This guidance is provided to outline the main requirements of the 2008 FSP data
collection and submission arrangements. The DSG is hoping to make the live 2008
FSP COLLECT system available by the beginning of June at the latest.


There are no significant changes to the mechanics of the FSP collection
arrangements this year.

The Department will continue:-

    -   to collect full individual child level data (not a 10% sample) – see Section 3 of
        the 2008 KS1 Annual Reporting Assessment; and

    -   COLLECT will be the means by which data is collected from local authorities1.
        (See Local Authority data reporting format)


Despite the fact that there are no major changes, it may still be helpful to outline within
this guidance some of the key data collection requirements. The issues covered are:-

Data Collection timetable

Expected school and settings list

Child residence postcodes

School /PVI recording and reporting options

        - Management Information system

        - E Profile

        - Spreadsheet / Paper Copy

Criteria for eligible children


  S2S will not be available for the submission of data to DSG by Local Authorities. However, Local
Authorities will be able to collect data from their schools via a COLLECT FSP School blade in place of
s2s if the LA wishes; or use bespoke or other existing systems (AVCO, etc). Schools may continue to
use S2s but the DSG is encouraging the use of COLLECT (see ‘Use of COLLECT’)

General Support


As in 2007, the Department has no requirement for data in aggregate forms (LA
aggregate data, Sure Start aggregate data nor Super Output Area aggregate data);
rather a single XML file for each school and setting, containing all eligible pupils, will
be created by LAs’ central processing system software (i.e. Keypas, Capita-ONE,
Tribal, or a bespoke LA system approved by the DCSF). The separate school XML
files will need to be zipped (with any filename of the LA’s choosing - the only
requirement is the .zip suffix) and imported into COLLECT LA FSP where the
respective school/setting files will be extracted.

The actual FSP data that schools and PVI settings are required to report to their LA for
the national data collection (NDC) (i.e. the 13 scales scores of the Foundation Stage
Profile together with relevant identifying data - see 2008 KS1 ARA Section 3.4) and
the options available to them to create these data (i.e. MIS CTF; eProfile CTF; DCSF
spreadsheet and paper sheet - see para 12) are unchanged. See also School/PVI
recording and reporting options (below) on marking individual scale point scores.


This year the Department is committed to providing and agreeing PSA target
measurement data for LAs and the national analysis of performance much earlier than
in previous years. To this end, we are asking that Local Authorities continue to make
their FSP submissions by Friday 29 August 2008 - the statutory deadline - as normal.
It is of utmost importance that the data we hold by the end of August 2008 are as
complete and accurate as possible as the data received by this date will also be used
to inform our main headline statistical release in the first 2 weeks of September. Your
co-operation in helping to achieve as complete and accurate a dataset by the end of
August will be to our mutual benefit. However, I do accept that there may be
circumstances where a local authority is not able to complete a full return by this date
so the database will remain open up to capture any residual returns up to the end of
September (but no later).


A basic requirement of COLLECT is that all schools/settings that are expected to
make a FSP return need to be set up in advance. The Department will send to each
local authority before the end of April a list of all maintained schools as reported on the
January 2008 School Census. You will also receive a list of Private, Voluntary and
Independent settings with funded children who will reach age 5 in the summer term,
i.e. those born between 1 April 2003 and 31 August 2003 (taken from January 2008
Early Years' Census). Both lists will show the numbers of relevant children in each of
these schools/settings with a request for you to confirm or amend the contents. The
Department will require the validated information by the middle of May.


You will be aware of the importance of a child’s home postcode for local target setting
and other analyses based on designated areas of deprivation. It is hoped, therefore,
that LAs will ensure that postcodes are included in the FSP data submitted to the
DCSF for every child, except where there are legal or exceptional reasons why these
data are not available (e.g. traveller children).

It is therefore our intention to email next month to each LA a complete list of the
postcodes taken from the Index of Multiple Deprivation that fall within the national 30%
most disadvantaged areas. The list will cover all postcodes in England; not just those
that fall within each LA’s boundary. The Department will use the same postcode data
for its internal analyses.


Schools and PVIs will have the same options for recording and reporting results that
were available in 2007, i.e. (updated) school MIS, 2008 e-Profile or 2008 DCSF
spreadsheet (or papersheet).

