Spring Census Day 17th January 2019.

Information and documentation.

Preparing for the school census Primary, Nursery & Special Schools

Preparing for the census Secondary Schools.

Preparing for the census Independent

Producing the School Census All Through schools.

Producing the School Census Return (English Primary and Middle deemed Primary Schools)

Producing the School Census Secondary Schools.

Producing the School Census Special School.

Producing the School Census PRU.

Producing the School Independent.

Producing the School Level Annual School Census 2019.

Census 2019 Validation Errors Resolutions

 

Added 18/01/2019 at 15:15 – DfE Validation Error 1000 (Pupil reconciliation does not match number of pupils on roll)

Where this validation error occurs in a secondary school because there are more students in classes than on roll, one possible explanation is that one or more students have been timetabled for different classes for the chosen census period.  Such clashes can be identified via running School | Academic Structure | Curriculum Assignment by Students and searching with Acad Status set to ‘Timetable Unresolved Clash(es)’.

Added 18/01/2019 at 11:25 – Possible misalignment of Enrolment Status and ‘history of Enrolment Status changes’

We are able to confirm that the census information being submitted to the DfE is correct.

There are a small number of instances where the front end may not reflect what is saved in the underlying database. However when a school checks the detailed history (drawn from the underlying database) this is always correct and reflects any changes made by a school/user of SIMS. Information collected for Census is obtained from the underlying database and therefore only correct information will have been/are being submitted to the DfE.

Updated 18/01/2019 at 08:30 – Spring Returns 2019 Consolidate Patch

New for version 3 (ID 24592) – Available from SOLUS 3

CES Census 2019 (Catholic Schools in England and Wales)

No further changes, but was changed by version 1 (see below).

PLASC 2019 (Maintained Schools in Wales)

No changes.

School Census Spring 2019 (State Schools in England)

Important message

If Consolidate Patch 2 has not already been applied by all schools that are subject to School Census Spring 2019, then patch 3 must be applied instead.  Please see description of Patch 2 for further details.

Additional improvement

Now displays the corrected attendance range start date for schools with more than 3 terms a year.  This was a display issue only, as attendance is included in the census for the correct dates regardless of the display issue.  We deemed the correction necessary as some schools were unwilling to go ahead with providing the return file to the DfE while this confusion in the display was present.

SLASC 2019 (Independent Schools in England)

No changes.

ISC 2019 (Independent Schools Council)

No changes

Added 17/01/2019 at 15:25 – Validation Errors and Resolutions publication

You can click here to download this publication.

Errata

Validation query 1853

This query ask schools to check that when a pupil aged 3 or 4 is eligible for early years pupil premium and is recorded as FSM on census has a reason other than ‘RE (Receipt – economic)’ or ‘RB (Receipt – economic and other)’.

Our publication suggests:-

Select Tools | Statutory Returns | School Census – Early Years Pupil Premium Receipt panel. Ensure that the correct value is selected from the Basis for EYPP Eligibility drop-down list.

When it should suggest:-

Select Routines | Statutory Returns | School Census – Early Years Pupil Premium Receipt table in Early Years panel. Ensure that the correct value is selected from the Basis for EYPP Eligibility drop-down list.

Added 17/01/2019 at 11:15 – Validation Query 564Q (concerning pirmary admissions appeals)

Some customers have been concerned with regarding receiving the message “Please check: Primary admission appeals figures should be provided and are expected to be greater than zero” when they are in the good position where there have been no primary appeals regarding admissions. The DfE have kindly responded to this concern expressed on our forums.

Melanie Armstrong (DfE)

If the school did not have any appeals they are correct to recorded ‘0’ not blank. This validation was introduced in previous years due to unreporting of admission appeals. Therefore it is correct that if they recorded ‘0’ admission appeals the query will trigger and if this is the case they just need to confirm this in the notepad.

 

Added 16/01/2019 at 11:50 – Exams Embargo

Please note that we are investigating reports that the use of ‘Exams Embargo’ is preventing access to the School Census Spring 2019 application.  I will provide an update ASAP.

Update 11/01/2019 at 18:30 – Consolidated patch 2:  Required to resolve an issue relating to School Census Spring 2019.

