SIMS Autumn Census COMPLETION Document for Primary Schools

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1 SIMS Autumn Census COMPLETION Document for Primary Schools Census Day 5 th October 2017

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3 Contents Overview... 3 Census Flow Chart... 5 Preparation Document... 6 Check SIMS Version... 6 SIMS Backup... 7 Create a new Census Return... 8 Panel 1 Census Details... 9 Panel 2 School Information Panel 3 Early Years Panel 5 Top-up Funding Panel 6 Post Looked After Arrangements Panel 7 School Dinner Taken Panel 8 Attendance Create and Validate Reports On Census Day Authorise the Return Changes after the census has been authorised Copy files Sending the return via Anycomms Check List for Autumn Census Appendix minutes to decimal hours

4 Overview This completion guide has been produced to help you complete and send the School Census Autumn 2017 Return. The information in this guide applies to all LA maintained Nursery, Primary, Middle deemed Primary and Special schools. It also applies to Academies that cover any of these school phases. If you are getting errors you don t understand please visit the Schools ICT website in the first instance. We will post information about any issues and fixes we are aware of on the Census page located under SIMS Support. If you still need help before Census Day please call the normal Schools ICT Helpdesk on On the day of the Census please call our dedicated support line on if you require assistance. (4 lines available) 3

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6 Census Flow Chart Follow the Autumn Census Preparation Document to ensure Attendance and all data is complete and up to date Start the new return Check School Information Calculate Details Check all information-add/edit any details Create & Validate the return YES Any errors or queries? NO Produce a Detail Report to assist with the resolution of errors and queries Produce Detail Reports and a Summary Report to ensure that the return is acceptable. Resolve the errors and check the queries in SIMS Authorise the return Submit the return via Anycomms Please see checklist on page 23 to assist with the completion of the census. 5

7 Preparation Document Please follow the Autumn Census Preparation Document before continuing to ensure your data is complete and up to date. Check SIMS Version 1. Login to SIMS and go to Help > About SIMS.net 2. Check that your system has been upgraded to Version To close, click the box. If your system is not the correct version, you will need to run the upgrade (see SIMS Summer Upgrade 2016 SOLUS 3 Instructions on the Schools ICT website) or call the Helpdesk on before proceeding further. 6

8 SIMS Backup Please ensure you take a backup of your SIMS data before you continue to work through this document. 1. Go to Focus > System Manager > System Manager 6 > Close the Welcome Screen > Tools > Create Backup. 2. Type a description and click Create. 3. This box will disappear once the backup has been created. 7

9 Create a new Census Return 1. Go to Routines > Statutory Returns > School Census. 2. Ensure Autumn 2017 is selected at the Term dropdown and that the School Census Folder reads J:\SIMSData\SchoolCensus. Please be aware that this census requires Fileset 703 to be installed for your Census to operate correctly. This should have been done automatically for you via your SIMS Solus upgrader, but please check the top of the Census screen when you get there. If the Fileset is not 703 then you need to download it from our website; it will be available alongside the Census Documents. Right click on Fileset_703 and Save Target As (put it anywhere you can easily find it, we suggest J:\SIMSdata\Inbox) 3. Right click on the saved folder and Extract All 4. In SIMS go to Tools > Setups > Import Fileset 5. Click the Open Folder button and navigate to your Fileset 8

10 6. Once selected click Import Fileset 3. Click New. Panel 1 Census Details Date ranges for collection of Attendance, Exclusions and Free School Meals for this collection are shown here. Click on Save at this point so that you have saved a record of your Census Return. Click Calculate All Details. You will receive a message asking if you want to proceed with calculating details, click Yes to this. Calculate all details ONCE ONLY. If you select calculate all details for a second time you will lose any manual changes you have entered! 9

11 Panel 2 School Information If you need to make any further amendments to School Information (example: change of telephone number) click the School Detail button, make the change, click Save and OK to take you back to the main census screen. Panel 3 Early Years If you amended Hours at Early Years, Disability Access Fund Indicators or Extended Childcare 30 Hour Codes as instructed in the Autumn Census Preparation Document, the values shown will be correct. If you have no further changes move on to Panel 4 Class Type. 10

12 Hours at Setting for 2 and 3 years olds are the hours a pupil attends school (not including after school and lunchtime clubs). Any updates can be made by clicking the Edit button to open the screen. To alter the hours for individual pupils, highlight the number shown and overtype with the correct hours. If all the pupils of that age have the same Hours at Setting, Right Click on the heading and Select All. Highlight the first value, amend, and they will all change. Save and OK to take you back to the census. Repeat for Funded Hours column and for other ages if necessary. Panel 4 Class Type If you amended Class Type as instructed in the Summer Census Preparation Document and you have no further changes, move on to Hyperlink 5 Top-up Funding. Click on the Edit button to make changes. All pupils should be Other except for pupils taught in a designated Nursery class. 1. Right click on the heading Other and select Check All. 11

