CTF and CME 17 - SIMS 7 Jim Haywood (Product Manager) Version 2.1

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1 - SIMS 7 Jim Haywood (Product Manager) Version 2.1

2 Content 1. Newsfeed 2. SIMS 7 Summer Release SIMS 7 Autumn Release Changes for CTF 17 Compared CTF Legal position for CME files 6. CME files for Independent Schools 7. CME files and Grounds for Removal 8. Using CTF, CML and CMJ to avoid CME 9. Using SIMS 7 to enter CME leavers information 10. Using SIMS 7 to create CME Leavers files 11. Structure and Content of CME for Leavers files 12. Trigger for providing CME Joiners information 13. Using SIMS 7 to enter CME joiners information 14. Using SIMS 7 to create CME Joiners files 15. Structure and Content of CME Joiners files

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4 Newsfeed SIMS Newsfeed - CTF 17

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6 SIMS 7 Summer Release CTF 17 becomes available for export on the 01/08/ CTF 16 is retired for export on the 01/08/ CTF 17 becomes available for import on the 01/08/ CTF 15 is retired for import on the 01/08/2017

7 SIMS 7 Summer Release CME (Children Missing in Education) files become available for the first time on the 01/08/2017 and consists of two new export files to be sent to a schools LA a. CML (CME for Leavers) provides all the information an LA can legally require for leavers, apart from Grounds for Removal. b. CMJ (CME for Joiners) provides all the information an LA can legally require for joiners. Grounds for Removal is not available, but is optional for a CMJ file.

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9 SIMS 7 Autumn Release There are no significant changes to CTF 17 compared to what was provided for the SIMS 7 Summer Release 2017

10 SIMS 7 Autumn Release There are no significant changes to CTF 17 compared to what was provided for the SIMS 7 Summer Release CME has been enhanced in line with an update to the DfE CBDS (Common Basic Data Set) and the DfE CME 17 specification a. Grounds for Removal has been added to the CML file to indicate the grounds for a leaver being removed from the school s admissions register b. Grounds for Removal has been added as an optional item to the CMJ file to indicated the grounds for a joiner being removed from the previous school s admissions register (where known)

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12 Changes for CTF 17 compared to CTF 16 Service Child 1. Where Service Children in Education (Yes, No, Unknown, Refused) has been entered in pupil details it will be included in CTF export. 2. Where Service Children in Education is found in a CTF file on import, it will be used to update pupil details

13 Changes for CTF 17 compared to CTF 16 SEN Needs End dates 1. Where an SEN Need has an end date that end date will be included in CTF export 2. Where an SEN Need end date is found in a CTF file on import, it will be used to update pupil SEN details.

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15 Legal position for CME files 1. Once Grounds for Removal has been added by the SIMS 7 Autumn Release 2017, we believe that the provision of CML and CMJ files enable schools to fully discharge their legal responsibility for communicating with LAs when pupil s leave and join the school. Please let me know if your disagree (jim.haywood@capita.co.uk).

16 Legal position for CME files 1. Once Grounds for Removal has been added by the SIMS 7 Autumn Release 2017, we believe that the provision of CML and CMJ files enable schools to fully discharge their legal responsibility for communicating with LAs when pupil s leave and join the school. Please let me know if your disagree (jim.haywood@capita.co.uk). 2. The legal requirement for the CME information only exists where the LA considers leaving and joining to be outside of normal phase transfers, but what a particular LA considers to be normal phase transfer is difficult to judge, so the software allows the CME information to be provided for all pupils joining and leaving.

17 Legal position for CME files 3. Unlike CTF, the statutory nature of CME applies to independent schools as well as state schools. This has several implications. a. CML and CMJ files can be used by independent schools to satisfy their legal obligations, but only if they store UPNs for the pupils involved.

18 Legal position for CME files 3. Unlike CTF, the statutory nature of CME applies to independent schools as well as state schools. This has several implications. a. CML and CMJ files can be used by independent schools to satisfy their legal obligations, but only if they store UPNs for the pupils involved. b. Some independent schools already store UPNs to enable them to make use of CTF and for obtaining ULNs, but independent schools that don t already do so will need to decide if they want to move to storing UPNs for use with CML and CMJ files.

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20 CME files for Independent Schools 1. Independent schools will only be able to make use of these files for pupils with a UPN (Unique Pupil Number).

