Collection Online Learners,
Children & Teachers
COLLECT
Guidance for
Local Authorities
CONTENTS
OVERVIEW..................................................................................................... 1
Introduction ......................................................................................................................1
Workflow ..........................................................................................................................1
Useful Hints......................................................................................................................2
COLLECT FOR SCHOOLS............................................................................ 4
Logging In ........................................................................................................................4
Working with a return .......................................................................................................5
Uploading a data return....................................................................................................5
Viewing a return ...............................................................................................................8
Annotating a return.........................................................................................................10
COLLECT FOR LOCAL AUTHORITIES...................................................... 19
Logging In ......................................................................................................................19
LA Summary Screen ......................................................................................................20
Uploading returns on behalf of schools ..........................................................................23
Viewing a submitted return.............................................................................................25
Handling errors and queries ...........................................................................................28
History Log .....................................................................................................................32
Annotating data ..............................................................................................................33
Approving / rejecting a return .........................................................................................33
Exporting data ................................................................................................................34
GLOSSARY OF TERMS ................................................................................................36
Version History:
0.1 Initial Draft Andy Palmer
June 2006
0.2 Amended Draft Samantha Currie
May 2007
0.3 Amended Draft Samantha Currie
July 2007
0.4 Final Version Samantha Currie
July 2007
Amended for 2008 Harjit Guram
0.5.1 Jan 2008
School Census Guidance
OVERVIEW
Introduction
The COLLECT Portal replaces the previously used DAZ software used by
Local Authorities (LAs) and DCSF for processing School Census returns. In
addition it replaces the S2S website as the secure file transfer mechanism
between schools and their LA for data collection purposes. Major benefits of
the Portal include real time data collection monitoring and progress reporting,
and the ability for a school, LA and DCSF to view exactly the same information
when queries arise.
This document is designed to guide LA users through the various aspects of
COLLECT as related to the School Census return from initial submission by
schools, through data validation and final approval by the DCSF. The screen
shots in this document are intended to be generic and therefore apply to all
termly collections. The collection name in the screen shot may not therefore
refer to the current collection
Note on terminology – as the DCSF now collects data from a wider community
than just schools and LAs, generic terminology must be used within COLLECT.
A provider of data is known as a ‘Source’, an ‘Agent’ is someone who
undertakes verification and checking of that data and the ‘Collector’ is the final
destination of the information. In terms of the School Census, schools are
classed as ‘Sources’, the LA as the ‘Agent’ and the DCSF as the ‘Collector’
Workflow
Within the COLLECT Portal, data returns progress through a workflow of
loaded and submitted (by the school), approved (by the LA), authorised (by the
DCSF) then transferred to DCSF (Policy). Please note – the data will not be
used for analysis purposes, at any point throughout the workflow, until it has
been authorised by DCSF. At each point in the workflow the school and LA are
able to View or Export the return as it stands at each stage.
Load & Approve Authorise
Submit
School LA DCSF DCSF
(Source) (Agent) (Collector) (Policy)
COLLECT replaces the S2S website as the secure file transfer mechanism for
schools to send their School Census returns to the LA. If the existing local
arrangements require schools to send their data to the LA by another
mechanism such as AVCO, this can still be done with the introduction of
COLLECT. Schools can continue to send their data in the usual manner and
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the LA user will upload the returns to COLLECT for validation on behalf of the
school(s).
Useful Hints
1) VERY IMPORTANT - Re-submissions –if a data return for a school
already exists in the system and you upload another then it will
overwrite the original return completely no matter where it is in the
workflow (submitted, approved or authorised). This overwrite will include
any notes and history information that has been added by either school,
LA or DCSF. If you try to upload a file that is already in the system then
you will be given the following message:
We recommend that you take great care when selecting this option and
make sure that all parties who may be working, or have worked, on this
return agree to the re-submission. If you are an LA and are uploading a
zip file containing many school returns then please be aware that you
will not be prompted with the above message if any of the schools
contained in the zip file are already on the system. It will automatically
overwrite the school return without warning you.
