DFE SCHOOL CENSUS - SPRING TERM 2018
DFE SCHOOL CENSUS - SPRING TERM 2018
1 DfE School Census - Spring Term 2018 This is a detailed guide to running the Spring Term DfE School Census and is based on information provided by the Department for Education (DfE) in their School Census 2017 to 2018 Guide (v1.5). Key Dates Census Date: Thu 18 January 2018 Census Deadline: Thu 25 January 2018 Please Note: The Pupil Premium funding for the 2018/19 financial year will be based on this census. It is therefore vital that your pupil information is complete and accurate – Free School Meal eligibility, Post Looked After Arrangements (previously Adopted from Care), Service Children and the Early Years Pupil Premium indicator.
The Early Years Block of the school funding allocation to the Local Authority for the 2018/19 financial year is based on this census. It is therefore vital that your Early Years pupils and hours is complete and accurate. The take up of the Universal Infant Free School Meals (UIFSM) is essential for the purposes of the Universal Infant Free School Meals Grant so please ensure that you complete the School Dinner Taken section (Schools with infant pupils only). Top Up Funding. The Department for Education is currently proposing to use the top-up funding indicator in the new high needs national funding formula that will be introduced in 2018-19.
As such, it is very important that all schools complete census returns correctly and follow the guidance provided.
2 Contents Page Introduction from Department for Education Which Census should Early Years children be reported in? New Data Items Changes to Existing Data Items List of Data Collected School Census Preparation 6 Sims Upgrade Version 8 Running the Census 8 Navigating through the Census 9 School Information – All Schools 9 School Childcare – All Schools 10 Early Years – Schools with Nursery Pupils 12 Early Years Provider Portal – Schools with Nursery Pupils 16 Early Years 2 Year Old Funding – Schools with Nursery Pupils 16 Early Years Pupil Premium – Schools with Nursery Pupils 17 Class Type – Primary Schools 18 Top-Up Funding – All Schools 19 Post Looked After Arrangements (prev Adopted from Care) – All Schools 21 School Dinner Taken – Schools with Reception, Year 1 and Year 2 Pupils 23 Classes – All Schools except Special Schools 25 Infant Class Guidance – All Schools with Infant Classes 28 Pupil Reconciliation – All Schools except Special Schools 29 Attendance – All Schools 30 Free School Meal Take Up (not UIFSM) – All Schools 30 Admission Appeals – Foundation and Voluntary Aided Schools 31 Validating the Census 32 Resolving Errors and Queries 33 Using the Summary and Detailed Reports 33 Authorising the Census 35 Uploading your Census File to COLLECT 37 Checking your File and Adding Notes in COLLECT 38 40 42 53 71 Appendix A - DfE Guidance - Data Sharing and Data Subject Rights Appendix B – DfE Guidance – Data Collection of Pupil Characteristics Appendix C – Which Pupils Should be Included?
Appendix D – Enrolment Status Guidance Appendix E – Pupil Level Data Appendix F – Early Years 2017/18 New Data Items Detailed Guidance Appendix G – Acceptable Notes in COLLECT 74 49 47
3 Introduction from the Department for Education (DfE) (All) The school census is a statutory return that takes place during the autumn, spring, and summer terms. The census collects information about individual pupils and about the schools themselves. Census data underpins many of the Department for Education’s processes and is used by/for; Funding purposes Underpins the Analyse School Performance (ASP) system & performance tables The departmental policy divisions Other government departments Local authorities External agencies Education researchers It also informs published government statistics, e.g.
on absence, attendance, attainment and childcare. As such data accuracy is highly important.
The submission of the School Census returns, including a set of named pupil records, is a statutory requirement on schools under section 537A of the Education Act 1996. Putting the School Census on a statutory basis: ▪ Means that schools do not need to obtain parental or pupil consent to the provision of information; ▪ Ensures schools are protected from any legal challenge that they are breaching a duty of confidence to pupils; and ▪ Helps to ensure that returns are completed by schools. ▪ Means that all census elements are mandatory unless stated to be voluntary. The use of the census for funding The census is a key source of data used to calculate schools’ funding.
It is absolutely essential that all schools complete the census accurately and in a timely manner to ensure they are funded correctly. Failure to do so could result in a school missing out on funding to which it is entitled, or receiving more funding than it is due and having to repay any overpayment.
Accuracy of census data – using Summary Report Every school in England has a statutory duty to complete the census each term. The census return in sims produces a Summary Report of the data in the school census file. All staff preparing the return should use this to visually check accuracy and completeness before passing it to the head teacher. The Summary Report also allows the head teacher authorising the return to check accuracy and completeness before submitting the return to the local authority. Please note: the school summary report contains information about persistent absenteeism. This is the school’s only opportunity to check its census data before it is used by the department for funding purposes and published in performance tables.
