Headcount. 3. Adding, amending and deleting children details Page Adjustment week adding, amending and deleting children...

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1 Headcount Notes for headcount week...page 2 1. Logging into the Early Years Portal..Page 4 2. Making a nil return..page 5 3. Adding, amending and deleting children details Page 7 4. Adjustment week adding, amending and deleting children...page Declaration and submitting your headcount...page View previous headcount submissions..page Definition of terms Page Appendix SEN/EHC/Looked After and hours..page 20

2 Points to note in headcount and adjustment week Only include children receiving free hours at the time of the headcount or those that had been accessing their place with you for at least two weeks and left prior to headcount. It is of the utmost importance that the child hours are completed on the basis of places rather than actual attendance. So if a child is absent during headcount week due to illness or holiday etc, they should still be included in your return. If you are at all unsure of who to include on the form and who to omit please call or contact fee@hertfordshire.gov.uk. For children starting after headcount week you can claim for these children in adjustment week for the funding period. The terminology free hours or free places relates specifically to the child hours for which you receive funding from the local authority. You do not need to enter all your headcount information in one sitting. The system will automatically save your work as and when you make changes on the headcount screen. You can logout at any stage using the logout button and log back in at any point throughout the headcount period to add to and/or amend your headcount. Please note: once you have selected Submit on the last page of the form you cannot make any further changes as this will be taken as your declaration that the information you have submitted is true and accurate. If you notice a mistake please fee@hertfordshire.gov.uk or call immediately. For security reasons the online headcount form will automatically log you out of the system if it has not been in use for 20 minutes. 2

3 Children who attend more than one setting / school The headcount data you provide on your headcount return will be used to make a termly pupil funding adjustment to the funding advised in your initial budget share statement. All headcount data will be checked to ensure that no child is receiving more than the maximum free entitlement. If more than the maximum hours are claimed for any one child, the funding will be reduced accordingly. It is therefore important to ensure that you are aware of any child who is attending another setting or school and that the total free hours provided to the child by all of the relevant providers does not exceed the maximum free entitlement in any week and in any financial year. The dates for the three funding periods are as follows: Summer funding period 1 April to 31 August Autumn funding period 1 September to 31 December Spring funding period 1 January to 31 March 3

4 Accessing the online headcount form and logging in Go to Enter your Username and Password then select Login. 1. Forgotten your password? If you have forgotten your password you can request this is ed to you by using the Forgotten password button at the bottom of the page. You will need to enter your username and the answer to the security question you created (the first time you logged into the portal), then select the Send password button. Your password will then be ed to the registered address we have for you. If you still cannot login please or call

5 3a. Making a Nil Return for schemes If you do not have any children to claim for in this funding period you still need to complete a Headcount Entry. Once you ve selected Headcount Entry from the main menu, you ll be taken to the Headcount Scheme at the bottom you can select the Submit Nil Return option Please note if you are not on a scheme you will see the message below; simply choose the correct option for the scheme you are submitting the return for Please note: You must make a return for every scheme you are on. If you are only making a nil return for one of the schemes and you are a provider of both, you will be taken to the headcount entry screen for the one you chose to enter children for. Please refer to section 3b for details of adding and amending children for headcount. If you are submitting a nil return for both schemes you will be taken to the headcount entry screen for each scheme, this is to allow you to enter a child if you made a mistake when choosing Submit Nil Return. To confirm you intend to enter a nil return simply choose 5

6 proceed to Declaration (this will take you to the screen for each scheme you are on to confirm you still want to proceed to the declaration). Available places Before declaring your nil return the system will ask you a small number of questions regarding your available places. Hertfordshire County Council (HCC) needs to find out, on a termly basis, the number of actual places there are in the county for two, three and four year old children in Hertfordshire. You will be asked a few questions so HCC can monitor the accessibility of places for each eligible two, three and four year old child: How many funded two, three and four year old individual children can you take at your setting per session? Do you offer AM Sessions (3 hours x 5 days) Do you offer PM Sessions (3 hours x 5 days) Please answer these as appropriate. You can then submit your headcount. Submission To declare a nil return for your headcount you will need to tick the Agree to declaration box at the bottom of the screen, fill in the mandatory Name and Tel No. for query fields and then select Submit Once you have made your submission of a nil return you will be taken to a confirmation page. Once you have confirmed, an will be sent to the address of the user completing the headcount submission. 6