13 2. If you have Nursery pupils being taught in a designated nursery class, select Year N2 at the Year Group dropdown to show just N2 pupils. Right click on the Nursery heading; select Check All to check all N2 pupils into Nursery. 3. Repeat if necessary for N1 pupils. 4. If you hve e.g Reception and Nursery pupils in the same class their Class Type would be Other as they are not in a designated Nursery class. 5. Save and OK. Panel 5 Top-up Funding This panel enables schools to record the on-roll pupils for whom a school is receiving top-up funding on census day. This information will be provided by the local authority. If the pupils with top-up funding have been recorded previously via Tools > Statutory Return Tools > Update Top-Up Funding, the data is displayed in the Top-up Funding panel. Please use the Edit button to update the Top-up Funding panel if necessary. Panel 6 Post Looked After Arrangements This panel enables schools to identify children on-roll on census day who were looked after immediately before adoption, being placed on a special guardianship, residence order or child arrangement order. The information is normally gained from the parents who can, if they wish, pass this information to the school. If these details have been recorded previously via Tools > Statutory Return Tools > Update Post looked After Arrangements, the data is displayed in the PLAA panel. 12

14 Please use the Edit button to update the Post looked After Arrangements panel if necessary. Panel 7 School Dinner Taken All pupils in Reception, Year 1 and Year 2 in English state-funded schools have been eligible for free school meals since September This applies to Academies, Free Schools and Pupil Referral Units, as well as to schools maintained by the local authority. The School Census Autumn 2017 Return collects information about pupils in these years only who receive school dinners on census day. Existing entitlements to free school meals for disadvantaged pupils in nursery classes and at key stages 2-4 will continue as before, based on the existing free school meals eligibility criteria. The School Dinner Taken panel displays all pupils in Reception, Year 1 and Year 2 who are onroll on census day. The options available in the panel enable you to record pupils who have taken a universal infant free school dinner on census day so that accurate data can be included in the census. If your school uses SIMS Dinner Money or SIMS Attendance, the number of dinners taken on census day can be calculated using the data recorded when using these modules. If either or both 13

15 of these modules are not in use, the applicable Calculate From... button(s), as displayed in the graphic above, are not displayed but the information can be recorded manually. After the return has been created and validated, the School Dinner Taken detail report can be run to assist with the checking of results. Using Dinner Money to Calculate School Dinners Taken on Census Day If SIMS Dinner Money is in use, the Dinner Money data recorded for census day can be used to calculate the number of school dinners taken on census day. Many users of SIMS Dinner Money also use SIMS Attendance. If this is the case the Calculate From Attendance button is also displayed. However, it is recommended that the Calculate From Dinner Money routine is used in the first instance. This is because the Calculate From Attendance routine looks at all pupils with a present or late attendance mark on census day morning. These pupils could be taking any sort of meal on census day, e.g. going home for lunch, pack lunch brought from home, as well as meals provided by the school. The School Census Autumn 2015 Return is only interested in school meals provided by the school. SIMS Dinner Money takes into account these different meal types and populates the School Dinner Taken column with ticks where meals provided by the school only have been taken. 1. Click the Calculate From Dinner Money button. Clicking the Calculate From Dinner Money button overwrites all existing data in the School Dinner Taken panel. If SIMS detects missing information, the following message is displayed: Dinner Money information is incomplete. Please ensure that meals are recorded in Dinner Money. 2. Click the Cancel button to return to SIMS where the missing information can be entered or click the OK button to continue. 14

16 A tick is entered against each pupil who is receiving any type of meal provided by the school on census day. These meals have a meal type category of School Provided, with a description such as hot school meal or school sandwich. 3. Edit the information by clicking the required row, in the School Dinner Taken column, to toggle between a tick and blank (no meal taken), as required. Using Attendance to Calculate School Dinners Taken on Census Day The School Census Autumn 2016 Return is only interested in school meals provided by the school but if SIMS Attendance is in use, the attendance data recorded for census day morning can be used to calculate all pupils who are taking any sort of meal on census day. These meals include going home for lunch, pack lunch brought from home, as well as meals provided by the school. 1. Click the Calculate From Attendance button. Clicking the Calculate From Attendance button overwrites existing data in the School Dinner Taken panel. If missing marks exist, a message is displayed: Please ensure that registers have been taken. Missing marks have been interpreted as absent and no dinner taken. 2. Click the Cancel button to return to SIMS where missing marks can be entered or the OK button to continue. A tick is entered against each pupil who is marked as present on census day morning (i.e. AM session). It is possible that some of these pupils are not taking meals provided by the school, e.g. they go home for dinner or bring a packed lunch from home. Meals provided by the school only are required for the return. Use the Group By functionality to group pupils by Year Taught In, Reg Group or Enrolment Status, enabling school dinners taken information to be updated from class lists, etc. 15

