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Induction Manual


  • pg 1
									 Induction Manual for
Administrative Staff in
  Rotherham Schools
                                       Brief Overview of the Manual

This Induction Manual was developed by the Admin Focus Group as a way of supporting newly appointed
administrative, office and clerical staff in schools across Rotherham. It is not designed to replace existing
induction policies schools may have and is not designed to be an induction into the school; it is simply an aid
for inducting people into the role of school administrator. As the manual was developed for school admin staff
by school admin staff it contains useful information and guidance relevant to Rotherham schools, as well as
signposting information to other helpful sources of support.

Admin staff are encouraged to use this manual as a „starting point‟ and customise the content so that it is
appropriate their role and school. For example, it may be useful to include information such as the school
staffing structure, timings of the school day, term dates and so on.


Examples of Daily, Weekly, Termly, and Yearly Admin Related Tasks

Rotherham Learning Communities

Telephone Directory and Useful Contacts within the Local Authority

Training and Development Opportunities for School Admin Staff

Human Resources Information


Governing Body

SIMS Information

School Dinners

Financial Procedures

Safeguarding Information

The Portal and the Intranet

Glossary of Terms and Commonly Used Acronyms in School

                  Examples of Daily, Weekly, Termly, and Yearly Admin Related Tasks

Listed below are sample jobs that you may be required to undertake within your school or setting. The
examples have come from a variety of administrative roles within schools, and from a range of different
school settings including children‟s centres, primary, special and secondary schools. It is unlikely that an
individual member of administrative staff will be required to complete all of the below mentioned jobs,
however it will give an idea of the variety of tasks that take place within school settings. (Please add to and
amend the list as appropriate.)

Examples of…
Daily Jobs        Daily numbers to kitchen
                  Dinner monies into registers
                  Trip and milk monies
                  Write and send cheques – put on monthly return/school fund spreadsheet
                  File invoices/planning
                  Check First Aid
                  Distribute key messages
                  Pupil absence/attendance input into SIMS
                  Report attendance for students receiving EMA

Weekly Jobs       Print registers for pre-school
                  Staff sign-in sheet to be printed
                  SMSA Timesheets (Fridays)
                  Balance dinner monies and input to ET12 (Fridays)
                  ET12 to Education Catering (Fridays)
                  Annual Reviews
                  PCR Organisation
                  Letters to parents

Monthly Jobs      ET12 to Education Catering (last Friday of every month)
                  Check free school meals eligibility
                  Balance postage book (last Friday of every month)
                  Lettings (last week of month)
                  Attendances - Staff (last week of month)
                  Attendance – report to education welfare
                  Music tuition invoices and reminders to parents (last week of month)
                  Movement of children (last Friday of every month)
                  Input sickness onto „Yourself‟
                  School journey returns (End of every term – March/July/December)
                  Check gross pay analysis report
                  Cedar downloads

Yearly Jobs       Update children‟s birthday calendar
                  School Census (October, January)
                  Collation and input of all assessment data
                  Organise school fund audit
                  September Preparation:
                      - Newsletter – diary dates
                      - Calendar distributed
                      - Holiday dates
                      - School photographer organised
                      - CATS Tests (secondary)
                      - KS4 targets collated
                      - Data protection photograph consent forms and tick list for each class
                      - Whole School Information: print off contact list from SIMS
                      - New F1 children to SIMS
                      - New F2 children to SIMS
                      - Whole school pupil data collection sheets to parents with return letter. Update
                          SIMS with this information
                      - Local visit letter to parents
                      - Prospectus
                      - Data collection forms
                     -School photograph letter
                     -Update SEP with pupil numbers
                     -SIMS personnel: update staff salaries
                     -Register of business interest for Governors. All staff to compete – copy to FMSiS
                   - Order Christmas books
                   - KS4 Targets Ratified
                   - Y6 open evening organised

                Budget: check budget figures (February), prepare budget (March), send budget to LA
                June / July:
                   - Class and medical care plans (June/July)
                   - Registers (June)
                   - Send out medical forms to update (June)
                   - Update prospectus and ensure prospectus is ready for the new intake
                   - Records of Achievement
                   - SAT results from SIMS
                   - Follow end of year procedures in SIMS
                   - Pupil and parent self evaluation forms and analyse when they are returned

Other regular jobs       Organise Courses
                         Stock order and control
                         Student placements
                         Organise after school activities and monies
                         Petty Cash
                         Workforce Census (termly)
                         Pupil Census (termly)
                         Licences/service contracts
                                                                Learning Communities in Rotherham

