Skip to Content

CTF for Summer Release 2020 (England & Wales)

CTF for Summer Release 2020 (England & Wales)

Added 14/02/2020 at 15:10 – Temporary session attendance codes for use with the daily SAGE form (relevant to England only)

As many of you will know, we have provided patches to add temporary codes that schools can use for the more granular reporting of codes I and Y needed for the daily SAGE reporting. Please be assured that the temporary codes are converted to their ‘official’ counterparts when used by CTF Export.

Added 14/02/2020 at 11:00 – Main change compared to CTF 19 (relevant to England only)

In order to help avoid pupils missing the education, the government enabled legislation to compel school in England, e.g. maintained schools, academies and independent schools, to provide a prescribed set of data to their LA when pupils joined or left the school outside of normal phase transfers. Schools and LAs are free to choose the best way for transferring this data, including the use of paper forms. However, the DfE has defined an XML format for this transfer of data and includes this with CTF for convenience. CMJ XML files have been defined for transferring the data from schools when a pupil joins the school and CML XML files have been defined for transferring the data from schools when a pupil leaves the school. However, it is important to note CMJ and CML files are not CTF files and changes can be applied to such files without any impact on CTF files. It is in this context that the following two changes have been made for the two type of CME files and do not apply to CTF files in any way.

From CTF 20 onwards, schools will be able to include pupils in a

  1. CMJ file even if a UPN has not been allocated.
  2. CML file even if a UPN has not been allocated.

We are now looking into how we can accommodate this change in the specification for CME files. I will provide further details later.

Added 13/02/2020 at 14:25 – CTF versions supported

01/08/2019 to 31/07/2020 (inclusive)

Import

File version 18

File version 19

Export

File version 19

01/08/2020 to 31/07/2021 (inclusive)

Import

File version 19

File version 20

Export

File version 20

School Census Spring 2020

Census date 16-01-2020

 

Preparing for the Census Primary, Special, Nursery Schools.

Preparing for the Census Secondary Schools.

Preparing Independent census.

Producing the Census for Nursery Schools.

Producing the Census for Primary Schools.

Producing the Census for Secondary Schools.

Producing the Census for Special Schools.

Producing the Census for PRU.

Producing the Census for All Through Schools.

Producing Independent census.

Census Validation Errors Resolutions.

 

Author: Jim Haywood (Information Officer | Customer Success Team)

Updated 17/01/2020 at 15:30 Problem with reporting of permanent exclusions data (Patch 25589 available)

Currently the SIMS 7 and SIMS Primary census applications are reporting permanent exclusions data where the Exclusion Review Date is in the range 22/04/2019 to 31/12/2019 (inclusive), when it should be reporting permanent exclusions data where the Exclusion Start Date is in that range.  In many cases where Exclusion Review Date is in the said range, the Exclusion Start Date will also be in that range and vice versa.  However, it is also possible for this not to be the case, which will then lead to either that permanent exclusion being reported when it should not be or that permanent exclusion not being reported when it should be.

  • When the above problem leads to the report of a permanent exclusion when it should NOT be reported, it will be detected by DfE validation rule 2290.

  • When the above problem leads to a permanent exclusions not being reported when it should, it may be detected by DfE validation rule 2485 where the school has followed the DfE guidance regarding entering the E code to represent the permanent exclusion in Attendance.  However, where a school has one of more fixed term exclusions in the data range, validation rule 2485 could be triggered by an absence of at least one attendance E code for a fixed term exclusions.  Conversely, the presence of an E-code will stop the validation from triggering even if it is only there for a fixed term exclusion.

With the above in mind, we recommend that schools do not upload their return to COLLECT until they have applied Patch 25589 (SIMS 7) or until the hot fix has been applied (SIMS Primary) where validation error 2290 is triggered or where there is any chance that one of more permanent exclusions have not been reported in the census.

Patch 25589 is available from SOLUS 3 to deal with this issue.  In SIMS 8 the problem will be dealt with by a hot fix on Monday (20/01/2020).

Updated 17/01/2020 at 11:05 Fileset 1404 is available, but schools are very unlikely to need it

Fileset 1404 is available from SOLUS 3 and as a download from Fileset_1404

You only need to even consider importing Fileset 1404 if you are receiving Query 1849 for a pupil who is NOT aged 3 or 4.  Even if you are in that position, you might consider staying with Fileset 1403 as Query 1849 will not appear when you upload to COLLECT.  However, even if you don’t need it, there is no problem with importing Fileset 1404.

 

Added 15/01/2020 at 15:00 – Pupil/Teacher ratio for validation 1230 (Primary)

DFE validation query 1230 checks the data entered via each row of the classes panel table of the school census application.  The validation only applies to rows where Key Stage is 1 and/or YTI is R AND Activity is NOT

  • Watching TV or listening to the Radio
  • PE or Games
  • Music, Singing or Drama

The validation is triggered when the Pupil/Teacher ratio for a row is greater than 30, i.e. Number of Pupils divided by the Number of Teachers is more than 30.

For the purposes of this validation:

  • Number of Pupils is given by Pupils (On Roll) plus Pupils (Guest) minus total number of reasons given for Class Size Exceptions.
  • Number of Teachers is given by Teachers plus PPA Teachers.

We believe that this validation query is operating as expected.

Added 14/01/2020 at 15:15 – Fileset 1404

Fileset 1404 will be made available from SOLUS 3 and as a download from My Account ASAP.

This fileset provides the following changes compared to Fileset 1403.

Attendance Collection 2019 (Maintained Schools in Wales

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files, but these make no changes relevant to the validation and summary report for this return.

DENI Returns 2019 (Maintained Schools in Northern Ireland)

No change.

NDC 2019 (Maintained Schools in Wales)

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files, but these make no changes relevant to the validation and summary report for this return.

PLASC 2020 (Maintained Schools in Wales)

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files.  Makes significant changes to validation and the summary report.

Post-16 Returns 2019 (Maintained Schools in Wales)

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files, but these make no changes relevant to the validation and summary report for this return.

School Census Autumn 2019 (State Schools in England)

Includes version 1.3 of the DfE validation and summary report files, but these make no changes relevant to the validation and summary report for this return.

School Census Spring 2020 (State Schools in England)

Includes version 1.3 of the DfE validation and summary report files for school census 2019/20.  Corrects validation query 1849, but makes no changes relevant to the summary report for this return

School Workforce Census 2019 (State Schools in England)

No change.

SWAC 2019 (Maintained Schools in Wales)

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files, but these make no changes relevant to the validation and summary report for this return.

Welsh National Tests 2019 (Maintained Schools in Wales)

Includes version 1920.2.5 of the WG validation and version 1920.2.4 of the WG summary report files, but these make no changes relevant to the validation and summary report for this return.

Added 14/01/2020 at 10:45 Validation error 2167 (Each SEN type must be unique)

This validation rule is put in place by Fileset 1403 and checks that where two SEN Needs are reported for a pupil that they do not have the same Need Type.  The problem cannot occur where a school uses SEN Need Type Codes that are the same as the SEN Need Type Category.  However, where school have created their own SEN Need Type codes, mapping them to the ‘official’ SEN Need Type Category the problem can occur.  For example, if I create an SEN Need Type code of ‘Cannot see the blackboard’ and map it to the ‘office’ SEN Need Type Category of Vision Impairment, I will get the error if a set the first two ranking SEN Need Types to ‘Vision Impairment’ and ‘Cannot see the blackboard’.  The problem is solved by removing one of the SEN Needs that map to the same SEN Need Type Category.

Updated 14/01/2020 at 09:00 Fileset 1403 (Released)

The DfE provided its update to the validation and summary report files late in the afternoon of Thursday the 09/01/2020.  Fileset 1403 delivers these files and is available from SOLUS 3 and as a download from Here

Changes to the SIMS detail reports

  • Report criteria for the ‘Leavers – Basic Data’ report changed from ‘Leavers with exclusions (01/09/2019 – 31/12/2019)’ to ‘Leavers with exclusions (22/04/2019 – 31/12/2019).
  • Report criteria for the ‘Exclusions’ report changed from ‘Fixed term exclusions (excluding Lunchtime exclusions) starting (01/09/2019 – 31/12/2019)’ to ‘Fixed term exclusions (excluding Lunchtime exclusions) starting (22/04/2019 – 31/12/2019)’.
  • Report criteria for the ‘Exclusions’ report changed from ‘Permanent exclusions (01/09/2019 – 31/12/2019)’ to ‘Permanent exclusions (22/04/2019 – 31/12/2019)’.
  • All references to exclusion reviews removed from the ‘Exclusions’ report.