21 CME files for Independent Schools 1. Independent schools will only be able to make use of these files for pupils with a UPN (Unique Pupil Number). 2. Many LAs will be able to help with providing details for UPNs where they are missing for pupils.

22 CME files for Independent Schools 1. Independent schools will only be able to make use of these files for pupils with a UPN (Unique Pupil Number). 2. Many LAs will be able to help with providing details for UPNs where they are missing for pupils. 3. The DfE can also provide details of UPNs from its national pupil database. The following URL takes you to the relevant page on GOV UK.

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24 CME files and Grounds for Removal The first DfE specification for CME files did not take account of the need for grounds for removal for the admissions register to be reported to the LA, but they have now taken the following action. 1. The DfE has added Grounds for Removal to the CBDS (see next slide) 2. The DfE has added Grounds for Removal to the specification for CME files

25 CME files and Grounds for Removal DfE CBDS Grounds for Removal codes Code Description Change in School A Attendance Order Registered at another B school Was dual registered, going to single C registration at other school Education other than at D school E F Distance Failure to attend within 10 days after an exceptional leave of absence Explanation Where a pupil is registered under a School Attendance Order, the Local Authority changes the school named in the order or revokes the order The pupil has been registered at another school. Not to be used in cases involving dual registration, or pupils of no fixed abode for reasons of trade or business (for example children of circus or fairground staff) Where a pupil is registered at more than one school, has ceased to attend the school and the other school has consented to the removal from the roll. Not to be used in cases where pupils have died or been permanently excluded or are of no fixed abode for reasons of trade or business (for example children of circus or fairground staff) The school has been notified that the pupil is receiving education other than at school. Not to be used where a school attendance order has been revoked Except in the case of a boarder, that the pupil has ceased to attend the school and no longer lives within a reasonable distance from the school In the case of a pupil granted exceptional leave of absence, the pupil has not returned to school within 10 days of the expiry of the leave, the school does not believe the pupil is unable to attend and the school and the local authority have made reasonable enquiries to locate the pupil G Health Unlikely to be fit to attend before passing compulsory school age, and has not indicated an intention to continue school after passing compulsory school age H Unauthorised Absence of Has been absent for twenty school days and i) was not authorised, ii) the school does not believe the pupil is unable to 20 Days or more attend and iii) the school and the local authority have made reasonable enquiries to locate the pupil I Detained The pupil has been detained by court order for at least four months, and the school does not believe that the pupil will return at the end of that period J Deceased The pupil has died K Not of compulsory school The pupil will cease to be of compulsory school age before the school next meets and i) has indicated they will cease to attend age the school or ii) they do not meet the academic entry requirements for the sixth form. L Left School The pupil has ceased to be a pupil of the school. Not to be used for maintained schools, Academies or city technology colleges M Permanent Exclusion The pupil has been permanently excluded N Completed Nursery Education Nursery pupil who has completed Nursery education but not transferred to a reception, or higher, class at the school O Financial The pupil is a boarder at a maintained school or an Academy, charges for board and lodging are payable and these remain unpaid at the end of the term

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27 Using CTF, CML and CMJ file to avoid CME Old Town School CTF for Terry moving from Old Town School to New Town School New Town School Oldshire LA Colleagues who have not worked in schools or LAs may be surprised that CML and CMJ files are needed given the statutory requirement for schools to use CTF Newshire LA

28 Using CTF, CML and CMJ file to avoid CME Old Town School CTF for Terry moving from Old Town School to New Town School New Town School CML for Terry leaving Old Town School Oldshire LA Colleagues who have not worked in schools or LAs may be surprised that CML and CMJ files are needed given the statutory requirement for schools to use CTF Newshire LA

29 Using CTF, CML and CMJ file to avoid CME Old Town School CTF for Terry moving from Old Town School to New Town School New Town School CML for Terry leaving Old Town School Oldshire LA Colleagues who have not worked in schools or LAs may be surprised that CML and CMJ files are needed given the statutory requirement for schools to use CTF CMJ for Terry joining New Town School Newshire LA

30 Using CTF, CML and CMJ file to avoid CME Old Town School New Town School CML for Terry leaving Old Town School Oldshire LA However, experience has shown the CTFs can easily go astray and CML and CMJ files together with communications between LAs should be help in sorting this out. CML for Terry joining New Town School Newshire LA