2) Please be aware that all login passwords are case sensitive.
3) If you have navigated your way into a record and are unsure where you
are in the system, the easiest way to get back to the selected returns
starting page is to click the Collection name (SC07 Autumn in picture
below, this will be different for each collection) link located on the left
hand side of COLLECT.
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4) When navigating around the COLLECT system it is important that you
use the COLLECT ‘Drill up’ button or COLLECT ‘back’ button which are
toward the top right of your COLLECT screen. If the ‘Drill up’ or ‘back’
buttons are not visible then you may be in one of the earlier screens and
to navigate back from here you will need to click ‘Back to
MYCOLLECT/AGENT’ page located at the top of your COLLECT screen
above your login name. You will be either given an error message or
‘thrown’ out of the system if you use your web browser back button.
5) Once a school has uploaded their return and they have made the
necessary amendments to their MI system, which may result in a re-
submission they must click the submit button on their home screen to
hand over the return to the LA. Until the return has been submitted, the
LA will have read only access to the data and will be unable to edit or
approve if this is not done.
6) When amending errors, once you have completed your actions on a
particular error you will need to drill back out of that record to the main
screen before being able to select another error to investigate. If you try
to select an error before drilling out you will be given the error message:
‘Cannot choose another error to investigate’.
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COLLECT FOR SCHOOLS
Familiarisation URL:
https://datauat.dfes.gov.uk/SchoolCensusFamiliarisation/MyCollector.aspx
Live URL:
https://data.DCSF.gov.uk/collectportallive/mainpage.aspx
If you have any problems contact the DSG Helpdesk:
Dsg.helpdesk@dcsf.gsi.gov.uk
Logging In
To log onto COLLECT, open up the relevant URL using your web browser and
enter your username and password. Schools are to use the same username
and password they use for the S2S secure website and the Data Collections
Website. Passwords within COLLECT are case sensitive.
Once the relevant username and password have been entered, the school
should click on the ‘Login’ button.
Following successful login, the school will see a list of all available collections.
The listing can be sorted in ascending or descending order by clicking on each
underlined heading.
Here is the list of
current collections
available to this
login.
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To continue the school will select the relevant collection so that it is highlighted
in bold and then click on the ‘Select Data Collection’ button.
Working with a return
The next screen the school user will see provides information on the current
status of their return and presents a number of options dependent on the return
that has been selected.
In the context of a School Census return, the school will simply upload the file
produced by their Management Information System (MIS). (For some
collections they can add the data on screen.)
Summary
Click here information for the
to upload currently selected
return data return
In the example above, the School Census return has not yet been uploaded
and therefore the status is set to No_Data. To upload the School Census file
into COLLECT the user will click on the ‘Upload Return from file…’ button.
Uploading a data return
Once ‘Upload Return from file…’ is selected, a simple upload screen is
displayed:
The school can enter the file path/name of the return or alternatively click on
the ‘Browse…’ button to navigate to the required file.
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Once the relevant file has been selected the ‘Upload’ button should be clicked
to save the data into COLLECT.
The upload functionality will reject any files that are not in the expected format
or structure and an error message will be given with text to describe where the
problem lies.
The school will now be returned to the ‘My COLLECT’ screen where they can
see a summary count of errors and queries that have been generated from all
of the defined validation checks. Note the status of the return has also changed
to ‘Loaded’.
Data status has
changed to Loaded
Submit Return
provides access for
the LA to the data
At this point further options will become available:
Open Return…
Clicking on this button allows the school to access the data contained within the
uploaded return. Any validation errors can be investigated from here and
annotated. This option is explored in more detail in the next section.
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Submit Return…
Clicking on this button allows the school to make their return available to the
LA. Until this step has been carried out, the LA will not be able to edit the return
or approve it as final.
Export to file…
The school has the option to export their data return in either XML or CSV
format.
Delete Return….
