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Category: Quick Reference Sheets

School Summer Census 2018

Census date 17/05/2018

It will soon be another National Census Return for all school types. The Summer Census date is the 17th of May 2018

 

 Key Dates

  • Census date 17/05/2018
  • Attendance collected from 01/01/2018 to 01/04/2018
  • Exclusions collected from 01/09/2017 to 31/12/2017
  • Free School Meal Eligibility collected from 19/01/2018 to 17/05/2018
  • Learner Support collected from 01/08/2017 to 17/05/2018

 

Essential docs:

Preparing for the School Census (Primary, All Through, PRUS Primary Phase)

Preparing for the School Census (Secondary, All-Through, PRU’S Secondary phase)

 

Producing the Autumn Census:

Producing the School Census Summer 2018 – (Nursery)

Producing the School Census Summer 2018 – (Primary)

Producing the School Census Summer 2018 – (Secondary)

Producing the School Census Summer 2018 – (Special)

Producing the School Census Summer 2018 – (All-Through)

 

Errors and Validation:

Census Validation Errors and Resolutions 2017-18

 

Quick Reference Sheets:

Quick Reference Sheet – School Census Producing Reports

 

Please ensure you check the Essential Reading section of our simscrowd.net website for any last minute information on census day before you publish your census to the local authority or DfE.

If you have any questions please don’t hesitate to contact us on 0113 2105008.

 

Updated 11/06/2018 at 15:30 – COLLECT Query 1767Q (End Dates for Eligibility for FSM)

Please note the following excerpt from the DfE ‘Summer School Census 2018 – Update No 2’

COLLECT query 1767q

There appears to be some confusion around the new validation query recently introduced to COLLECT which will trigger for any pupil who has an fsm end date between 1 April 2018 and 17 May 2018 recorded on the summer census.

There are two possible courses of action to resolve this:

  • If a pupil was eligible for fsm at 1 April 2018 and therefore has their fsm eligibility protected as part of the universal credit roll out until 31 March 2022 then either remove the fsm end date from the fsm record in COLLECT or update the school MIS and resubmit the census return.
  • If a pupil’s fsm eligibility has ended because the parent has withdrawn their claim for fsm then an fsm end date will be accepted as long as a notepad entry explaining this has been provided.

Updated 08/06/2018 at 15:10 – Finding out if your return will trigger the new DfE validation query on FSM

The SIMS Free School Meals Eligibility Detail Report can be used to find out if your return is likely to trigger the new DfE validation query on FSM.

If the End Date column includes an end date between 01/04/2018 and the 17/05/2018 (inclusive) and the UK Country column has a UK country of ‘England’ or is blank (the DfE takes a blank UK country to mean ‘England’), we understand that the new DfE validation query will be triggered.  Consequently, the validation query will no longer appear if the end date is removed and/or the UK country is set to a UK Country other than ‘England’, e.g. ‘Wales’, ‘Scotland’ or ‘Northern Ireland’.

We understand that the only circumstances where the DfE will accept this validation being triggered is where the parent has withdrawn their child’s FSM claim, in which case a suitable notepad entry will be accepted.

Added 07/06/2018 at 14:55 – Important information from the DfE regarding FSM

Please note that the DfE has provided the following information.

IMPORTANT INFORMATION ABOUT FREE SCHOOL MEALS

Following the introduction of universal credit a pupils FSM status will be protected until either the end of the universal credit roll out period i.e. 31 March 2022 or until the end of their current phase of education. This means that:

  • any claimant who is in receipt of free school meals at 1 April 2018 should continue to receive free school meals whilst Universal Credit is rolled out. This applies even if their circumstances change and they would no longer meet the eligibility criteria
  • any claimant who gains eligibility for free school meals after 1 April 2018 and until the end of universal credit rollout (31 March 2022) should continue to receive free school meals during the Universal Credit rollout period. This applies even if their circumstances change and they would no longer meet the eligibility criteria

Consequently, it is not expected that FSM end dates will be entered by schools during the transitional period – with the exceptions being:

  • where a parent has withdrawn the pupils FSM claim
  • where a pupil transfers from another UK country – their non-English FSM must have an FSM end date

Initial analysis of the current summer school census collection has shown that a number of schools and local authorities have recorded fsm end dates for pupils of 1 April 2018 or later. Although this does not currently produce a validation error it may impact pupil premium funding.

