Management Information Sheet

This is a reminder that 2015 Summer Census day is Thursday 21st May 2015. Please ensure that your census file is uploaded and submitted to Collect no later than Tuesday 26th May 2015. If you have any problems meeting this deadline please email the Business Intelligence & Performance Service.

New data items introduced

School lunch taken

This data item was introduced in October 2014 for all school types with infant pupils on roll in each census. Data collected via this data item is used to inform the allocation of funding following the introduction of universal infant meal funding from September 2014, so it is essential that this is correctly recorded.

The data item is used to indicate whether an infant pupil has taken a ‘school lunch’ on census day; where ‘school lunch’ is defined as food made available by the school for consumption by the pupil as his/her midday meal on a school day. As this data item relates to lunches on census day it is not anticipated that schools will be in a position to complete this data item until the lunch take up of infant pupils on census day is known.

Please note that where a pupil is in receipt of a school lunch (i.e. school lunch taken is TRUE) this does not mean that the pupil should also be recorded as eligible for free school meals. Pupils in receipt of a free lunch as part of the infant pupil universal lunch entitlement should only be recorded as FSM eligible where the pupil meets the FSM eligibility criteria and has made a claim.

School childcare

Information concerning the childcare offered by schools has been introduced on a voluntary basis as a one-off collection in the 2015 summer census before being collected annually via the spring census on a mandatory basis from 2016 onwards. Due to the voluntary nature of the collection for summer 2015, and the lateness of when the requirement was released to software suppliers, it may be possible that the functionality to return these data items is not included within your management information system (MIS).

This module comprises of a number data items which act together to record where a school provides, or signposts, childcare provision and the nature of that provision. Please refer to paragraph 5.8.2 of the DfE School Census guide for further information.

Submitting your file

Please note that schools can 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.

Schools are asked to upload their Summer census file, resolve all outstanding errors and queries and be satisfied that all the information within the file is correct before submitting their return.

To do this you will need to follow these steps:

• Log into Collect via Secure Access (see further guidance below)
• Highlight ‘SchoolCensus2015_Summer’ 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:
  • Correct in your MIS and upload the revised School Census file to Collect, overwriting the incorrect one; or
  • Change the mode of the form in Collect 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 ‘term-on-term Collect checks’ and ‘notepad entries for Collect queries’ guidance at: www.gov.uk/school-census#census-documents
• 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 – you will receive an email if this is the case. 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

The Department for Education (DfE) have also recently produced a video intended to provide background to the school census, details on how the data is used and guidance on how to access and use Collect. This data is published on the EFA website and, whilst it is primarily aimed at academies and free schools, the content will be equally relevant to local authority schools that make returns directly in Collect. Please clickhere to view the video.

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 DfE. This system should be familiar as it is the same system used to access Key to Success and School to School (s2s).

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: https://form.education.gov.uk/fillform.php?self=1&form_id=AH8ogiDeAfD&noLoginPrompt=1.

Where to go for help

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. Further guidance and help sheets are available on the Norfolk Schools website including details of preparations you can make for the Summer Census and things to watch out for, which you should also read before completing the return. In particular check for any census changes or new data items, and ensure you read the common issues and errors which are updated each term. The DfE guidance and the Norfolk Schools webpages should be your first point of reference for all queries.

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.aspx or 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 ict@norfolk.gov.uk. Please do not call as there is no longer a telephone helpline for your queries, 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.