The data can be deleted at any time, in which case the status of the return will
change to ‘No_Data’ and all validation errors and notes will be removed.
Important - any validation errors which have previously been investigated
by either the School, LA or DCSF will be lost if this option is selected
including notes and history information. Please take care when selecting
this option.
Re-submissions….
A re-submission can be made by following the process detailed in ‘Upload a
return from file……’ However, if this option is chosen and a file is uploaded
then it will completely overwrite the previous submission regardless of where it
is in the workflow. - Important - any validation errors which have previously
been actioned by either School, LA or DCSF will be lost if this option is
selected including notes and history information. Please take care when
selecting this option.
Data Snapshots….
The lower third of the screen allows the school to see the progress of their
return through COLLECT. The following screenshot shows how it will appear
once the return has been submitted.
At each completed stage (i.e. the point at which the Submit, Approve, Authorise
buttons have been selected) the system takes a snapshot of the return at that
particular point. For example, if a return is submitted you will be able to view
that submitted data return or export the return using the buttons in the ‘What is
happening to My Data Return’ section (shown above). This could be useful in
comparing the return as it goes through the workflow at each stage to see how
much the return changes before it is authorised.
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Viewing a return
Until schools become familiar with COLLECT and feel comfortable using it it is
recommended that schools upload and submit their return, and leave it to their
LA to investigate validation errors.
Once a return has been uploaded into COLLECT the school can access the
data and investigate any validation errors.
If the ‘Open Return…’ button is clicked the school will see the screen below
View All enables the school
to drill-down to view the
School level, Pupil On Roll
and Pupil No Longer on
Roll data modules
The left hand menu bar
enables the user to view all
records within a particular
module, without drilling
down through school/pupils
etc.
Within COLLECT there are two different methods of navigation:
a) Drilling down and up through data and tabs (as explained below)
b) Using the left hand menu – this enables the user to view all records
within a particular module, without drilling down through school/pupils
etc. For example, if you click on the ‘Addresses’ menu item, it will return
‘all’ the pupil on roll addresses that exist within this return. This may be
useful for cleaning addresses that are in error. The menu items may
have a number in square brackets after the name, e.g. ‘Pupil on Roll’ [1].
This is an indication as to which sections have errors in the return.
Let’s use the ‘drill down’ method and drill down to the data concerning pupils on
roll by clicking on the ‘View All’ link.
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Selection
grid
‘View All’ will drill-
down to view either
the termly
exclusions,
addresses, Post 16
Learning Aims of the
individual pupil
The school is now able to see all of the ‘On Roll’ pupils that make up the return
within a selection grid. Ten pupil records are shown per page and navigation
through the pages is via the buttons. This page also contains a series of
links to ‘sibling’ pages showing different categories of pupil level data – pupil
characteristics, on roll status, termly attendance and annual attendance. These
can be accessed by clicking on the blue hyperlinks. The links at the bottom
page also allow the user to drill-down to ‘child’ modules of the pupil data, e.g.
addresses, termly exclusions and Post 16 Learning Aims.
In the example above Karl Cundy is the selected pupil record. When you select
this pupil it shows that it contains 2 queries which are noted against the pupil’s
date of birth.
Clicking on the number (2) will take the user to an error report that shows the
error rule number and error message:
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In this example the pupil’s date of birth means they are aged 5 or over yet
recorded as being part-time. In addition the year group for the child is not
consistent for a child of that particular birth date. The ‘Details’ button against
each query allows additional information to be displayed that lists all data items
referenced by the validation check and their values. This is particularly useful
if, as in this example, the referenced data items are not visible on the same
page (date of birth is visible from the pupil ‘Identifiers’ page whilst year group is
visible from the pupil ‘status’ page).
This shows the data items referenced
by the validation checks and their
current values. Clicking on the
underlined value will open up the page
that contains this field.
Schools are unable to amend data from within COLLECT. Instead it is
recommended that schools correct errors within their MIS, create another
return file and upload it into the system.