Aston Comprehensive School           Maltby Academy                              Thrybergh Comprehensive School       St Bernard‟s Catholic High School
Aston All Saints C of E Primary      Hilltop Special School                      Dalton Foljambe Primary              Blessed Trinity
Aston Fence J&I                      Maltby Redwood J&I                          High Greave Infant                   St Bede's RC Primary
Aston Hall J&I                       Maltby Crags Infant                         High Greave Junior                   St. Mary‟s (Herringthorpe)
Aston Lodge Primary                  Maltby Crags Junior                         Thrybergh Primary                    St. Mary‟s (Maltby)
Aston Springwood Primary             Maltby Manor Primary                        Thrybergh Fullerton C of E Primary   St. Gerard‟s (Thrybergh)
Aughton Early Years Centre           Maltby Hall Infant                          Trinity Croft C of E J&I             St. Joseph‟s (Dinnington)
Aughton Primary                      Maltby Lilly Hall Junior
Swallownest Primary                  Ravenfield Primary
Treeton C of E Primary
Brinsworth Comprehensive School      Oakwood Technology College                  Wales High School                    St Pius X RC School
Brinsworth Howarth Primary           Broom Valley Community                      Anston Hillcrest Primary             Hoyland St. Helens
Brinsworth Manor Infant              Canklow Woods Primary                       Harthill Primary                     Our Lady and St. Joseph‟s (Wath)
Brinsworth Manor Junior              Herringthorpe Infant                        Kiveton Park Infant                  St. Joseph‟s (Rawmarsh)
Brinsworth Whitehill Primary         Herringthorpe Junior                        Kiveton Park Meadows Junior          St. Michael and All Angels
Catcliffe Primary                    Newman School                               The Willows                          St. Albans (Doncaster)
Kelford School                       Sitwell Infant                              Thurcroft Infant                     Sacred Heart (Barnsley)
Whiston J&I                          Sitwell Junior                              Thurcroft Junior
Whiston Worrygoose J&I               The Bridge PRU                              Todwick J&I
                                                                                 Wales Primary
Clifton Community School             Rawmarsh School: A Sports College           Wath Comprehensive School            Winterhill School
Arnold Centre                        Monkwood Primary                            Brampton Cortonwood Infant           Blackburn Primary
Badsley Moor Infant                  Rawmarsh Ashwood Primary                    Brampton The Ellis C of E Infant     Ferham Primary
Badsley Moor Junior                  Rawmarsh Nursery                            Brampton The Ellis C of E Junior     Kimberworth Community Primary
Clifton EAZ                          Rawmarsh Rosehill Junior                    Wath Central Primary                 Meadow View Primary
Coleridge Primary                    Rawmarsh Ryecroft Infant                    Wath C of E Primary                  Thornhill Primary
East Dene J&I                        Rawmarsh Sandhill Primary                   Wath Victoria J&I                    Thorpe Hesley Infant
Herringthorpe Junior                 Rawmarsh Thorogate J&I                      Wentworth C of E Primary             Thorpe Hesley Junior
Herringthorpe Infant                                                             West Melton Primary
St Ann's J&I
Dinnington Comprehensive School      Swinton Community School                    Wickersley School & Sports College   Wingfield School
Anston Brook Primary                 Kilnhurst Primary                           Bramley Grange Primary               Abbey School
Anston Greenlands J&I                Milton School                               Bramley Sunnyside Infant             Greasbrough J&I
Anston Park Infant                   St Thomas C of E Primary (Kilnhurst)        Bramley Sunnyside Junior             North-West Rotherham EiCAZ
Anston Park Junior                   Swinton Brookfield Primary                  Flanderwell Primary                  Redscope Primary
Dinnington Community Primary         Swinton Fitzwilliam Primary                 Dalton Listerdale J&I                Rockingham J&I
Laughton All Saints C of E Primary   Swinton Queen Primary                       St Alban's C of E Primary            Roughwood Primary
Laughton J&I                                                                     Wickersley Northfield Primary
Woodsetts Primary
                                Telephone Directory and Contact Information

The telephone directory for the entire council is located on the intranet under „contacts‟.

School Specific Contact Information
The Rotherham Grid for Learning Portal can be found at
The portal is home to an array of information, including websites which have been developed and are
maintained by teams within the Local Authority. The portal is an excellent source of support for schools and
members of the school workforce. The links mainly located down the left hand side include contact details for
the relevant people/teams.

School Effectiveness Service (SES)

Head of Service:                      David Light

Senior Leadership Team:               David Light (Head of Service)
                                      Karen Borthwick (Assistant Head of Service 11-19)
                                      Martin Fittes (Assistant Head of Service: Vulnerable Groups)
                                      Frances Hunt (Assistant Head of Service: 0-7)
                                      Will Ryan (Assistant Head of Service: 5-11)
                     Training and Development Opportunities for School Admin Staff

The Workforce Development Website (located on the rgfl portal) has a page dedicated to support staff in
school. From that page there is a link to „admin, clerical and office support staff‟ which contains information
about professional development opportunities, newsletters, and general updates for school based
administrative staff.

Professional development opportunities currently available to school administrative staff include:
                  - Adult Numeracy (accredited level 2)
                  - Adult Literacy (accredited level 2)
                  - Certificate in School Administration (level 3 qualification) - Accredited by the
                     Institute of Administrative Management (IAM) and Manchester Metropolitan University
                  - Certificate in School Business Management (CSBM) – Accredited by the National
                     College (level 4 equivalent)
                  - Diploma in School Business Management (DSBM) – Accredited by the National
                     College (level 5 equivalent)
                  - Advanced Diploma in School Business Management (ADSBM) – Accredited by the
                     National College (level 6 equivalent)
                  - BA (Hons) School Business Management Degree – Accredited by Manchester
                     Metropolitan University (level 6; full degree)

Professional Learning Library (CPD Library) –
The Professional Learning Library is located on the rgfl portal and advertises a variety of courses, training
opportunities, meetings, conferences and events available to schools. The Library is updated as new
opportunities become available in response to school needs. The library can be searched by course title,
date, key stage and target audience and delegates can book places online. Admin staff are often responsible
for making the bookings for other members of staff and will need rgfl account details in order to do so.
(Accounts can be set up by contacting a member of the portal development team at or
Schools can also request reports to be sent (which you may find useful for audit purposes) with details of the
courses/events members of their staff have attended and the associated costs.
                                          Human Resources (HR)

HR on the Intranet
Please Click Here to be directed to the HR pages on the Council Intranet.

