Management Information Sheet

This is a reminder that 2015 Spring Census day is Thursday 15th January 2015. Please ensure that your census file is uploaded and submitted to Collect no later than Tuesday 20th January. If you have any problems meeting this deadline please email the Business Intelligence & Performance Service.

The Early Years Block of the 2015/2016 Dedicated Schools Grant allocation will be based on the January School Census, so it is important that your return is completed accurately and on time. The January Census is also used in the calculation of any Pupil Premium allocations.

Please note that schools should no longer send their files via Anycomms or s2s as these will not be picked up by the Local Authority. Instead, schools are asked to submit their own census xml file via upload to the DfE Collect website.

To do this you will need to follow these steps:

• Log into Collect via Secure Access (see further guidance below)
• Highlight ‘SchoolCensus2015_Spring’ from your list of data collections and hit the ‘Select data collection’ button
• Once in the Source Main screen, use the ‘Upload return from file’ button to browse to, upload, and validate your census xml file. Once validated the status of your return will change to ‘Loaded_and_validated’
• Next click the ‘Open return’ button to view your file
• Click on the ‘All errors’ button to view any outstanding errors and queries, all of which will require resolution or the addition of an explanatory note (where applicable). By using this button you can view both the return level and individual level errors and queries – many schools didn’t do this previously and missed their individual level errors
• Correct all errors and any queries where possible – use the ‘Details’ button to view which data items the validation is checking. If you click on one of the underlined fields you will be directed to the corresponding data item in the return. Identify which of the fields contains the incorrect value and either: o Correct in your MIS and re-load the School census file to Collect, overwriting the incorrect one, or o Change the mode of the form to ‘Edit’ and then click on the data item that needs to be changed and update it – ensuring the you reflect this change in your MIS
• For any remaining queries, you must add explanatory notes via the ‘All errors’ screen by clicking on the yellow pen icon next to each query, then ‘Add new note’. Type your note in the box and click ‘Create’. Any notes must be worded as per the DfE guidance at: www.gov.uk/government/collections/school-census
• Once all the errors and queries have been resolved, go back to the Source Main screen and click ‘Submit return’. The status of the return will change to ‘Submitted’ and the LA will be able to review your return and pass it to the DfE

Unfortunately any files submitted with unresolved errors and queries or insufficient notepad entries will automatically be rejected – please revisit Collect a couple of days after submission to check the status of your file. If your file has been rejected you will need to correctly resolve any errors or queries as per the guidance and submit again in Collect.

Further detailed help using the Collect portal is available at: www.gov.uk/government/publications/school-census-2014-to-2015-collect-guide-for-maintained-schools

Specific guidance regarding editing census data in Collect can also be found here:www.gov.uk/government/publications/school-census-2014-to-2015-editing-data-in-collect

Collect is accessed via Secure Access, the DfE single sign on system. If you require assistance with Secure Access, Local Authority teams will unfortunately be unable to assist as the system is maintained by the Department for Education (DfE).

Secure Access guidance is available on the login page at: https://sa.education.gov.uk/idp/Authn/UserPassword. The approver within your school will be able to resolve any access issues (speak to your Headteacher who should be able to advise who has the approver role within your school). If you are an approver and require assistance, you will need to contact the DfE using a Secure Access Service Request Form available at: www.education.gov.uk/researchandstatistics/datatdatam/secureaccess/service-request-form">.

Full guidance relating to definitions and the requirements of the census itself are available on the DfE website – you can access the guidance by clicking here. Please ensure you read these before completing your return and these should be your first point of reference for any queries. Further guidance and help sheets are available on the Norfolk Schools website including details of preparations you can make for the Spring Census and things to watch out for, which you should also read before completing the return. Details of your selected time can also be found here.

Please contact your software provider for queries regarding your management information system (MIS), running the School and Pupil Census module or producing the xml file. Those of you using Capita SIMS can refer to the SIMS Support pages at: www.ict.norfolk.gov.uk/schoolmanagement/sims/default.aspxor contact ICT Shared Services by phone, fax, or email:

• telephone: 0845 303 3003
• facsimile: 01603 475 624
• email: ict@norfolk.gov.uk

If you have already referred to the available guidance but still require clarification on a complex data requirement issue, please email the Business Intelligence and Performance Service (BIPS) via ni@norfolk.gov.uk. Please note there is not a telephone helpline for any queries, only an email advice service. However a member of the BIPS team will respond to your email as soon as possible. Note that BIPS will be unable to assist with queries relating to Secure Access or with your MIS.