Autumn 08 - Final slides

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					School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

School Census Autumn Workshop

Michael Ellis
Department for Children, Schools and Families

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

School Census: Overview

Malcolm Britton
Department for Children, Schools and Families

Well Done
 2008: – Seventh year of full individual collection arrangements – Termly collections, and use of COLLECT, now embedded – Data collected continues to inform funding, and assortment of policies – and at local level too Down to huge local effort – THANK YOU!

Onwards: More to do
 School Census likely to grow even further in importance: – National Audit Office use – Use of data for ContactPoint – Filling the gaps on individuals not covered  Controls on items

Thank You
 Thank you again  Enjoy the rest of the day  Keep up the good work

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Uses of 2008 School Census data

Graham Knox
Department for Children, Schools and Families

Absence data
 Data are used to monitor PSA targets for high levels of absence and to look for high persistent absence

 This allows the DCSF to inform National Strategies who can target problem areas and work with LAs to identify and reduce the absence rates  Future data are then used to monitor developments and progress  Tuesday 21st October see the release of the Absence Statistical First Release with the latest Absence figures from the autumn 07 and spring 08 term

Use of Absence data in AATs (1)
 Achievement and Attainment Tables (AAT – formerly performance tables) include two key indicators: – % Overall Absence – % Persistent Absence  AAT calculated on Autumn term plus Spring term absence data collected in census  There is no Forvus collection or checking exercise! Please communicate this message to your schools if they don‟t already know

Use of Absence data in AATs (2)
 Further information can be found at:  Other information can be found in the publication “DCSF: Pupil Absence in Schools in England: Autumn Term 2006 and Spring Term 2007” at: ex.shtml

Linked to other data sources
 Census data are merged with the attainment data to allow for the production of Performance Tables  Census data are linked to other data sources held by the DCSF to create the National Pupil Database
 Data are linked to Geographical Mapping software to produce small area analyses on issues such as deprivation

Funding purposes
 Data feed directly into the DSG (Dedicated Schools Grant)  Autumn Census data will be used for the first time this year to inform the ECG (Exceptional Circumstances Grant)  Data contributes to the Specialist Schools Grant  Post-16 data collected in Census is sent to the LSC for post-16 funding allocations

Statistical publications
 Statistical publications are a means of providing Ministers, MPs, the Press, and members of the public with information on key subject areas. Examples include: – „Permanent and Fixed period Exclusions in England‟ – „Pupil Characteristics and Class Sizes in England‟ – „Pupil Absence in England‟ – „Special Educational Needs in England‟ – „Admission Appeals for Maintained Primary and Secondary Schools‟
[Comments and feedback on the publications are always welcome]

Other uses
 All data are used to monitor, inform and develop policy  Data are used for National Indicators, such as Exclusion Rates and Absence Rates

 Data contributes to the Department‟s Edubase system – a database holding information on all schools  Data are used to answer ad-hoc requests for information, as well as hundreds of Parliamentary questions each year  Travel data and Extended Services used to monitor progress towards targets

One final point…..
 Once a census is finished, we leave the database as read only for 4 weeks to allow LAs to download final copies of their data  Can all LAs ensure they do this within the 4 week period please  In future, we won‟t be able to provide LAs with a copy of their return after this 4 week period. Sorry

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

School Census 2009
Data Quality Issues from 2008:
Home information Entry Date Date of Leaving Extended Services Mode of Travel Infant Class Sizes

Melanie Armstrong
Department for Children, Schools and Families

Home Information of Boarding Pupils from Abroad
 The home address of boarding pupils from „abroad‟ should be recorded as the address where they reside during term time. This may be the school‟s address
 If a second address is an overseas address, validation errors on the postcode can be ignored

Entry Date
Evidence has shown that schools are not recording pupils entry dates. To ensure that ‘new admissions’ are reflected correctly:  Pupils entering Reception from the same school‟s nursery class should be issued with a new entry date  Pupils entering year 12 and above from the same school should not be issued with a new entry date
Notes of guidance have been amended to this affect

Date of Leaving
Because the Absence module collects historical data from the previous term and Exclusion Module collects historical data from the term before the previous term:
Pupil records should not be returned from pupils‟ whose leaving date is before the previous two terms and should be removed from the present census return.

Spring census should only record pupils off roll who have exclusion records from the Summer Term. Therefore any pupil who had a leaving date before the 24 March 2008 should not be included. In addition to this any „off roll‟ pupil who does not have any exclusions and has a leaving date before the beginning of the Autumn Term should not be included in the return.