Changes to the DFE validation

  • Deletions:

2342: Review date or review result information is missing from exclusion review
2343: Exclusion review date invalid
2344: Exclusion reinstatement date invalid
2345: The exclusion review result indicates the pupil accepted reinstatement however, the reinstatement date is missing or invalid
2346: The exclusion review result indicates the pupil was not reinstated, therefore reinstatement date must not be provided
2347: The exclusion review result indicates the exclusion was upheld. However, a permanent exclusion does not exist for this pupil
2348Q: Please check: We would expect there to be exclusion review information provided for a permanent exclusion
2349: The exclusion review result indicates an independent review panel did not take place therefore, SEN expert data must not be provided
2351: The exclusion review result indicates an independent review panel took place therefore, SEN expert data must be provided

  • Updates:

1849Q: Please check: Pupil aged 3 or 4 recorded with post looked after arrangements would be expected to be in receipt of early years pupil premium with a basis for funding of …
853Q: Please check: A pupil aged 3 or 4 eligible for FSM would be expected to be in receipt of early years pupil premium with a basis for funding of …
1861: Early years pupil premium only required for pupils aged 3 and 4
2290: Exclusion start date invalid
2470: Attendance information is not required for this pupil as they are either aged less than 4, over 15 or are a boarder
2502: Please check: zero attendance sessions possible recorded for pupil on roll …
3105: The 30-hour code must be 11 digits long and contain numerical characters only
5235: 2-year-old basis for funding is missing or an invalid value for a two year old with funded hours

  • Additions:

1495: Please check: no pupils no longer on roll have been recorded
1849Q: Please check: Pupil aged 3 or 4 recorded with post looked after arrangements would be expected to be in receipt of early years pupil premium with a basis for funding of …
1862: Early years pupil premium not required for pupils aged 4 in reception or above
2167: Each SEN type must be unique
2295: Due to the appeal process the pupil should not be removed off roll on the same day they are excluded
2470: Attendance information is not required for this pupil as they are either aged less than 4, over 15 or are a boarder
2485Q: Pupil attendance indicates they are excluded but no exclusion is recorded

Although the DfE has not mentioned this in their list of changes, we have found that unwarranted instances of validation error 2550 do not occur when the latest DfE validation file is used.

Changes to the DFE summary report

  • Table 9: Pupil count column updated to just count pupils by year group rather than just those with EYPPR = Y & N so the later columns may now not match if invalid value included in EYPPR.
  • Table 13: Now supports two terms worth of exclusions (summer term as well as autumn term)
  • Table 14 onwards: Exclusion reviews removed and all subsequent tables renumbered.

Added 13/01/2020 at 14:20 Known issue with version 1.2 of the DFE validation file (to be provided by Fileset 1403)

The DFE has informed us of the following issue for DFE school validation (the problem does not exist for DFE COLLECT validation).

Query 1849 (Please check: A pupil aged 3 or 4 recorded with post looked after arrangements would be expected to be in receipt of early years pupil premium with a basis for funding of ‘RO’ or ‘RB’)

The query should not be triggered where Early Years Pupil Premium Receipt is not included, e.g. pupil aged 5 and above.

Added 10/01/2020 at 16:45 ‘Unable to generate the return file’ message for converter academies

This message will be generated where a converter academy has entered an Earliest DOA in the Establishment panel of Focus | School | School Details that is for a date when pupils could not attend the school, e.g. a school holiday.

Added 09/01/2020 at 14:50 School Census Spring 2020 Validation Workbook

This MS Excel workbook is available from Here and lists all DFE validation rules that apply for School Census Spring 2020, as to be implemented by Fileset 1403.  You can view all DfE School Census validation rules for 2019/20 by removing the filter on Spring.

At the moment this workbook does not include information on SIMS solutions for validation failures, but we intend to add this in time for School Census Summer 2020.

  • Version 0.2: Takes account of the DFE ‘2019-20 School Census Validations V1.5.xlsx’ file.

Updated 07/01/2020 at 15:05 Dealing with the DfE change of specification for exclusions and exclusion reviews

Description of the changes to the DfE specification

  1. The baselined DfE specification indicated that fixed term and permanent exclusions data is required for one term previous (autumn term 2019) only.  The revised DfE specification indicates that fixed term and permanent exclusions data is required for both one term previous AND two terms previous (summer term 2019 AND autumn term 2019).
  2. The baselined DfE specification indicated that exclusions reviews data is required for one term previous (autumn term 2019) only.  The revised DfE specification indicates that exclusions reviews data is NOT required.

Impact of the changes to the DfE specification

  1. The ‘Exclusions collect from’ field in the Census Details panel of Routines | Statutory Returns | Schools Census must display 22/04/2019 rather than 01/09/2019.
  2. The reasons for a leaver being included in the return must be extended to include those who have no other reason for being included in the return other than exclusion data for the summer term 2019.
  3. The collection of exclusions data must be extended to include the summer term 2019.
  4. The collection of exclusion reviews data must be removed.
  5. SIMS detail reports must be adjusted to indicate that exclusions for the summer term 2019 are being included.
  6. DfE validation must be adjusted to take account of exclusions being collected for the summer term 2019.
  7. DfE validation must be adjusted to take account of exclusion reviews data NOT being collected.
  8. DfE summary report must be adjusted to take account of exclusions being collected for the summer term 2019.
  9. DfE summary report must be adjusted to take account of exclusion reviews data NOT being collected.

Method to be used for implementing the changes

  1. Database patch 25529 to deal with items 1 to 4 above.
  2. Fileset 1403 to deal with items 5 to 9 above.
  3. We believe that it is important to deliver the database patch and the fileset at about the same time to avoid incompatibility and the confusion and help desk cases this would generate.

Timetable for implementing the changes

Given the lack of an ETA from the DfE regarding the provision of revised validation and summary report files, we have gone ahead with making patch 25529 available from SOLUS 3 rather than waiting for the DfE to provide the revised files.  Support units can now decide if it is best to release the patch to their schools immediately, even though it will generate return files that are not in line with the DfE validation and summary report, or to wait until the revised DfE validation and summary report files can be provided via Fileset 1403.

 

Updated 06/01/2020 at 11:25 Dealing with the DfE change of specification for exclusions and exclusion reviews

Description of the changes to the DfE specification

  1. The baselined DfE specification indicated that fixed term and permanent exclusions data is required for one term previous (autumn term 2019) only.  The revised DfE specification indicates that fixed term and permanent exclusions data is required for both one term previous AND two terms previous (summer term 2019 AND autumn term 2019).
  2. The baselined DfE specification indicated that exclusions reviews data is required for one term previous (autumn term 2019) only.  The revised DfE specification indicates that exclusions reviews data is NOT required.

Impact of the changes to the DfE specification

  1. The ‘Exclusions collect from’ field in the Census Details panel of Routines | Statutory Returns | Schools Census must display 22/04/2019 rather than 01/09/2019.
  2. The reasons for a leaver being included in the return must be extended to include those who have no other reason for being included in the return other than exclusion data for the summer term 2019.
  3. The collection of exclusions data must be extended to include the summer term 2019.
  4. The collection of exclusion reviews data must be removed.
  5. SIMS detail reports must be adjusted to indicate that exclusions for the summer term 2019 are being included.
  6. DfE validation must be adjusted to take account of exclusions being collected for the summer term 2019.
  7. DfE validation must be adjusted to take account of exclusion reviews data NOT being collected.
  8. DfE summary report must be adjusted to take account of exclusions being collected for the summer term 2019.
  9. DfE summary report must be adjusted to take account of exclusion reviews data NOT being collected.

Method to be used for implementing the changes

  1. Database patch 25529 to deal with items 1 to 4 above.
  2. Fileset 1403 to deal with items 5 to 9 above.
  3. We believe that it is important to deliver the database patch and the fileset at about the same time to avoid incompatibility and the confusion and help desk cases this would generate.