As a result, we are introducing a new validation query to COLLECT which will trigger for any pupil with an fsm end date of 1 April 2018 or later. This will be applied to all schools regardless of return status. Therefore schools which were previously authorised may now revert back and schools who have not yet loaded returns may trigger the query on loading to COLLECT.

This will be in place by Monday 11 June 2018.

Thank you in advance

 

Updated 24/05/2018 at 14:10 – Validation Errors 1852 and 1855

Unfortunately, there is bug in our Census applications that results in the data that schools have provided in the Early Years panel not being reflected in the XML return file for pupils with a DOB of 31/03/2016. Where this problem has occurred it will definitely trigger DfE validation errors 1852 and is also likely to trigger DfE validation error 1855. If your school is receiving validation error 1855, this is almost certainly the explanation, but this can be confirmed by checking the basic details report for the presence of a pupil with a DOB of 31/03/2016. I apologise for this mistake.

Patch 24032 has been provided via SOLUS 3 to deal with this issue.

 

Updated 17/05/2018 at 15:25 – Persistent Absentees in Table 15 of the DfE Summary Report

Although the DfE specification for this aspect of their DfE Summary Report does not look as though it is correct, the actual way the DfE has coded the count for persistent absentees seems to be correct and can be described as follows.

The total number pupils with attendance in the return file that are aged between 5 and 15 (inclusive) on the 31/08/2017, who are not boarders on Census Day, where the sum of authorised and unauthorised absences (excluding absences for unable to attend due to exceptional circumstances), is greater than or equal to 10% of possible attendances.

In the past we have found that schools have questioned this calculation because they have compared the total with what is found in one of their SIMS attendance reports.  However, such reports are unlikely to be comparable to the DfE calculation, as they are unlikely to have the same filtering in place.

 

Added 17/05/2018 at 09:45 – Validation Errors 1852 and 1855

Unfortunately, there is bug in our Census applications that results in the data that schools have provided in the Early Years panel not being reflected in the XML return file for pupils with a DOB of 31/03/2016.  Where this problem has occurred it will definitely trigger DfE validation errors 1852 and is also likely to trigger DfE validation error 1855.  If your school is receiving validation error 1855, this is almost certainly the explanation, but this can be confirmed by checking the basic details report for the presence of a pupil with a DOB of 31/03/2016.  I apologise for this mistake on our part and I can assure you that we will provide a patch to resolve the issue ASAP.  I will keep you informed or our progress via this newsfeed.

 

Fileset_902

The DfE has provided suppliers with an update (version 1.1) of their validation and summary report files to deal what are likely to be minor issues for most schools.

We will be including these revised DfE files in Fileset 902, which we have provide via SOLUS 3.

The DfE has indicated the following changes to their validation compared to their baseline version (version 1.0).

  • 1601Q – Please check: Pupil’s age is out of range for school type.
  • 3140 – Child's extended hours not provided or out of the range of 0 to 15 hours.
  • 5220 – The disability access fund indicator is only available for pupils with funded or extended hours.
  • School validation for a Special School is now determined by the Phase rather then the Intake.

The DfE has indicated that the heading in the summary report has been updated to decribe the version accurately, i.e. from ‘Beta’ to ‘Revised’.

Added 20/04/2018 at 18:45 – Fileset 901  : This Fileset has been released to all Connect-up Schools

 

Updated 24/04/2018 at 10:40 – Nationality and Country of Birth

Please note that Nationality and Country of Birth will be included in School Census for the last time in School Census Summer 2018.