Yourself is a HR & Payroll self serve facility, available to all employees paid through the RMBC payroll
system. In order to access the system you need to e-mail with your name,
employee number and your personal e-mail address (the generic school e-mail cannot be used) and request
to be set up. The only requirement for use is that an employee has access to the Rotherham Borough Council
intranet pages. RGFL users can access these pages from either the curriculum or admin network.
To launch the Yourself application, click on the link in the right hand pane of the intranet home page:

The first time you logon to Yourself you will be presented with the New User Process. This contains a series
of windows displaying your personal details. To navigate through this wizard use the „back‟ and „proceed‟
options available from the bottom left hand side of the window.

On a personal level the system allows you to:
    change any of your personal details(address, bank account etc),
    claim car mileage,
    view and check your own details, payslip, absence etc.

If you are a manager using Yourself you are able to:
      create jobs
      enter new starters and leavers
      complete contract variations and extensions
      enter and monitor sickness absence.
      access various reports
      transfer staff
      approve mileage claims

Yourself is being constantly updated with extra applications added on a regular basis.

If you are experiencing any problems accessing the Yourself system, please contact the HR Service Centre
on 01709 334242 or email

HR and Payroll

Council HR and Payroll information can be accessed via the RMBC intranet.

Log onto the RMBC intranet home page and select HR &
Payroll from the list on the right hand side.
Here you will find:-
    access to school specific information
    a news section which will contain information about updates, training courses etc,
    details of how to contact HR & Payroll
    access to Yourself
    a list of useful links eg Health and Safety
    a list of HR information including a comprehensive guide to recruitment

Select Schools Information to access information specific to schools. This is broken down into the following
     A-Z of schools information
     Schools employment manual – covers recruitment to dismissal and everything in between
     Head Teacher Guides – Induction, probation, capability, discipline etc
     Approved Job Descriptions – Useful as a starter for recruitment – can be amended as necessary.
     General Teaching Council
     Forms – Access to forms used in schools including timesheets, Verification forms and maternity leave
     Letters – standard letters which can be amended as required.

Named HR Contacts
Every school across the authority has their own named HR contact. A full list of the contact details for each
school can be found on the admin support staff page on the workforce development website:

                                              School Policies

A comprehensive list of all policies needed in school can be found on the Admin page of the Workforce
Development Website. The Policy Review Checklist contains information about policies, procedures and
documentation that should be in school, including how frequently they should be reviewed.

                                              Governing Body

School Governor Responsibilities
School governors make important collective decisions and the governing body is answerable to parents and
the community. The responsibilities of the governing body can be summarised as providing strategic
management, acting as a critical friend and ensuring accountability. Specific responsibilities include:
       - Promoting high standards of education and achievement
       - Planning the school‟s long-term future
       - Setting the school‟s aims and values
       - Appointing senior staff including the Head Teacher
       - Budgetary allocation and control
The day to day management of the school is the responsibility of the Headteacher.

Support available through Rotherham Governor Development Service
Rotherham Governor Development Service offers a range of training and development activities through a
core programme of training and individual sessions that can be tailored to the needs of the governing body.
Please contact Paul Carney (Principal Officer) at or 01709 336824.

Things you might like to consider…
(Please add to the list below)

Who…                                                      Name
Is the Chair of Governors in your school?

Is the Clerk to Governors
Organises training for the Governors?

Organises for information to be sent to the Governors?

Are the members of your Governing Body? What are
their roles?
Organises Governor visits to the school?

                                              SIMS Information

SIMS by Capita is the name of the Information Management System used in most schools in Rotherham.
Essentially it is basically a huge database holding all relevant information about staff and students in your

It is operated in the same way most internet programmes are, with a browser and search facility, and a back
arrow and is very user friendly. It is a very powerful programme, and once information is in SIMS it is very
secure, the server will be backed up daily so the information held is less likely to become corrupt.

It has several additional modules that run within it, some examples of these are:
- Attendance/Lesson Monitor – student registers, punctuality, absence data
- Assessment – student attainment data, targets, KS2 results, exam results
- Examinations – student examination data – results, entries, seating plans
- Profiles – student annual reports
- Nova T6 – timetable creation/management, cover arrangements
- Nova P5 – parents evening appointment system

It also has the facility to run a variety of different reports, some with predefined parameters and others which
can be amended, or new ones that you can create from scratch setting your own parameters to obtain the
specific information you require.

Capita also provide a very good website with a support facility so you can search for solutions to any
problems, quick reference cards you can download and print, and forums where you can ask staff from Capita
or other schools for help with a particular problem or query.

The Schools Connect Team can also provide support with SIMS queries. Please contact Schools Connect
Team via Service desk on 01709 336300. Training requests can also be sent to Greg Pedley at or phone 01709 336805.

Performance & Data Team has a useful webpage on the rgfl portal which can be accessed via the following
                                                School Dinners

Guidance for Dinner Money Collection and Recording
Each school has its own way of handling school dinner money and school meals, but hopefully these
guidance notes will help you through the process. Teaching staff are not allowed to handle any money, so all
money for dinners and visits etc usually comes via the administrative staff in school. During the week dinner
registers and money will be sent to the office. Monies brought in during the week should be entered in the
register on the appropriate day.

Monday: the teacher or support staff will have marked the dinner register with children who are staying for
school meals, packed lunch or going home for lunch.
    Dinner register and dinner money will be sent to the office
    Taking one class at a time, check the money and return any change required
    Record the amount of money by the child‟s name
    Once all the money has been entered, total the cash in the register and count the money that has
        been collected.
    Total the number of meals at the bottom of the register, paid meals, free meals and packed lunches
    Enter the cash received and the number of meals on to your records (this varies from school to
    When all registers have been completed add the cash column on your records and this should
        balance to the cash collected.

