Census. Quick Guide. v onwards. Bromcom Computers Plc.

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Census Quick Guide v5.2016 onwards Bromcom Computers Plc.

1 Census Quick Guide v onwards Bromcom Computers Plc. Prospect House Homesdale Road Bromley BR2 9LY

2 Contents Before you run the Census... 3 Areas to Check... 4 Attendance... 4 Dual Registered Students... 4 Special Education Needs... 5 Free School Meals... 6 Generating the School Census... 7 Pupil Reconciliation Funded Hours... 9 Pupil School Lunch... 9 Childcare Provision Validate the census Census Views Select Year and Census Select the Return View Errors Working within the error summary screen Census Return Summary Area Errors and Queries Data Grid Manoeuvring around the Data Grid Filtering the Data Grid Dealing with Errors and Queries Using the Error/Query Link to MIS Page Marking an Error or Query as Resolved Authorise and View File Census How to run the census Bromcom Computers Plc Page 2

3 Before you run the Census This section will take you through the expected areas you will need to double check before running the census. You can execute the census without these checks but you will simply be producing a census return with a large number of errors or queries that will need to be addressed, it is better to undertake some routine housekeeping and address the errors before they are reported in the census. Ensuring that your data is accurate is the best place from which to launch your census This cannot be over emphasised. Census How to run the census Bromcom Computers Plc Page 3

4 Areas to Check The following areas are specifically important to check for the Summer census. Attendance The Summer Census looks back at the attendance recorded from the start of the Spring Term (from 01/01/2016) to Easter Sunday (27/03/2016). So please ensure that any and all attendance registration is complete for that period. This will include ensuring that any unexplained unauthorised absences that are currently recorded against an N code are updated to provide an adequate explanation for absence. Full detail of the various means to amend and adjust your attendance data can be found in the appropriate documentation retrieved from the Support site or the Documentation centre. Dual Registered Students If you have students who are Dual registered, please ensure that you have accurately recorded their status at your (and the affiliate) school as either Main or Subsidiary. Actual attendance data for Dual registered students should only be entered at the Subsidiary school for the sessions they are expected to be attending the Subsidiary school. The corresponding periods at the Main school should be populated with the attendance code D. A student s registration status can be amended by opening the Key data panel on the student record in Administration. Figure 1 - Student Enrolment Status Census How to run the census Bromcom Computers Plc Page 4

5 Special Education Needs You should double checking with your SEN Co-ordinator that all students who possess a special need are updated in the MIS. All students with a current SEN Provisions should have an SEN record with the code K (SEN Support). Any students who have transitioned to no longer having any kid of SEN requirement should have their latest record updated to include an N code for No Special Educational Need. Any student in possession of an SEN Provision (other than N ) should also have at least one Need defined. Students with a provision but no specific type of need should be entered with the SEN type of NSA (SEN Support but no specialist assessment of type of need). A students SEN Support and SEN Need can both be adjusted via the SEN, Gifted & Talented panel in the student page within Administration. Figure 2 - Student SEN Details Census How to run the census Bromcom Computers Plc Page 5

6 Free School Meals This is one of the areas that determine on going funding; specifically the Deprivation element of Pupil premium is determined by a student s inclusion in Free School Meals over a specified period. Therefore it is important that you double check student Free School Meal details and eligibility. Pupil Free School Meal statuses will be retrieved in the Summer Census under the following conditions: Periods of eligibility for free school meals with: An FSM eligibility Start Date and no FSM Eligibility end date; or, An FSM eligibility end date since the previous census i.e. on or after 22/01/2016 and up to including the Summer census day (19/05/2016) A students Free School meal information can be reviewed and adjusted from the Free School meals section which is located in the Meal & Transport panel on the Student information page within the Administration module. Figure 3 - Student Free School Meals detail Census How to run the census Bromcom Computers Plc Page 6

7 Generating the School Census Census > Census > School To run the census you need to go to the following area. Census > Census > School Select the Academic Year and Census term. <Click> New to create a new Census Return. Census How to run the census Bromcom Computers Plc Page 7

You will now see the census parameter screen. This is pre populated for you but it is worth checking that all the details are correct. If it is present please leave the Selected Time as is.

You also need to make sure your school phase, intake, governance and other details are correct. Failure to do so will cause issues with your return.

8 You will now see the census parameter screen. This is pre populated for you but it is worth checking that all the details are correct. If it is present please leave the Selected Time as is. Figure 4 - Census parameters The section below Census Parameters shows your school details. Make sure these details are correct, paying attention to the LA ID and Establishment number. You also need to make sure your school phase, intake, governance and other details are correct. Failure to do so will cause issues with your return. All the details on the page below can be edited by clicking the Edit buttons. Figure 5 - School Details Once you have confirmed that the details are correct you can now generate your census. <Click> Generate Census How to run the census Bromcom Computers Plc Page 8

Your return will now be generated. This may take a while, be patient and wait for it to complete. Once the return has been generated you have the option to Save.