7 3b. Adding, amending and deleting children details If you have made an online headcount previously the system will keep the details of the children you claimed for in the last funding period. However the details of the child s hours claimed from the previous term will be removed, as these may have changed, and you will have to re-enter/re-confirm these. Please note: the system will automatically remove any children that you have entered previously who are no longer the correct age to receive the funding. You can use the Make Changes option on the headcount screen which allows you to edit the children who have carried forward headcount information; if you have multiple children this allows you to enter their new information with ease. Please note all fields marked with a * are mandatory and must be completed on all child records. The Leaving Date should only be completed where a child has left the setting prior to headcount. To edit a record click on the child s name in the table - this will open up the record for the child, where you can amend any details as necessary. Please note: for two year old records you will have a limited amount of fields you can edit You can view the child s current address by clicking on their postcode Please note: the Parent column is only applicable for three/four year olds, once selected you can enter the parents information to claim EYPP, enter the details then choose Save. 7

8 The claim EYPP box should be ticked on the main headcount entry screen if you want this record checked for EYPP, this can be done by using the Make Changes button and ensuring the box is ticked and then choosing Save Changes. For this headcount period you need to add the number of weeks you are claiming funding for; this allows the ability to add the stretched offer as you can add the number of actual free hours and weeks. As long as this calculation is not greater than the amount allowed in the funding period it will be accepted. Please refer to appendix for further explanation of hours. Deleting children from your headcount To delete any records of children who are no longer attending your setting, choose the Make Changes option on the main headcount entry screen and select the Delete check box for the child s row, then select Save Changes. Adding children not on your headcount To add the details of the children claiming for free early education through your setting, please ensure you are on the correct scheme by choosing either 2 year old scheme or 3-4 year old scheme from the top of the page. Searching properly for a child is very important as duplicate records create work for the central team which may cause delay in getting the funding payment to your setting 8

9 Select the Add child option under the child table. On the next screen, search for the child in the system to add to your headcount; this allows accurate recording of split provision and ensures no duplicate children are created. Please note: for the two year old scheme you will have an extra search box for the reference number, it is highly recommended that you use this box to find the correct child. When the search finds the child you are looking for If the search finds a result you can choose to add the child to your headcount as long as they meet the correct date of birth criteria for the funding period and the scheme you have selected. If you choose to add the child to your headcount you will be presented with a screen to enter their hours and other information. Please refer to appendix for further explanation of hours. 9

10 When the search doesn t find the child you are looking for: Adding new children not in the system If your search did not return a child, you will see an option to Add Child. Please note: this option to add a new child not in the system is not applicable for two year olds. They must already be in the system and be eligible for the funding period being claimed for; the following information relates to adding a new child for the three/four year old scheme. Once clicked on you can enter the child s details fields marked with *are mandatory Child s name The child s legal surname should be entered, however, if the child is ordinarily known by a different/preferred surname, please put that name in the Preferred Surname field e.g. Smith. 10

11 Date of Birth The dates of birth must be within the range for the term the system will only allow you to enter a date of birth within a specific range. The form will specify this range. NHS number Enter the child s National Health Service (NHS) number here. Ethnicity Enter the child s ethnicity. Where this has not been provided please enter Refused from the drop-down list. Child s address You will also be required to enter the child s address. You can use the postcode/address checker to fill this detail in. Enter the postcode of the child and click the Find Address button. Choose the correct address for the child from the drop-down list and this will populate all the correct address fields. If the address is not listed you can choose address not listed and then manually complete the required fields. Select the Save button A page will load relating to what you are claiming for this child in this funding period. 11

12 Please refer to appendix for explanation of SEN/EHC/Looked After and hours. Once you have filled in all the relevant detail please select the Save button found at the bottom of the page. If there are any errors with your submission a message in red will display advising what is wrong which will allow you to amend accordingly. If there are no validation issues, when selecting Save you will be returned to your headcount entry page and you can add additional children or make further changes. If you need to amend the details of the child at any point before submitting your headcount you can go back into the child s record by selecting the name of the child. For children starting after headcount week you can claim for these children in adjustment week for the funding period. Please make sure you add an entry for each child claiming free early education at your setting. Once this is all complete you can move on to the Declaration and Submission page section 5 in this guide. Please note: once you have selected Submit on the Declaration page of the form you cannot make any further changes as this will be taken as your declaration that the information you have submitted is true and accurate. 12