The DfE has not yet made its final decision regarding inclusion of Proficiency in English for the Spring Census.

 

Updated 11/04/2018 at 09:30 – 3 Migration Related Items 

As you know the DfE have informed us that they are planning to remove the following items from the School Census Autumn 2018 specification onwards.  However, it has come to our attention that some areas of the media are reporting that these items will also be dropped from School Census Summer 2018.  We have checked with the DfE and they have confirmed that they are still planning to collect the first two of these items as normal for School Census Summer 2018.

  1. Pupil Nationality
  2. Pupil Country of Birth
  3. Pupil Proficiency in English

Updated 10/04/2018 at 12:30 – Version 901 of Series 900 Filesets

Fileset 901 

The DfE has now provided suppliers with the baseline version (version 1.0) of their validation and summary report files.

We will include these files in Fileset 901, which we will make available ASAP from SOLUS 3 and as a download from My Account.

The DfE has indicated the following changes to their validation compared to their Beta release

  • Rule 1867: Year corrected from 2016 to 2017
  • Rule 1868: Year corrected from 2016 to 2017
  • Rule 3080: Error message updated
  • Rule 3085: Error message updated
  • Rule 3090: Error message updated
  • Rule 1852: Now copes with the Funded Hours element being completely missing
  • Rule 1601: Updated

The DfE has indicated the following changes to their summary report compared to the Beta release

  • Table 14: Minor amendments
  • Table 15: Minor amendments

Class Information

Details are required of all classes running at the selected time on census day (18
January 2018). If different parts of the school use different timetable structures, then
systems should allow the school to return class information for the timetable structure
that applies to Key Stage 1.

For example, where lunch is at 12:00 hours for pupils
following a primary timetable but at 13:00 hours for pupils following a secondary
timetable, then the end of morning school should be taken to be 12:00 hours and not
13:00 hours. The ‘selected time’ is based on the last digit of a school’s departmental
establishment number as follows:

Updated 15/01/2018 at 09:30 – DFE guidance on selected time (period)

Please note the following excerpt from version 1.6 (January 2018) of the DfE School Census 2017 to 2018 Guide.

Details are required of all classes running at the selected time on census day (18 January 2018). If different parts of the school use different timetable structures, then systems should allow the school to return class information for the timetable structure that applies to Key Stage 1. For example, where lunch is at 12:00 hours for pupils following a primary timetable but at 13:00 hours for pupils following a secondary timetable, then the end of morning school should be taken to be 12:00 hours and not 13:00 hours. The ‘selected time’ is based on the last digit of a school’s departmental establishment number as follows:

Code  Descriptor 
4, 7, 8 or 9    The selected time is one hour after the start of afternoon school
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

Where the selected time is not appropriate to the school timetable: where the selected time is when the whole school or a large proportion of the school is in an assembly with the head teacher; schools can choose an hour / period that reflects a ‘normal’ class situation that applies at the selected time each Thursday of the term (see paragraph 2.1). Do not record unusual situations (such as class amalgamation or school closure) which may have occurred on 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, are treated as a separate ‘class as taught’ unless this is an atypical or 

Extended Funded Hours

The following link Extended Funded Hours information provided by the DfE can be found on their website:

https://www.gov.uk/government/publications/30-hours-free-childcare-la-and-early-years-provider-guide

Workforce Census 2016 – 3rd November

The staff workforce census is due to be run on the 3rd November.

Your server is on fileset 403 or higher which is the minimum required, however please ensure you check for the latest fileset version in the essential reading section of our website (www.simscrowd.net) before you submit your final census version.

The census documents can be seen via the links below:

DfE Workforce Census 2016 guidance (external link)

Preparing for the workforce census 2016

School workforce census 2016 overview of changes

Producing the workforce census 2016

School workforce census validation errors resolutions

Please feel free to contact the support desk on 0113 2105008 if you have any questions.

Kindest regards

Darren Rose

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