Timetable for implementing the changes

  1. We completed the creation and initial testing of the database patch before Christmas, but we will not make this available from SOLUS 3 until we can also provide Fileset 1403.
  2. Although the DfE provided suppliers with revised validation and summary report file on the 16/12/2019, the revised validation file failed our testing of Fileset 1403.  The DfE will not be able to provide a corrected validation file until after the Christmas break, so the earliest we can provide the full package via SOLUS 3 is January 2020.  Please be assures that we will provide this package of changes as soon as possible, but we cannot indicate a more precise expected data until the DfE provides acceptable files to suppliers.  We have not yet received the revised validation file from the DfE and will be contacting the DfE to request an ETA for their validation file.

Updated 20/12/2019 at 11:25 Fileset 1403

This fileset will provide the following changes for School Census Spring 2020.

Changes to the SIMS detail reports

  • Report criteria for the ‘Leavers – Basic Data’ report changed from ‘Leavers with exclusions (01/09/2019 – 31/12/2019)’ to ‘Leavers with exclusions (22/04/2019 – 31/12/2019).
  • Report criteria for the ‘Exclusions’ report changed from ‘Fixed term exclusions (excluding Lunchtime exclusions) starting (01/09/2019 – 31/12/2019)’ to ‘Fixed term exclusions (excluding Lunchtime exclusions) starting (22/04/2019 – 31/12/2019)’.
  • Report criteria for the ‘Exclusions’ report changed from ‘Permanent exclusions (01/09/2019 – 31/12/2019)’ to ‘Permanent exclusions (22/04/2019 – 31/12/2019)’.
  • All references to exclusion reviews removed from the ‘Exclusions’ report.

Changes to the DfE validation

  • Deletions:

2342: Review date or review result information is missing from exclusion review
2343: Exclusion review date invalid
2344: Exclusion reinstatement date invalid
2345: The exclusion review result indicates the pupil accepted reinstatement however, the reinstatement date is missing or invalid
2346: The exclusion review result indicates the pupil was not reinstated, therefore reinstatement date must not be provided
2347: The exclusion review result indicates the exclusion was upheld. However, a permanent exclusion does not exist for this pupil2348Q: Please check: We would expect there to be exclusion review information provided for a permanent exclusion
2349: The exclusion review result indicates an independent review panel did not take place therefore, SEN expert data must not be provided
2351: The exclusion review result indicates an independent review panel took place therefore, SEN expert data must be provided

  • Updates:

1849: Please check: Pupil aged 3 or 4 recorded with post looked after arrangements would be expected to be in receipt of early years pupil premium with a basis for funding of …
1853Q: Please check: A pupil aged 3 or 4 eligible for FSM would be expected to be in receipt of early years pupil premium with a basis for funding of …
1861: Early years pupil premium only required for pupils aged 3 and 4
1862: Early years pupil premium not required for pupils aged 4 in reception or above

Although the DfE has not mentioned this, we believe that rule 2470 (Attendance information is not required for this pupil as they are either aged less than 4, over 15 or are a boarder) has also been updated.

  • Additions:

1849Q: Please check: Pupil aged 3 or 4 recorded with post looked after arrangements would be expected to be in receipt of early years pupil premium with a basis for funding of …
2167: Each SEN type must be unique
2295: Due to the appeal process the pupil should not be removed off roll on the same day they are excluded
2485Q: Pupil attendance indicates they are excluded but no exclusion is recorded

Changes to the DfE summary report

  • Table 9: Pupil count column updated to just count pupils by year group rather than just those with EYPPR = Y & N so the later columns may now not match if invalid value included in EYPPR.
  • Table 13: Now supports two terms worth of exclusions (summer term as well as autumn term)
  • Table 14 onwards: Exclusion reviews removed and all subsequent tables renumbered.

 

Updated 06/12/2019 at 16:50 Changes compared to School Census Spring 2019

Please note my earlier mistake in describing the rules for inclusion of free school meals taken on census day when also entitled to universal infant free school meals. I have now corrected my mistake below.  A big thanks to colleagues who pointed this out to me.

All date ranges are inclusive.  I will be adding further detail in the near future.

 

Updated 04/12/2019 at 11:30 Changes compared to School Census Spring 2019

All date ranges are inclusive.  I will be adding further detail in the near future.

Census reference date

16/01/2020

The third Thursday of January 2020 rather than the third Thursday of January 2019.

DfE validation rules modified as necessary to take account of the change of census reference date.  This is particularly relevant to the validation of ‘snapshot’ data, e.g. year taught in.

Cohort for pupil level data in primary schools

All pupils on roll (enrolment status of ‘Single’, ‘Main – Dual’ or ‘Subsidiary – Dual’) on 16/01/2020 plus any pupil who left we before the 16/01/2020 who has attendance or exclusions data reported

Although an extra term of exclusion data (the autumn term) is taken account of for inclusion of leavers, that should make little, or no, difference to the number of leavers included overall, as those with exclusions to report for the autumn term are also likely to have attendance to report for the autumn term.

The DfE’s very late changes to the exclusions aspects of their specification are relevant here, which means that the above is only completely achieved in the software after the application of a database patch and series 1400 fileset (to be provided ASAP).

 

Cohort for pupil level data in secondary Schools

All pupils on roll (enrolment status of ‘Single’, ‘Main – Dual’ or ‘Subsidiary – Dual’) on 16/01/2020 plus any pupil who left we before the 16/01/2020 who has attendance, exclusions or post-16 learner support data reported

Although an extra term of exclusion data (the autumn term) is taken account of for inclusion of leavers, that should make little, or no, difference to the number of leavers included overall, as those with exclusions to report for the autumn term are also likely to have attendance to report for the autumn term.

The DfE’s very late changes to the exclusions aspects of their specification are relevant here, which means that the above is only completely achieved in the software after the application of a database patch and series 1402 fileset (to be provided ASAP).

Attendance

First working day of the schools academic 2019/20 to the 31/12/2019

Moved on by one year.

DfE validation rules modified as necessary to take account of the new academic year.

One DfE validation rule added

Query: Pupil attendance indicates they are excluded but no exclusion is recorded.  See exclusions below.

Early years

Up to 15 free funded hours for children taught in year group E1, E2, N1 or N2 who were born between 01/09/2014 and 31/08/2015.

Up to 15 free funded hours for children who were born between 01/09/2015 and 31/12/2017.

Up to 15 free extended funded hours for children taught in year group E1, E2, N1 or N2 who born between 01/09/2014 and 31/08/2015 who have a 30 hour code.

Up to 15 free extended funded hours for children who were born between 01/09/2015 and 31/12/2016 who have a 30 hour code.

Disability access fund (DAF) indicator for children taught in year group E1, E2, N1 or N2 who born between 01/09/2014 and 31/08/2015.

Disability access fund (DAF) indicator for children who were born between 01/09/2015 and 31/12/2016.

Early years pupil premium for children taught in a nursery school who were born between 01/09/2014 and 31/08/2015.

Early years pupil premium for children taught in year group E1, E2, N1 or N2 of a school other than a nursery school who were born between 01/09/2014 and 31/08/2015.

Early years pupil premium for children who were born between 01/09/2015 and 31/12/2016.

2 year old basis for funding for children who were born between 01/01/2017 and 31/12/2017

The date of birth ranges have been moved on by one year.

Free funded hours ‘capped’ at 15 hours rather than 25 hours where a 30 hour code is not present.

Exclusions data

Fixed term and permanent exclusions for 22/04/2019 to 31/12/2019

One and two terms previous rather than just one term previous.

Lunchtime exclusions no longer collected.

One SIMS pop-up validation added to warn of permanent exclusion(s) that will not be reported as final governer review result has not been entered.

DfE validation rules modified as necessary to take account of the change to the collection period.

Two DfE validation rules added (numbers not yet known)

Error: Due to the appeal process the pupil should not be removed off roll on the same day they are excluded.

Query: Pupil attendance indicates they are excluded but no exclusion is recorded.  See attendance above.

The DfE’s very late changes to the exclusions aspects of their specification are relevant here, which means that the above is only completely achieved in the software after the application of a database patch and series 1400 fileset (to be provided ASAP).

Infant classes

Number of teachers on PPA (Planning and Preparation Time) or LMT (Learning Manager Time)

Number of pupils admitted under the relevant exception category.