Annotating a return
From time to time a Census return may contain data that generates a validation
error that is perfectly valid. In such instances it will be useful for the school to
be able to attach an explanation for the LA.
Example
An error will be generated if a pupil’s postcode is missing or invalid. Whilst
every effort must be made to obtain these pupil details, the Department
understands that in extreme circumstances this is not always possible. In such
extreme cases these fields can be left blank or a partial address can be
supplied. The notes facility in COLLECT allows the school to explain this
circumstance.
To quickly jump to the ‘Addresses’ part of the Census return the school can
click on the ‘Addresses’ link from the left hand side navigation pane. (explained
previously)
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This will then display the list of addresses included in the return. The columns
can be sorted in ascending or descending order by clicking on each underlined
heading. In the example below ‘Rule Errors’ was clicked so the error was
brought to the top of the list. The school can then highlight the address in
question which will bring the details for this record into the bottom section of the
screen.
To add an explanation for the missing post code the user should click on the
‘Notes’ icon to be presented with the Notes page.
Clicking on the ‘Add New Note’ button takes the user to the ‘Note Creation’
page where the explanatory text can be inserted:
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Finally, by clicking on ‘Create’ the note will be added against the relevant data
item. Once a note has been added into the return, the ‘Notes’ icon changes
to .
The notes facility is also available within the error report screen so, if the user
had clicked on the number 1 highlighted red they would have been taken into
the error report screen (shown in the previous section) where the icon
would be visible, the same process as above would then be followed.
Note – Please use language of a sensitive nature as all notes created will
be accessible by anyone who has access to your data – school users, LA
and DCSF.
A note added against an error or a query will be lost if the data is
amended, clearing the error/query.
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Return Level Notes
In addition to making a note against an individual data item, error or query, it is
possible to make a Return Level note using the icon to the right of ‘Return
Level Errors’ section found on the school home page.
The user should click on the ‘Return Level Notes’ icon to be presented
with the Notes page.
Clicking on the ‘Add New Note’ button takes the user to the ‘Notes Creation’
page where the necessary text can be inserted.
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Finally, by clicking on ‘Create’ the note will be added against the return. Once
a note has been added, the ‘Return Level Notes’ icon changes to a
.
Handling Errors and Queries
Schools are unable to amend data from within COLLECT. Instead it is
recommended that schools correct errors within their MIS, create another
return file and upload it into the system. However, before updating your MIS
system, you will need to identify the errors and queries within your return.
There are 2 methods of doing this within COLLECT.
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a) Clicking on the red errors within the return - this will take you to the error
report explained earlier in this guidance.
b) Using the ‘All Errors’ facility found at the top of your MYCOLLECT
screen
By clicking on the ‘All Errors’ button, you will be presented with the following:
This screen shows all the errors associated with this return. You will see the
notes facility is available also in this screen for any explanations you may wish
to add (as explained previously)
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Select Grids – navigation to errors
The left-hand menu allows the user to view all records within a particular
module, without drilling through the hierarchical structure of the data. The
square-bracketed number indicates the existence of an error (s) against
records in this module. The annotation above means that there is an error
against one address record in the school’s return.
There are several ways to navigate to this error…
The user can drill-down through the hierarchical structure of the data. This can
be down by drilling-down to Pupils on Roll via the link at the bottom of the
screen.
The user will
then see Pupil
On Roll select
grid. To find
where the
errors
are located
within the Pupil
On Roll
records, the
user should
click on the
relevant column
heading (Pupil
Errors, Address
Errors, Termly
Exclusion
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Errors, SEN Needs Errors and Termly Session Details Errors) Clicking on the
title of each column works as a toggle, sorting the contents of the select column
by ascending and descending order of error numbers.
Once the pupil record with this address error has been found, the address
record can be displayed by clicking on Pupil On Roll Addresses ‘View All’
button.
Once the view all button is clicked user will be taken to following screen.
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The alternative method to navigate to an error is using the left-hand side menu.