13 4. Adjustment week adding, amending and deleting children this is only applicable in adjustment week If you are making an adjustment you need to go to Headcount Entry in the portal, once adjustment week is open. New provider If you are a new provider who joined the scheme after headcount week you will be entering children for the first time so you will see some information screens detailing which children you can claim for on the respective schemes. You can then choose to enter children or submit a nil return for the schemes. If you are submitting a nil return you must proceed to declaration and submit the adjustment. Existing provider who did not enter a headcount in funding period If you are an existing provider who did not enter a headcount or nil return entry, some children may be carried over to adjustment week; however these children will only be able to be claimed for the period after headcount week. This means you must enter the number of weeks in the Adjusted no. weeks funded for column. Existing provider who entered a headcount in funding period If you have made an online headcount previously the system will keep the details of the children you claimed. In adjustment week you can add details of which children have left in the new Adjusted leaving date and Adjusted number of weeks columns. Please note you cannot delete a child who you previously claimed in the funding period, so you must make an adjustment to change the number of weeks they were with you. 13

14 You can use the Make Changes option on the headcount screen which allows you to edit the children who you have previously claimed for the funding period; if you have multiple children this allows you to enter their adjustments with ease. Please note in adjustment week for children who were previously claimed you can only edit the Adjusted number of weeks and Adjusted leaving date. The Adjusted Leaving Date should only be completed where a child has left the setting prior to the close of adjustment week. From this screen you can view the child s current address by clicking on their postcode. Please refer to appendix for further explanation of hours. Please refer to Section 3b for adding and amending children s details Adjusted number of weeks funded for In order to claim your free early education funding for any child at your provision, the child must be registered and accessing their entitlement over a minimum two week period. This applies even if they leave before the start of headcount week; simply add to your headcount the start and leaving dates for that child and payment will be made for appropriate hours. For children starting after headcount week you can claim for these children in adjustment week for the funding period. For children you previously claimed who have now left you in or prior to adjustment week you would lower the number of weeks. 14

15 Once you have filled in all relevant fields please select the Save button found at the bottom of the page. If there are any errors with your submission a message in red will display advising what is wrong which will allow you to amend accordingly. If there are no problems, when clicking Save you will be returned to your headcount entry page and you can simply add additional children or make further changes. Please make sure you add an entry for each child claiming free early education at your setting. Once this is all complete you can move on to the Declaration and Submission page. Please note: once you have selected Submit on the Declaration page of the form you cannot make any further changes as this will be taken as your declaration that the information you have submitted is true and accurate. 5. Declaration and submitting your headcount Please note to proceed to declaration you may need to press the Proceed to Declaration button twice if you are on both funding schemes. This is due to the system asking you to confirm that information you have recorded for both schemes is complete. Available places Please note: After submitting your headcount you will not be able to make any more updates. This will be your submission to the local authority. Before submitting your headcount the system will ask you a small number of questions regarding your available places. Hertfordshire County Council on a termly basis needs to find out the number of actual places there are in the county for two, three/four year old children. In order for Hertfordshire County Council to monitor the accessibility of places for each eligible three/four year old child we need to know the following information: How many funded two, three and four year old individual children can you take at your setting per session? Do you offer AM Sessions (3 hours x 5 days) Do you offer PM Sessions (3 hours x 5 days) Please answer these as appropriate. You can then submit your headcount. 15

16 Declaration By pressing the submit button you are declaring that: a) you have seen proof of date of birth of each child included on this Headcount; b) you have verified with the parents/carers of each child if this is the only nursery attended by the child; if more than one attended, and that you have indicated the number of free hours attended at this setting c) the information you are giving is correct to the best of your knowledge and you undertake to inform the county council immediately of any errors or subsequent changes. By submitting this online form you also certify that this setting is meeting the conditions of grant as specified in the Early Years Foundation Stage, the DfE Code of Practice for Local Authorities on Delivery of Free Early Years Provision for three and four year olds and the Hertfordshire early education handbook. Submission To submit your headcount you will need to tick the Agree to declaration box, fill in the Name and Tel No. for query fields and then select Submit at the bottom of the page. Note that these are mandatory. 16

17 If there are any errors or parts that you have missed, the form will not allow you to submit and you will have to go back and make any changes as necessary. Once you have successfully submitted your headcount you will be taken to confirmation page which states that you have successfully submitted your headcount. A confirmation will also be sent to the address we have registered for your setting. From here you can choose to Finish, to go back to the home page and then logout or view your previous headcount to print out a copy of your final submission. 17