It is strongly recommended that the summary report is inspected carefully with particular attention paid to; those sections that might reveal evidence that some individual pupil data was not entered on to the system prior to generating the return e.g. free school meal eligibility or the number of pupils with SEN. absence data – this should be thoroughly checked. A comparison against the summary reports of the previous term or year will highlight any anomalous data between the respective census collections. It is vital for a school to check the accuracy of data in this summary report as it is this data that is submitted to the Department for Education as an accurate reflection of the situation in the school on census day.
4 Note: the Headteacher is responsible for the review and authorisation of census data prior to submission to the DfE. Authorisation of the census confirms that the data is accurate and correct. Which Census Should Early Years Children be Reported in? Schools with Early Years provision need to determine which census should record their provision by applying the DfE’s guidance as indicated below; Schools with onsite funded early years provision make their return via EITHER the school census OR the early years census, BUT NOT BOTH. This paragraph confirms which census is to be used to return data on children receiving funded early education (i.e.
universal free 15 hours and extended childcare 15 hours): ▪ 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 (private voluntary independent) 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 if 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 if they are not registered pupils of the school Where a child’s free entitlement is split between more than one setting, such children may appear on the two different censuses.
In such a case, the number of funded hours for each child across all provision is limited to 15 hours (free entitlement) & 15 additional hours (extended entitlement).
Pupils National Curriculum Year Group To provide flexibility and to allow school MI systems to record very young children, the DfE has introduced two additional year groups to the national curriculum year group: E1 for children aged 0 – 1 E2 for children aged 1 – 2 followed by, as usual, ‘N1’ (aged 2-3) and ‘N2’ (aged 3-4) The introduction of these additional year groups does not extend the scope of who should be recorded in the school census and this remains children on the school’s admission register receiving education.
Children turning 2 years old fall into the ‘E2’ year group and, if on the schools’ admission register and in receipt of education, are included within your census return.
Any younger children falling into the ‘E1’ year group would not be expected to be in receipt of education and hence should not be on the school’s admissions register. As such, if there is a need to record children in ‘E1’ within your MIS, these should be recorded with an enrolment status of ‘Guest’ and not brought through into the census.
5 New data items being collected 2-Year-Old Basis for Funding - Schools with Nursery Classes will need to record the basis on which a two-year-old has been funded. Available options are Economic Criteria, High Level SEN or Disability and Looked After or Adopted from Care. Changes to existing data items being collected Proficiency in English – All Schools - This will be collected in the Spring Term only (previously collected each term). List of data collected School Details - basic details, such as name and telephone number Pupil Details UPN, name, address, date of birth, gender enrolment status, national curriculum year group, part time indicator first language, ethnicity, country of birth, nationality (all pupils) proficiency in English (where EAL) service child indicator (all pupils) free school meal eligibility start and end dates, including pupils in NCY R – 2 for whom a claim has been made and confirmed as eligible funded hours, extended childcare hours and hours at setting (schools with reception and/or nursery pupils only) 2 year old basis of funding (schools with nursery pupils) Early Years Pupil Premium eligibility and basis for funding (nursery, primary and special schools) ULN, youth support services agreement indicator (secondary schools, special schools) learner support code (secondary schools with 6th form) class type (primary schools only, where class type is nursery or other) school dinner taken (for Reception, Year 1 and Year 2 pupils) SEN status, e.g.
education, health and care plans (E), statement (S) or SEN support (K) SEN need (type) and ranking, e.g. moderate learning difficulty, primary rank (all schools) Members of SEN Unit (sometimes called special class) or member of resourced provision (all schools except special schools) Note: Schools should only use this indicator where the unit / provision has been formally recognised as such by the LA.
top-up funding indicator (pupils with Special Educational Needs) previously looked after arrangements, i.e. adopted from care, or placed on a special guardianship, residence order or child arrangement order
6 Other information Classes – class name, number of teachers, number of non-teachers, class year group, key stage and class activity (primary and secondary schools) Pupil Reconciliation – part-time pupils not in school, private study pupils, at another school, on work experience, at FE Colleges (all schools except special schools) Free School Meals Taken on Census Day – pupils entitled to FSM (not UIFSM) Admission Appeals & Infant Admission Appeals – appeals lodged, withdrawn, heard and outcome Childcare provision – includes type of childcare, on site/off site, no of places and times (all schools) Attendance Autumn Term 2017 (not nursery schools): 01/09/17 to 31/12/17 Exclusions for Summer Term 2017: 17/04/17 to 31/08/17 Please note: the following are only collected in the Spring Term (not collected in the Summer and Autumn Terms); Pupil Ethnicity, Service Child status, Classes, Pupil Reconciliation, FSM Taken on Census Day, SEN Rank and Need Type, Proficiency in English, 2 year old Funding Basis, Early Years Pupil Premium, Childcare Provision and Admission Appeals School Census Preparation To prepare for the spring census, it is recommended that schools complete a dry-run as soon as possible to check for validations errors and to examine the Summary and Detailed reports which should bring any errors/omissions to your attention.
This gives schools time to amend the data (most of which is date specific) before the census date. Please make sure any other members of staff involved in this process (including those dealing with attendance and exclusions) are given enough notice. You are advised to check the following: All new pupils are on your MIS system, including pupils who deferred entry until this term.