The user can click on the Addresses heading on the left-hand side. This drills
down to all address records for all pupils within the school. The column heading
‘Rule Errors’ can be toggled to find the address record with the error.
The tables accessed from the left hand menu have been enhanced to contain
extra columns containing pupil information. This means that if the left hand
menu is used to view/ locate errors, the pupil will be easily identified.
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COLLECT FOR LOCAL AUTHORITIES
Familiarisation URL:
https://datauat.dfes.gov.uk/SchoolCensusFamiliarisation/MyCollector.aspx
Live URL:
https://data.DCSF.gov.uk/collectportallive/mainpage.aspx
Logging In
To log onto COLLECT, open up the relevant URL using your web browser and
enter your username and password. Please use your LA username and
password issued via email from dsg.helpdesk@DCSF.gsi.gov.uk. All
passwords within COLLECT are case sensitive. LAs can have as many
COLLECT users as they require with each user having their own unique
username and password. If you have not yet had a username and password
issued, please contact the DSG Helpdesk: 01325 392626 or email
dsg.helpdesk@DCSF.gsi.gov.uk
Once the relevant username and password have been entered click on the
‘Login’ button.
Following successful log in, a list of all available collections will be seen. The
listing can be sorted in ascending or descending order by clicking on each
underlined heading.
Here is the list
of current
collections
available to
this login
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To continue, select the required data collection so that it is highlighted in bold
and then click on the ‘Select Data Collection’ button.
LA Summary Screen
The next screen (My Agent) provides a summary of the latest position with
respect to the selected data collection.
Number of
expected,
outstanding,
submitted,
approved and
authorised returns
Approve
return
Export
for
return(s)
DCSF
as XML or
CSV
Upload
return(s) on
behalf of
schools
Filter by….
The list of sources displayed can be filtered by various criteria:
• Source Name – the data source name, typically school name
• Native ID – the data source unique identifier e.g. DCSF school number
such as 3302010
• Status – the current status of data returns. The options available are
No_data, Loaded, Amended_by_source, Submitted, Rejected,
Amended_by_agent, Approved, Rejected_by_collector,
Amended_by_collector, and Authorised.
To filter the list of school returns down to only those that have been ‘Submitted’
the Agent should set the ‘Status’ criteria to Submitted and then click on the
‘Go’ button
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The list of Sources will be filtered to show only those returns that have the
status of Submitted:
To reset the listing to show all data sources clear the filtering criteria and click
on ‘Go’.
To filter the listing to show any school that contains the word ‘field’ at any
position in their name type ‘field’ into the Filter By ‘Name’ box. The filter is not
case sensitive.
Combinations of ‘Name’, ‘Native ID’ and ‘Status’ can be used to further refine
the list of Sources.
Performance Summary
This area shows the number of returns that are expected and outstanding, the
number that have been submitted, approved and authorised, together with a
breakdown of error numbers.
Load & Approve Authorise
Submit
School LA DCSF DCSF
(Source) (Agent) (Collector) (Policy)
Sources
Lists all of the data sources (schools) expected to make a data submission in
the selected return. The columns can be sorted in ascending or descending
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order by clicking on each underlined heading. Ten sources are shown per page
with navigation through the pages being achieved by the page number buttons
on the right of the screen underneath the school list. Hovering over an
individual school name with the cursor will show the contact details for that
school.
Open return
Clicking on this button will give the LA user (Agent) access to all the data
contained within the submitted return. Any validation errors can be investigated
from here, annotated with notes, and amendments made.
Approve
Allows the LA user (Agent) to approve the selected school return as complete
and submit it to the DCSF.
Approve All
Allows the LA user (Agent) to approve all of the school returns which have
been Submitted or Amended_by_Agent. Please note – in selecting this option
every school with the status of Submitted or Approved_by_Agent will be
approved to the DCSF regardless of action taken on the return.
Unapprove
This button allows the LA user (Agent) to retrieve their data from DCSF. This
can only be used for single returns.