Friday: All dinner registers need to be totalled and balanced.
     Money collected during the week should be totalled and entered on Friday.
     Add any brought forward
     Take away any carried forward
     The total of money should balance with the total number of dinners i.e. a total of £20.40 = 12 meals
        (12 x 1.70)
     Transfer these totals to your records
     Monies collected during the week should be banked on Friday at your local Council Office

If you would like a sample proforma to use for collecting and recording dinner money (devised and used by a
member school admin) please contact Sarah Page at or Margaret Evans at

Completion of ET12
High value of outstanding dinner money
When dinner money debts increase beyond a level that you determine too high and contact with the
parents/guardians has produced no income (or no substantial repayments) other methods of money retrieval have
to be tried. To achieve this, an invoice needs to be raised and the value credited to the Education Catering
Services (ECS) by using the appropriate kitchen code for the school. Once your request for an invoice has been
made, the value of the outstanding dinner money (invoice value) has to be deducted from your “ET12 debits to be
carried forward”.

a)   Record the net debit to be carried forward (less invoice value)
b)   Insert the value of the invoice
c)   Record the action taken, e.g. J. Brown: 20 meals 17/5/2010-28/5/2010 - £34.00. Invoice raised: 22/06/2010.
d)   On next month‟s ET12 the net debit (a) is carried forward.

Writing debt off - writing off an outstanding balance as uneconomical to pursue
This procedure is only taken when the above methods have been attempted without success:
a) Remove the value from your Debits to be carried forward this month
b) Insert the same value into cell G27 or G29 on the MEALS tab of the ET12
c) Record in the notes box the name of the pupil concerned and when the meal debts related to.

That will complete the transaction as far as the ET12 is concerned. The next step is that ECS will have to
charge the school for these meals, which we will do by code transfer identified as "Meals Write Off".

A pupil has had their status for free meals altered
When a pupil has their status for free meals altered the effect can be either:
     a) The pupil has not been paying for meals, recorded as paid meals, and is now entitled to free meals for the
        period concerned.
     b) The pupil was paying for meals and is now eligible for free meals for a period previously paid for and a
        reimbursement is required
     c) The pupil has been receiving free meals and awaiting confirmation of extension free meals. The pupil is no
        longer entitled to free meals a charge must be made for the period of the in eligible free meals.

Adjustments within the Current Month
For all of the above, if it relates only to the current month, it can be adjusted easily on the ET12.
Where possible in the current month correct the Meals Register and enter the correct amounts for meals, paid and
free, on the ET12 Record Sheet each week.
If weekly totals have been completed in the Meals Register, use the amendment column to show the necessary
adjustment. Make a note of who the adjustments apply to and the dates for audit purposes.

Adjustments over Several Months
As ET12s for preceding months have been completed and forwarded to ECS the adjustment will be made on the
current ET12 only; with notes entered in the Meals Registers where relevant (e.g. J. Brown, see ET12 May 2010).
Full details of the adjustment should be included on (or with) the current ET12 for audit purposes. To show this on
the ET12 the amendment column on the record sheet must be used.

Reimbursement of Money
Occasionally a refund of money received for paid meals will be necessary when a pupil becomes entitled to free
meals that is back dated. If the sum involved is relatively small (e.g. below £30.00) it may be refunded from the
cash collected for meals. Amounts over £30.00 should be refunded by cheque arranged by ECS, please e-mail with full contact details of parent/guardian with child name and
refund details. The refunded value must be recorded on the ET12 Meals sheet (as a minus figure in cell G27). Meal
number adjustment will have been entered on the Record Sheet and the cash collected value should have been

Free school meal status not confirmed by RBT benefits service
It has been noted that some schools allow pupils to receive free school meals on the basis that their previous
school or parent/guardian have informed them that they were/are in receipt of free school meals even though
benefits have not confirmed their eligibility.
It is recommended that whilst no pupil should be refused a school meal, free school meal entitlement should not be
given to any pupil until confirmation from RBT Benefits Service has been received.
All unpaid meals should be recorded as arrears. The Governors and the Head Teacher should agree a policy and
procedure for the recovery of unpaid meals in line with the council‟s “Unpaid Meals Policy”. This policy should
include financial trigger points that determine how and when debt recovery procedures should take place. Schools
can decide to pay for the school meal out of the school fund (if this is the agreed policy) until entitlement is seen or
benefits are back dated.

Completion of Provision of Meals Summary Register
This is transferring the information from your records. This summary register would be used by audit when
checking registers.