Any leavers have been properly removed from the system. Periods of Free School Meal eligibility are up to date. Note: Pupil Premium funding will be generated by all full-time pupils in Years R-11 who are or have been eligible for Free School Meals during the last six years (except pupils aged 5 or over who are Dual Registered Subsidiary or whose FSM Country was Wales, Scotland or Northern Ireland). Special Education Needs pupils are properly recorded (remember that pupils on SEN Support or who have a Statement/EHCP also need an SEN Need Type, e.g. SLD, ASD and may also need a Resourced Provision or Special Unit indicator).
Service children are recorded in sims.
Note: Pupil Premium will be generated for Service Children in years R-11 (except pupils aged 5 or over who are Dual Registered Subsidiary.)
7 Schools with pupils aged two, three or four on 31/08/2017 have entered Hours at Setting, Funded Hours and Extended Childcare Hours (See Early Years section on page 14) Schools with Part-Time pupils in Reception or Nursery must be recorded as such (see Appendix E Pupil Level Data on page 53 for further instructions). However, statutory age pupils on part-time timetables or flexi-schooling arrangements must be recorded as full-time and the school is deemed to be ‘authorising’ the agreed times when a pupil is absent.
All Schools except Nursery must ensure that attendance data for the previous term is free of missing marks and N codes (for the Spring Term census this will be attendance data between 01/09/2017 and 31/12/2017). N codes (No reason given) should only be used temporarily and as it counts as an unauthorised absence it will impact on your performance data. Ensure exclusions data is accurate, exclusions are collected two terms in arrears (the Spring Term Census will collect exclusions data from 17/04/17 to 31/08/17). Top-up Funding indicators have been applied. See page 20. Post Looked After Arrangements indicators have been applied.
See page 22. Schools with pupils in Year 8 and above should check the Youth Services Support Agreement information is up to date.
Primary and all-through schools should check you have not included pupils in Governor run pre-schools. Funding for these pupils is via Early Years Funding and not School Census. For further clarification please see Which Census Should Be Used For Early Years Provision on page 4. If you have entered these children on SIMS ensure their enrolment status is Guest so that they are excluded from the census (via Tools | Pupils | Change Enrolment Status). Primary and All-through Schools should ensure the class type for all new pupils (i.e. those admitted since the previous census) has been entered.
Schools with Nursery Units should check the class type has been amended for pupils that may have transferred from Nursery to Reception (See Class Type on page 19).
8 Sims Upgrade Version Schools must have upgraded to version 7.178 or above and must have imported Fileset 802 or above (latest fileset at time of publication which resolves validation errors and queries). If you are a hosted school, ScoMIS will have applied this automatically for you. Non-hosted schools need to import the fileset and further details can be found at http://faq.scomis.org/kb19131/ As you are aware it is not unusual to have School Census filesets containing fixes issued close to the census date. It is therefore important that schools check the ScoMIS webpage http://www.scomis.org/ for the latest information on any further filesets If you have not yet upgraded to version 7.178 please do so as a matter of urgency.
If you are encountering difficulties in upgrading please contact ScoMIS on 01392 385300 Running the Census In sims.net select Routines | Statutory Returns | School Census Please ensure that the Term is set to Spring 2018 and the file path for the Census Folder is set to the following; Terminal server: F:\Public\SIMS\Star\ASCout Networked: F:\Public\SIMS\Star\ASCout or G:\SIMS\Star\ASCout Standalone PC: C:\SIMS\Star\ASCout When running the census for the first time select the New button to create a census file (in future instances you can then Search and Open the existing file being working on).
Select Calculate All Details to collect the data from sims into a census file; Note: You should only Calculate All Details the first time you are preparing the file. After this, each time you update your census you should select Create & Validate. Check this reads ‘Spring’. If not, the Summer Release must be installed as soon as possible If the file path needs amending, click here Click on Calculate All Details to collect the data.
9 Once you have clicked on Calculate All Details the following screen appears; Click Yes if this is a new return that you are creating. Click No if its an existing return that you are working on, you should click on Create and Validate to update your census with any amendments that you have made. Navigating through the Census You can navigate through the census either by using the scroll bar to the right of the screen or by selecting the relevant section from the Quick Links as indicated below; School Information (All Schools) If you need to make any amendments please select the School Detail button; Click here to amend your school details Navigate through the census using the quick links for each section
10 School Childcare (All Schools) Schools must provide information on the provision of – or signposting to – childcare together with the nature of the childcare. This is captured for the following types of childcare; Before School Childcare: offered on school site (yes/no), signpost parents to other childcare off site (yes/no) After School Childcare: offered on school site (yes/no), signpost parents to other childcare off site (yes/no) Under 5 Childcare: offered on school site (yes/no), signpost parents to other childcare off site (yes/no) Holiday Childcare: offered on school site (yes/no), signpost parents to other childcare off site (yes/no) Please note: Schools may offer on-site provision and signpost to off-site childcare Schools who do not provide on-site childcare and do not signpost off-site provision must enter a No for onsite and No for signposting against each type of childcare The following information is collected for each of the four childcare options; Childcare type – indicates whether the childcare is before school, after school, holiday or for under fives On Site – select “yes” if childcare is provided on the school premises or “no” if childcare is not being provided on the school premises.