Two validation rules added

Validation error 1245: Number of teachers on PPA can only be returned from schools with a phase of ‘PS’ or ‘AT’, and may only be present where either Keystage equals 1 or the year group equals ‘R’

Validation error 1250: Infant class size exceptions can only be returned from schools with a phase of ‘PS’ or ‘AT’, and may only be present where either Keystage equals 1 or the year group equals ‘R’

Post-16 learner support (secondary schools only)

Post-16 pupils who have been awarded Vulnerable Group and/or Discretionary Bursary funding from 01/08/2019 to 16/01/2020

Notional start of academic year 2019/20 to School Census Spring 2020 reference date.

Collection date range moved on one year compared to School Census Spring 2019.

Updated 25/11/2019 at 18:00 Do schools still need to enter exclusion reviews data?

Even though the DfE have confirmed that they will not be collecting exclusion reviews data in the remaining two school censuses of

2019/2020

, we believe that there are two very good reasons why schools should continue to enter exclusion reviews data.

  1. Schools have a legal duty to carry out and record the review procedure for all permanent exclusions.
  2. If schools fail to record the final outcome of the review procedure for a permanent exclusion, the software will not be able to discharge schools legal duty to report on exclusions in the school census.

Although it will not be possible for the DfE to detect either of these two legal failures in their census validation, they could certainly be detected during OfSted inspections.

Added 25/11/2019 at 17:30 Confirmation from the DfE regarding changes to the collection of exclusions and exclusions reviews data

Please note the following excerpt from the DfEs second update for Autumn School Census 2019.

Collection of exclusions and exclusion reviews data

From Spring 2020 we will collect two terms’ worth of exclusion data at each census (as per current Autumn census) pending a quality review with the potential to move to just one term in arrears data after 2020/21.

Information on exclusions review data will not now be collected from Spring 2020. Because we expect schools to provide data about an exclusion only after it has been upheld by the governing body or Independent Review Panel (IRP) rather than as soon as the head teacher has excluded the pupil, analysis suggests that some permanent exclusions will not have been upheld in time for the one-term in arrears census. This will be reviewed for collection in the 2020/21 academic year.

Updated 15/11/2019 16:55 Relevant dates

All date ranges are inclusive.

Census reference date

16/01/2020

DfE notional summer term 2019

From 22/04/2019 to 31/07/2019

DfE notional autumn term 2019

From 01/08/2019 to 31/12/2019

DfE notional spring term 2020

From 01/01/2020 to 12/04/2020

Attendance

Collected from 01/08/2019 to 31/12/2019

Exclusions

Collected from 01/09/2019 22/04/2019 to 31/12/2019

Eligibility for FSM

Collected from 04/10/2019 to 16/01/2020

Learner support (bursary funding for 16-19 year olds)

Collected from 01/08/2019 to 16/01/2020

Census Times

Last digit of the departmental number:

Selected time
0, 1 or 5 The selected time is one hour after the start of afternoon school
2, 3 or 6 The selected time is one hour after the start of morning school
4, 7, 8 or 9 The selected time is one hour before the end of morning school

For instance, 383 2449 typically that means it would be run for 11:00 am.

CES (Catholic Education Service) Census (England and Wales).

CES (Catholic Education Service) Census (England and Wales).

 

Catholic Education Service website (External Link)

SIMS Returns – School Workforce Census (England)

School Workforce Census 2019

 

Preparing for the School Workforce Census 2019

Producing the School Workforce Census 2019

School Workforce Census Validation Errors

 

Added 16/10/2019 at 08:45 – Validation rules 2850 and 2830 are only included in DfE COLLECT validation

The two validation rules described below are included in DfE COLLECT validation and not in DfE school validation.  This is because the DfE’s school validation only has access to the return files and these two validations are making use of properties of the QANs that are not included in the return file.  However, the official end dates for the QANs are displayed in Maintain Course.

2850 – The learning aim start date is after the date that certification for this qualification closed.

2830Q – Please check: the learning aim start date is after the learning aim approval end date. Pupils should not be enrolled on learning aims that are no longer approved for new enrolments.

Added 15/10/2019 at 12:00 – Issues where pupils leave at the end the academic year and return as guests at the start of the next academic year

Where a pupil has left a school and has return as a guest, their current DOA and DOL will reflect their status as a guest.  In most cases this does not cause problems for our census application, as we can use the previous school history records to determine the DOA and DOL from the earliest date the pupil was on roll at the school without having been on roll at a difference school.  However, there can be issues where a pupil leaves the school at the end of one academic year and returns as a guest at the start of the next academic year, without any records to indicate that they were on roll at another school between leaving from on roll and return as a guest.  Such a situation results in the pupil not being treated as a leaver, which then triggers one of more of the following validation errors.

  • Error 1992: Pupil has at least one learning aim which was active during the current year but there are no planned learning hours recorded for the current academic year
  • Error 2005: Pupil’s NC year on leaving is not a valid value for pupils who have learning aims or is missing
  • Error 2795: For pupils no longer on roll the learning aim status must be 2 (completed), 3 (withdrawn) or 4 (transferred)

In most cases a school can work around this problem by added a previous school history record to indicate being at another schools during the holiday period, but were this is not possible, or is considered unacceptable, we will provide a patch to revise or logic for calculating DOA and DOL for the census.  I will let you know when the said patch is available.

Updated 15/10/2019 at 09:30 – Validation Error 2335 (Permanent exclusion appears for pupil still on roll)

When this validation occurs in the SIMS 7 system there are two possible reasons.

  1. A permanent exclusion has completed its final review and is being reported in the census, but the school has not reflected this in the date of leaving for the pupil.
  2. A permanent exclusion is still under review, but is being reported in the census.

Reason 1 above is solved by entering a DOL before the census date for the pupil with the permanent exclusion.

Reason 2 above will be solved via patch 25330, which is in the final stages of code review and should be available in the near future.  We are treating provision of this patch as matter of urgency.

Once the patch has been applied, only permanent exclusions for the period from the 1st January 2019 to the 31st August 2019, where the final review details have been recorded, will be included.  With this in mind, we will make this patch available on request only, although we will certainly not prevent a school that does not have error 2335 from applying the patch.  From School Census Spring 2020 onwards our application will include this patch, so it will be important that schools fill in all details of the review process from 1st September 2019 onwards, even if they have previously recorded this data in other ways.

Currently Reason 1 above is by far the most common reason for the error, with only a handful of cases for Reason 2.

Updated 09/10/2019 at 15:25 – Validation Error 3046 when prior attainment result is NR (Not Required) or G

The DfE has confirmed that validation error 3046 will trigger when it should not for a prior attainment value of NR (Not Required) or G. The DfE has corrected this mistake for their COLLECT validation, but will not be correcting this mistake for their school validation.

Updated 04/10/2019 at 13:10 – Validation Error 3046/7 (previous prior attainment)

The DfE has clarified its specification to indicate that prior attainment for 2018/19 is required for any pupil on roll in year 12 or above in the 2018/19 academic year (01/08/2018 – 31/07/2019) regardless of whether they were included in the 2018 autumn census.

The Post-16 Prior Attainment application provided with the SIMS 7 Summer Release 2019 only includes pupils for 2018/19 who were included for School Census Autumn 2018.  Patch 25301 is available from SOLUS 3 and, once applied, will ensure that the extra pupils referred to are included in the Post-16 Prior Attainment application.  These extra pupils will be displayed in the application ready for the highest grade data to be added manually.

Added 04/10/2019 at 11:30 – Validation Query 2502 (Zero possible attendance)

We understand that this query is not operating correctly for the DfE school validation, in that it will not take account of zero attendance for pupils on roll at same point in the summer term if they are off roll for the census reference day (03/10/2019).  The DfE will not deal with this problem for their school validation, but has done so for their COLLECT validation.

Added 01/10/2019 at 12:15 – Validation Error 1886/7 (previous planned hours)

The DfE has clarified its specification to indicate that planned hours for 2018/19 are required for pupils who have learning aims reported for 2018/19 but joined the school between the 05/10/2018 (after the 2018 reference date) and the 31/07/2019.

You will find that these pupils are already included in our Post-16 Programme of Study application, but their learning hours will need to be added manually as our calculation as at the 04/10/2018 will indicate no hours for such pupils.

Added 27/09/2019 at 22:40 – Issue for special schools

Unfortunately, we are including the Full Time Employment tag for special schools when it should not be included for such schools.  This problem will be dealt with by Fileset 1306, which will be provided via SOLUS 3 and My Account ASAP.

