|
Bryan Slater Director of Education |
Distribution |
|
All Non-Phoenix schools |
This
document needs your action as
detailed below:
|
ACTION |
Title
|
September 2004
return |
||
|
Summary of contents |
Each Norfolk school
is asked to complete the September 2004 Return in full as detailed below |
|||
|
Date |
September 2004 |
|||
|
Summary of action required |
·
To read the
attached task list and guidance notes ·
To complete
and return via the Secure Data Transfer system the September Return electronic files by 24th September 2004. Any schools unable to return the
September Return files using SDT should send them in on floppy disk to:- The
MIC, Room B28, Education Dept, County Hall Norwich, NR1 2DL |
|||
|
To be completed by |
Return no later
than 24th September 2004 |
|||
|
LEA Contact |
Management Information
Centre (General Help) |
( |
01603 222352 or 01603 222355 |
|
|
E-mail address |
Jane.Blackwell@norfolk.gov.uk |
|||
|
Norfolk Self Review reference |
8. How well does the school use its
resources? |
|||
|
Document reference |
MI 172/04 |
|
||
SEPTEMBER 2004 - Non-Phoenix Schools
Tasks to be Undertaken
Please read the Covering MI Sheet and guidance notes.
Checking Data
Before you complete
your September 2004 return please ensure you update your data, in particular
refer to guidance notes concerning UPN management and amend UPN's if applicable
to your school.
Please ensure that
you have completed and sent the following files for your school (via
anycomms/floppy/paper form) to the address below by the 24th September 2004.
A printed copy of the
new Year group Totals Return ATTACHED
The following export
files:
Pupil
Export file for the Email project (EXAMPLE
OF FIELDS ATTACHED)
Staff
export file for the Email project (EXAMPLE
OF FIELDS ATTACHED)
Pupil
Data export file (EXAMPLE OF
FIELDS ATTACHED)
Staff
Absences Return (EXAMPLE OF FIELDS
ATTACHED)
Schools with 6th forms should complete the
attached form (Appendix A) and fax or post to:
Jane Blackwell, Room B28, Management Information Centre, County Hall,
Martineau Lane, Norwich, NR1 2DL, FAX NUMBER: 01603 222631.
Please return the
September 2004 return files by Anycomms/floppy/paper for your school to:
Jane Blackwell, Room
B28, Management Information Centre
County Hall, Martineau Lane, Norwich, NR1 2DL
Please contact Jane
Blackwell (01603 222352) or Gill Williamson (01603 222355) at the Management
Information Centre should you require assistance.
UPN MANAGEMENT
Pupils who are
entering school for the first time should be assumed not yet to have a
UPN. A permanent UPN should be allocated to each such pupil (including
pupils entering nursery classes).
Pupils transferring
to your school from another maintained school in England should already have
been allocated a permanent UPN by that school or an earlier one (this included
pupils who have attended a nursery class in a mainstream school). This UPN should have been passed on to you
as part of the pupil's records. If the
school has:
i)
passed the pupil's
UPN on to you, then you should adopt that UPN yourself.
ii)
not passed the
pupil's UPN on to you, then you should in the first instance allocate the pupil
a temporary UPN, but it is important
to continue to attempt to obtain the pupil's UPN from their previous
school. Once you succeed in doing so,
or receive the UPN from another source such as your LEA (Management Information
Centre may be able to help) then you should delete the temporary UPN you
initially allocated and replace it with the pre-existing UPN.
Pupils transferring
to your school from an independent school or a school outside England will in
most cases not have been allocated a UPN by that school. If the school confirms this to be the case,
then you should allocate a permanent UPN to that pupil.
Pupil records transferred by electronic data transfer, floppy or zip disk from feeder schools will need no further action since existing UPN’s will be imported automatically to pupil records.
FOR HELP AND ADVISE
ON UPN MANAGEMENT PLEASE CONTACT THE MANAGEMENT INFORMATION CENTRE:
JANE BLACKWELL 01603 222352 GILL WILLIAMSON 01603 222355
Pupil Export File - Fields
Required and Formats of each Field.
The pupil export
should include the following details for each of the current pupils on roll and those pupils that started and left during
the period of 1st May 2004 to 31st August 2004. It is important
that data is accurate and up to date for each pupil. The export file you send to the LEA must be either TAB formatted
(tab delimited text format .tab) or CSV (Comma Separated Values).
Please name the file in this format:- DFES Number - Pupil data S04
|
Field
|
Format |
|
DfES Number |
4 digit number i.e.