Signposted – one of the following must be selected; yes, formal arrangements including transport - to be used if your school has formal arrangements with another provider to provide childcare for your pupils, including transport to the site (for Before and After childcare), yes, list of providers that pick up from school – to be used if your school has a list of other local providers (and for Before and After childcare - will pick up from the school to help parents) no - school has no arrangements for off-site provision not known - school does not know of any off-site provision. Opening times – the time that the service becomes available (not applicable to after school care), please note that the time must be in 24 hour format and entered as hh:mm, e.g.
08:00 Closing times – the time that the service closes (not applicable to before school care), please note that the time must be in 24 hour format and entered as hh:mm, e.g. 08:00 No of Childcare Places – maximum number of childcare places that the service can provide Provider – indicates who provides the childcare and options are school, school in partnership (with another provider) or other (non-school) provider Other Schools – indicates whether the service is available to children from other schools Weeks Open – the number of weeks for which childcare is provided (applicable to holiday and under-fives childcare only).
11 To enter or amend the information click on section 3 Childcare in the quick links options (or go to Focus | School | School Details) and then click on Edit; The School Details Panel then appears where you click on 6 Childcare to open the Childcare Panel; Any current childcare details will then appear in the Panel. If you need to change any existing details highlight the relevant entry and click Open; Once you have entered the information click on Ok. 2. Click on Edit to open the School Details Panel where this information can be entered 1. Click here to go to the Childcare Panel Click here to go to the Childcare Panel Click here to open and change existing childcare details
- If Before School Childcare is selected the closing time and weeks open is not required
- If After School Childcare is selected the opening time and weeks open is not required
- If Holiday Childcare or Under Fives Childcare is selected the opening and closing times and weeks open are required
- Under Fives Childcare should only be recorded if the childcare offer is for more than 9 hours a day
- Under Fives Childcare is only for pre-school children, children in Reception Class should not be included in this section as they would be included in the Before or After School Childcare
- if off-site signposted or off-site not signposted is selected you do not need to provide any other details (the fields will be greyed out)
- times need to be entered as hh:mm, e.g. 08:00 for 8.00am opening time. Once you have finished editing your childcare records click Save in the School Details window and then click OK to return to the School Census window. The Childcare Panel in the School Census will then be populated with the childcare provision entered.
Early Years (All schools with Reception and/or Nursery Pupils) Funded hours collected in the Spring Term Census inform the Early Years Block of the Dedicated Schools Grant used to fund schools. The information is collected via panel 4 Early Years within the School Census process and is based on the hours for the week in which the census day falls. Early Years hours are only collected for the following; Pupils aged 2, 3 and 4 in nursery schools Pupils aged 2, 3 and 4 in year groups E1, E2, N1 and N2 Pupil aged 3 and under in Reception year group The Early Years Panel has three sections; The first section lists all the pupils where funded hours, extended childcare hours and hours at setting need to be collected.
The second section deals with Early Years Pupil Premium Eligibility only and the pupils listed are a sub-set of the first section. Please see page 16 for further information on the Early Years Pupil Premium. The third sections lists pupils where the 2 year old basis of funding needs to be recorded. Once you have entered all your childcare provision records click Save
13 The first time you run the census a message might appear advising that the information has been brought forward from the Autumn 17 census; The census routine should bring through the appropriated pupils into the Early Years Panel however please check to ensure all relevant children are included; If you have admitted new pupils to Reception or Nursery since the last census you will need to enter data if you have (or had) part-time pupils in Reception or Nursery you will probably need to edit data for changes this term.
It will not bring through 4 year olds in Reception as these pupils are funded as FTE pupils in the school’s block of the dedicated schools grant allocation, so Early Years Hours are not relevant. To enter or amend data click on the Edit button in the Early Years Panel and then save your changes once completed; The hours collected are based on the week of the census; ▪ All two, three and four-year-old pupils funded through the free entitlement to early education are eligible for a maximum of 15 funded hours a week ▪ Three and four-year olds funded through the extended childcare hours are eligible to an additional 15 funded hours a week Hours at Setting should include all the hours a pupil is expected to attend during the week.
This includes the funded hours (free entitlement) extended funded hours, (extended entitlement) and any other hours funded/paid from other sources e.g. parents. As the hours are hours spent in education it should exclude any hours of ‘childcare’ and breaks where the pupils are not receiving education. Extended school services (e.g. breakfast clubs, after school clubs) should also be excluded if they are not considered education provision.
