Pupil Census January 2016. Aims Overview / purpose of census return Pupil level data School level data Demonstrate a census run.

Pupil CensusJanuary 2016

Aims

• Overview / purpose of

census return

• Pupil level data

• School level data

• Demonstrate a census run

Census Overview

• Statutory return

• Three times per year

• Census data is used for funding, budgeting and forecasting

Census Process

• Prepare data• Run return• Submit to Business Intelligence

Academies to DfE and BI• Business Intelligence submit to DfE• DfE use data for funding

• Historical data• Current data• Census week data• Snapshot on census day

What data?

Pupil Level data in SIMS

Privacy Notice

What data attracts Pupil Premium funding ?

• Free School Meals eligibility

• Service Children

• Adopted from Care

• Currently In Care

Pupil Premium Funding CycleCensus submitted to the DfE

DfE analyse data (January return) and calculate Pupil Premium funding

DfE prepare csv Pupil Premium files for each school and upload onto the Key to Success

website (+- June to September)

School downloads file and imports into SIMS. Import updates Pupil Premium indicators

(based on January Census data)

Early Years Pupil Premium

• From April 2015 EYPP has been established for disadvantaged 3 and 4 year olds

(Previously managed by the LA)

• From January 2016 schools will be responsible for submitting data to attract EYPP

• Eligibility for EYPP is from the term following a child’s 3rd birthday

NEW

EY Pupil Premium Process

1. Strategic Finance send forms to schools (maintained nurseries and schools with maintained

nurseries)

2. Schools ask parents to complete forms

3. Schools send completed forms back to Strategic Finance

4. LA checks are carried out

5. Strategic Finance inform schools which pupils are eligible

6. Schools update eligibility in SIMS before Census day 21st January

How is EYPP eligibility held in SIMS?

• Update Hours for Early Years renamed to Update Early Years

(Tools / Statutory Return Tools / Update Early Years)

• Update Early Years table will have EYPP Eligibility column added. Select one of the following:

Not Eligible, Economic, Other,

Economic and Other or Unknown

• Early Years report will be added to the General Detail Reports in the census file.

Pupil Level data - Primary• UPN • Addresses• Free School Meals eligibility• Service Children – January return• Ethnicity• First Language• English as an additional language• SEN• Exclusions / In Care • Attendance

Pupil Level data - Secondary• UPN and ULN• Addresses• Free School Meals eligibility• Service Children• Ethnicity• First Language• English as an additional language• SEN• Learner Support Bursary• Youth Support Services Agreement• Exclusions / In Care • Attendance

Pupil Level data not held on Pupil records –

Primary

Statutory Return Tables and/ or Census Panels

• Class Type• Early Years – Hours + Pupil premium eligibility

• Top up funding• Adopted from Care• Universal Infant Free School Meals taken

Pupil Level data not held on Student records – Secondary

Statutory Return Tables or Census Panels

• Top up funding• Adopted from Care

School Level Data

Focus / School / School Details

• School Contact details – email• School Type / Governance / Intake Type• Childcare Places

Census Panels specific to January Returns…

Manual data entry in Census panels

Admissions Appeals panelFor Voluntary Aided, Foundation or Academy governance.

For appeals against non-admission academic year 2015/16

Manual data entry in Census panels

General panel - Free School Meals taken

Classes panel - Activities / Lessons

Pupil Reconciliation panel - Location / numbers

Census Panels specific to January Returns…continued

Snapshot time on Census day…

Selected Period

0, 1, or 5 The selected time is one hour / period before the end of morning school

 2, 3, or 6 The selected time is one hour / period after the

start of afternoon school  

 4, 7, 8 or 9 The selected time is one hour / period after the

start of morning school

Historical – Includes leavers

• Attendance –Autumn term• Exclusions – Summer term• Free school Meals – C day to C day• Learner Support 1/8/15 to C day• Admissions Appeals –pre1st Sept 15

Current• On roll – enrolment status• Gender• SEN• Ethnicity• First Lang• Year groups • School details• Attendance - Part time

Census WeekEarly Years hours

Census day• Early Years Pupil Premium• Child Care Places• Top up funding• Adopted from care• No of FSMs taken – January only

• No of UIFSM taken – Infant pupils• Snapshot of school population and

classes at a designated time• Pupil reconciliation

Tools

• DfE Guidance Notes

• MIDAS Census eBook

• SIMS Census Reports

• ICTDS Servicedesk

WeLearn 365 portalwww.bit.ly/midaspages

ORThe Downloads site

http://wsd.we-learn.com/downloads

•Census eBooks•DfE Guidance Notes

eBookOrange: Documents to read before you begin  

Blue: Guidance on how to maintain statutory data fields in SIMS

Green: Instruction on how to create,Run and validate census return. Purple: How to guides giving instructions for

specific tasks

eBook – Checklist – please print!Task Document Tick box /

Notes

All users: It is vitally important that you read the document detailing the main census changes, most common issues and data inaccuracies encountered in previous returns.

Main Census Changes and Common Census Errors

Check / Setup Returns Permissions - If required

A8 How to set up Returns Permissions

Update Class Type – Primary schools only 

A10 How to Update Class Types

Update Adopted from Care A12 How to Update Adopted from Care 

SIMS .net

Version 7.166

How to create and run a Census return in...

Census Filesets

The latest filesets and instructions for importing them into SIMS are uploaded onto both the WeLearn portal and the Downloads sites

www.bit.ly/midaspages

OR

http://wsd.we-learn.com/downloads

Before you can create a new

return you will need to:

• Archive old census returns in the folder• Set up returns permissions, if required• Update Class types – primary schools

• Update Early Years – for pupils under the age of 5 as at 31st August 2015 (Hours and Pupil Premium eligibility)

• Update Top up Funding• Update Adopted from Care

• Open your ‘dry run’ census file • Check details in census panels – Classes, Pupil

Reconciliation• Add number of UIFSM taken on Census Day• Add number of FSM taken on Census Day• Create and validate error free return • Check / print Detail Reports – NB! • Print Summary Report • Make an electronic copy of census return • Authorise •Submit return to Business Intelligence via School Upload Academies submit to the DfE via the COLLECT website and also to Business Intelligence

What to do on Census Day – 21st January 2016

ICTDS SERVICE DESK (MIDAS)01926 414100

[email protected]

Business Intelligence01926 742169

[email protected]