Added 26/09/2019 at 17:05 – Validation of ‘previous’ prior attainment and planned hours

Please note that we have contacted the DfE regarding the following validation errors, as we believe that they are being triggered by lack of data in circumstances where the DfE specification indicates that such data should not be included.

3046 and 3047 (previous prior attainment)
1886 and 1887 (previous planned hours)

 

Updated 20/09/2019 at 14:10 – DfE baseline validation and summary report (Fileset 1304)

Fileset 1304 is available from SOLUS 3 and will deliver the baseline version of the DfE validation and summary report.  This baseline includes no significant changes compared to the Beta.  Unfortunately, the heading in the DfE summary report still indicates Beta, although this is now the baseline version.  We have warned the DfE that indicating Beta in the full version will cause confusion and annoy many headteachers, but the DfE has no plans to correct this error on their part.  Further details are available from the ‘SIMS Newsfeed – Series 1300 Filesets for SIMS Summer Release 2019’, which is available from Here.

Added 30/07/2019 at 16:00 – DfE validation and summary report

The SIMS Summer Release 2019 includes version 0.2 of the DfE validation and summary report, which is a Beta.  The DfE Beta takes account of most changes to date for 2019, but does not take account of other changes the DfE has made for 2019, e.g. validation error 4410 will fail for all staff where ‘Other Support Staff’ is reported in the Census.

Added 08/07/2019 at 13:00 – Main changes compared to SWC 2018

Key Dates for the School Workforce Census

Routines | Statutory Returns | School Workforce Census

  • Census date: 07/11/2019
  • Absence collected from 01/09/2018 to 31/08/2019
  • Continuous contracts collected from 01/09/2018 to 07/11/2019.

New Vacancy Post

Routines | Statutory Returns | School Workforce Census

  • The post name ‘(APP) – Apprentice Teacher’ is now available for selection from the Vacancies on Census Day panel.

Changes to Staff SWR Posts

 Staff SWR Posts – Code  Staff Category  Status
 Apprentice Teacher (APP)  Contracted teacher  Active (New)
 Leadership Non Teaching (LNT)  Contracted other support staff  Active (New)
 Other Support Staff (OSP)  Contracted other support staff  Active (New)
 Support Staff (SUP)  Contracted other support staff  Inactive

 

The Support Staff (SUP) code has been made inactive but will still be collected and then converted to Other Support Staff (OSP) in the return.

The following data items are not required if the staff SWR post is Other Support Staff (OSP):

  • Qualification code
  • Subject code
  • Category of Additional Payment.

School Workforce Census Filenames

To comply with the DfE requirements, SWC has been removed from the School Workforce Census filenames and replaced with SWF, e.g. 999XXXX_SWF_823LL19_001_Basic_Details.XML.

The filenames affected by this change are the .una, .xml and .int files, as well as all reports (including the validations error summary).

 

General Useful Links

Series 1300 Filesets for SIMS Summer Release 2019

15 Jul 14:45 SIMS Newsfeed – Series 1300 Filesets for SIMS Summer Release 2019

School Census Autumn 2019 (State Schools in England)

Added 27/09/2019 at 21:25 – Fileset 1306

Fileset 1306 will be made available from SOLUS 3 and as a download from Here.

This fileset will provides the following change compared to Fileset 1305.

School Census Autumn 2019 (State Schools in England)

Deals with a mistake on our part that results in validation error 2717 for special schools.

School Workforce Census 2019 (State Schools in England)

No change.

Other

No change.

 

Updated 27/09/2019 at 18:00 – Fileset 1305

Fileset 1305 is available from SOLUS 3 and as a download from Here

This fileset provides the following changes compared to Fileset 1304.

 

School Census Autumn 2019 (State Schools in England)

No change.

School Workforce Census 2019 (State Schools in England)

No change.

Other

No change.

 

Updated 18/09/2019 at 18:10 – Fileset 1304

Fileset 1304 is available from SOLUS 3 and as a download from Here

This fileset provides the following changes compared to Fileset 1303.

Attendance Collection 2019 (Maintained Schools in Wales

No change.

DENI Returns 2019 (Maintained Schools in Northern Ireland)

No change.

NDC 2019 (Maintained Schools in Wales)

No change.

School Census Autumn 2019 (State Schools in England)

DfE baseline validation and summary report.

School Workforce Census 2019 (State Schools in England)

DfE baseline validation and summary report.

Post-16 Returns 2019 (Maintained Schools in England)

No change.

SWAC 2019 (Maintained Schools in Wales)

No change.

Other

No change.

 

Updated 01/08/2019 at 11:55 – Fileset 1302

Fileset 1302 is available from SOLUS 3. It includes the following changes compared to Fileset 1300.

School Census Autumn 2019 (State Schools in England)

Beta version of the DfE validation (Beta of the DfE summary report is not included)

School Workforce Census 2019 (State School in England)

No change.

Other

Deals with the problem caused to the Exams PI report by Fileset 1301.

 

School Census Autumn 2019 (State Schools in England)

No change

School Workforce Census 2019 (State School in England)

No change.

Other

Deals with the problem caused to the Exams PI report by Fileset 1301.

Updated 17/07/2019 at 14:50 – Fileset 1301

*** Withdrawn ***

We have received a report that importing Fileset 1301 breaks the PI Report, which will be used by many secondary schools.  We are withdrawing the fileset while we investigate.  Such a problem with Fileset 1301 could be solved by the import of a replacement fileset (1302).

Fileset 1301 is available from SOLUS 3. It includes the following changes compared to Fileset 1300, which was included with the SIMS 7 Summer Release 2019.

School Census Autumn 2019 (State Schools in England)

Beta version of the DfE validation and summary report.

School Workforce Census 2019 (State School in England)

No change.

 

School Census Autumn 2019

Census reference date 3rd October 2019

Updated20/09/2019

School_Census_Summer_2019_(England)_-_Overview-pptx

Preparing for the School Census Autumn 2019 Return English Primary, Nursery and Special phase schools.

Preparing for the School Census Autumn 2019 Return English Secondary phase schools.

Preparing Post 16 Data for the School Census Autumn 2019 Return English Schools with a Sixth Form.

Producing the School Census Autumn 2019 Return English Nursery Schools.

Producing the School Census Autumn 2019 Return English Special Schools.

Producing the School Census Autumn 2019 Return English Primary/Middle deemed Primary Schools.

Producing the School Census Autumn 2019 Return English Secondary/Middle deemed Secondary Schools.

Producing the School Census Autumn 2019 Return English All-Through Schools.

Producing the School Census Autumn 2019 Return English Pupil Referral Units.

Validation Errors and Resolutions School Census – Academic Year 2019/2020.

Added 01/10/2019 at 12:15 – Validation Error 1886/7 (previous planned hours)
The DfE has clarified its specification to indicate that planned hours for 2018/19 are required for pupils who have learning aims reported for 2018/19 but joined the school between the 05/10/2018 and the 31/07/2019.

 

You will find that these pupils are already included in our Post-16 Programme of Study application, but their learning hours will need to be added manually as our calculation as at the 04/10/2018 will indicated no hours for such pupils.

 

Added 27/09/2019 at 23:00 – Validation Error 3046 when prior attainment result is NR (Not Required)
The DfE has confirmed that validation error 3046 will trigger when it should not for a prior attainment value of NR (Not Required).  The DfE has corrected this mistake for their COLLECT validation, but will not be correcting this mistake for their school validation.

Added 27/09/2019 at 22:40 – Issue for special schools
Unfortunately, we are including the Full Time Employment tag for special schools when it should not be included for such schools.  This problem will be dealt with by Fileset 1306, which will be provided via SOLUS 3 and My Account ASAP.
Added 26/09/2019 at 17:05 – Validation of ‘previous’ prior attainment and planned hours
Please note that we have contacted the DfE regarding the following validation errors, as we believe that they are being triggered by lack of data in circumstances where the DfE specification indicates that such data should not be included.