Funded Hours are the hours fundable under the free entitlement to early education. Funded hours excludes hours paid for by parents and any extended funded hours (extended childcare hours). Funded hours should only include the hours the pupils are in education provision and excludes any hours where the pupils are not receiving education. 1. Click here to amend Hours at Setting and Funded Hours If you use the Tools option to amend your hours, please remember to click on Recalculate to update your census file
14 Note: Funded hours (free entitlement to early education) covers 3 & 4 year old pupils receiving the standard funding and 2 year olds eligible to the 2 year old funding.
Disability Access Fund records the receipt of Disability Access Funding. 30 Hour Code should record a validated 30-hour code and confirms eligibility for the extended hours entitlement. Extended Funded Hours are the hours fundable under the new ‘Extended Childcare’ and are only available to eligible 3 & 4 year olds with a vaild 30 hour code. Extended Funded Hours excludes hours paid for by parents and any funded hours under the free entitlement. Detailed guidance on the new data items can be found in Appendix F, page 71. Please note for dual registered pupils under 5, only include the funded hours spent with you.
Please remember, dual registration is not applicable if the other provider is a pre-school.
The table below will help you when working through this section. Date of Birth Ranges Year Group Hours at Setting Funded Hours (free entitlement) Extended Funded Hours (extended entitlement) 01/01/13 - 31/12/13 (4yr olds) E1, E2, N1, N2 Full-Time* = 25 or above actual hours to a max of 15 actual hours to a max of 15 01/01/14 - 31/12/14 (3yr olds) E1, E2, N1, N2, Reception Full-Time* = 25 or above actual hours to a max of 15 actual hours to a max of 15 01/01/15 – 31/12/15 (2yr olds or younger) E1, E2, N1, N2, Reception Full-Time* = 25 or above Pupils from specific disadvantaged groups actual funded hours to a maximum of 15 hrs.
Other pupils must be paid for by parents. N/A * Full-time children are those who attend every morning and afternoon session during the week. As a session equates to 2.5 hours, a full-time pupil is expected to have 25 hours or more (2.5hr x 10 sessions). Part time children can also have 25 or more at setting as they can be placed at the setting for many hours e.g. 7hrs over 4 days = 28 hours at setting. However, they are classed as part-time as they do not attend every morning and afternoon.
Children who have deferred entry to next year must not be included on your census. If you are aware of children who have deferred admission until the next academic year please remember that they must re-apply for a place. Please remember that pupils who have accepted and taken up a place in Reception, be it full-time or part-time, no longer have eligibility for Early Years funding at a pre-school.
15 Note: If you have nursery pupils attending more than 25 hours you can record the actual number of hours attended in the Hours at Setting to two decimal places, e.g 32.25 but the maximum Funded Hours are 15.
If, while completing the return, a new pupil is added, or a date of birth is amended, click on the Recalculate button in the Early Years Panel to ensure that up to date data is displayed. The Early Years Detailed Report provides information on Hours at Setting, Funded Hours, 30 Hour Code, Extended Funded Hours and Disability Access Fund to enable you to check the data in the census.
Early Years Hours and Part-Time Indicator The Part-time indicator is based upon whether the pupil is attending education provision for 10 sessions a week, i.e. morning and afternoon sessions 5 days a week. If an Early Years pupil is not attending the 10 sessions a week, they should be recorded as Part-time and vice versa, if attending 10 sessions they should be full time. To amend a pupil’s part time status you need to open the pupils record in sims and go to the Part-time details panel in Section 2. Registration; Part-time pupils - should have an entry in the part-time details panel with no end date Full-time pupils – will either have an entry in the part-time details panel with an end date before census or will not have an entry in the panel (blank).
The Attendance mode field is not used in the census to inform a pupils Part-time status. The on-roll basic details report provides information on Part-time status to enable you to check your census data.
Remember to click Save To add a part-time record click on ‘New’ Either double click to edit parttime attendance or click on the Open button to the right
16 Early Years 2 Year Old Basis for Funding (Schools with Nursery Pupils) This new item records the basis on which a two-year-old has been funded; i.e. Economic Criteria, High Level SEN or Disability, Looked After or Adopted from Care. Schools will receive a report via the Early Years Provider Portal on Tues 16th January called ‘School Census 2 year old funding” which will indicate the ‘basis for funding’ criteria for eligible pupils.
All pupils born between 1 January 2015 and 31 December 2015 (inclusive) regardless of year taught in, will appear in the 2 year old basis for funding panel. The basis for funding will need to be entered manually for each category; A new ‘2 Year old basis for funding’ detailed report is available which provides information on the eligibility categories applied to pupils to enable you to check the data in the census.
17 Early Years Pupil Premium (Schools with Nursery Pupils) Early Years Pupil Premium (EYPP) is available for disadvantaged three and four year olds and eligibility is collected in the Spring Census. Children will be eligible for EYPP if; they are receiving any hours of funded early education and either meet the “benefits related criteria” for Free School Meals (please note: meals delivered as part of the universal entitlement are not FSM), or they have left care (in England and Wales) through adoption, special guardianship or a child arrangement order (formally known as residence order), or are in the care of the local authority (England and Wales) – these children will automatically be marked as eligible for EYPP.