18 6. View previous headcount submissions Settings are required to have a copy of their headcount form for compliance checks as stated in the early education handbook. The home page of the portal allows you to choose View Previous Headcounts to view previous online headcounts your setting has submitted online. Please note: if your setting has not used the online system before there will be no previous submissions to view. From the following screen you can choose the headcount you have previously submitted to view. You can then choose the scheme and view the headcount information; please note for headcounts prior to summer 2015 you will not see any two year olds as they were not claimed via headcount. Please note summer 2015 will show adjustments on the same headcount. This can be printed by using the Print Screen option at the top of the page which will create a PDF version of the screen. If you have children on both schemes you will have to choose Print Screen for both options. Please note some columns will be hidden when printed. 18

19 You will require Adobe Reader to view your headcount as a PDF. If you do not have Adobe Reader on your pc you can download a copy for free by going to: 7. Definition of terms Definitions of terms used in this document. Term Definition CLA CSS DfE EHC FEE Ofsted PEP SEN Child Looked After Childhood Support Services Department for Education Education Healthcare Plan Free Early Education Office for Standards in Education Personal Education Plan Special Educational Needs 19

20 Appendix SEN/EHC/Looked After and hours SEN/EHC (Special Educational Needs) Please choose the appropriate SEN (Special Educational Needs) from the drop down list. ** Although statements are being replaced by Education Healthcare Plans (EHC), statements are still applicable at this time. Looked After Please tick the check-box if the child is looked after. Children Looked After (CLA) have a specific legal status (see Children Act 1989 overleaf). They may be looked after by a foster carer, kinship carer or may be looked after in a residential care home. They may be waiting for adoption. A child looked after should have a personal education plan (PEP) outlining the specific arrangements for that child which is initiated by a social worker and can be supported in Hertfordshire by staff from the virtual school for CLA. If you are unsure whether a child who is attending your setting has the legal status of CLA or not, please contact the virtual school via Felicity Evans - Head of Achievement for Children Looked After by ; felicity.evans@hertfordshire.gov.uk or ring for general queries and access to virtual school staff. If the query is about a PEP, please sophie.bharaj@hertfordshire.gov.uk or ring on Children Act 1989 Under the Children Act 1989, a child is looked after by a local authority if he or she is in their care or is provided with accommodation for more than 24 hours by the authority. They include the following: (i) (ii) (iii) children who are accommodated under a voluntary agreement with their parents (section 20) children who are the subject of a care order (section 31) or interim care order (section 38) children who are the subject of emergency orders for the protection of the child (section 44) Starting and leaving dates The start date is mandatory on all child records. Additionally if the child you are entering details for has left your setting during the funding period being claimed for please enter the leave date in the appropriate field. 20

21 Number of days in week Please indicate the number of days the child is contracted to attend this week. As with hours this week, this is not a record of actual attendance in the week but what the child was timetabled to do e.g. include days when a child was away ill. If the child has left you prior to headcount week please enter what their normal pattern was. Total hours this week For each child you are required to record the total number of hours the child is contracted to attend your setting. This is not a record of actual attendance in the week but what the child was timetabled to do e.g. include hours when a child was away ill. It is important that you combine both the free hours and the non-funded hours as one total. Please do not include any hours attended elsewhere. The child hours should be shown as a decimal (e.g. 45 hours and 40 minutes should be shown as hours). This can be calculated by dividing the minutes by 60. Here are two examples: 40 minutes / 60 = 0.67 and 20 minutes / 60 = Free hours in week (up to 15) The maximum number of free hours for a child in any one week is 15, up to the maximum free entitlement in any one financial year. This is not a record of actual attendance in the week but what the child was timetabled to do e.g. include hours when a child was away ill. Children without any free hours should not be included on the form. The individual child hours and the overall total should be shown as a decimal (e.g. 10 hours and 40 minutes should be shown as hours). This can be calculated by dividing the minutes by 60. Here are two examples: 45 minutes / 60 = 0.75 and 25 minutes / 60 = Number of weeks funded for In order to claim your free early education funding for any child at your provision, the child must be registered and accessing their entitlement over a minimum two week period. This applies even if they leave before the start of headcount week; simply add to your headcount the start and leaving dates for that child and payment will be made for appropriate hours. For children starting after headcount week you can claim for these children in adjustment week for the funding period. Once you have filled in all relevant fields please click the Save button found at the bottom of the page. If there are any errors with your submission a message in red will display advising what is wrong which will allow you to amend accordingly. If there are no problems, when selecting Save you will be returned to your headcount entry page and you can simply add additional children or make further changes. 21