31 Using CTF, CML and CMJ file to avoid CME Old Town School New Town School CML for Terry leaving Old Town School Oldshire LA However, experience has shown the CTFs can easily go astray and CML and CMJ files together with communications between LAs should be help in sorting this out. CMJ for Terry joining New Town School Newshire LA Communications of some sort

32 Using CTF, CML and CMJ file to avoid CME Old Inde School New Town School CML for Terry leaving Old Inde School Oldshire LA Independent schools have no statutory obligation to provide CTFs, so CML and CMJ fields, combined with LA communication, could be very helpful for avoiding children missing education Newshire LA

33 Using CTF, CML and CMJ file to avoid CME Old Inde School New Town School CML for Terry leaving Old Inde School Oldshire LA Independent schools have no statutory obligation to provide CTFs, so CML and CMJ fields, combined with LA communication, could be very helpful for avoiding children missing education CMJ for Terry joining New Town School Newshire LA

34 Using CTF, CML and CMJ file to avoid CME Old Inde School New Town School CML for Terry leaving Old Inde School Oldshire LA Independent schools have no statutory obligation to provide CTFs, so CML and CMJ fields, combined with LA communication, could be very helpful for avoiding children missing education CMJ for Terry joining New Town School Newshire LA Communications of some sort

35 Using CTF, CML and CMJ file to avoid CME Two new options have been added for CTF Export to help schools meet the obligations placed on them by the Pupil Registration regulations and the DfE guidance for Children Missing Education. 1. "CME - Leavers" can be used to provide the school's LA with information required when a pupil leaves the school outside of what the LA considers to be normal phase transfers.

36 Using CTF, CML and CMJ file to avoid CME Two new options have been added for CTF Export to help schools meet the obligations placed on them by the Pupil Registration regulations and the DfE guidance for Children Missing Education. 1. "CME - Leavers" can be used to provide the school's LA with information required when a pupil leaves the school outside of what the LA considers to be normal phase transfers. 2. "CME - Joiners" can be used to provide the school's LA with information required when a pupil joins the school outsider of what the LA considers to be normal phase transfers.

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38 Using SIMS 7 to enter CME leavers information Leavers Routine Most of the leaving information for use with Harvey s CME Leavers file is available from the leavers routine. Routines Pupils Leavers

39 Using SIMS 7 to enter CME leavers information Leavers Routine However, although the Destination after Leaving field looks like it is suitable for Harvey s CME Leavers file, this is not the case, as it is free text. Routines Pupils Leavers

40 Using SIMS 7 to enter CME leavers information School History panel in Pupil Details The Destination Institution field allows the destination school to be fully identified in terms of LA and Establishment number and is therefore used for Harvey s CME for Leavers file. School History panel in Focus Pupil Pupil Details

41 Using SIMS 7 to enter CME leavers information School History panel in Pupil Details No tick indicates that Harvey s CME Leavers file has not already been sent or is not required. While this remains unticked Harvey will be included in CME Leavers files. School History panel in Focus Pupil Pupil Details

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43 Using SIMS 7 to Create CME Leavers files CME for Leavers has been added as a CTF export choice. Routines Data Out CTF Export CTF

44 Using SIMS 7 to Create CME Leavers files The Effective Date provides the on and after filter for listing the pupils. Harvey s date of leaving was the 11/09/2017, so he s not listed as the Effective Date has defaulted to the System Date of the 15/09/2017 Routines Data Out CTF Export CTF

45 Using SIMS 7 to Create CME Leavers files Now that the Effective Date has been changed to the 11/09/2017, the absence of a tick for CML file sent or not required in School History means that Harvey is listed Routines Data Out CTF Export CTF

46 Using SIMS 7 to Create CME Leavers files If a tick is added for Harvey in the CML Not Required, he would not be include in the CME Leavers file, but a tick would be added for Harvey in CML file sent or nor required field of Pupil Details. Routines Data Out CTF Export CTF

47 Using SIMS 7 to Create CME Leavers files Exporting with Harvey s CML Not Required unticked, will result in him being included in the CME Leavers file and a tick being added in his Pupil Details CML file sent or nor required field. Routines Data Out CTF Export CTF

48 Using SIMS 7 to Create CME Leavers files Click Export CTF to create the CME Leavers file Routines Data Out CTF Export CTF

49 Using SIMS 7 to Create CME Leavers files CML is included in the XML file name Routines Data Out CTF Export CTF

50 Using SIMS 7 to Create CME Leavers files After the export Harvey s CML file sent or not required is ticked, which will prevent Harvey from being included in further CML file, unless the tick is manually removed. School History panel in Focus Pupil Pupil Details

