DFE SCHOOL CENSUS - SPRING TERM 2018

DFE SCHOOL CENSUS - SPRING TERM 2018
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.




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DFE SCHOOL CENSUS - SPRING TERM 2018
Contents                                                                 Page
Introduction from Department for Education                                3
Which Census should Early Years children be reported in?                  4
New Data Items                                                            5
Changes to Existing Data Items                                            5
List of Data Collected                                                    5


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

Appendix A - DfE Guidance - Data Sharing and Data Subject Rights          40
Appendix B – DfE Guidance – Data Collection of Pupil Characteristics      42
Appendix C – Which Pupils Should be Included?                             47
Appendix D – Enrolment Status Guidance                                    49
Appendix E – Pupil Level Data                                             53
Appendix F – Early Years 2017/18 New Data Items Detailed Guidance         71
Appendix G – Acceptable Notes in COLLECT                                  74


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DFE SCHOOL CENSUS - SPRING TERM 2018
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.

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DFE SCHOOL CENSUS - SPRING TERM 2018
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.




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DFE SCHOOL CENSUS - SPRING TERM 2018
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




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DFE SCHOOL CENSUS - SPRING TERM 2018
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.)




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DFE SCHOOL CENSUS - SPRING TERM 2018
   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).




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DFE SCHOOL CENSUS - SPRING TERM 2018
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




                      Check this reads ‘Spring’. If
                      not, the Summer Release must               If the file path needs
                      be installed as soon as possible           amending, click here



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;




                                                                   Click on Calculate All
                                                                   Details to collect the data.


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.


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DFE SCHOOL CENSUS - SPRING TERM 2018
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;




                                                                         Navigate through the
                                                                         census using the quick
                                                                         links for each section




School Information                                                                (All Schools)

If you need to make any amendments please select the School Detail button;




                                                           Click here to amend your
                                                           school details




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DFE SCHOOL CENSUS - SPRING TERM 2018
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).

                                             10
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;


                                            1. Click here to go to
                                            the Childcare Panel



    2. Click on Edit to open the School Details
    Panel where this information can be entered




The School Details Panel then appears where you click on 6 Childcare to open the
Childcare Panel;




                                              Click here to go to the
                                                 Childcare Panel




Any current childcare details will then appear in the Panel.




                                                                        Click here to open and change
                                                                           existing childcare details




If you need to change any existing details highlight the relevant entry and click Open;




Once you have entered the information click on Ok.

                                                  11
Please note:
 • 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.



                  Once you have entered all
                   your childcare provision
                     records click Save




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.


                                              12
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;




           1. Click here to amend Hours                        If you use the Tools option to amend
           at Setting and Funded Hours                         your hours, please remember to click on
                                                               Recalculate to update your census file




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.

                                            13
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                                                                       Extended Funded
                                                         Funded Hours
  Birth        Year Group      Hours at Setting                                Hours (extended
                                                       (free entitlement)
 Ranges                                                                          entitlement)

01/01/13 -   E1, E2, N1, N2    Full-Time* = 25 or        actual hours to         actual hours to
 31/12/13                            above                 a max of 15            a max of 15
(4yr olds)
01/01/14 -   E1, E2, N1, N2,   Full-Time* = 25 or        actual hours to         actual hours to
 31/12/14      Reception             above                a max of 15              a max of 15
(3yr olds)



01/01/15 – E1, E2, N1, N2,     Full-Time* = 25 or     Pupils from specific
 31/12/15    Reception               above           disadvantaged groups
(2yr olds or                                         actual funded hours to           N/A
 younger)                                            a maximum of 15 hrs.
                                                      Other pupils must be
                                                       paid for by parents.

* 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.




                                                14
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).




              Remember to
              click Save




               Either double click to edit part-                           To add a part-time
               time attendance or click on the                             record click on ‘New’
               Open button to the right




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.




                                                   15
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.




                                            16
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)
                                                        01/09/2012 and 31/08/2013 inclusive
  4 year olds in other schools (E1, E2, N1 & N2 only)




                                                17
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;




                                                      Select the appropriate
                                                      eligibility from the menu



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;




                                             18
Click here to amend
                                  the class type




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;


                                                          Use these filters to select specific
                                                          groups of pupils




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 part-
time 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.



                                              19
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      Threshold is £6,000 per pupil per annum in all cases.
schools                               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    The school receives £10,000 per place. The top-up
unit or resourced provision attached funding will be for costs incurred by the school in
to a mainstream school               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.