Useful Contacts
Ron Parry – Principal Catering Officer
                                              Financial Procedures

    Audit Documents:
    Bank Account Schools –
    Non Bank Account Schools –

    School’s Finance Team – A great deal of information can be found on the intranet relating to schools
    finance, including a very comprehensive list of useful documents. The screenshots below should help you find
    the relevant page on the intranet. Alternatively Click Here to be directed straight to the useful documents

1. Select „Children and Young                                      2. Select „Schools Finance Team‟
People‟s Service‟

          3. Select „Useful Documents‟
                                        Safeguarding Information

Safeguarding Contact
Sherran Finney – Senior Officer
01709 822690 or email

The Children and Young People‟s Services page on the intranet contain useful information related to
Safeguarding and Safeguarding Procedures:

                                                                                  Safeguarding Links

The document „Are you confident in your school‟s approaches to safeguarding?‟ is also a very useful aid for
schools. This was sent out electronically to all schools by Liz Buxton – Acting Lead Advisor for School
Effectiveness as an attachment to UPDATE 19. If you are unable to locate a copy in school please contact Liz

                                      The Portal and Admin Website

The Rotherham Grid for Learning (RGfL) Portal contains a huge amount of information for schools and school
The Professional Learning Library is home to all the courses, events, meetings and training opportunities
offer to schools by the Local Authority. The library can be search and delegate bookings can be made
electronically. Schools can also request reports which include details of the number of courses members of
staff from your school have attended, the names of people who attended, and if there was a cost involved.
(This information could be useful for auditing purposes.) Please visit

Admin Webpage on the Workforce Development Website
The Workforce Development Website is also located on the RGfL portal and can be accessed at: Along the top of the Workforce Development page is a grey bar with „support staff‟
as an option. The admin page is located within the support staff section of the website and contains
information specifically for administrative staff in schools. This includes professional development
opportunities, information about upcoming admin events (and feedback from previous events), and
newsletters such as the Admin Times publication.
                     Glossary of Terms and Commonly Used Acronyms in School

AAT           Association of Accounting Technicians
ACE           Advisory Centre for Education
AMP           Asset Management Plan
AO            Administrative Officer
APT&C         Administrative, Professional, Technical and Clerical, National Service Conditions
AST           Advanced Skills Teacher
ATL           Association of Teachers and Lecturers
AWPU          Age Weighted Pupil Units
BECTA         British Educational Communication and Technology Agency
BIP           Behaviour Improvement Programme
BVP           Best Value Policy or Plan
CAD           Computer Aided Design
CEO           Chief Education Officer
CAS           Controls Assurance Statement
CERA          Capital Expenditure from the Revenue Account
CE            Church of England
CFR           Consistent Financial Reporting*
CIPFA         Chartered Institute of Public Finance and Accountancy
CIT           Construction Industry Tax
COGS          Co-Ordinators of Governor Support in England
CPD           Continuing Professional Development
CPP           Centre for Procurement Performance
CPS           Common Pay Scale
CRB           Criminal Records Bureau
CT            Children‟s Trust*
CYPS          Children and Young people Services
DCLG          Department for Communities and Local Government
DDA           Disability Discrimination Act
DEP           Developing Excellence Plan
DfES          Department for Education & Skills
DfEE          Department for Education and Employment: former name of DfES
DSG           Dedicated Schools Grant*
EAL           English as an Additional Language
EBD           Emotional and Behavioural Difficulties
ECAR          Every Child a Reader
ECAT          Every Child a Talker
ECAW          Every Child a Writer
EFSS          Education Formula Spending Share
EiC           Excellence in Cities*
EIP           Education Improvement Partnership
EMAG          Ethnic Minority Achievement Grant
EP            Educational Psychologist
ET            Employment Type
EWO           Education Welfare Officer
EYFS          Early Years Foundation Stage
EYSENPMG      Early Years Special Needs Provision Management Group
FMS           Financial Management System, accounts software package
FMSiS         Financial Management Standard in Schools
FOI           Freedom of Information Act
FSS           Formula Spending Share*
FSM           Free School Meals
FTE           Full Time Equivalent
GMB           A public service union
GNVQ          General National Vocational Qualification
GP GD         Group Grade, denotes Service Conditions for a particular individual
G&T           Gifted and Talented
GTC           General Teaching Council
H&S           Health and Safety
HLTA          Higher Level Teaching Assistant
HMI           Her Majesty's Inspector of Schools
HMSO        Her Majesty's Stationery Office
HR          Human Resources
ICT         Information and Communications Technology
IEP         Individual Education Plan
IIP         Investors in People
INSET       In-Service Education of Teachers
IPF         Institute of Public Finance (the management support services company of the Chartered
            Institute of Public Finance and Accountancy)
ISB         Individual Schools Budget*
ISPSB       Individually Statemented Pupil Support Budget
IT          Information Technology
ITT         Initial Teacher Training
KS1-KS4     Key Stage 1 to Key Stage 4
KSWPU       Key Stage Weighted Pupil Unit
L1 to L43   Leadership Group spine (School Teachers‟ Pay & Conditions)
LA          Local Authority
LAC         Looked After Children
LBA         Local Bank Account
LFM         Local Financial Management
LGA         Local Government Association
LGPS        Local Government Pension Scheme
LMS         Local Management of Schools
LMSS        Local Management of Special Schools
LSA         Learning Support Assistant
LSC         Learning and Skills Council
LSP         Local Strategic Partnership (related to extended schools)
M1-M6       Main pay scale for qualified classroom teachers
MA          Management Allowance
MLD         Moderate Learning Difficulty
NAGM        National Association of Governors and Managers
NAHT        National Association of Head Teachers
NASUWT      National Association of Schoolmasters Union of Women Teachers
NBA         National Bursars Association
NCSL        National College of School Leadership
NFER        National Foundation for Educational Research
NFF         National Funding Formula
NGC         National Governors‟ Council
NGfL        National Grid for Learning
NI          National Insurance
NNEB        National Nursery Examination Board (Nursery Nurse Qualifications)
NOF         New Opportunities Fund
NOR         Numbers On Roll
NQT         Newly Qualified Teacher
NUT         National Union of Teachers
NVQ         National Vocational Qualification
ODPM        Office of the Deputy Prime Minister (former name of DCLG)
Ofsted      Office for Standards in Education, a national schools' inspection service
PAN         Published Admission Number
PAT         Professional Association of Teachers
PCT         Primary Care Trust (part of the NHS)
PFI         Private Finance Initiative
PHU         Physically Handicapped Unit
PI          Performance Indicator
PICSI       Pre-Inspection Context Social Indicator report
PM          Performance Management
PMLD        Profound and Multiple Learning Difficulties
PPA         Pre-school Playgroups Association
PPP         Public Private Partnership
PRC         Premature Retirement Compensation
PRP         Performance Related Pay
PRU         Pupil Referral Unit
PTA         Parent / Teacher Association
PTR         Pupil Teacher Ratio
QCA         Qualifications and Curriculum Authority
QTS         Qualified Teacher Status
R5            Rising Fives (Four years olds in school the term of their fifth birthday)
Rgfl          Rotherham gird for learning
R&R           Recruitment and Retention Allowance (School Teachers' Pay & Conditions)
RC            Roman Catholic
RFO           Responsible Financial Officer (appointed under Section 151 of the Local Government Act
RI            Registered Inspector, a "Reggie" is the leader of an Ofsted inspection team
ROA           Record of Achievement
RR5           Rising Fives (Four years olds in school the term before their fifth birthday)
SACRE         Standing Advisory Council on Religious Education
SAO           Senior Administrative Officer
SATs          Standard Assessment Tasks
SBM           School Business Manager
SC            Service Conditions*
SCITT         School Centred Initial Teacher Training
SCS           Staff Cover Scheme*
SCP           Spinal Column Point, point on salary scale
SDP           School Development Plan (essentially the same as the SIP)
SEN           Special Educational Needs, also an Allowance for SEN staff
SES           School Effectiveness Service
SF            Standards Fund*
SFSS          Schools Formula Spending Share
SHA           Secondary Heads Association
SI            Statutory Instrument
SIMS          School Information Management System
SIP           School Improvement Plan (essentially the same as the SDP)
SLA           Service Level Agreement
SLD           Severe Learning Difficulty
SLT           Senior Leadership Team
SMT           Senior Management Team
SP PT         See SCP.
SS            Support Staff
SSA           Standard Spending Assessment*
SSFA          School Standards & Framework Act 1998
SSG           School Standards Grant*
SSR           Service Strategy and Regulation
STB           Summary Trial Balance
STRB          School Teachers‟ Review Body
TA            Teaching Assistant
TAC           Team Around the Child
TB            Trial Balance
TCH           Teacher paid on main or upper pay scale of School Teachers‟ Pay & Conditions
TDA           Training and Development Agency for Schools (formerly the Teacher Training Agency (TTA))
TES           Times Educational Supplement
TGWU          Transport and General Workers‟ Union
TP            Teachers‟ Pensions
TSL           Technology Support for Learning, a technical support service for schools
TPS           Teachers‟ Pension Scheme
UFC           Unofficial Funds Contributions
UNISON        Combined union of public service employees formed from NUPE, NALGO & COHSE
UPS           Upper Pay Scale (School Teachers' Pay & Conditions)
UQT           Unqualified Teacher: also their pay scale
VA            Voluntary Aided
VC            Voluntary Controlled
VfM           Value for money
WD            Workforce Development