Reject
This button allows the Agent to reject the selected school return. Important - If
a return is rejected it is important that the LA informs the relevant school
as the system will not alert the interested parties.
Delete
Allows the LA user (Agent) to delete the selected return. Important – If a
return is deleted this will include all notes and history attached to that
return. Also, it is important that the LA informs the relevant school as the
system will not alert the interested parties.
‘Export’ and ‘Export All’
These buttons allow the Agent to export either the selected school’s data return
or all data returns in either XML or CSV format. This is explained further on in
this document.
Upload Return for selected Source…
Click this button to upload a data return on behalf of one of your LA schools.
The school whose return is to be imported must first be selected from the list of
Sources. See section below for detailed instructions.
Upload Multiple Returns (.zip file)…
This button allows the Agent to import returns from more than one source. The
school data files must be contained within a zip file. See section below for
detailed instructions. Please note - If you are uploading a zip file containing
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many school returns then please be aware that you will not be prompted if one
of the schools contained in the zip file is already on the system. It will
automatically overwrite the school return without warning you.
Uploading returns on behalf of schools
Some LAs have existing arrangements in place requiring schools to send in
Census returns via a mechanism other than S2S (e.g. AVCO, file transfer via
LA internal network). The introduction of COLLECT makes provision for this by
allowing LA users to upload returns on behalf of their schools.
Upload a single return
To upload a single return the relevant school must first be highlighted from the
list of sources and then the ‘Upload Return for Selected Source…’ should be
clicked:
This will present the LA (Agent) with the Upload screen:
The Agent can enter the file path/name of the return or alternatively click on the
‘Browse…’ button to navigate to the required file.
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Once the relevant file has been selected, the ‘Upload’ button should be clicked
to save the data into COLLECT.
The upload functionality will reject any files that are not in the expected format
or structure and an error message will be given with text to describe where the
problem lies.
Once the file has been successfully uploaded, the return status for that school
will change to ‘Submitted’.
Upload multiple returns
To upload a number of returns in one go they must first be placed inside a zip
file. Once this has been accomplished, the LA (Agent) should click on the
‘Upload Multiple Returns (.zip file)…’ button
The next screen requires the Agent to browse to the relevant zip file or enter
the file path/name of the return and then click on the ‘Upload’ button. Please
note - If you are uploading a zip file containing many school returns then please
be aware that you will not be prompted if one of the schools contained in the
zip file is already on the system. It will automatically overwrite the school return
without warning you.
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The upload functionality will reject any files that are not in the expected format
or structure and an error message will be given with text to describe where the
problem lies.
Once the zip file has completed loading, the Agent will be presented with a
page providing the upload result for each file contained in the zip file.
Viewing a submitted return
From the ‘My Agent’ page the LA user can select a school return that has been
submitted and open it to examine for errors. To do so, the relevant school
should be highlighted and then the ‘Open Return…’ button clicked.
Note the school in the example above has submitted a return with 2 Queries
and 11 Errors.
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Once the return has been opened the Agent will see the following screen:
‘View All’ enables the
user to drill-down to
view School level, Pupil
On Roll and Pupil Off
Roll data modules.
The left hand menu bar
enables the user to view all
records within a particular
module, without drilling
down through school/pupils
Within COLLECT there are two different methods of navigation:
c) Drilling down and up through data and tabs (as explained below)
d) Using the left hand menu – this enables the user to view all records
within a particular module, without drilling down through school/pupils
etc. For example, if you click on the ‘Addresses’ menu item, it will return
‘all’ the pupil on roll addresses that exist within this return. This may be
useful for cleaning addresses that are in error. The menu items may
have a number in square brackets after the name, e.g. ‘Pupil on Roll’ [1].
This is an indication as to which sections have errors in the return.
The tables accessed from the left hand menu have been enhanced to
contain extra columns containing pupil information. This means that if
the left hand menu is used to view/ locate errors, the pupil will be easily
identified.
Let’s drill-down to the data concerning pupils on roll by clicking on the ‘View All’
link.