                                             20
4. Click Update when all relevant
                          pupils have been added




               1. Type surname or use filters
                to find 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 Top-up
         Funding panel at the bottom of the screen




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.



                                                21
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;




                                  1. Type surname or use filters to
                                  search for individuals or groups




    3. Click Add, once you have selected one or
    more pupils, the pupil(s) move to the Adopted                2. Select an individual from the list or use
    from care panel at the bottom of the screen                  Ctrl + Click to select more than one pupil




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;




                                              22
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




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.




                                              23
2. Click in a box to
                                     de-select a pupil
                                                                         1. Click here to
                                                                         select all pupils

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;




                                             24
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. non-
         academic 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.
                                                        3. the correct Key Stage must
                                                        be recorded for each class



       1. you must enter
       relevant support staff


                                2. Nursery Classes -              4. Activity must be completed by Primary
                                amend Type to Nursery             and All-through schools – see page 27



                                                 25
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.


                                                             Click New to
                                                             add a class



                                                                                   Click Delete to
                                                                                   remove a class


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)     This is the number of pupils from this school scheduled to be in the class at the
Number               selected time. Include any pupils from this school temporarily absent on the
scheduled to be in   Census day.
the class at         Part-time pupils not scheduled to be in school at the selected time should be
selected time        excluded here and counted instead in the pupil reconciliation panel.


Pupils (Guest)       This is the number of pupils from other schools scheduled to be in the class at
Number from          the selected time. Include pupils from other schools for whom attendance in
other schools        this class at the selected time is the normal arrangement.

Teachers             This is the number of teaching staff taking the class;
Number of               include all qualified or unqualified teachers
teaching staff in       exclude teachers wholly or mainly providing support to individual pupils and
the class                teachers on Planning, Preparation and Assessment (PPA) time

Number of Adult      This is the number of education support staff present in the class. Include
non-teachers in      teaching assistants, special needs support staff, minority ethnic pupils support
the Class            staff and other education support staff.
                     Exclude support staff wholly or mainly providing support to individual pupils.
This data must
be entered           NB. You only need to account for support staff in classes at the selected time
manually.            and not all your education support staff.

Year Taught In       This is the curriculum followed by the class and hence the National Curriculum
(Year Group)         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.



                                              26
Year Taught In    Click into the field and hit enter to get a drop down box with the following
(Year Group)      options:
                    N1, N2   -   nursery (only for schools with LA designated Nursery Units)
                    R        -   Reception
                    1-14     -   Year Groups 1–14
                    M        -   Mixed Year Groups

Class Type (not   The default is Other which is correct for all classes (even those that may
Secondary         contain nursery age pupils) except designated Nursery Classes.
Schools)
                  To amend this to record a class as a Nursery class, click into the field and
                  select Nursery.
                  Note: Governor run pre-schools should not be included in your census at
                  either class or pupil level.


Key Stage         Enter the appropriate Key Stage that is being taught in the class at the selected
                  time (by clicking into the field and pressing enter):

                          NCY                      Key Stage
                  Nursery, Reception              Foundation
                  Years 1 and 2                   Key Stage 1
                  Years 3, 4, 5 and 6             Key Stage 2
                  Years 7, 8 and 9                Key Stage 3
                  Years 10 and 11                 Key Stage 4
                  Years 12, 13 and 14             Key Stage 5

                  Note: Mixed Key Stages should be used where there is a mix of NCY pupils
                  taught in the class across different Key Stages, for example;

                  Reception and Year 1            Mixed Key Stage
                  Reception, Year 1 and 2         Mixed Key Stage
                  Years 2 and 3                   Mixed Key Stage

Activity (Not     Choose the Activity of the class at the selected time:
Secondary
Schools)          Art, craft or design
                  English, literacy or reading
                  Foreign Language
                  Group project work (incl. mixed activities in other categories & library work)
                  Humanities (incl. geography, history, economics or business studies)
                  Mathematics or numeracy
                  Music, singing or drama *
                  Other – should not be selected unless none of the other activities apply
                  PE or games *
                  Religious education
                  Science
                  Technology, IT or computing
                  Watching TV or listening to the radio * (where not linked to a specific
                  curriculum area)

                  * primary Schools with infant classes need to ensure that their selected
                    period is engaged in academic activity. If at the selected time, infants are
                    involved in one of above activities marked with * then another selected
                    period needs to be chosen and applied to all the classes in the school. See
                    ‘Note on selected period’ on Page 25 for further information.