School Management Information System (MIS)

            o The school MIS will allow entry of FSP results. Schools can either mark
              each point attained in each assessment scales by the child (in which
              case the software will calculate the summary scale score) or can simply
              enter each summary scale score that it has manually calculated by
              totalling the number of points the child has achieved in each of the 13
              assessment scales. Marking the individual points within a scale will
              provide the next teacher with useful information on a child’s abilities and
              will also provide valuable data for both LA and DCSF analysis.
              Guidance on how entries can be made is provided by the school MIS

            o The school will create a CTF export file for submission to the LA that will
              contain the child’s summary scale scores and, where entered, the
              individual points in the scales - each of the 9 points in the scale
              represented in sequence by “T” (true, i.e. marked) or “F” (false, i.e. not
              marked); or “N” where no scale assessment has been possible.


            o Schools and PVIs using the eProfile will need to mark each point
              attained in each scale by the child to enable the eProfile software to
              calculate the summary scores. It is not possible to simply enter the
              scale score. The school will create a CTF export file for submission to
              the LA that will contain the child’s summary scale scores and the

              individual points in the scales - each of the 9 points represented in
              sequence by “T” (true, i.e. marked); “F” (false, i.e. not marked); or “N”
              (not assessed). The LA software will import the summary scale scores
              and individual points of attainment into their central system.

           o The latest version of the eProfile is available on the Suffolk LA website:

           o The e-Profile is available for use by schools or PVIs but children must
             have a UPN in order to create the CTF export. If it is necessary to
             generate a UPN for a PVI, independent schools should use their 4-digit
             establishment number in the UPN calculator; early years’ settings that
             only have a 6-digit URN should use a dummy establishment number in
             the range 3950-3999 in the calculator in place of their URN - the same
             dummy school number can be used for all settings in the LA provided
             each child is given a unique final 3 digits of the UPN; or each setting can
             use a different dummy school number provided there are no more than
             50 such settings in the LA. It is recommended that the LA oversees the
             allocation of UPNs in PVIs. A copy of the current UPN calculator can be
             obtained by emailing or telephoning

           o Where a school or PVI uses the eProfile, the LA will be expected to
             provide first-line technical support. There is no dedicated DCSF e-
             Profile Helpdesk available to schools/PVIs.

DCSF spreadsheet and paper sheet

           o Schools and PVIs that are unable to use either their MIS or eProfile for
             recording and reporting FSP results can use the DCSF 2008 FSP
             spreadsheet or paper sheet that was issued to Local Authorities by email
             on the 8 January. Release of the spreadsheet/paper score sheet to
             schools/PVIs is at the discretion of the LA. The 2007 version of the
             spreadsheet should not be used and should be discarded.

           o The spreadsheet “Export” option creates a CSV file containing the
             relevant pupil contextual data and the 13 individual scale scores that
             have been entered (- the spreadsheet automatically calculates the Area
             of Learning and Total FSP scores) for loading into the LA’s central
             processing system. Please be aware that this CSV file cannot be
             imported into COLLECT School FSP and needs to be loaded into the LA
             central software.

           o If any of schools/PVIs complete a paper return, the LA will need to enter
             these results into its central processing system or transfer the data into
             the DCSF spreadsheet and create a CSV export file to load into its
             central processing system.


LAs are required to collect and report to the DCSF for the NDC the results for all
children at the end of the foundation stage in their maintained schools and nurseries.
Results for children in PVIs are only required to be reported to the DCSF where the
child is still in receipt of government funding at the end of the foundation stage (- the
funding for a child in a PVI ceases in the term following the child's 5th birthday).

The LA software will only include in the XML files for importing into COLLECT LA FSP
children in PVI settings who are still in receipt of funding. Any children no longer in
receipt of funding who were included in the return submitted by the PVI will be
ignored. For the purpose of the 2008 exercise, the children still eligible for funding in
the PVI sector will be born between 1 April 2003 and 31 August 2003.


Live system

The DSG is hoping to make the live 2008 FSP COLLECT system available by the
beginning of June at the latest. Further notifications will be emailed to the relevant
LA officers nearer to time, as will any further FSP/COLLECT updated information as

Finally, please encourage your schools to use the COLLECT School FSP upload CTF
option. As was explained, the LA can “take control” of the data as soon as submitted
by the school and there is no need for the school to take any further action after that
point unless directed to do so by the LA. The advantage of using COLLECT School
FSP is that the LA can immediately see whether a file has been uploaded and whether
there are any errors in addition to the other view options that are available. LAs will be
aware of the pitfalls associated with the use of s2s for transferring data from schools
to LAs and, whilst this option will still be available, the DSG recommends this option
should only be considered as a last resort. Of course, LAs can continue to use AVCO
or bespoke school-to-LA transfer systems if these methods are preferred.


As part of the 2007 exercise, screenshots with notes were emailed to the appropriate
LA officers. A flowchart was also provided that identified the various data collection
options available to Local Authorities and schools. If any local authority would like a
copy of the 2008 flowchart or screenshots, please email

User names and passwords

Schools will be able to use their existing user names and passwords to enter the
COLLECT web site; individual user names will be issued shortly to the LA officers who
have informed the DSG Helpdesk they require access to COLLECT. There is no
restriction on the number of LA users that can be given access permission.


If you have any COLLECT or FSP queries of a general nature, please contact the
DSG Helpdesk on 01325 392626 or by email to

I have every confidence the 2008 FSP data collection exercise will be successful in
this 2nd year of full child level reporting using COLLECT. I know you will do all you can
to ensure its success, as you always do with each year’s FSP collection. So, very
many thanks for your anticipated co-operation. Your efforts will be really appreciated.



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