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Selection
grid
‘View All’ will drill-
down to view either
the termly
exclusions,
addresses, Post 16
Learning Aims of the
individual pupil
The Agent is now able to see all of the ‘On Roll’ pupils that make up the return
within a selection grid. Ten pupil records are shown per page and navigation
through the pages is via the buttons. This page also contains a series of
links to ‘sibling’ pages showing different categories of pupil level data – pupil
characteristics, on roll status, termly attendance and annual attendance. These
can be accessed by clicking on the blue hyperlinks. The links at the bottom
page also allow the user to drill-down to ‘child’ modules of the pupil data, eg
addresses, termly exclusions and Post 16 Learning Aims.
In the example above Karl Cundy is the selected pupil record and it contains 2
queries which, when you select this pupil shows that it is noted against the
pupil’s date of birth
Clicking on the number (2) will take the user to an error report that shows the
error rule number and error message:
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In this example the pupil’s date of birth means they are aged 5 or over yet they
are recorded as being part-time. In addition the year group for the child is not
consistent for a child of that particular birth date. The ‘Details’ button against
each query allows additional information to be displayed that lists all data items
referenced by the validation check and their values. This is particularly useful
if, as in this example, the referenced data items are not visible on the same
page (date of birth is visible from the pupil ‘Identifiers’ page whilst year group is
visible from the pupil ‘status’ page).
This shows the data items
referenced by the validation
checks and their current
values. Clicking on the
underlined value will open up
the page that contains this
field.
Handling errors and queries
Although data can be amended from within COLLECT it is recommended that
schools correct errors within their MIS, create another return file and upload it
into the system. Where this would be impractical it is important to ensure that a
school corrects data within their MIS even though they will not be producing a
replacement Census return.
Let us look at an example of amending data within a submitted Census return.
The columns can be sorted in ascending or descending order by clicking on
each underlined heading. This is useful for bringing errors to the top of the list.
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The pupil record for Graeme Gower contains 1 error which, we can see, is
related to his Address:
By clicking on the ‘View All’ link for ‘Pupil On Roll Addresses’ we are taken into
the screen which focuses on Graeme Gower’s address details:
Clicking on the ‘1’ takes the user to the error report
The error message indicates that the street details are null. From this point the
user has a couple of options to amend the data item:
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Option 1: Click on the ‘Back’
hyperlink to return to the previous
page and then press the Edit button
to enter edit mode:
Option 2: Click on the Details button from the error report, and then on the
subsequent hyperlink for ‘Street’ field.
At the next page the user enters edit mode by clicking on the ‘Edit’ button.
Once edit mode has been activated the user can amend any of the data items
viewable on the page. For each item there is either a drop-down list of
acceptable values or a text box into which the new data can be entered
against.
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In this example the LA user has determined the missing street details and has
changed the data accordingly.
Once the edits have been made the user should switch into read mode by
clicking on the ‘View’ button.
Please note – You will not be able to amend any other errors before drilling
back out of this screen. If you try to you will be given the following error
message: ‘Cannot choose another error to investigate’
To continue editing errors, you will need to click ‘back’ to take you back to the
error report and then back again to take you back to the original screen. From
here you will be able to select another error to investigate.
Return level errors
These are errors which are not related to specific instances of data.
If we click on the red 10 above we are presented with the following error report
screen which shows examples of the errors you would find within Return level
errors:
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From here you can investigate the errors as you would for an individual data
field, as explained above.
History Log
Changes that are made to data items are recorded in the History Log and
indicated with an icon in the History column against that data item. These
changes are viewable by School, LA and DCSF.
Clicking on the history icon will display the full audit history for that data item:
This shows that the user ”Sam Currie”, with the role of “Agent” from
Department for Education and Skills amended the ‘Address’ data item on
21/06/2007. If there were a number of amendments against this particular data
item they would all be displayed in the grid.
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Once a data item has been changed the status of the return will change to
‘Amended_by_agent’ and be reflected in both the LA and school views.