NOTE: Early Years Pupil Premium (EYPP) needs to be claimed for (with the exception of children in the care of the local authority who will be checked and funded). Early Years providers are responsible for identifying eligible children and will need to encourage parents to complete a Registration Form so eligibility can be checked for the Early Years Pupil Premium. Children become eligible for Early Years Pupil Premium from the term following a child’s third birthday (those that are eligible will be re-checked in the third term after their initial eligibility is proved). They will retain this entitlement (subject to eligibility) until they move into Reception, when they become eligible for the ‘mainstream’ pupil premium.
The table below shows the dates of birth of children for whom early years pupil premium data is required; Age Date of birth ranges ALL 3 year olds 01/09/2013 and 31/12/2014 inclusive 4 year olds in nursery schools (all year groups) 4 year olds in other schools (E1, E2, N1 & N2 only) 01/09/2012 and 31/08/2013 inclusive
18 How do I enter this information for the School Census? The pupil must be recorded as receiving funded hours of early education - recorded in the Early Years Panel of the School Census. Please also remember if they have left care (in England and Wales) – this is also recorded in the Post Looked After Arrangements of the School Census. The appropriate EYPP eligibility reason needs to be completed within the census routine with the following available options; eligible through economic reasons (eligible via the benefits criteria). eligible through other reasons eligible (eg: due to Post Looked After Arrangements).
eligible through both reasons eligible through unknown reason (school knows pupil is eligible as receiving EYPP funding from LA but does not know reason why eligible). This is captured in section 4 Early Years of the School Census process. Navigate to the second section of the panel which deals with Early Years Pupil Premium Eligibility. Each pupil is automatically set to ‘Not Eligible’ so schools need to amend this information manually; Note: The EYPPE Report, available by clicking on the Detail Report button in the School Census window, lists all your pupils along with their Basis for EYPP Eligibility.
Class Type (Primary Schools only) This needs to be completed for all pupils in primary schools. As information may not have been brought forward from the last term, you will need to check this Panel and ensure that data is entered for all your pupils.
Pupils in a nursery class should be recorded with a class type of “Nursery” whilst all other pupils should be recorded as “Other”. To enter the data please click on the Edit button; Select the appropriate eligibility from the menu
19 A full list of pupils appears, but this can be filtered by using the drop down menus. For example, you can select your Nursery Year Group first, right click on the heading of Nursery, and select all and tick. Then select a status of “No Class Type” to reduce the list to only those pupils missing this information, right click on the heading of Other to select all and tick; Once you have entered your ticks against all your pupils please remember to save and then Recalculate (if you have used the Tools option to amend your data).
Please note: If you have an LA designated Nursery unit you may need to amend records for pupils who have transferred from Nursery to Reception, or who were previously parttime and are now full-time. Please remember to add an end date in their part-time details panel if they are now full-time (Pupil | Pupil Details | 2. Registration). Top-up Funding (All Schools) This needs to be completed for those pupils on roll who receive top-up funding from the LA to meet the costs of their support which is additional to the support costs expected to be met from their school budget.
Please note: The Department for Education is currently proposing to use the top-up funding indicator in the new high needs national funding formula that will be introduced in 2018-19. In addition, they will be using this indicator for further research into high needs funding and to provide benchmarking information to local areas. As such, it is very important that all schools complete this correctly and follow the guidance provided. For pre-16 the DfE have advised that the indicator is used as a checking tool, but for post-16 the indicator is used in the calculation of funding.
The information is collected termly and is not stored within SIMS itself but is a separate routine via Tools | Statutory Return Tools | Update Top-up Funding or it can be accessed from the Top-up Funding Panel in the Census.
Click here to amend the class type Use these filters to select specific groups of pupils
20 What is top-up funding? Top-up funding is paid outside of the school’s budget share. The funding relates to individual pupils identified as requiring additional support which costs more than a specified threshold. In most cases top-up funding will be for pupils with a Statement or EHCP. However funding is also paid out for pupils who are not Statemented or EHCP and in these occasions the pupil will generate a query within the census process. This query will be acceptable and a note will need to be added in COLLECT (please see Appendix G for acceptable notes in COLLECT, page 74).
The specified cost threshold for additional SEN support varies according to the type of school, the table below provides further details.
School type Top up funding primary and secondary mainstream schools Threshold is £6,000 per pupil per annum in all cases. Top-up funding is paid in respect of individual pupils whose additional support costs more than this, and is for the excess costs over the threshold. schools with a designated special unit or resourced provision attached to a mainstream school The school receives £10,000 per place. The top-up funding will be for costs incurred by the school in providing additional support in excess of this funding. special schools The funding they receive is £10,000 per place and the top-up funding will be for costs incurred by the school in providing additional support in excess of this funding.
How do I record this information?