* Terms explained below

Terms that might crop up in discussions on school finance

Academies                 A new type of school that bring a distinctive approach to school leadership drawing
                          on the skills of sponsors and other supporters. They give Principals and staff new
                          opportunities to develop educational strategies to raise standards and contribute to
                          diversity in areas of disadvantage. Academies operate under a separate audit and
                          accountability framework so are not required to meet the Standard

Activity Led Funding      Funding based on costing the number of staff etc needed to run particular activities
                          in schools.

Age Weighted Pupil Units AWPUs are funding attached to pupils which varies according to the pupils‟ age
                         (see also KSWPUs)

Ancillary Staff           See Support Staff.

Attainment targets        The knowledge; skills and understanding which pupils of differing ability and
                          maturity are expected to have by the end of each Key Stage of the National
                          Curriculum, i.e. assessed at ages 7, 11, 14 and 16.

Audit Commission          Independent body set up by Government to monitor the use of funds by local
                          authorities and certain other bodies.

Best Value                A set of principles to promote value for money and service efficiency.

Capitation                Budget for books and equipment received by schools prior to LMS based on pupils'
                          ages and numbers.

Capital Expenditure       Spending on building projects and equipment above a designated value.

Catchment Area            The area from which a school takes its pupils.

Children‟s Centres        Facilities run by Children‟s Trusts which offer a “one stop” shop for services for
                          children and young people including local education, social care and some health
                          services run by PCTs.

Children‟s Trusts         These integrate local education, social care and some health services run by PCTs
                          for children and young people.

Clerk to governing body   The person appointed to carry out administrative duties for the governing body
                          such as preparing an agenda, minuting meetings and dealing with correspondence.
                          Advises the governing body on legal and procedural matters.

CFR                       Consistent Financial Reporting, the requirement for all schools to report their
                          income and expenditure against a standard set of headings, which was introduced
                          in 2002-03.

Contingency               Money set aside for unexpected costs.

Contracted In             Staff who pay a higher rate of national insurance as they are not in a pension

Contracted Out            Staff who pay a lower rate of national insurance as they are in a pension scheme.

Dedicated Schools Grant A ring-fenced grant for schools paid by the DfES to each local authority that will
                        replace Schools Formula Spending Shares (FSS)

Delegated Budget          Maintained schools have a budget share calculated on the basis of a formula, and
                          the right to spend this budget share is normally delegated to the school‟s governing
                          body, to be spent for any purpose of the school or carried forward into subsequent
                          financial years.