Extended Services
   Concerns about accuracy of data Schools may be underestimating the number of extended services they provide Additional guidance on filling in the extended schools section: – „Childcare and/or activities‟ means what it says – if the school provides any childcare, or any activities, they should say yes to these questions. This can include football clubs, drama clubs etc and not just formal childcare – Ensure that the right person fills in, or checks, the extended schools answers – either the head teacher or member of staff with responsibility for extended services – Ensure that all relevant extended services are recorded not just one or two of them Validation reviewed and improvements have been made – „NONE‟ category should not be a default in schools software


Mode of Travel (1)
 Required in January for ALL pupils on roll from all schools with a School Travel Plan

When collecting a child’s mode of travel, please remember the following:  The longest journey time where a pupil uses more than one mode of travel for each journey should be recorded The most frequently used mode should be recorded if a pupil uses different modes of travel during the week/year Scooter, skateboard or roller skates/blades are regarded as „walking‟ to school Boarding pupils should record their usual mode of travel as „Boarder – not applicable‟ Analysis of mode of travel data shows that the number of pupils walking to school has been over reported, it may be that the field is being flood field

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Mode of Travel (2)
 We would advise data collection officers to liaise with School Travel Advisors (STAs) who should be able to highlight inconsistencies/discrepancies in the data  Validation has been improved, this will now check that all pupils on roll has MOT not just a minimum of one – this will remain a school level query  Information on which schools have a School Travel Plan will be issued End of November 2008

Infant Class Sizes (1)
 The School Standards and Framework Act limits the size of an infant class during an ordinary teaching session to 30 pupils per school teacher. Infant classes are those in which the majority of children turn 5, 6 or 7 during the course of the school year i.e. Reception and Key Stage 1 classes Primary schools with infant classes are asked to ensure that the selected period is one in which their infant classes are engaged in an ordinary teaching session. An ordinary teaching session does not include school activities usually conducted with large groups of children e.g. PE/games, music, singing, drama, watching television or listening to the radio
If, at the time of the count, infant class children would be involved in such an activity the count should be deferred to the next ordinary teaching session. This change of selected time should be enacted for all classes in the school, not just the infant classes



Infant Classes (2)
 Please remember the calculation is based on pupil:teacher ratio not pupil:adult ratio, therefore regardless as to how many teaching assistants there are, the class will be treated as illegal if over 30 pupils with 1 teacher  LA have the facility within COLLECT to record any large classes who have „exceptions‟ or classes where the teacher is on Planning and Preparation time (PPA), further guidance will be issued in time for the Spring census  If qualifying measures are not taken by the schools who have reported unlawfully large infant classes, the Department‟s policy will be to take up „follow up‟ action

Class Type
There has been an issue regarding the recording of Nursery/Reception pupils and their Class Type  Pupils NC Year should be recorded according to the curriculum year they are studying which is not necessarily in accordance to their age
 Pupils who are attending the Nursery at the beginning of the autumn term (majority are aged 4) with the intention of not entering Reception until January should not be recorded with an NC Year of „R‟ (Reception)  However it is possible for a pupil who is in NC „R‟ and is in a „mixed‟ class where the majority of pupils are Nursery. Then it would be expected that their NC Year would be recorded as „R‟ with a class type of „N2‟

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

COLLECT Enhancements

Harjit Guram
Department for Children, Schools and Families

An Update
 Prioritisation of enhancements exercise  COLLECT User Group
 Performance issues – working with Microsoft and other key partners

 On-roll / off-roll functionality

Prioritisation of Enhancements Exercise
 Taking forward requirements that have real business benefit  Conflicting requirements
 Some had already been implemented  Some were duplicated  Some were merged with other enhancements  Some were removed as no longer relevant  We now have an up-to-date prioritised list and are working towards an implementation plan

Prioritisation of Enhancements Exercise
Current Status:
 Up-to-date list of must have enhancements  Some enhancements have already been implemented, e.g. the sort order being lost when viewing specific errors and drilling into this data and back again – although this needs a further enhancement implemented
 Some enhancements have been approved for implementation, e.g. on-roll / off-roll pupil enhancement, however we are awaiting a funding decision  Prioritised enhancements will be published in due course once the impact has been assessed

 Further enhancements include a feedback mechanism for LAs to request change using a template on TeacherNet

COLLECT User Group
 Running now for a year  Comprises LA representatives and various DSG representatives  Agreed the prioritised list to ensure that we implement those items that have the most impact / benefit  Next meeting to occur in January or early February 09  Quarterly meetings

Performance issues – working with Microsoft and other key partners
 Microsoft involved in directly monitoring the COLLECT website during the first two days of the Autumn collection – the most likely time to expect issues

 There were no performance issues that we‟d hoped to capture!  Ongoing dialog with CIOG in DCSF and Microsoft to monitor the situation
 Watch this space….