3046 and 3047 (previous prior attainment)
1886 and 1887 (previous planned hours)

Updated 20/09/2019 at 13:50 – DfE baseline validation and summary report (Fileset 1304)
Fileset 1304 will deliver the baseline version of the DfE validation and summary report.  This baseline includes a great many improvements to the DfE validation and summary report.  Further details are available from the ‘SIMS Newsfeed – Series 1300 Filesets for SIMS Summer Release 2019’,

 

Updated 13/03/2019 14:05 Expected changes compared to 2018

Exclusions

Items collected for 2018 will also be collected for 2019, but will be collected for one and two terms previous rather than just two terms previous.  From the spring census onwards this data will be collected for just one term previous.

Lunch time exclusions will no longer be collected.

The DfE will expect the following data items to be stored by schools from the start of academic year 2019/2020 onwards, but this CANNOT be collected in School Census Autumn 2019 as this will collect exclusion data for the last two terms of academic year 2018/19 which is subject to CBDS for 2018/19 where this data was not specified.

Exclusion review date

Exclusion review result

Exclusion reinstatement date

Exclusion review SEN expert

Post 16 Planned Hours

Items collected for 2018 will also be collected for 2019.

The following items will be collected in addition to those collected for 2018

Planned learning hours (qualification hours) previous year [to enable corrections to be reported]

Planned employability, enrichment and pastoral hours (non-qualification hours) previous year [to enable corrections to be reported]

Post 16 Prior Attainment

Items collected for 2018 will also be collected for 2019.

The following items will be collected in addition to those collected for 2018

Maths GCSE highest prior attainment previous year [to enable corrections to be reported]

English GCSE highest prior attainment previous year [to enable corrections to be reported]

Updated 25/01/2019 11:10 Relevant dates

All date ranges are inclusive.

Census reference date

03/10/2019

DfE notional spring term 2019

From 01/01/2019 to 21/04/2019

DfE notional summer term 2019

From 22/04/2019 to 31/07/2019

DfE notional autumn term 2019

From 01/08/2019 to 31/12/2019

Attendance

Collection from 22/04/2019 to 31/07/2019

Exclusions

Collected from 01/01/2019 to 31/08/2019

Eligibility for FSM

Collected from 17/05/2019 to 03/10/2019

Post-16 Learning Aims

Collected from 01/08/2018 to 03/10/2019

CTF 18 (England and Wales) and CME files (England only)

Items related to the CTF import contact issue are excluded from the newsfeed, as specific information for that area is available from our CTF 17/18 Contact Issue newsfeed.

 

IMPORTANT: 2019 Spring Release awareness regarding CTF imports

28/06/2019

Date 02/07/2019 13:00

Following our previous note regarding CTF imports for SIMS Spring 2019, we can confirm that a patch to address this will be available by Friday 5th July.

The patch will be included in the SIMS Summer 2019 release and will not affect those that have already applied the patch to the SIMS Spring 2019 release. The SIMS Summer 2019 release will be delayed until next week (w/c 8th June) as a result.

 

28/06/2019

We have identified a specific scenario which has affected CTF imports for a handful of schools who have taken the SIMS Spring 2019 release.

The specific scenario arises when a contact exists in SIMS and an imported CTF contains this existing SIMS contact (e.g. sibling) and a new contact with the same surname, forename and gender.  Following the CTF import the new contacts telephone number and email address are appended to the existing contact held in SIMS. The pupil associated with the new contact (in the CTF file) is also incorrectly linked to the existing contact held in SIMS.

A database patch which addresses this scenario has been developed and is currently being tested.  Testing will continue over the weekend and we will provide a further update on Monday 1 July.  Our advice is not to use the CTF mechanism to import pupil and contact details from other schools until this database patch is available and applied to SIMS.

Capita ESS apologises for any impact to our customers that may be affected.  We will keep you informed as information becomes available. 

 

Update 04/04/2019

IMPORTANT: SIMS 2019 Spring Release – CTF Incident (Update on 08 April 2019)

 

IMPORTANT: SIMS 2019 Spring Release – CTF Incident (Update on 08 April 2019)

SIMS Spring 2019 Database Patch 24836 is available via Solus and addresses a CTF issue identified with the SIMS 7 Spring 2019 Release 7.186 which has been raised by one school. Once the SIMS Spring 2019 Release is applied please also apply Patch 24836 to prevent this potential CTF issue.  For Capita Hosted SIMS 7 customers, the Spring 2019 Release was applied on 29th March and Patch 24836 is scheduled to be deployed overnight on 8th April.

If you are on the SIMS Spring 2019 Release and have since imported a CTF which included contact addresses, then please contact your usual support provider for more information.

 

IMPORTANT: 2019 Spring Release – CTF Incident (Update on 04 April 2019)

Our investigation is now complete following our communication yesterday (03 April 2019) about the CTF incident.  A patch will be available early next week for schools who have taken the Spring 2019 Release.

Once the SIMS Spring update is taken please apply this patch to ensure the potential CTF issue is addressed.  For Capita Hosted SIMS customers, the Spring release was applied on 29th March and the patch will be applied as soon as it is available.

Once again Capita ESS apologises for any concern or impact to our schools and their support partners that may have arisen from this incident.

Please see My Account if you would like specific further details on the incident or contact your local support unit.

IMPORTANT: 2019 Spring Release – When this unique CTF Incident occurs (Update on 04 April 2019)

 

If a school imports a CTF into the SIMS Spring 2019 release that contains a person with an incomplete address that is missing all of the following:

  • house name or number
  • apartment number
  • Postcode

The incomplete address details will be inserted into any learner contacts being added by the CTF file who have no address record.  In other words, incorrect partial data would be inserted into all blank addresses against new contact records.

Also incomplete address details will be inserted into SIMS where a learner contact already exists in SIMS and the same learner contact is present in the CTF, and neither have an address record.  In other words, incorrect partial data would be inserted into a blank address against an existing contact record.

“Street Name”, “Locality”, “Town” and “Region” information (i.e. partial address) would be transferred in both instances.

CTF_customer_FAQ.

 

29/03/2019 at 13:00 – LA boundary changes

As you probably know, our SIMS 7 Spring Release 2019 put in place the revised list of LAs, which includes 838 (Dorset) and 839 (Bournemouth, Christchurch & Poole). From the 01/04/2019 the DfE expects these new LA numbers to be used for CTF imports and exports. In a few cases a new establishment number has also been allocated.

14/02/2019 at 12:25 – CTF versions supported

01/08/2018 to 31/07/2019 (inclusive)
File version 17

Import only

File version 18

Import and export

Updated 20/09/2018 at 10:45 – Service child concerns (England only) – Patches Available

The Summer release added a grid for Service Children Concerns to the Addition Information panel of Pupil Details to allow schools to record concerns that the current school or previous school had regarding a child with a parent serving in the Armed Forces. The Concerns are held completely separately to the Service Children in Education flag, as it is quite possible for a pupil to have been a service child in the past but for them to no longer be a service child. If a record exists indicating a concern for an earlier date, it might be sensible for a school to add a record for a later date to indicate ‘no concerns’ on that date. It might also be sensible to enter a ‘no concern record’ when a pupil is currently a service child. However, it is not advisable to add ‘no concerns’ records for pupils who are not currently and have not previously been a service child, as this might be taken to indicate that they were previous a service child with a concern.

CTF 18 was updated to include the export and import of the Service Children Concerns but unfortunately there is an issue with our CTF 18 Export routine that results in ‘no concern’ records being added to the file when the Service Children Concerns table is blank. On import these become ‘no concern’ records for pupils who may never have been service children.  Two patches are available to support units on SOLUS 3 to deal with this issue.

  1. Patch 24298 corrects the coding mistake in CTF 18 Export so that ‘no concern’ is only included in the CTF file when ‘no concern’ has been entered by the exporting school.  This patch does not change CTF 18 Import, as there is no way for the software to distinguish between ‘no concerns’ included because of our mistake and the inclusion of legitimate ‘no concerns’.
  2. Patch 24313 removes any ‘no concerns’ records that are found in SIMS where a record does not also exist indicating an actual ‘concern’.

The Service Children Concerns are not included in information sent to the DfE in the School & Pupil Census returns.

Added 04/09/2018 at 12:40 – CME files for leavers (England only)

Some schools are concerned that they forgot to use CTF functionality to provide CME (Children Missing Education) files to their LA for pupils who left the school at the end of the academic year.  Although this may well be an issue for some of the schools in this position, it is also possible that this is not an issue.  There are two possible reasons why this may not be an issue.