Important message

The Consolidate Patch 2 (patch number 24579) must be applied by all schools that are subject to School Census Spring 2019.
Once the patch has been applied schools can be confident that any data entered for the following areas are retained.

  1. Top Up Funding (all school phases)
  2. Post Looked After Arrangements (all school phases)
  3. Update Early Years (primary phase only)
  4. Class Type (primary and all through phases only)
  5. Time in Unit (PRU phase only)

This patch has been made available via SOLUS 3. The patch has also been applied for all Capita Hosted schools.

Background Information

When School Census Spring 2019 is worked on for the first time and the return is not saved prior to running Calculate All Details, data entered in the 5 areas above, via the census application or previously entered directly using Tools | Statutory Returns Tools, will not be retained on save.

In some cases, the data can be restored by accepting the option provided to copy the data from the previous census. We apologise for any re-entry of data caused by this issue.

The Consolidate Patch 2 will prevent the issue occurring so it must be applied by all schools that are subject to School Census Spring 2019.

Please note: On some of our forums this issue has been linked with our filesets. For clarification, there is no link to filesets.

Why has the problem occurred?

To meet GDPR requirements, in the Autumn Release 2018, the Save routine within census, was modified to remove data that was no longer relevant. For example, historical Top Up Funding data. Unfortunately, there is a bug in our modification of the Save routine which means that the data removal includes the data for the current census return as well as the historical data.

 

 

Updated 09/01/2019 at 15:45 – Early Years, Top-up Funding and Post Looked After Arrangements data not being reported in the Census

Please note that we are investigating reports that under certain circumstances the said data is not be reported in the Census application.

Our investigations to date indicate that the problem for Top-up Funding and Post Looked After Arrangements can be avoided and rectified without loss of data that has been entered, but we are not yet sure that this is the case for the Early Years data.

At this point, our advice for entry of Early Years data is not to spend any further time on entering such data until we have had time for further investigation.

 

Update 09/01/2019 at 11:45 – Fileset for base release of the DfE’s validation and summary report

The DfE provided suppliers with the base release of its validation and summary report (version 1.2) just before Christmas.  We have included these files in fileset 1102.  We are sorry that this base release was not available to schools until the week before the Census and we will be discussing with the DfE how such late provision can be avoided in future.

Fileset 1102 is now available from SOLUS

Added 08/01/2019 at 15:20- Fileset 1102 released to schools via Solus 3 or click here for the manual update

 

Added 03/01/2019 at 15:20 – Fileset for base release of the DfE’s validation and summary report

The DfE provided suppliers with the base release of its validation and summary report (version 1.2) just before Christmas. We will be including these files in fileset 1102, which we expect to be able to make available by the middle of next week (week beginning 07/01/2019). We are sorry that this base release will not be available to schools until the week before the Census and we will be discussing with the DfE how such late provision can be avoided in future.

We expect to be able to provide a list of the DfE changes in the near future.

 

Added 18/12/2018 at 17:30 – Validation errors 2470 (4 year olds) and 2500 (15 year olds)

Please note that although the DfE has not acknowledge any change to the coding of these two age related validation errors, we can confirm that the DfE has corrected its coding of these validation rules in its base release of the validation.  This means that validation error 2470 will no longer appear for all four year olds and validation error 2500 will no longer appear for all 15 year olds.

We are continuing to investigate the changes made for the base release of the DfE validation and will provide full details ASAP.

We are planning to include this base release of the DfE validation in fileset 1102.  Unfortunately, fileset 1102 will also need to include the base release of the DfE summary report and as this has not yet been provided to suppliers we can only state that we expect to be able to provide fileset 1102 at some point in early January.

 

Updated 21/11/2018 at 16:25 – Fileset for first Beta of the DfE’s validation and summary report

We have made the DfE’s first Beta of their validation and summary report available from SOLUS 3 and from My Account.  Please see ‘SIMS Newsfeed – Series 1101 Filesets for SIMS Autumn Release 2018’ for further details and for the link in My Account for downloading the fileset.

Since we created this fileset the DfE has made a second Beta available and we are looking into whether or not we will provide this in a subsequent fileset or wait for the baselined release from the DfE, which is due in December.