Devolved Funding          Funding that has been allocated for a specific purpose and can only be spent on
                          that purpose. There are no powers of carry forward for this funding and unspent
                          balances revert to the LA at the close of the relevant period (often the financial
                          year but the following August for the Standards Fund).

Earmarked Funding         Funding that can only be spent on the purpose for which it was allocated and
                          cannot be vired elsewhere or subsumed into the delegated budget.
Excellence in Cities      The aim of EiCs is to raise standards in specific city areas through targeted
                          intervention and investment. EiC is mainly focused on secondary schools. The
                          main programs involved are: extending opportunities for Gifted and Talented pupils,
                          expansion of the number of specialist and beacon schools, establishing City
                          Learning Centres, introducing new smaller Education Action Zones, providing
                          access to Learning Mentors, and establishing Learning Support Units to tackle

Extended School           A school which provides a range of services and activities often beyond the school
                          day to help meet the needs of its pupils, their families and the wider community.

Fair Funding              The term that describes the system of funding for schools introduced in April 1999
                          which sets the framework for the financial relationship between schools and LAs.

Feeder School             A school which transfers pupils to another school, e.g. a junior school "feeding" a
                          Secondary school.

Formula/Formula funding Schools receive their funding by means of a formula to ensure equal treatment of
                        all schools. The basis of the formula is laid out in the annual section 52 budget
                        statement, 75% of the funding has to be delivered on a pupil led basis.

Formula Spending Share Successor to SSA as the amount that Government uses as an indicator for the
                       distribution of revenue support grant.

Foundation schools        A type of state school introduced in 1999 by the School Standards and Framework
                          Act 1998, which has more freedom than community schools to manage their school
                          and decide on their own admissions. At foundation schools the governing body is
                          the employer and the admissions authority. The school‟s land and buildings are
                          either owned by the governing body or by a charitable foundation. Funding comes
                          from the LEA which also pays for any building work.

Increments                Process by which individuals move through their salary scale until they reach top of

Individual Schools Budget The total amount budgeted by an LA for the delegated budgets of all the schools it

Internal control          An internal control system encompasses the policies, processes, tasks, behaviours
                          and other aspects of an organisation that, taken together:
                                • facilitate its effective and efficient operation by enabling it to respond
                                appropriately to significant operational, financial, compliance and other risks
                                to achieving the its objectives. This includes the safeguarding of assets from
                                inappropriate use or
                                from loss and fraud and ensuring that liabilities are identified and managed;
                                • help ensure the quality of internal and external reporting. This requires the
                                maintenance of proper records and processes that generate a flow of timely,
                                relevant and reliable information from within and outside the organisation;
                                • help ensure compliance with applicable laws and regulations, and also with
                                internal policies with respect to the conduct of business.
                                An organisation's system of internal control will reflect its control environment
                                which encompasses its organisational structure. The system will include:
                                • control activities;
                                • information and communications processes; and
                                • processes for monitoring the continuing effectiveness of the system of
                                internal control.
                                The system of internal control should:
                                • be embedded in the operations of the organisation and form part of its
                                • be capable of responding quickly to evolving risks to the business arising
                                from factors within the organisation and to changes in the operational
                                environment; and
                                • include procedures for reporting immediately to appropriate levels of
                                management any significant control failings or weaknesses that are identified
                                together with details of corrective action being undertaken.
Key Stages             The four stages of pupils' progress in acquiring knowledge and skills as set out in
                       the National Curriculum. Pupils are tested at the end of each stage. Key Stage 1
                       where the majority of pupils are aged 5 to 7, Key Stage 2 where the majority of
                       pupils are aged 8 to 11, Key Stage 3 where the majority of children are aged 12 to
                       14, and Key Stage 4 where the majority of pupils are aged 15 to 16

Key Stage Weighted
Pupil Units            Every age group has a particular weighting e.g. KS1 = 1.000 that is built into the
                       local formula to deliver a level of resource related to that age group's needs. So
                       KSWPUs are the total result of multiplying the number of pupils in each age group
                       by the appropriate Key Stage weighting. Some LAs use different weightings within
                       the key stages (AWPUs).

Lateral thinking       This is a term created by Edward de Bono, a Maltese psychologist, physician and
                       writer who defined it as a method of thinking that was concerned with changing
                       concepts and perception. Lateral thinking is about reasoning that is not immediately
                       obvious and about ideas that may not be obtainable by using only traditional step-
                       by-step logic. A term often used for similar processes is "thinking outside the box".
                       In a school context, this would tend to lead to creative or innovative solutions to
                       problems such as funding or use of space.

LA Budget              The amount budgeted by the LA for administration and support services, as
                       opposed to pupil provision.

Management Allowance   An additional sum of money paid as a supplement to a teacher's basic salary,
                       generally in recognition of additional duties or special responsibilities within the

Materiality            Materiality is a concept or convention that originates within auditing and accounting
                       and relates to the importance of an amount, transaction, or discrepancy. However,
                       it is now used more generally to mean focussing on those matters which are most
                       significant. In the school context this might mean concentrating on the biggest
                       items or those that have changed most when looking at a draft budget, or looking at
                       the largest variations when looking at an in year monitoring report. In the original
                       accounting sense, information is material if its omission or misstatement could
                       influence the economic decision of users taken on the basis of the financial
                       statements. Materiality depends on the size of the item or error judged in the
                       particular circumstances of its omission or misstatement. Thus, materiality provides
                       a threshold or cut-off point rather than being a primary qualitative characteristic
                       which information must have if it is to be useful. (International Accounting
                       Standards Board‟s "Framework for the Preparation and Presentation of Financial

National Curriculum    The programmes of study laid down by law for all pupils aged from 5 to 16 in state
                       maintained schools. The National Curriculum provides a balanced education for a
                       child covering 11 subjects overall, and is divided into four Key Stages according to

Open Enrolment         Parental choice of school.