                                            27
Infant Class Guidance                              (Primary and All Through Schools)

The School Admissions (Infant Class Sizes) Regulations 2012 limits the size of an infant
class during an ordinary teaching session to 30 pupils per school teacher. Infant classes
are those in which the majority of children turn 5, 6 or 7 during the course of a school
year i.e. Reception and Key Stage 1 classes.

Primary and all-through schools with infant classes are asked to ensure that the selected
period is one in which their infant classes are engaged in an ordinary teaching session.
An ordinary teaching sessions does not include school assembly or any other school
activity usually conducted with large groups of children e.g. PE/games, music, singing,
drama, watching television or listening to the radio.

If, at the time of the count, infant class children are involved in such an activity, the count
should be deferred to the next ordinary teaching session. This change of selected time
should be applied to all classes in the school, not just the infant ones.

Any Primary school that has infant classes (Reception and/or KS1) in breach of the legal
class size limit of 30 pupils per a single school teacher (as a result of teachers being on
PPA time, those reporting classes with ‘excepted activities’ or any other circumstances)
will be contacted by the LA and the DfE for further details. An explanation or the
Exception reason will be sought. Where necessary, the Secretary of State has the
power to direct schools to comply.

The School Admissions (Infant Class Sizes) (England) Regulations 2012 prescribe
certain limited circumstances in which pupils may be admitted as exceptions to the infant
class size limit. These exceptions are:

   a. Children admitted outside the normal admissions round with statements of special
      educational needs / education, health and care plan specifying a school;
   b. Looked after children and previously looked after children admitted outside the
      normal admissions round;
   c. Children admitted after initial allocation of places because of a procedural error
      made by the admission authority or local authority in the original application
      process;
   d. Children admitted after an independent appeal panel upholds an appeal;
   e. Children who move into the area outside the normal admissions round for whom
      there is no other available school within a reasonable distance (the LA has to
      confirm that the child qualifies under this category);
   f. Children of UK service personnel admitted outside the normal admissions round;
   g. Children whose twin or sibling from a multiple birth is admitted otherwise than an
      excepted pupil;
   h. Children with special educational needs who are normally taught in a special
      educational needs unit attached to the school, or registered at a special school,
      who attend some infant classes within the mainstream school.

These children will remain an ‘excepted pupil’ for the time they are in an infant class or
until the class numbers fall back to the current infant class size limit.




                                              28
Schools with Part-Time Pupils in Reception
   If you have Part-time pupils attending school at your selected time no further action is
    necessary as they will be included in their assigned class.
   If you have Part-time pupils on roll who are not expected to be in class at the selected
    time, amend the number of pupils in the appropriate Reception class and include them
    instead in Pupil Reconciliation under Part-time pupils not at school – see below.
   Part-time pupils are only allowed in Reception. If you have pupils on a part-time
    timetable, for example, a flexi-school arrangement, you will effectively be authorising
    the sessions they are not expected to be with you.


Schools with Designated Nursery Units
   If you have a Nursery class that is operating at the selected time all you need to do is
    amend the class Type from Other to Nursery by selecting the option from the list.
   If you have a full-time Nursery Unit you will have a Nursery class that is not
    operating at the selected time, highlight it and choose delete from the right-hand side
    of the panel. You may see the message: “If you delete a class which has pupils you
    will have to ‘Validate’ again for the pupil numbers. Do you want to continue?” Click
    on Yes and remember that you will need to include these pupils in Pupil
    Reconciliation under Part-time pupils not at school.



Pupil/Student Reconciliation                      (all schools except Special Schools)

This is only completed in the Spring term. The purpose of the pupil reconciliation is to
check that the number of registered pupils for whom the return contains individual pupil
data (i.e. the Pupils/Students on Roll figure), is consistent with the number of pupils
reported in classes as taught - after allowing for the fact that some registered pupils may
not have been in class at the selected time.




                                                                  These options are NOT
                                                                  available to Primary Schools

Note: pupils who are temporarily absent should be included in their usual class and
counted in the number of on roll pupils for the class.

The reconciliation should be calculated as follows:
       On roll pupils in classes – this is the number of pupils scheduled to be in class
        at the selected time and includes those pupils temporarily absent. (This figure can
        only be changed by amending the individual class data in the Classes section).
       Plus Part-time pupils not at school - pupils not expected to be in attendance at the
        selected time on the census date, e.g. nursery pupils or part-time Reception pupils
       Plus Private study pupils
       Plus Pupils at another school
       Plus, in Secondary and All-through Schools, Students on work experience and/or
        Students at FE colleges
       Equals Total pupils which must agree with Pupils on Roll

                                             29
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