Annotating data
An LA data agent can add notes against data items in the same way that a
school is able to (see page 10). An LA user can see a note made by the school
and vice versa. If multiple notes are made these appear in a grid in the same
way as the History entries.
A typical use of the notes facility would be where an error is triggered off by
data loaded by the school but it is perfectly valid. The school, knowing that the
LA are likely to query this data can, before they submit it to the LA, annotate
the relevant field with an explanation as to why this data is correct, even though
it has produced a query. This could mean that the LA (being able to view the
note) would accept it as a valid explanation without having to check back with
the school again. The LA could at this point add a second note, accepting the
school’s explanation, and then both these notes would be visible to the DCSF,
which again may mean further follow-up action is not necessary.
Approving / rejecting a return
Once the LA user is happy for a school return to be approved for DCSF access
then the procedure is very straightforward. The relevant school must be
highlighted from the list of sources after which the Agent must click on the
’Approve…’ button.
If the LA user does not wish to accept the return as submitted from the school
they can choose to reject it. The procedure is exactly the same as above – this
time however the ‘Reject…’ button must be clicked. Important - If a return is
rejected it is important that the LA informs the relevant school as the
system will not alert the school on your behalf.
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Also, if an LA is doing all the loading, i.e. their schools are not currently using
COLLECT. Then if they reject a case, the only option to amend the data is to
re-load it – you will not be able to edit, add or delete.
Approval and rejection of returns can only be performed on a school by school
basis. Following approval or rejection the status will be instantly viewable from
the school’s own COLLECT login:
Exporting data
COLLECT provides options to export data returns in XML or CSV format. Users
are advised to add collect site into their trusted site list. To do so Open your
internet browser
Click on Tools, then click on Internet Options, and select the Security
tab.
Click on the “green tick” Trusted Sites icon, then click on the ‘Sites’
button.
Enter https://data.dcsf.gov.uk into the field named ‘Add this web site to
the zone’, click ‘Add’ and then ‘OK’ to complete the process.
If you use a different internet browser then you should contact your IT Support.
NOTE
For School Census returns an Access database export option will be available
and issued to LAs.
Exporting data can be performed for the currently selected school in the
Sources list by clicking on ‘Export…’ button
Alternatively data can be exported for all currently loaded returns by clicking on
the ‘Export All…’ button.
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Regardless of which export route is taken the user will be given the option of
choosing the format in which the data should be exported.
Exporting as XML will generate a zip file containing the selected school(s)
returns. Exporting as CSV generates a zip file containing CSV files that relate
to how data is stored within COLLECT.
If the Export All facility is used, then a folder will be created containing the
individual school files.
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GLOSSARY OF TERMS
COLLECT –Collections On-Line for Learning, Education, Children and
Teachers.
Source – Provider of data (Schools, CTCs, academies and NMSS and
Early Years providers)
Agent – Undertakes verification and checking of the data received from
the Source (LAs)
Collector – Final destination of data (DCSF)
Workflow – Within the COLLECT Portal data returns progress through a
workflow of loaded and submitted (by the school), approved
(by the LA) and authorised (by the DCSF). At each point in the
workflow the school, LA and DCSF are able to View or Export
the return as it stands at each stage.
COLLECT replaces the S2S website as the secure file transfer
mechanism for schools to send their School Census returns to
the LA. If the existing local arrangements require schools to
send their data to the LA by another mechanism such as AVCO,
this can still be done with the introduction of COLLECT. Schools
can continue to send their data in the usual manner and the LA
user will upload the returns to COLLECT for validation.
Submission stage – When the return has been submitted up to the LA from
the school
Approval stage - When the return has been approved by the LA and
submitted up to DCSF
Authorisation stage – When the return has been received and authorised by
the DCSF.
Errors – These errors must be fixed before the return is submitted to LA or
DCSF.
Queries – These are errors which are flagged for you to ask the question ‘are
you sure these values are right?’
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