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Pupil CensusJanuary 2016
Aims
• Overview / purpose of
census return
• Pupil level data
• School level data
• Demonstrate a census run
Census Overview
• Statutory return
• Three times per year
• Census data is used for funding, budgeting and forecasting
Census Process
• Prepare data• Run return• Submit to Business Intelligence
Academies to DfE and BI• Business Intelligence submit to DfE• DfE use data for funding
• Historical data• Current data• Census week data• Snapshot on census day
What data?
Pupil Level data in SIMS
Privacy Notice
What data attracts Pupil Premium funding ?
• Free School Meals eligibility
• Service Children
• Adopted from Care
• Currently In Care
Pupil Premium Funding CycleCensus submitted to the DfE
DfE analyse data (January return) and calculate Pupil Premium funding
DfE prepare csv Pupil Premium files for each school and upload onto the Key to Success
website (+- June to September)
School downloads file and imports into SIMS. Import updates Pupil Premium indicators
(based on January Census data)
Early Years Pupil Premium
• From April 2015 EYPP has been established for disadvantaged 3 and 4 year olds
(Previously managed by the LA)
• From January 2016 schools will be responsible for submitting data to attract EYPP
• Eligibility for EYPP is from the term following a child’s 3rd birthday
NEW
EY Pupil Premium Process
1. Strategic Finance send forms to schools (maintained nurseries and schools with maintained
nurseries)
2. Schools ask parents to complete forms
3. Schools send completed forms back to Strategic Finance
4. LA checks are carried out
5. Strategic Finance inform schools which pupils are eligible
6. Schools update eligibility in SIMS before Census day 21st January
How is EYPP eligibility held in SIMS?
• Update Hours for Early Years renamed to Update Early Years
(Tools / Statutory Return Tools / Update Early Years)
• Update Early Years table will have EYPP Eligibility column added. Select one of the following:
Not Eligible, Economic, Other,
Economic and Other or Unknown
• Early Years report will be added to the General Detail Reports in the census file.
Pupil Level data - Primary• UPN • Addresses• Free School Meals eligibility• Service Children – January return• Ethnicity• First Language• English as an additional language• SEN• Exclusions / In Care • Attendance
Pupil Level data - Secondary• UPN and ULN• Addresses• Free School Meals eligibility• Service Children• Ethnicity• First Language• English as an additional language• SEN• Learner Support Bursary• Youth Support Services Agreement• Exclusions / In Care • Attendance
Pupil Level data not held on Pupil records –
Primary
Statutory Return Tables and/ or Census Panels
• Class Type• Early Years – Hours + Pupil premium eligibility
• Top up funding• Adopted from Care• Universal Infant Free School Meals taken
Pupil Level data not held on Student records – Secondary
Statutory Return Tables or Census Panels
• Top up funding• Adopted from Care
School Level Data
Focus / School / School Details
• School Contact details – email• School Type / Governance / Intake Type• Childcare Places
Census Panels specific to January Returns…
Manual data entry in Census panels
Admissions Appeals panelFor Voluntary Aided, Foundation or Academy governance.
For appeals against non-admission academic year 2015/16
Manual data entry in Census panels
General panel - Free School Meals taken
Classes panel - Activities / Lessons
Pupil Reconciliation panel - Location / numbers
Census Panels specific to January Returns…continued
Snapshot time on Census day…
Selected Period
0, 1, or 5 The selected time is one hour / period before the end of morning school
2, 3, or 6 The selected time is one hour / period after the
start of afternoon school
4, 7, 8 or 9 The selected time is one hour / period after the
start of morning school
Historical – Includes leavers
• Attendance –Autumn term• Exclusions – Summer term• Free school Meals – C day to C day• Learner Support 1/8/15 to C day• Admissions Appeals –pre1st Sept 15
Current• On roll – enrolment status• Gender• SEN• Ethnicity• First Lang• Year groups • School details• Attendance - Part time
Census WeekEarly Years hours
Census day• Early Years Pupil Premium• Child Care Places• Top up funding• Adopted from care• No of FSMs taken – January only
• No of UIFSM taken – Infant pupils• Snapshot of school population and
classes at a designated time• Pupil reconciliation
Tools
• DfE Guidance Notes
• MIDAS Census eBook
• SIMS Census Reports
• ICTDS Servicedesk
WeLearn 365 portalwww.bit.ly/midaspages
ORThe Downloads site
http://wsd.we-learn.com/downloads
•Census eBooks•DfE Guidance Notes
eBookOrange: Documents to read before you begin
Blue: Guidance on how to maintain statutory data fields in SIMS
Green: Instruction on how to create,Run and validate census return. Purple: How to guides giving instructions for
specific tasks
eBook – Checklist – please print!Task Document Tick box /
Notes
All users: It is vitally important that you read the document detailing the main census changes, most common issues and data inaccuracies encountered in previous returns.
Main Census Changes and Common Census Errors
Check / Setup Returns Permissions - If required
A8 How to set up Returns Permissions
Update Class Type – Primary schools only
A10 How to Update Class Types
Update Adopted from Care A12 How to Update Adopted from Care
SIMS .net
Version 7.166
How to create and run a Census return in...
Census Filesets
The latest filesets and instructions for importing them into SIMS are uploaded onto both the WeLearn portal and the Downloads sites
www.bit.ly/midaspages
OR
http://wsd.we-learn.com/downloads
Before you can create a new
return you will need to:
• Archive old census returns in the folder• Set up returns permissions, if required• Update Class types – primary schools
• Update Early Years – for pupils under the age of 5 as at 31st August 2015 (Hours and Pupil Premium eligibility)
• Update Top up Funding• Update Adopted from Care
• Open your ‘dry run’ census file • Check details in census panels – Classes, Pupil
Reconciliation• Add number of UIFSM taken on Census Day• Add number of FSM taken on Census Day• Create and validate error free return • Check / print Detail Reports – NB! • Print Summary Report • Make an electronic copy of census return • Authorise •Submit return to Business Intelligence via School Upload Academies submit to the DfE via the COLLECT website and also to Business Intelligence
What to do on Census Day – 21st January 2016
ICTDS SERVICE DESK (MIDAS)01926 414100
Business Intelligence01926 742169