issues with a school’s Exams and Learning Aims information that could make it difficult for the DfE to match Learning Aims with results. Without such matches the DfE will be unable to reflect success rates in funding. 36

37. Click to create the reconciliation reports. 37

38. Click for a drop down of the available years 38

39. 39

40. Click to choose the folder to hold the CSV files 40

41. 41

42. Click to create the CSV files 42

43. Message indicates that the CSV files have been generated and saved successfully 43

44. This CSV file has been designed to show instances of Learning Aims that will be declared in a Census, but for which we have not been able to find a corresponding exam result. 44

45. 45

46. This CSV file has been designed to show instances of exam results where we have not been able to find a corresponding instance of a Learning Aim that will be declared in a Census. 46

47. 47

48. This CSV file has been designed to indicate where exam results are matched with Learning Aims on all factors other than QANs.. 48

49. Exam QAN is 5002640..... while Learning Aim QAN is 1003630. The QANs don’t match. 49

50. Exam QAN is 10008342..... and Learning Aim QAN is also 10008432. The QANs match. 50

51. This CSV file has been designed to indicate exam results with QANs that don’t exist for Learning Aims or exist for Learning Aims where those Learning don’t match with exam results for other factors.. 51

52. 52

53. School Census Summer 2010 Hours at Setting 53

54. Click to update hours for 3 year olds 54

55. 2.55 Autumn is is the first term of the Academic Year so no attempt is made to default to hours entered for the Summer Term 55

56. Double click to enter the hours for an individual pupil 56

57. Type the number of hours as a decimal 57

58. Entering 12.6 is not allowed as only increments of 0.5 are allowed 58

59. Right Click for options 59

60. Reset All will zero all of the Hours at Setting in the browse 60

61. Right Click for options 61

62. Select All will select all pupils displayed 62

63. Click to enter the same number of hours for all highlighted pupils 63

64. Enter the number in the same way as for an individual entry 64

65. The number is automatically entered for all the highlighted pupils 65

66. Click and then Shift Click can be used to highlight a group of consecutive pupils 66

67. 2.67 67

68. Control Click can be used to highlight a group of non-consecutive pupils 68

69. 69

70. 70

71. Click to save the changes 71

72. Autumn has been auto selected, which means that the list will include all pupils who were three years of age on the 31/08/2010. 72

73. We can filter by Year Group 73

74. By Reg/Class 74

75. Status can be particularly helpful as it provides a way to identify pupils with no Hours at Setting entered 75

76. The blank display indicates that we have entered hours for all of the 3 year olds 76

77. The approach for 2 and 4 year olds is exactly the same 77

78. School Census Summer 2010 Class Type (Primary School only) 78

79. Click Update Class Type 79

80. The interface works in the same way as Update Hours at Setting 80

81. School Census Autumn 2010 End of Preparation Presentation Thank you for your time Jim Haywood Product Manager for Statutory Returns 81