Pupil Reconciliation Funded Hours Further down the screen on the Census Data Entry Page you may see that the Pupil Reconciliation Funded Hours area needs to be filled in.

9 Your return will now be generated. This may take a while, be patient and wait for it to complete. Once the return has been generated you have the option to Save. The save button saves the entered census information and allows you to edit it later. Clicking Validate will generate the census file for you. Pupil Reconciliation Funded Hours Further down the screen on the Census Data Entry Page you may see that the Pupil Reconciliation Funded Hours area needs to be filled in. Funded Hours needs to be collected for students aged 2, 3 and 4 from all schools with pupils of these ages except City Technology Colleges and non-maintained special schools. The table below shows the entitlement to funded hours. Age range for Summer Census Date of birth ranges Maximum entitlement to funded hours 2 at 31/03/2016 to 3 at 31/08/ /09/2011 and 31/03/ hours inclusive 4 at 31/08/ /09/2010 and 31/08/2011 inclusive 25 hours Using the drop down menus in the screen shot below you can apply the Funded Hours and Hours at Setting to the relevant Age group. Once you have selected the hours for the particular age <click> Apply. You will now need to repeat this process for the remaining age groups. Once completed Funded Hours and Hours Setting will be populated with information against each of the students. If required individual student hours can be edited by clicking on the individual cell and overtyping with a new value. Pupil School Lunch For some school phases the collection of pupil lunch information is a requirement in the Summer census. The MIS will determine if this is information that you should be recording and this panel will be used for that purpose. If you are using the Dinner module then the Lunch Taken column may already be populated with information indicating those students who took (or are expected to take) school lunch on the date of census. Census How to run the census Bromcom Computers Plc Page 9

10 Simply enter a tick against all the students who are going to be taking (or have taken) school lunch on census day. It may be quicker for you to bulk tick all the students using the tick box option on the Lunch Taken column header, then deselect students that did not take lunch. This information will also be used to derive the Universal Free School Meal information. Clicking the Reset to MIS button will restore the information in this panel to the condition it is in within the MIS data before any user adjustments were undertaken. Census How to run the census Bromcom Computers Plc Page 10

11 Childcare Provision The return of information related to provision of childcare is a mandatory collection item for the Spring Census round. To ensure that your childcare provision is set correctly please visit the School Characteristics page in the Administration module, Administration > School > School Characteristics. If you are already on the census page then you can click on the edit button to reach the page without leaving the census screen. Otherwise navigate to the Administration module And select the Characteristics button. On this page you can add Extended Services, amongst these are a number of options for Childcare provision. Census How to run the census Bromcom Computers Plc Page 11

12 <Click> Add or highlight the item you wish to examine and <Click> Edit. On the presented screen, when you select any of the Childcare options from the drop down, you will be provided with a series of characteristics which should be used to define the type and detail of the childcare provision. This information will be automatically picked up by the census and included in the return. If you do not deliver or have any arrangements with third parties who do deliver Childcare then you can leave this section blank. The census return will create the minimum data entry that is expected for this situation. Census How to run the census Bromcom Computers Plc Page 12

if there are any errors or queries with your return.

13 Validate the census You will now need to Validate the census <Click> Validate. This will generate the census file and run the validation process that will identify if there are any errors or queries with your return. This validation process may take a while so please be patient. Census How to run the census Bromcom Computers Plc Page 13

14 Census Views You will now be returned to the Census Page. You will be able to see the file that has been generated and have the following options available to. View Summary This gives you the summary page for the return. You may want to print this off and use it as a starting point to check your data. View Errors - This shows you any errors or queries that the validation process has found. The Census 2016 error guide can be downloaded by clicking here School Census Error Resolutions 2016 View the File This gives you the option to view and save the census XML file. You will not need to do this until you are ready to send the return to the LA or upload to Collect. Select Year and Census Now you have generated a School Census Return, you will need to deal with the Errors before Authorising and Submitting the Return. From the Year-List Box, make sure that the Year for which you want access your Generated Census is selected. By default, you should not have to change as it will show with the Current Year. You should now select the appropriate Season from the Census List-Box; the options are Spring Summer Autumn (Note: The Year you select here is the Calendar Year and NOT the Academic Year) Census How to run the census Bromcom Computers Plc Page 14

15 Select the Return Having made your selections, you will see that the screen updates to show any Returns which have already been generated. Each Return will clearly identify: Return Name Created Date Return Created By No. of Errors Authorised (Yes/No) Date Authorised <Click> on the required Return to select. View Errors Click> View Errors and the screen will update showing similar to the example below: From within this screen, you are now able to clearly identify and address each Error and Query. Census How to run the census Bromcom Computers Plc Page 15

Summary information for your selected Return; most importantly it clearly identifies and updates accordingly: No. of Currently Unresolved Errors No.