The Top-up Funding Panel in the census should include pupils you recorded as being in receipt of top-up funding on the previous census. Please check to ensure that all relevant pupils are appearing in the Panel. If they are no further action is required. If however you need to add new pupils, e.g. in line with your latest IAR listing or information from your SENCo, go to Tools | Statutory Return Tools | Update Top-up Funding (alternatively you can select the quick link Top-Up Funding within the Census and then click the Edit button).
Note: A message might appear stating that no students have been selected and asking whether you wish to copy forward the students from the Autumn.
Click Yes. The following Top-up Funding screen appears where you can search for pupils and add them to the Top-up Funding Panel. Once you have added your pupils click Update and OK.
21 Note: if you use Tools | Statutory Return Tools | Update Top-up Funding you also need to click the Recalculate button in the Top-up Funding section of the census. When you run your census the number of pupils receiving top-up funding will appear in the Summary Report under Table 7. Specific Types of Pupils On Roll. There is also a Detail Report showing this data at pupil level. Post Looked After Arrangements (prev. Adopted from Care) (All Schools) This data item is to be collected for those children on roll on census day who have left local authority care in England and Wales through either adoption, a special guardianship order, residence order or child arrangement order.
Please note: pupils recorded under this category generate Pupil Premium Funding for the next financial year, on condition that they are in year R to 11 and their enrolment status is Single Registration or Dual Main Registration. How do I find out whether any of our pupils meet this criteria? It is up to those who have parental responsibility (adoptive parents, special guardians and carers) to decide if they wish to self-declare their children’s status to schools. Parents are to provide supporting evidence, for example, a photocopy of the adoption order, and confirm that their child was previously in care.
Parents may conceal sensitive information (for example the name of the birth parents) should they wish.
Please remember that this is a particularly sensitive data item and schools must comply with their responsibilities with respect to the Data Protection Act when processing this data. 1. Type surname or use filters to find individuals or groups 3. Click Add, once you have selected one or more pupils, the pupil(s) move to the Top-up Funding panel at the bottom of the screen 2. Select an individual from the list or use Ctrl + Click to select more than one pupil 4. Click Update when all relevant pupils have been added
22 If the adoptive parents, special guardians and carers are willing for the information to be recorded on the census you will also need to know which of the following applies: Ceased to be looked after through adoption Ceased to be looked after through a special guardianship order (SGO) Ceased to be looked after through a residence order (RO), Ceased to be looked after through a child arrangement order (CAO) Please note: this data item does not transfer with the pupil if they change school.
The new school can only record a pupil with this category if the parent/responsible person has self-declared this information.
How do I record this information? If all relevant pupils are appearing in the Post Looked After Arrangements Panel no action is required. If however you need to add new pupils go to Tools | Statutory Return Tools | Update Post Looked After Arrangements. Alternatively you can select the quick link Post Looked After Arrangements within the Census and click the Edit button. The following Post Looked After Arrangements screen appears where you can search for the pupil(s) and add them to the Post Looked After Arrangements Panel as indicated below; Once you have added the selected pupil(s), you will need to select their status prior to adoption and then click Update, as illustrated below; 1.
Type surname or use filters to search for individuals or groups 2. Select an individual from the list or use Ctrl + Click to select more than one pupil 3. Click Add, once you have selected one or more pupils, the pupil(s) move to the Adopted from care panel at the bottom of the screen
23 Please note: the ‘Evidence Obtained’ tick box is not required for the School Census, it is for schools’ internal use only if you use Tools | Statutory Return Tools | Update Post Looked After Arrangements you also need to click the Recalculate button in the Post Looked After Arrangements section of the census. When you run your census the number of pupils ‘Post Looked after Arrangements’ will appear in the Summary Report under Table 7. Specific Types of Pupils On Roll. There is also a Detail Report showing this data at pupil level. School Dinner Taken (Schools with Reception, Year 1 & Year 2 Pupils) This needs to be completed for all pupils on roll on census day in reception, year 1 and year 2, plus pupils in special schools aged 4 to 6 who are not following the national curriculum (NCY group X).
This panel collects information for the Universal Infant Free School Meal funding which is based on an average of figures from previous census returns. The “School Dinner Taken” needs to be flagged where a pupil has taken a “school lunch” on census day. “School lunch” is defined as food made available by the school for consumption by the pupil as his/her midday meal on a school day. This may include packed lunches provided to children on school trips.
To enter this information manually against pupils you can either tick pupils on an individual basis, or you can “tick all” pupils and then un-tick those who did not take a school lunch. 5. Click Update when all relevant pupils have been added along with their Post Looked After Arrangements option 4. Select the appropriate option from the drop down menu for each pupil
24 Please note: Reference Date – this is set to 18/01/18 (census day), but can be amended if, due to exceptional circumstances, e.g. a school closure, pupils were unable to take a school dinner on census day Calculate from Attendance and Calculate from Dinner Money – these appear if you use sims Attendance or sims Dinner Money (for further details please see below).