1234 |
|
Forname |
Text - Pupils first
name only |
|
Surname |
Text - Pupils
surname only |
|
Parents Name |
Text - Name of
pupils parents |
|
Address 1 |
First line of
pupils address including house number i.e. 1 The Street |
|
Address 2 |
Second line of
address (if applicable) |
|
Address 3 |
Third line of
address (if applicable) |
|
Town |
Text - Town the
pupil lives i.e. Norwich |
|
County |
Text - County the
pupil lives i.e. Norfolk |
|
Post Code |
Text - Post Code
i.e. NR7 9DF |
|
Home Telephone
Number |
Number format
including STD code |
|
Parish |
Text - Parish the
pupil lives in i.e. Drayton |
|
Date of Birth |
Date format i.e.
12/12/92 |
|
Gender |
Text - M or F |
|
Doctor |
Text - Pupils
Doctors name i.e. Dr Smith |
|
Previous School |
Text - Pupils
previous schools details |
|
Date of admission |
Date format i.e.
9/9/02 |
|
Date of leaving |
Date format i.e.
20/02/03 |
|
Destination School |
Text - destination
school for pupil leaving school |
|
Military Camp |
Text - only entered
for those pupils living on a military camp |
|
SEN Stage |
New codes - NAPQ or S |
|
SEN Funding Band |
Letter - E or F |
|
Unique Pupil Number
(UPN) |
13 digit number
i.e. A926123499001 |
|
Type of Special
Education Need |
Text - code as per
on Phoenix database |
|
Special Needs -
Date off Register |
Date format i.e.
12/6/00 |
|
Free School Meal
Indicator |
Number. 1= Free
School Meal 0 = No Free School Meal |
|
Ethnicity |
Text - Pupils
Ethnicity as per DfES definitions |
|
Language |
Text - Pupils home
language. As per DfES definitions. |
Staff Absence File - Fields
Required and Formats of each Field.
The
staff absences file should include the following details for each member of
staff that has been absent in the period of 1st May 2004 to 31st
August 2004. The export file you send
to the LEA must be either TAB formatted (tab delimited text format .tab) or CSV
(Comma Separated Values
Please
name the file in this format :- DFES
Number-Absence data S04
|
Field |
Format |
|
Surname of
Staff |
Text
|
|
Forename
of staff |
Text
|
|
Post
Held |
Text
- i.e. Secretary |
|
Date
of sickness from |
Date
i.e. 12/01/03 |
|
Date
of sickness to |
Date
i.e. 13/01/03 |
|
Number
of days sick |
Number
i.e. 2 |
|
Type
of sickness |
Text
i.e. Flu |
Staff Email File - Fields
Required and Formats of each Field.
The
Staff Email export file should include the following details for each member of
staff so that the LEA can generate unique email addresses. The export file you send to the LEA must be in TAB format.
Please name the file in this format School DFES Number_staff.tab
(i.e. 2499_staff.tab)
|
Field |
Format |
|
School DFEE
Number |
Numeric
|
|
Forename
of staff |
Text
|
|
Surname
of staff |
Text
|
|
Address
1 |
First
line of staff members address including house number i.e. 1 The Street |
|
Address
2 |
Second
line of address (if applicable) |
|
Address
3 |
Third
line of address (if applicable) |
|
Address
4 |
Fourth
line of address (if applicable) |
|
Address
5 |
Fifth
line of address (if applicable) |
|
Post
Code |
Text
- Post Code i.e. NR7 9DF |
|
Date
of Birth |
Date
format i.e. 12/12/82 |
|
DFES
Employee Number |
Numeric
|
Pupil Email File - Fields
Required and Formats of each Field.
The
Pupil Email export file should include the following details for each pupil so
that the LEA can generate unique email addresses. The export file you send to the LEA must be in TAB format.
Please name the file in this format School DFES Number_pupil.tab
(i.e. 2499_pupil.tab)
|
Field |
Format |
|
School DFEE
Number |
Numeric
|
|
Forename
of pupil |
Text
|
|
Surname
of pupil |
Text
|
|
Address
1 |
First
line of pupils address including house number i.e. 1 The Street |
|
Address
2 |
Second
line of address (if applicable) |
|
Address
3 |
Third
line of address (if applicable) |
|
Address
4 |
Fourth
line of address (if applicable) |
|
Address
5 |
Fifth
line of address (if applicable) |
|
Post
Code |
Text
- Post Code i.e. NR7 9DF |
|
Date
of Birth |
Date
format i.e. 12/12/92 |
|
UPN
|
Alpha-Numeric
|
|
Year
Group |
i.e.
YR11 |