16 Working within the error summary screen The Error Summary screen has 2 distinct areas to it. Census Return Summary and Errors and Queries Data Grid Census Return Summary Area As can be seen from the above, this area of the Error Summary screen presents Summary information for your selected Return; most importantly it clearly identifies and updates accordingly: No. of Currently Unresolved Errors No. of Currently Unresolved Queries Errors and Queries Data Grid As can be seen from the above, this area of the Error Summary screen clearly identifies Row by Row, each currently unresolved Error and Query. Census How to run the census Bromcom Computers Plc Page 16

17 Manoeuvring around the Data Grid Firstly, it is important to understand how you can manoeuvre around the Data Grid. First Page Directly to Page Last Page Previous Next Page Page Size List-Box (No. of Rows) The bottom area of the Data Grid as shown above is where you can access the controls to manoeuvre through the various Pages of Errors and Queries; those available are: First Page Previous Page Directly to Page Number Next Page Last Page You will also see that there is a Page Size List-Box which enables you to change the number of Rows shown upon each Page; the options are: Filtering the Data Grid There are 7 Filters which you can use; these are: Error/Query Number Admission Number Tutor Group Year Group Student Name Detail Status (unlabelled List-Box to the right) Census How to run the census Bromcom Computers Plc Page 17

18 Category Currently there are 2 possible Categories; these are: Error Query To Filter the Data Grid to either of the above, type Error or Query into the Text Area below Category, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter, so in theory you could partially type Error or Query ) Number This area displays the Sequence/Error Number and you can reference this number against the School Census Error Resolutions 2016 Document To Filter the Data Grid to a Sequence Number, type the Number into the Text Area below Sequence, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Admission Number This area displays the Admission Number associated with the student to whom the error relates, if appropriate. To Filter the Data Grid to an Admission Number, type the Number into the Text Area below Admission Number, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Tutor Group This area displays the Tutor Group associated with the detail to which the error refers, if appropriate. To Filter the Data Grid to a Tutor Group, type the detail of the group name into the Text Area below Tutor Group, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Year Group This area displays the Year group associated with the detail to which the error refers, if appropriate. To Filter the Data Grid to a Year Group, type the Number into the Text Area below Year Group, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Student Name This area displays the Name of the student to whom the error relates, if appropriate. To Filter the Data Grid to a Student Name, type the Name into the Text Area below Student Name, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Details This area displays the Detail relating to the Error or Query. To Filter the Data Grid using the Details Field, type accordingly into the Text Area below Details, and then press <ENTER>; you will then see the Data Grid update accordingly. (Note: This Filter acts as a Contained Within Filter) Status This List-Box enables you to easily filter to the following Errors/Queries: Census How to run the census Bromcom Computers Plc Page 18

19 Resolved Unresolved All i.e. Resolved and Unresolved Resolved Errors/Queries are identified and filtered by Unresolved Errors/Queries are identified and filtered by All Errors/Queries are filter are filtered by Dealing with Errors and Queries In regards to dealing with the Errors/Queries shown, you are able to use the Errors and Queries Data Grid to: Link directly to the required MIS Page in order to correct the Error/Query (this is not available on all Errors/Queries however) Mark Errors/Queries as Resolved or Unresolved (initially all will be Unresolved) Using the Error/Query Link to MIS Page Within the Errors and Queries Data Grid, it is possible to link directly to the MIS Page where the Error/Query can be resolved; this is possible for all those Errors/Queries where you see as in the example shown below: <Click> Window. to link to the required MIS Page in order to deal with the Error or Query; this page will open in a New In the example shown above, the Link would have opened Administration > Maintenance > School > Characteristics in order that you could correct the School Phase. From any New Window which you have opened via the Link, correct the Error/Query, Save and then finally Close that Window. From the Error and Query Data Grid, you should now mark that you have Resolved that particular Error/Query. Marking an Error or Query as Resolved As at this time there is no Refresh option for the Census you are running, it is advisable that you mark each Error and Query you deal with as Resolved; this will make it easier to track those Errors and Queries you still need to deal with. To change the Status of an Error/Query, <Click> below: and you will see the Error/Query change to Green as shown Census How to run the census Bromcom Computers Plc Page 19

20 If required, you can change a Resolved Error/Query to Unresolved; to do so <Click> Error/Query change to Red once again. and you will see the Census How to run the census Bromcom Computers Plc Page 20

21 Authorise and View File Once you have dealt with all of the errors and are happy with any of the outstanding queries <click> Authorise. The file is now ready to be submitted, <click> View File and save a copy to a location on your machine. If you require any assistance with running the census or have questions about the errors or queries please contact the Bromcom support desk on Census How to run the census Bromcom Computers Plc Page 21

SIMS Autumn Census COMPLETION Document for Primary Schools

SIMS Autumn Census COMPLETION Document for Primary Schools Census Day 4 th October 2018 1 Contents Overview... 3 Census Flow Chart... 4 Completion Document... 5 Check SIMS Version... 5 SIMS Backup... 6