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52 Structure and Content of CML files 1. Header section This is very similar to a normal specific CTF file, except that only the source school is identified

53 Structure and Content of CML files 2. Pupil identification section The same as normal specific CTF files

54 Structure and Content of CML files 3. Pupil address section This looks the same as for normal specific CTF files, but note the inclusion of an address for a future date

55 Structure and Content of CML files 4. Pupil phones and section This is the same as for normal specific CTF files

56 Structure and Content of CML files 5. Pupil contacts section This looks same as for normal specific CTF files, but note contact addresses are those for the future

57 Structure and Content of CML files 6. Pupil school record section a. Replaces the school history section included for normal specific CTF files

58 Structure and Content of CML files 6. Pupil school record section b. It must identify the school the pupil has left and (when software can take account of the DfE change to the specification) their grounds for removal

59 Structure and Content of CML files 6. Pupil school record section replaces the school history section included for normal CTF c. Where the destination school is known, it should be included and if the date of entry to that school is also known, it should be included.

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61 Trigger for providing CME joiners info Oliver was admitted in year 4, which is not a normal year for a phase transfer. Which means that CME joiners information is likely to be required by the LA. Registration panel in Focus Pupil Pupil Details

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63 Using SIMS 7 to enter CME joiners info Leaving the CMJ file sent or not required field unticked for Oliver, allows him to appear in the list of pupils for exporting a CME Joiners file. School History panel in Focus Pupil Pupil Details

64 Using SIMS 7 to enter CME joiners info Oliver s previous school is known, so this can be included in the CME Joiners file. School History panel in Focus Pupil Pupil Details

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66 Using SIMS 7 to create CME Joiners files CME Joiners has been added as a CTF export choice. Routines Data Out CTF Export CTF

67 Using SIMS 7 to create CME Joiners files The Effective Date provides the on and after filter for listing the pupils. Oliver s date of admission was the 06/09/2017, so he s not listed, as the Effective Date has defaulted to the System Date of the 15/09/2017. Routines Data Out CTF Export CTF

68 Using SIMS 7 to create CME Joiners files Now that the Effective Date has been changed to the 06/09/2017, the absence of a tick for CMJ file sent or not required in School History means that Oliver is listed. Routines Data Out CTF Export CTF

69 Using SIMS 7 to create CME Joiners files If a tick is added for Oliver in the CMJ Not Required column, he would not be include in the CME Joiners file, but a tick would be added for Oliver in CMJ file sent or nor required field of Pupil Details. Routines Data Out CTF Export CTF

70 Using SIMS 7 to create CME Joiners files Exporting with Oliver s CMJ Not Required unticked, will result in him being included in the CME Joiners file and a tick being added in his Pupil Details CMJ file sent or nor required field. Routines Data Out CTF Export CTF

71 Using SIMS 7 to create CME Joiners files Click Export CTF to create the CME Joiners file. Routines Data Out CTF Export CTF

72 Using SIMS 7 to create CME Joiners files CMJ is included in the XML file name. Routines Data Out CTF Export CTF

73 Using SIMS 7 to create CME Joiners files After the export Oliver s CMJ file sent or not required is ticked, which will prevent Oliver from being included in further CMJ file, unless the tick is manually removed. School History panel in Focus Pupil Pupil Details

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75 Structure and Content of CMJ files 1. Header section This is very similar to a normal specific CTF file, except that only the source school is identified

76 Structure and Content of CMJ files 2. Pupil identification section The same as normal specific CTF files

77 Structure and Content of CMJ files 3. Pupil address section This looks the same as for normal specific CTF files, but note the inclusion of an address for a future date

78 Structure and Content of CMJ files 4. Pupil phones and section This is the same as for normal specific CTF files

79 Structure and Content of CMJ files 5. Pupil contacts section This looks same as for normal specific CTF files.

80 Structure and Content of CMJ files 6. Pupil school record section a. Replaces the school history section included for normal specific CTF files

81 Structure and Content of CMJ files 6. Pupil school record section b. It must always include a container for the school the pupil has joined (their current school). This container must include the entry date for that school

82 Structure and Content of CML files 6. Pupil school record section replaces the school history section included for normal CTF c. Where the school the pupil left is known, it should be included, but the last three tags can omitted if not known.

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