  1. The government legislation for CME only insists on information being provided outside of normal phase transfers and many of the pupils who left the school at the end of the year may will have been for a normal phase transfer, e.g. leaving a primary school at the end of year 6 to join a secondary school for the start of year 7.  However, some LAs will always ask for the CME leavers information as end of phase transfer can be difficult to define, e.g. LAs with tradition independent schools may have pupils transferring from prep school to pupil schools at age 14.
  2. The government legislation for CME only insist on the information being provided and CTF is just one of several ways in which such information can be provided, e.g. some LAs provide a website for entering the necessary information.

Added 03/09/2018 at 17:15 – ULN and URN

On the 1st August the CTF version moved on by one year as normal. This means that CTF Export will provide CTF 18 format files, rather than CTF 17 format files, and CTF Import will accept CTF 17 and 18 format files, rather than CTF 16 and 17 format files. The main impact of introducing the CTF 18 format files is that the school’s URN (Unique Reference Number) is mandatory, in addition to the school’s Establishment Number (LA number + school number).

We understand that the CTF files provided via S2S for adding ULN (Unique Learner Number) for learners is still in CTF 16 format, that is no longer supported for CTF Import. The DfE will be dealing with this matter shortly, but for the moment we must caution against making manual changes to the file names and content of CTF files to ‘trick’ CTF Import into accepting them, as the formats for CTF 16 and CTF 18 are not compatible.

Added 02/08/2018 at 18:00 – The CTF 17 newsfeed will be maintained beyond it normal closure date of 1st  August

As you know, for all schools that have upgraded to the SIMS 7 Summer Release 2018, CTF Export will use the format for CTF 18 instead of CTF 17 from the 1st August.  My normal procedure would be to reflect this in the My Account notification area by making the newsfeed for CTF 17 unavailable.  However, this year I will leave the newsfeed for CTF 17 available so that all items related to our problem with CTF import of contact data is kept available from a single newsfeed.

I have added a link from this newsfeed to the CTF 17 newsfeed and I have also added a link from the CTF 17 newsfeed to this newsfeed.

Added 23/03/2018 at 12:10 – Change Requests 

After the Easter break my colleagues and I will be going through the change requests logged by customers to help decide what improvements would should be making in the future.  With that in mind I recommend you view existing change requests for CTF and add votes and new items to ensure that your wishes are taking into account.  I have outlined below some the methods I have found helpful for viewing and updating the change request for CTF.

Viewing CTF Change Requests

  1. Go to the My Account home page and click on Customer Services | View Change Requests.
  2. Select ‘CTF (Excluding NI)’ as the Product and add further filters as necessary before clicking on Search.
  3. Browse the existing change request and click on any where you want to Agree or Disagree.

Adding CTF Change Requests

  1. Either click the Change Request button in View Change Requests or go the My Account home page and click on Customer Services | Log a Change Request
  2. Make sure that you select ‘CTF (Excluding NI)’ as the Product and fill in the remaining fields as necessary.
  3. If you have any particular opinion as to whether your request should be looked at for SIMS 7 only or SIMS Primary only, you should ensure that you mention this in the description of the request.  If you don’t specify SIMS 7 or SIMS Primary we will take it that you are requesting for both.

Added 22/03/2018 at 09:00 – Overview Presentation

Please note that version 1.0 of the CTF 18 Overview presentation is available as a ZIP from My Account.  Most of the content of this presentation will be relevant to England only, as the WG has decided that the new items will not apply to school in Wales.

 

Assessments - Frequently Asked Questions & Common Errors

Guidance on determining which pupils to include in the assessment cohort – EYFS, Phonics, Key Stage 1 and Key Stage 2

Contents:

  1. New Starters guidance Recent arrivals on roll - New pupils from overseas or with English as an additional language
  2. Pupils with English as an additional language
  3. Pupils arriving and leaving during test periods/test weeks guidance
  4. Pupils Out of year

SECTION ONE - NEW STARTERS - EYFS, Phonics, Key Stage 1 and Key Stage 2

Includes recent arrivals on roll, pupils from overseas, and pupils arriving or leaving during the spring or summer terms

Recent arrivals on roll

KS2
All pupils who sit the KS2 tests at your school must have teacher assessments submitted.
All pupils working below (B) the standard of the tests must have teacher assessments submitted, using the Pre-key Stage Framework.

Pupils whose performance cannot be established because they have just arrived in school

Schools may not have enough time before the tests to determine a pupil’s abilities or whether they are working at the overall standard of the tests. Where this is the case, the pupil must be registered in the ‘Pupil Registration’ section of NCA tools but should not take the test. They should be marked as ‘J’ (just arrived) on the attendance register.

Examples of pupils who may fit this category include:
• pupils who have arrived in school during the weeks immediately before the tests • pupils who have recently come from a different education system

(If a test is administered to a pupil who has just arrived in school, the pupil should be marked as ‘present’ and their test script must be returned for marking.)

Schools will be able to apply to then remove these newly arrived pupils during the KS2 Tables Checking exercise in September. The DfE will check each request and advise the school of the outcome.

Relevant criteria (from 2018 Tables Checking Guidance)

  • If a pupil joined the school on or since the first day of summer term (for most areas this will be 16 April 2018, but may vary ), then you may apply for them to be removed from our calculations – this may happen automatically if the school they have left has asked to include them in their own figures.
  • If you have recorded the status of a pupil as just arrived on the attendance register and you want to remove the pupil record from your school accountability measures, you must provide details of when the pupil arrived at the school.

KS1
All pupils who sit the KS1 tests at your school must have teacher assessments submitted.

If a pupil is working below the standard of the tests and KS1 Teacher Assessment Frameworks, they must be teacher assessed using the Pre-key Stage Standards.

Phonics

All pupils who sit the Phonics Screening Check at your school must have their score submitted.

EYFS

All pupils who are on roll up to the start of the late May half term should have their EYFS assessments submitted.
Pupils who arrive AFTER 31st May do not need to be submitted in the EYFS assessments. If the pupil has moved from another school, the previous school would have submitted the data.

If a child is going to remain in the EYFS the following year, you would not submit EYFS Profile judgements for them. You only submit Profile judgements if the child is moving into KS1.

New pupils with English as an additional language – general information

KS2

Pupils with EAL must be registered for the KS2 tests even if there is a valid reason why they will not take them.

Schools will be able to apply to then remove these pupils with English as an additional language if they meet the relevant criteria, during the KS2 Tables Checking exercise in September. The DfE will check each request and advise the school of the outcome.

Relevant criteria (from 2018 Tables Checking Guidance)

  • they were admitted to an English school for the first time on, or after, the start of the 2016 to 2017 academic year; and
  • they arrived from overseas prior to their admission; and
  • English is not an official language of the country they came from; and
  • English is not their first language

KS1

Teachers may not be able to provide a full TA judgement for some pupils, for example, if they have recently arrived from overseas or because of long periods of absence. Schools will still need to report a relevant TA code for these pupils when they submit their TA data.

There is no facility to apply to remove these pupils from school data for KS1 – they must be included in the assessment data.

Phonics

Pupils should not take the Phonics check if they have recently moved to the country and are unable to understand letters and sounds in English

EYFS

Teachers may not be able to provide a TA judgement for some pupils, for example, if they have recently arrived from overseas or because of long periods of absence. Schools will need to report TA code ‘A’ for these pupils when they submit their TA data.

There is no facility to apply to remove these pupils from school data for EYFS – they must be included in the assessment data.