17 3. Edit the information by clicking the required row, in the School Dinner Taken column, to toggle between a tick and blank (no meal taken), as required. Using Manual Entry to Record School Dinners Taken on Census Day If your school is not using SIMS Dinner Money or SIMS Attendance or attendance hasn t yet been taken that day, the number of school dinners taken on census day (i.e. meals provided by the school) can be entered manually. 1. Click the Tick All button to populate the School Dinner Taken column. All pupils are ticked indicating that they received a school dinner on census day. 2. Edit individual records by clicking the applicable School Dinner Taken cell to toggle between a tick and blank (no meal taken). The Total Taken and Total Not Taken (located at the bottom of the panel) provide an indication of whether the number of school dinners taken is correct or whether further edits are required. 3. After the return has been created and validated, run the School Dinner Taken detail report then check the report contents. 4. Continue editing until school dinner taken details are correct. Clicking the Reset button removes all existing ticks from the School Dinner Taken column. Panel 8 Attendance Provided you have entered and checked Attendance, it will automatically be collected. If you see the following message you should check Focus > Attendance > Deal with Missing Marks as detailed in the Autumn Census Preparation Document. 16

18 Create and Validate 1. Click on Create and Validate. Depending on the size of your school this may take some time. 2. If you have a number of Fails with the same sequence number, you may wish to use Bulk Update as mentioned in the Autumn Census Preparation Document to clear them all rather than going to the individual pupil records. 3. To select an individual Query or Fail, click on the message. This will take you directly to where you need to correct or input data. 17

19 4. Once you have made the change Save the record and use the Green Back Arrow (top left hand corner of screen) to return to the census. 5. You can Create and Validate as many times as you wish to clear the fails and queries. Fails MUST BE cleared. The census can be sent with Queries if they are correct for your school. Reports When you are happy that your census return is correct go to Detail Report > Multiple Reports and check them carefully. Due to the addition of Universal Free School Meals information being collected by the Autumn census the School Dinners Taken Report is available to review this information before authorising and sending your census return. The Attendance report has also been split into two different reports, now reporting separately on each half term. There is also now a new Early Years Report to check all the new information you may have entered regarding Extended Hours, 30 hour codes and Disability access fund indicators. Your return is now fully prepared and you CANNOT continue until census Day 18

20 On Census Day 1. Find your census at Routines > Statutory Returns > School Census. Search and double click on your census file to open it.. 2. Run Create and Validate to ensure there are no new fails or queries. 3. Click the Summary button to produce the Summary Report. 4. The Summary Report should be checked, signed by your Headteacher and filed in the school office. 19

21 Authorise the Return 1. Click the Authorise button to authorise the return. 2. You will receive a warning message, as below, click Yes to continue. 3. You will now be asked to confirm that your Headteacher has checked and signed the return. Tick the box to confirm. At this point you may also wish to make a note on the return to confirm any queries which you could not clear. For example if you received the query No unauthorised absences, you can confirm that you have checked this is correct. Click Continue. 4. A School Census Autumn 2017 Authorisation Report confirmation of the Authorisation will show as a full screen. Click Close. 20

22 Changes after the census has been authorised SIMS Autumn Census Completion Should there be any last minute changes AFTER the return has been authorised you would need to make a copy of the return. 1. Find your census at Routines > Statutory Returns > School Census. Search and click once on your census file to highlight it. 2. Click the Copy button to make a copy of the return.. 3. You will receive the following message. Click Yes. 4. Your list will now show an Autumn Return with an authorised date and a Copy of Autumn Return which is unauthorised. 21

23 5. Double click the Copy of Autumn Return to open and make necessary changes. 6. Create and Validate the return to ensure there are no new fails or queries. 7. Click the Summary button to produce a new Summary report. 8. The new summary report should be checked, signed by your Headteacher and replaced in the school office. Copy files If you wish to make a copy of the files you have created (e.g. in an archive folder before they are sent) navigate to J:\SIMSData\SchoolCensus, copy the files and paste into an archive folder. Sending the return via Anycomms You are now ready to upload your Return in the usual way. Select the AnyComms icon on your desktop and click Start Call. Anycomms knows where to find your Census Return and when the file has been uploaded will give you a confirmation message. Print the message and file with the Summary Report. 22

24 Check List for Autumn Census Please use the following check list to ensure you have completed every step of the Census return: Autumn Census Preparation Document Backup Check SIMS Version Create a New School Census Return Create and Validate Reports On Census Day Authorise Copy Files Run Anycomms Completed On the day of the Census please call our dedicated support line on if you require assistance. (At other times, please contact the SICT Helpdesk on ) Congratulations - your Census is now complete! 23

25 Appendix minutes to decimal hours Minutes Decimal Minutes Minutes Decimal Minutes Minutes Decimal Minutes

SIMS Autumn Census COMPLETION Document for Primary Schools

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

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