If you do, it is recommended that you use the Calculate from Dinner Money routine as this only populates the panel with meals provided by the school. You must have initially set up the Dinner Money options to cater for the new School Meal Taken. Separate guidance is available from Capita entitled “Dinner Money Implementing Universal Free School Meals” and can be downloaded from http://faq.scomis.org/kb11477/ .
When you run your census the number of pupils who have taken a school meal will appear in the Summary Report under Table 23 Universal infant school meals. There is also a Detail Report called School Dinner Taken which shows this data at pupil level. For sims Dinner Money, click on Calculate from Dinner Money. A message appears warning you that “existing data will be overwritten”, click OK. If the following message appears you need to check your Dinner Money and ensure that all meals have been recorded; Once you click OK, a tick is entered against each pupil receiving any type of meal provided by the school on census day (tagged as ‘School Provided’ in Dinner Money).
You can then edit the information by clicking the pupil’s row to toggle between a tick and a blank (for no meal taken), as required.
For sims Attendance, click on Calculate from Attendance. A message appears warning you that “existing data will be overwritten”, click OK. If the following message appears warning you that missing marks exist in attendance you need to resolve these as missing marks are treated as absences with no dinner taken; 1. Click here to select all pupils 2. Click in a box to de-select a pupil
25 Once you click OK, a tick is entered against each pupil who is marked as present on census day morning. As some pupils might not be taking school dinners (e.g. they bring a packed lunch from home) you then need to edit the information by clicking the pupil’s row to toggle between a tick and a blank (for no school dinner taken), as required.
Classes (All schools except Special Schools) This information is only collected in the Spring Term. Details are required of all classes running at your selected period on the Spring Census date of 18 January 2018. Your Selected Period for classes (as taught at a particular time on the census date) is based on the last digit of the DfE establishment number as follows; 0, 1 or 5 The selected time is one hour after the start of morning school 2, 3 or 6 The selected time is one hour before the end of morning school 4, 7, 8 or 9 The selected time is one hour after the start of afternoon school For example, if your DfE number is 3005 your selected period is one hour after the start of morning school.
Please note, if: ▪ you have an Infants class timetabled for one of the restricted activities, i.e. nonacademic activities (please see Infant Class Guidance on page 28) or ▪ the selected time is not appropriate to the school timetable, for example, if the selected time is when the whole school or a large proportion of the school is in an assembly with the head teacher you should choose an hour/period that reflects the normal class situation that applies at the selected time each Thursday of the term. NOTE: Schools should not record unusual situations (such as class amalgamation or school closure) which may have occurred on the Census day due, for example, to staff training or absence, severe weather conditions or religious observances.
Any group of pupils receiving instruction outside the normal class framework at the selected time, including pupils in an SEN unit or special class, should be treated as a separate ‘class as taught’ unless this is an atypical or temporary arrangement. A list of your classes will have been called up automatically when you Calculated all Details however you will need to edit some details e.g. support staff, to reflect the situation at your selected time.
2. Nursery Classes - amend Type to Nursery 1. you must enter relevant support staff 4. Activity must be completed by Primary and All-through schools – see page 27 3. the correct Key Stage must be recorded for each class
26 If a class has appeared that does not take place at the selected time e.g. an afternoon nursery class where the selected period is for the morning, you can delete it by highlighting it and clicking on the Delete button on the right. Remember that any pupils allocated to a deleted class need to be accounted for in the ‘Reconciliation’ section.
To add a class, click on New on the right of the screen and input the information manually – see table below for data requirements. For each class as taught at the selected time the information required is indicated in the table below; Note: Secondary Schools are not required to enter a ‘Class Type’ or an ‘Activity’ Class name Each class must have a name which can be up to 30 characters in length Pupils (on Roll) Number scheduled to be in the class at selected time This is the number of pupils from this school scheduled to be in the class at the selected time. Include any pupils from this school temporarily absent on the Census day.
Part-time pupils not scheduled to be in school at the selected time should be excluded here and counted instead in the pupil reconciliation panel. Pupils (Guest) Number from other schools This is the number of pupils from other schools scheduled to be in the class at the selected time. Include pupils from other schools for whom attendance in this class at the selected time is the normal arrangement. Teachers Number of teaching staff in the class This is the number of teaching staff taking the class; include all qualified or unqualified teachers exclude teachers wholly or mainly providing support to individual pupils and teachers on Planning, Preparation and Assessment (PPA) time Number of Adult non-teachers in the Class This data must be entered manually.
This is the number of education support staff present in the class. Include teaching assistants, special needs support staff, minority ethnic pupils support staff and other education support staff.
Exclude support staff wholly or mainly providing support to individual pupils. NB. You only need to account for support staff in classes at the selected time and not all your education support staff. Year Taught In (Year Group) This is the curriculum followed by the class and hence the National Curriculum Year Groups for pupils in the class, rather than their dates of birth. Mixed year groups are those containing pupils from more than one NC Year Group. The presence of the odd pupil who has been held back or advanced a year, and so is a different chronological age to the rest of the class, does not make it a mixed year group class.
Click New to add a class Click Delete to remove a class