SECTION TWO - Pupils with English as an additional language

KS2 - English tests & assessments

If pupils cannot communicate in English, they will be working below the overall standard of the English tests and should not take them. In order to make a TA judgement, these pupils should be assessed using the pre-key stage standards if they are working below the lowest standard in the relevant framework

KS2 - Mathematics tests & assessments

To establish a pupil’s abilities in mathematics, teachers and language support staff should work together to translate national curriculum work into the pupil’s preferred language.
If a pupil is working at the standard of the mathematics tests, the school should consider using access arrangements to enable the pupil to take the tests. Care should be taken to ensure that any translation does not provide additional support or understanding of mathematical terms.
Pupils working below the overall standard of the mathematics tests should not take them. They should be marked as ‘B’ on the attendance register. These pupils should be assessed using the pre-key stage standards

KS1 - English tests & assessments

If pupils cannot communicate in English, they will be working below the overall standard of the English tests and should not take them. In order to make a TA judgement, these pupils should be assessed using the pre-key stage standards

KS1 - Mathematics tests & assessments

To establish a pupil’s abilities in mathematics, teachers and language support staff should work together to translate national curriculum work into the pupil’s preferred language.
If a pupil is working at the standard of the mathematics tests, the school should consider using access arrangements to enable the pupil to take the tests. Care should be taken to ensure that any translation does not provide additional support or understanding of mathematical terms.
Pupils working below the overall standard of the mathematics tests should not take them. These pupils should be assessed using the pre-key stage standards

Phonics tests

Pupils should not take the Phonics check if they have recently moved to the country and are unable to understand letters and sounds in English
Schools must submit data for all pupils including those that should not take the check. Pupils who do not take the check should be marked as ‘D’ (headteacher decided it was inappropriate for the pupil to take the check).

EYFS assessments

Practitioners need to find out as much as they can about a child’s prior language experience and any education they have received elsewhere.

Within the EYFS profile, the ELGs for communication and language, and for literacy, must be assessed in relation to the child’s competency in English. The remaining ELGs may be assessed in the context of any language – including their home language and English.

SECTION THREE - PUPILS WHO LEAVE BEFORE, DURING AND AFTER THE TEST WEEK/TEST PERIOD – EYFS, PHONICS, KEY STAGE 1 AND KEY STAGE2

Key Stage 2 (unchanged from 2018)
If a pupil sits the Key Stage 2 TESTS at your school, then your school must submit the Teacher Assessments (TA) for that pupil

Examples:

Change of school before KS2 test week
If a pupil changes school before the test week, the receiving school must submit TA data for the pupil.
Change of school during the KS2 test week
If a pupil changes school during the KS2 test week, the school where the pupil was registered at the beginning of the test week must submit TA data for the pupil.
(So, if a pupil joins your school AFTER the tests, you do NOT need to submit the TA for that pupil – the losing school should be submitting the TA for that pupil
Change of school after the KS2 test week
If a pupil changes school after the KS2 test week, the school where the pupil was registered during the KS2 test week must submit TA data for the pupil.

Key Stage 1

If a pupil sits the Key Stage 1 TESTS at your school, then your school must submit the Teacher Assessments (TA) for that pupil

Examples:
Change of school before KS1 test period (updated for 2019)
If a pupil changes school before Tuesday 1st May, or a pupil who has not been as a previous school joins during the test period the receiving school must administer the KS1 tests to the pupil and submit TA data for them.
Change of school during KS1 test period
If a pupil changes school during the KS1 test period in May 2019, the receiving school must find out which tests have already been administered to the pupil and administer any remaining tests. The school where the pupil was registered (on-roll) for the greater number of school days in May should submit TA data for that pupil to the LA.
Change of school after the KS1 test period

  1. If a pupil changes school after Thursday 31st May, the school where the pupil was registered during the KS1 test period must submit TA data.
  2. If a pupil leaves your school BEFORE 31st May 2019 (start of half-term), but has no expectation of starting at the new school until AFTER half-term (e.g. due to house-move, etc), you should still submit assessments for that pupil

Phonics

If a pupil sits the Phonics test at your school, then your school must submit the Phonics results for that pupil.

Examples:

Pupil leaves your school straight after the Phonics test

If a pupil leaves your school straight after the Phonics test, you still need to submit the Phonics test results for that pupil, even though the submission deadline is 3-4 weeks later

Pupil arrives at your school during test week

If a pupil joins your school straight after the Phonics tests, you need to verify with the old school if they sat the Phonics test:

  • If they did sit the test at their old school, then you do NOT need to submit the Phonics test results for that pupil – the losing school should be submitting the results for that pupil
  • If they did NOT sit the test at their old school, then you should administer the Phonics test (but before 21st June), and submit the Phonics test results for that pupil

Last Update: 07/02/2019

EYFS (unchanged from 2018)
If a pupil transfers schools before the summer half-term holiday, the new school/setting must report the pupil results to its LA.
If a pupil transfers schools during the second half of the summer term then the previous school is responsible for reporting to the LA.

Last Update: 07/02/2019

SECTION FOUR - PUPILS OUT OF YEAR

Pupils out of Year - EYFS, Phonics, Key Stage 1 and Key Stage 2

There are specific rules about what to do with pupils who are Out-of-Year – i.e. pupils who are not in the Year Group of their date of birth. Generally, you submit assessments based on the year they are TAUGHT in.

Terminology:
Chronological Year – the Year Group based on the pupil’s date of birth
Year Taught – the Year Group the pupil is actually taught in (regardless of the date of birth)
Held Back – a pupil who is going to repeat a year is described as being Held Back – so NOT

going on to the next Key Stage yet

General Guidelines:

  • You must be sure that the pupil will be held back – you must not miss submitting assessments for them:
  • A pupil must not have two lots of assessments submitted – BUT you must not miss entering a pupil’s assessment. (but see below about Phonics)

Note: If there is a late decision to hold the pupil back for next year, and the assessments have already been submitted – contact the Data Team to discuss if the assessments submitted can be nulled. If they can – then the pupil can be assessed next year. If they can’t be removed – then the pupil can repeat the year next year – but you can NOT submit another set of assessments for them.

Submitting assessments principles

If a pupil is to be held back/is to repeat a year:
• At the end of the year – do NOT submit assessments for the pupil
• At the end of the year held back* – DO submit assessments for the pupil

*If a pupil is going to repeat a year for a third-year contact the LA Data Team for advice
If the pupil was held back - and assessments were submitted in the previous year – do NOT submit assessments again If a pupil IS going to move to the next year, but you are unable to assess them, you can use A – for Absent / unable to Assess (D for Phonics)

Change the MIS

If a pupil is to be held back/is to repeat a year:
Change the year group to the year the pupil is TAUGHT IN (and not their Chronological Year Group This will ensure the pupil shows up in any pupil lists produced by the MIS

Submitting the Assessment Data

Check if the pupil’s assessments are included in the school assessment data:

    • If it has been agreed that the assessments are NOT to be submitted – then you must check

that the pupil’s data is NOT included in your school assessment data file

    • If it has been agreed that the child was to be held back last year (and assessments not

submitted) and is now being assessed in this current year - then you must check that the

pupil’s data IS included in your school assessment data file for this year
The LA provides provisional School Summary Reports for you to check – do check to ensure the right number of pupils have been included in your data file.

Example scenarios:

EYFS (KS1 and KS2 are similar)
A child in Reception year who would be expected to move on to Year 1 (start of KS1) at the end of the year has development issues. The teacher, headteacher and parents agree that the child should stay in Reception year for a further year:

    • This year - do NOT submit EYFS assessments for the child this year – do NOT include the pupil in your assessment data file.
    • Next year – after the pupil has repeated EYFS again, submit the EYFS assessments. (Each year check your School Summary Report to ensure you have the correct number of pupils in your report)

Last Update: 07/02/2019

Phonics

A child in Year 1, who would be expected to move on to Year 2 at the end of the year, has development issues. The teacher, head teacher and parents agree that the child should stay in Year 1 for a further year:

  • This year - do NOT submit a Phonics score for the child this year – do NOT include the pupil in your assessment data file. Next year – after the pupil has repeated Year 1 again, submit the Phonics scores
  • The year after (Year 2) - if the child did not reach the standard at Phonics, then re-test and submit their Phonics score
  • If the Phonics score was submitted in Year 1 (and didn’t reach the standard), and the pupil is then Held Back in Year 1, do NOT submit a Year 2 Phonics re-test score - wait until the pupil is Taught in Year 2 – and then submit the Phonics re-test score. (Do not submit a third Phonics score.) (But be careful of pupils who might “jump” from Taught in Year 1 straight to Year 3 – they will need to be re-tested)

Last Update: 07/02/2019

“End of Year Academic Year Information.”

End of Year Academic Year Information 2019/20

Primary School End of Year Procedures Summary

Primary School End of Year Procedures Detailed.

Secondary School End of Year Procedures Summary

Secondary School End of Year Procedures Detailed

Preparing for 2019/2020 Using Nova-T6 and Options Online to Prepare the Timetable

Independent Junior/Preparatory School End of Year Procedures

Independent Senior School End of Year Procedures