On-Roll / Off-Roll Functionality
 A business case has been raised and approved  Currently with the COLLECT development team for analysis and costing  Then we will look to secure financial funding  Release aimed at Spring 09, but cannot promise this at this point as timings are tight

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Changes for 2009
New Items Updates on Existing Items

Simon Grigor and Julia High
Department for Children, Schools and Families

New Items
 Unique Learner Number  Funded Hours
 Parent/Carer contact details

Updates to Existing Items
 Boarder status  Ethnicity (including source) and Language
 Extended services

 Source of service child flag  Mode of travel validation  Gifted and Talented
 Guest pupils and sixth forms

New Items: Unique Learner Number (ULN)
 ULNs being assigned to every person over 13 in publicly-funded learning  Will remain with the person for their lifetime  Putting on School Census can match with National Pupil Database and Key to Success – ensures proper delivery of educational elements of 14-19 Diplomas

New Items: Unique Learner Number (ULN) (ii)
 Four ways of adding ULNs: – Through the Key to Success website – Through MIAP Release 1a functions - search function – Through MIAP Release 1b functions - system to system – Through the School Interoperability Framework (SIF) - if participating  All these options will be available for disseminating data to schools

New Items: Unique Learner Number (ULN) (iii)
 Termly: secondaries, M.D.secondaries, Specials
 Not obligatory if pupils are not enrolled on Diploma courses

New Items: Funded Hours
 For consistency between the maintained sector and P.V.I. nursery provision, re the Dedicated Schools Grant
 Record the LA funded hours (i.e. the free entitlement) accessed by 3- and 4-year olds in the Census week

 Exclude extended services
 Termly collection

New Items: Funded Hours (ii)
 Funded hours entitlements  4 year olds – 25 hours a week  3 year olds – 12.5 hours a week; or 15 hours a week in Pathfinder LAs

New Items: Parent/Carer contact details
 Requirement for ContactPoint
 Census offers means of doing so with least burden

 Parent defined in the guidance  Will collect whatever data is stored in the school‟s MI system. One exception – no use of „Other Family Member‟ unless they have parental responsibility

Updates – Boarders
 Boarder status – for pupils no longer on roll

Updates – Ethnicity and Language
 Ethnicity (including source) and Language – for pupils no longer on roll

Updates – Source of Service Child Flag
 Source of service child flag – extra guidance  No „hands up in class‟, please
 Better personal security for pupils in the Service community

Updates – Gifted and Talented
 Now collected termly  Ensures better updating of movements in the G & T population

Updates – Guest Pupils and Sixth Forms
 „Guest‟ is used in many MI systems. But not a recognised term in attendance regulations  Pupils shown as „G‟ are excluded from a school‟s register as party of their Census return  Pupils attending another school – if it‟s not „one off‟ situations – use a dual registration entry
 Post-16 – „Guest‟ used quite widely for some pupils having learning aims delivered elsewhere. Acceptable as Post-16s not covered by attendance regulations

Guidance Notes
 Preparation and Guidance Notes soon on TeacherNet

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Duplicates and Funding Reports

Graham Knox
Department for Children, Schools and Families

Duplicate UPN report changes (1)
 Duplicate reports will continue to be available through COLLECT  Change to include Funded Hours – Duplicate UPNs with a combined acceptable amount of funded hours will be removed from the report, unless:
• One of the pairs has funded hours missing (unless an Academy, CTC or NMSS)
• The D.O.B.s of the two pupils don't match

Duplicate UPN report changes (2)
 Inclusion of a ‘Contribution’ Field
– A field has been added to the duplicates report to indicate the contribution each pupil will make towards the funding report – The contribution will be 1/(number of pupils with the same UPN) where enrol status is C or M e.g. if 3 pupils with the same UPN, contribution will be 1/3 – The contribution amount will carry through to the funding report and be adjusted to an FTE or PTE accordingly. If the duplicate is resolved, the full pupil contribution will be shown on the funding report
– The contribution affects pupils with enrol status C or M only. A duplicate of C and S for example will appear on the duplicates report, but the C registered pupil will receive full funding

