SIMS Autumn Census COMPLETION Document for Primary Schools

SIMS Autumn Census COMPLETION Document for Primary Schools Census Day 4 th October 2018

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Contents Overview... 3 Census Flow Chart... 4 Completion Document... 5 Check SIMS Version... 5 SIMS Backup... 6 Create a new Census Return... 7 Panel 1 Census Details... 8 Panel 2 School Information... 8 Panel 3 Early Years... 9 Panel 4 Class Type... 10 Panel 5 Top-up Funding... 11 Panel 6 Post Looked After Arrangements... 11 Panel 7 School Dinner Taken... 12 Panel 8 Attendance... 15 Create and Validate... 16 Reports... 18 On Census Day... 19 Authorise the Return... 20 Changes after the census has been authorised... 21 Copy files... 22 Sending the return via Anycomms... 22 Check List for Autumn Census... 23 Appendix minutes to decimal hours... 24 2

Overview This completion guide has been produced to help you complete and send the School Census Autumn 2018 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. Please visit the Schools ICT website: www.schoolsict.co.uk and log on for any issues and fixes we are aware of, these will be posted on the Census page located under MIS/SIMS/Census Please be aware that this census requires Fileset 1003 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 via: Routines>Stautory Returns>School Census. If the fileset is not 1003 you will need to go to the Schools ICT website, choose MIS/SIMS/Census and download the fileset as below: Right click on Fileset_1003 and Save Target As Browse and save to Desktop Right click on the saved folder and Extract All In SIMS go to Tools > Setups > Import Fileset Click the Open Folder button and navigate to your Fileset Once selected click Import Fileset If you still need help before Census Day please call the normal Schools ICT Helpdesk on 01609 536086. On the day of the Census please call our dedicated support line on 0844 8753922 if you require assistance. (4 lines available) 3

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. 4

Completion 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 7.182. To close, click the box. If your system is not the correct version, you will need to run the upgrade (see SIMS Summer Upgrade 2018 SOLUS 3 Instructions on the Schools ICT website) or call the Helpdesk on 01609 536086 before proceeding further. 5

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. 6

Create a new Census Return 1. Go to Routines > Statutory Returns > School Census. 2. Ensure Autumn 2018 is selected at the Term dropdown and that the School Census Folder reads J:\SIMSData\SchoolCensus. If this requires changing click the three dots to the right of the Census folder and browse to the correct folder. 3. Click New to open the Census Return. 7

Panel 1 Census Details Date ranges for collection of Attendance, Exclusions, Free School Meals and AP Placements for this collection are shown here. Click on Save at this point so that you have saved a record of your Census Return. l 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 a second time you will lose any manual changes you have entered. Panel 2 School Information 8

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. Hours at Setting are the total hours a pupil attends in nursery education at the school irrespective of who pays. A pupil who attends every session (morning and afternoon) should be recorded as full time in the Part Time details box on the pupil record. Funded Hours are the total hours a pupil attends in nursery education at the school funded via the free entitlement to early education. Please take care to correctly record funded hours for those who also attend other maintained, private or voluntary provisions. Two, three and four year olds (four year olds in N1 or N2 only) attract a maximum entitlement of 15 hours a week. Any updates can be made by clicking the Edit button to open the screen. Click OK to the above message To alter the hours for individual pupils, highlight the number shown and overtype with the correct hours. 9

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. Click Save and OK to take you back to the Census. Repeat for the Funded Hours column and for other ages if necessary. Complete all other headings as required. Panel 4 Class Type If you amended Class Type as instructed in the Autumn 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. 2. If you have Nursery pupils being taught in a designated nursery class, select Year N2 at the Year Group dropdown to display 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. 10

4. If you have 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. Please use the Edit button to update the Post looked After Arrangements panel if necessary. 11

Panel 7 School Dinner Taken This panel cannot be completed until Census Day as it collects information about pupils who received a Universal Infant School Meal (school dinner) on Census Day. All pupils in Reception, Year 1, and Year 2 in English state-funded schools are eligible for a universal infant free school lunch. This applies to Academies, Free Schools and Pupil Referral Units, as well as to schools maintained by the local authority. The School Census Autumn 2018 Return collects information about pupils in these years only who receive school dinners on Census Day. 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 of these modules are not in use, the applicable Calculate From... button(s), as displayed in the graphic above, are not displayed and the information can be entered 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. Free School Meal entitlements for eligible pupils in all year groups continue as before, based on the existing free school meals eligibility criteria. 12

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 2018 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. 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. 13

Using Attendance to Calculate School Dinners Taken on Census Day The School Census Autumn 2018 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. 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. 14

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. 15

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 Errors 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 Error, click on the message. This will take you directly to where you need to correct or input data. 16

4. You can also filter to a sequence number via the Error search, click on the drop down list arrow and choose a number and this automatically displays those Errors or Queries 5. Once you have made the change, Save the record and use the Green Back Arrow to return to the Census. You will then need to click on Create and Validate in your Census return to see the Error or Query disappear. 6. You can Create and Validate as many times as you wish to clear the Errors and Queries. Errors MUST BE cleared. The Census can be sent with Queries if they are correct for your school. The most common acceptable queries are: 2550Q no unauthorised absence recorded in the previous term. 1877Q High take up of UIFSM. 1760Q No pupils eligible for FSM. Please ensure the query does reflect the situation at your school and add a comment confirming this on your authorisation note when you click on the authorisation. 1878Q No pupils taking a UIFSM if this query is displayed and is correct you must confirm there are no pupils taking a meal on Census day and why, as this will impact funding. If at any point you need to come out of the Census Return and come back to it at a later point, make sure you save the return. To re-open the return go to Routines > Statutory Returns > School Census. The return which you have already been working on should appear in this panel with the name School Census Autumn 2018 double click on the name to open the file. 17

Reports When you are happy that your census return is correct go to Detail Report > Multiple Reports and check them carefully. This Census there is a new report, AP Placement Report, you need only run this report if you have any pupils who have been assigned an Alternative Provision placement. Your return is now fully prepared and you CANNOT continue until Census Day 18

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 Errors 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

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 2018 Authorisation Report confirmation of the Authorisation will appear as a full screen. Click Close. 20

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. In the Description Panel you will see an Autumn Return with an authorised date and a Copy of Autumn Return which is unauthorised. 5. Double click the Copy of Autumn Return to open and make the necessary changes. 6. Create and Validate the return to ensure there are no new Errors 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 placed in the school office. 21

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

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 0844 8753922 if you require assistance. (At other times, please contact the SICT Helpdesk on 01609 536086) Congratulations - your Census is now complete! 23

Appendix minutes to decimal hours Minutes Decimal Minutes Minutes Decimal Minutes Minutes Decimal Minutes 1 0.02 21 0.35 41 0.68 2 0.03 22 0.37 42 0.70 3 0.05 23 0.38 43 0.72 4 0.07 24 0.40 44 0.73 5 0.08 25 0.42 45 0.75 6 0.10 26 0.43 46 0.77 7 0.12 27 0.45 47 0.78 8 0.13 28 0.47 48 0.80 9 0.15 29 0.48 49 0.82 10 0.17 30 0.50 50 0.83 11 0.18 31 0.52 51 0.85 12 0.20 32 0.53 52 0.87 13 0.22 33 0.55 53 0.88 14 0.23 34 0.57 54 0.90 15 0.25 35 0.58 55 0.92 16 0.27 36 0.60 56 0.93 17 0.28 37 0.62 57 0.95 18 0.30 38 0.63 58 0.97 19 0.32 39 0.65 59 0.98 20 0.33 40 0.67 24