Option Appraisal       Option appraisal is a decision making tool for use in defining objectives, identifying
                       the different ways in which they can be achieved and examining all the important
                       factors before taking a decision on implementing a project. An effective option
                       appraisal will help you to answer three questions:
                              Have you taken into account all relevant factors in deciding what the
                                  project should be?
                              Should you go ahead with the project?
                              What is the best way to carry out the project?
                              In the school context this would most often be applied to new building work
                             (eg new build or extension/refurbishment) but could equally be applied to
                             staffing arrangements in terms of the size of classes and the mix of teachers
                             and LSAs used to look after them. (See also S3.2)
Planned Places           Alternative to AWPUs/KSWPUs in Special schools: the bulk of each special
                         school‟s funding is normally determined by the numbers and type of places which it
                         is planned should be available at the school that year, whether or not these places
                         are occupied.

PLASC (January)          The Pupil Level Annual Schools Census, a census return of numbers of pupils and
                         their ages and other characteristics from all schools to the DfES, completed on the
                         third Thursday in January. Now School Census.

RAISEonLine              Data Analysis

Scheme for Financing     Document drawn up by LA in consultation with schools and approved by Secretary
Schools                  of State setting out conditions under which schools manage their budgets and their
                         financial relationship with the LA.

Schools Budget           The total amount budgeted by the LA for direct provision for pupils, including the
                         ISB and other provision, mostly for under fives and pupils with SEN.

School Census            Return of pupil numbers. Completed in October, January and May. Completed on

School Standards Grant   An additional grant paid to each school at the start of the financial year. No
                         conditions are placed on the use of this grant other than those generally applying to
                         a school‟s delegated budget.

Section 52               Section 52 of the School Standards and Framework Act 1998 requires LAs to
                         provide all schools with a full account of their Schools Budget and LA Budget and
                         how the funding is derived for each school.

Section 151              Section 151 of the Local Government Act 1972 requires local authorities to ensure
                         the probity of the use of public funds.

Service Conditions       The pay and conditions of service for an individual.

SMART                    The acronym SMART refers to targets that an organisation sets. It has a number of
                         slightly different variations, but the main ones are summarised below:
                                S - specific, significant, stretching
                                M - measurable, meaningful, motivational
                                A - agreed upon, attainable, achievable, acceptable, action-oriented
                                R - realistic, relevant, reasonable, rewarding, results-oriented
                                T - time-based, timely, tangible, trackable

Specialist Schools       A type of school that includes Technology, Language, Sports, Arts, Business &
                         Enterprise, Engineering, Science, Maths & Computing, Humanities and Music
                         colleges operating in England.

Staff Cover Scheme       Scheme run by LAs to cushion schools against the effects of long-term sickness.

Stakeholders             Every organisation has people or groups of people who have an interest in what it
                         does and these are referred to as 'stakeholders'. It matters to them what happens
                         with an organisation and what it does - but often for very different reasons. For a
                         school there will be a wide range of stakeholders who might include:
                                pupils and their families
                                staff
                                the parent local authority
                                DfES
                                Diocese and other linked organisations (where relevant)
                                financial institutions (where schools have loans)
                                communities within which the school operates
                                various pressure groups (e.g. PTA etc).
                                Stakeholders should not be confused with shareholders in a commercial
                                organisation. A shareholder is a part owner of a business, as he or she has
                                bought a part of its value. Shareholders can have a say in what the business
                                does. They share in risks as well as successes. As a result, they are
                                stakeholders but not the only stakeholders.

Standard Spending         Annual amount used by central government to determine the distribution of
Assessment                revenue support grant (now FSS).

Standards Fund            A programme of specific grants supporting national initiatives such as the Primary
                          and Key Stage 3 strategies. Schools are free to vire (see Virement) between most
                          Standards Fund grants in support of their improvement agenda, with the exception
                          of EMAG and capital grants. Schools have until 31 August of the following financial
                          year to spend their allocation.

Standing Orders           Orders made by a LA for the regulation of their proceedings and business.

Statement                 Statement of SEN, a written description of a child's educational needs made by an

Support Staff             Clerical, welfare, technical, caretaking or supervisory staff employed in schools.
                          Sometimes used to refer exclusively to Teaching Assistants.

Vertical Grouping         Classes formed with children of different ages.

Virement                  A transfer of funding from one budget head to another.

Workforce agreement       The agreement represents consensus on the principles relating to tackling teacher
                          workload whilst raising standards in schools.

Workforce Census          Like the pupil School Census, this is a staff Census, completed on SIMS.

YourSelf                  HR and Payroll self serve application. Update personal details. Schools to record
                          absence of staff


A number of teams produce newsletters for schools which may be of particular interest to administrative staff:

Workforce Development Team
Termly CPD Bulletin – designed to contain articles and updates relevant for the whole school workforce
Admin Times (produced by the Admin Focus Group) – newsletter designed for school administrators by
school administrators

The Performance and Data Team
Copies of newsletters from the Performance and Data tam can be found on their webpage on the portal:

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