Duplicate UPN report changes (3)
• Inclusion of a ‘Contribution’ Field ctd…. – To see the accurate contribution amount, you need to run the cross LA duplicates report
Pupil1ID 1 2 13 1 2 13 9 10 11 12 3 4 5 6 4 5 4 6 7 8 UPN1 M202250795038 M202250795038 M202250795038 M202250795038 M202250795038 M202250795038 E202235897999 E202235897999 E202235897777 E202235897777 E202235897030 E202235897030 E202235897030 E202235897030 E202235897030 E202235897030 E202235897030 E202235897030 E202235897018 E202235897018 LA1 School1 EnrolStatus1 Contribution1 Pupil2ID UPN2 LA2 School2 EnrolStatus2 Contribution2 201 1 M 1/3 2 M202250795038 201 2 M 1/3 201 2 M 1/3 1 M202250795038 201 1 M 1/3 202 1 C 1/3 1 M202250795038 201 1 M 1/3 201 1 M 1/3 13 M202250795038 202 1 C 1/3 201 2 M 1/3 13 M202250795038 202 1 C 1/3 202 1 C 1/3 2 M202250795038 201 2 M 1/3 201 a C FULL 10 E202235897999 201 b S N/A 201 b S N/A 9 E202235897999 201 a C FULL 201 c S N/A 12 E202235897777 201 d S N/A 201 d S N/A 11 E202235897777 201 c S N/A 201 3 M 1/2 4 E202235897030 201 4 C 1/2 201 4 C 1/2 3 E202235897030 201 3 M 1/2 201 5 S N/A 6 E202235897030 201 6 S N/A 201 6 S N/A 5 E202235897030 201 5 S N/A 201 4 C 1/2 5 E202235897030 201 5 S N/A 201 5 S N/A 4 E202235897030 201 4 C 1/2 201 4 C 1/2 6 E202235897030 201 6 S N/A 201 6 S N/A 4 E202235897030 201 4 C 1/2 201 7 C 1/2 8 E202235897018 201 8 M 1/2 201 8 M 1/2 7 E202235897018 201 7 C 1/2

Unresolved Duplicates (1)
 The DCSF will not clean duplicates on behalf of LA
 It is up to the LAs to discuss and agree how duplicate cases should be resolved  Funding will be divided equally among LAs for unresolved duplicates, meaning these will only receive a proportion of the full Guaranteed Unit of Funding

 We will release firm guidance for LAs to follow

Unresolved Duplicates (2)
 In exceptional circumstances, the DCSF may intervene to resolve disputes. This may include cases where:
– LAs cannot, after discussion and attempts to do so, resolve difficult cases – The other LA involved with the duplicate is not willing to enter discussions and happy to accept half funding, despite attempts by the first LA to resolve cases

 If these cases arise, there will be a new item added to the pupil status page to indicate „do not fund‟  This will only be available to use by DCSF staff but will be visible to LAs. LAs will be given advanced warning and opportunity to resolve duplicates before this resolution is implemented

Academy, CTC and NMSS Duplicates
 Where a duplicate occurs within your LA matched to an Academy, CTC or NMSS, we would ask the LAs to take responsibility for resolving these
 Academy (or CTC, NMSS) to Academy (or CTC, NMSS) duplicates will be managed by the DCSF

DSG Funding Reports (1)
 LA funding reports will be available to run from the reports function in COLLECT  As with duplicates, data will reflect the position as at close the previous day  LAs can run the reports as frequently as required
 The DCSF will not distribute funding reports to LAs this year. We will however notify LAs when they need to check their reports

DSG Funding Reports (2)
 The funding reports will reference the duplicates report and exclude unresolved duplicates  Once resolved, the funding report will be updated the following day  If LAs want to check funding reports against data on COLLECT, you need to run your cross LA duplicates report at the same time as your funding reports

 Data from SLASC for PRUs and General Hospital schools will be included in the same way, although this data will not appear in the reports until late February/early March

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Post-16 Learning Aims Diplomas

Gerard Hassett
Department for Children, Schools and Families

Post-16 Learning Aims Issues Autumn 08 Census
 Issue: New GCEs – How are they identified? – No simple answer – Usually have “level 3” in title – but not always – Accreditation start date usually in 2007 – but not always – Some suppliers still using previous QANs for new qualifications If incorrect QAN entered this can be rectified in Summer return by transferring to new course

Post-16 Learning Aims Issues Autumn 08 CensusB (cont)
 Issue: International Baccalaureate components – Not all components have QANs: for these use the category QANs beginning with “#” – Permanent solution being investigated

Post-16 Learning Aims Looking Forward
 Data collected for new aims from 1st August – discussions ongoing with LSC about a possible change but not before 2010  School Summary – specification changed for 2009 to repair post-16 learning aims section

 International Baccalaureate – Proposal: a number of new “dummy” QANs to be created to cover the components that do not have official, QCA, QANs

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Early Years and Alternative Provision Census 2009
Simon Grigor
Department for Children, Schools and Families

Early Years Census
 2009 - 2nd Year of national collection  Early Years Professional Status – Two items  Minor validation changes  No change to Provider categories: but quite likely for 2010

Alternative Provision: Background
 The Alternative Provision Census is a Local Authority annual census that requires the return of individual Pupil records
 It covers all school age pupils attending a school not maintained by an authority for whom the Authority is paying full tuition fees, or educated otherwise than in schools and Pupil Referral Units, under arrangements made by the Authority

Alternative Provision: Scope
 Pupils in scope are classified according to the type of Alternative Provision, which should be one of the following: – Independent School – Hospital – Non-maintained Special School – Academy (only include those pupils who receive individual SEN resources only) – Not a School

Alternative Provision: Coverage
All pupils aged 3 years and over as at the 31 August 2008 should be recorded. However, pupils aged 2 can be included if they have individual SEN resources (pupils with SEN A, P or S).
Pupils aged 16 plus for Alternative Provision types other than „Not a School‟ are NOT funded via the Dedicated Schools Grant. The data is used for 14-19 participation rates. Therefore, we need these pupils recorded or your return, and they will appear on your AP Funding Report for checking purposes only. These pupils are funded by the Learning and Skills Council.

Provisional Key dates for 2009 – both collections
 Census date 15 January 2009

 Return Date 13 March 2009  Database closure End of April

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

COLLECT Best Practices

Harjit Guram
Department for Children, Schools and Families

Items of Interest
 Using Queues
 Loading Files  Data Snapshots

Using Queues
 Discussed at COLLECT User Group and shared use of queues  Helps to allocate certain groups of schools to members of your team for loading, checking and approving the data  Used in different ways, such as: - school Estab range - error type (NCYear, address missing, etc.) - requiring a phone call to school - school phase - school type
 However, a school can only belong to one queue

COLLECT Queue Guidance
 Can be found on TeacherNet (School Census 2008 - LA Guidance, page 38): v0.7.1.pdf

 Check for latest guidance version (2009) on TeacherNet at:

Loading Files In COLLECT
 There have been some issues where data has been loaded twice, possible when COLLECT is slow, or two people are trying to load the same data at the same time

 Please don‟t re-load data when you have already requested the file to be loaded – it is queued with all the other requests and will be processed in order by COLLECT, even if you close your browser  We are looking at improving the loading process screen to give additional information on loading progress to help prevent this from happening

Using Snapshots
 Be aware that when viewing snapshots, you cannot amend the data  If you see all the add/edit/delete buttons greyed out, you are in a snapshot view. Click on the button at the top right of the page to return to the My Agent page

 Detailed snapshot guidance and frequently asked questions are available at: 08/

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

Fair Processing Notices (FPN)

Julia High

Department for Children, Schools and Families

 Department provide suggested draft but responsibility remains with the school  Covers legal responsibility under the Data Protect Act (DPA)  Reason for two layers  Suggested text available at management/fpnpupils/

Issues Arisen Since Publication
 Which parents/carers should receive the FPN  Children aged 12/13 – entitlement to receiving their own FPN
 Connexions Services now that they are run by many LAs

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City

2010 and beyond
School Census 2010 School Census 2011

Simon Grigor
Department for Children, Schools and Families

 ‘No substantive change’ approach to main Census. Due to: – Reducing the Burdens Task Force – Introduction of School Workforce Census – Introduction of PRU Census – Introduction of Independent School Census – General Hospital Schools

2010 (ii)
 Minor changes only – All year with 152 LAs – Collection dates – Validation changes

 30-odd business cases being held  RBTF might lead to an „in and out‟ approach

2011 (ii)
 Strong cases – deferrals from 2010: Disability; Pre-16 Learning Aims
 Probably not so strong – a variety of others  More news as it happens

School Census Autumn Workshop

Friday 24 October 2008 Holiday Inn Birmingham City