School Workforce Census Version 1.2

Transcription

1 Guidance for schools creating partial returns using SIMS School Workforce Census Version 1.2 OSMIS Education

2 Contents Introduction... 3 Data Protection and Security Privacy Notices... 3 Summary of Data Collected from SIMS... 3 Staff level information being collected for members of staff in regular service... 3 School level information being collected as a snapshot on census day... 3 Who to Include in the Census... 3 Who to Exclude from the Census... 4 Excluding Teacher/Support Staff Records from the Return... 5 Treatment of Persons who have left your school... 5 Checking Establishment Details... 6 Information for Academies:... 6 Checking School Address, Telephone and Information... 7 Preparing for the Return Person Records... 8 Import the Checking Report... 8 Checking / Editing Personal Details... 8 Checking/Editing Professional Details Checking/Editing Employment Details Editing Employment Dates Mapping Subjects to DfE Subject Codes - Applicable to Secondary phase schools only Producing the Return Configuring the Return Producing the Return Vacancies on Census Day Editing Occasional Teachers Information Recording Agency / Third Party Support Staff Validating the School Workforce Census Authorising the School Workforce Census

3 Introduction The submission of the School Workforce Census return, including a set of individual staff records, is a statutory requirement on schools and LAs by virtue of regulations SI2007/1264 and amendment SI2009/2266 made under Sections 113 and 114 of the Education Act Data Protection and Security Privacy Notices As the School Workforce Census collects data on school staff, to ensure you comply with Data Protection Regulations you must issue a Privacy Notice to any members of staff whose details will be recorded in the census. Summary of Data Collected from SIMS It is assumed that all other required data items will be supplied by the HR / Payroll provider in the prescribed format you should ensure that this data is uploaded to the LA using Perspective Lite no later than 19 th November Instructions on the use of Perspective Lite are available here - Lite- Sending- a- data- file- to- the- LA.pdf Staff level information being collected for members of staff in regular service Staff Personal Details all staff Qualification Details all staff with qualifications at Level 4 or above (i.e. post A- level) School level information being collected as a snapshot on census day Current Teacher vacancies Headcount of Occasional (Supply) Teachers employed on census day Headcount of Third Party Support staff, e.g. outside contractors for cleaning Who to Include in the Census Teachers, Teaching Assistants and Other Support Staff in regular service should be included in the census. Staff are said to be in regular service if they have completed service of 28 days or more with the school, or are expected to do so before the end of their contract or service agreement. (This does not mean 28 continuous days. According to the DfE it can be for as little as one session during that period, provided it is expected there will be at least one more session in the next 28 day period.) Teachers Qualified and unqualified teachers employed by schools, including agency / service agreement teachers working within a school in a post that would normally be filled by a teacher employed by the school. Advisory Teachers from an agency are deemed to be support staff and do not require a named record, they only need to 3

4 Teaching Assistants Other Support Staff Premises & Catering be included in the Agency/Third Party Support Staff Headcount. Support staff based in the classroom for learning and pupil support e.g. HLTAs, teaching assistants, special needs support staff, nursery officers/assistants, minority ethnic pupils support staff and bilingual assistants. Support staff that are not classroom based, e.g. librarians, matrons/nurses/medical staff, IT technicians, technicians, administrative officers / secretaries, bursars and other administration/clerical staff, premises and catering staff. Caretakers, cleaners and other premises staff employed direct by the school must be included in the census as a named record. However if you employ them via a third party, you only need to include them in the Agency/Third Party Support Staff Headcount section of the SWC regardless of the time of day they attend on 5 November Who to Exclude from the Census The following staff should not be included on a school s return; Temporary staff with service of less than 28 days and who are not expected to complete service of 28 days or more. Casual staff without contracts employed on an occasional basis. Trainee teachers (PGCEstudents) on teaching practice. Trainee teachers on a School Centred Initial Teacher Training (SCITT) programme. Staff working in extended school service provision e.g. breakfast and after school clubs, Surestart and Children Centres. o Note that staff engaged in the normal running of the school, such as cleaners, should be included regardless of when they work e.g. before, after, or during the normal school day if they are employed by the school. If you have caretakers, cleaners or premises staff employed from a third party, they must be included as a manual entry in the Third Party Headcount section of the census. Governors and voluntary staff. Staff for whom there is no role identifier that equates to the function they carry out e.g. clerk to governors, school crossing patrol staff and School Improvement Partners (SIPs). Teachers only engaged in one to one tuition. Staff whose contracts finished before 1 September

5 Excluding Teacher/Support Staff Records from the Return If there are teachers or support staff who have been entered in error (such as duplicates) or records that are not required to be collected for the return, it is recommended that you carry out the following action to ensure that these records are not included in the School Workforce Census return. Select Focus Person Staff to display the Employee Details browser. Search for then select the required person to display the Employee Details page. Select the Personal Details tab to display the Basic Details panel. Ensure that the Eligible for SWR check box is deselected. This removes the member of staff from the return. Click the Save button. Treatment of Persons who have left your school Where members of staff have left your school, do not remove the tick from the Eligible for SWR box. The SWC collects historical data which includes information on leavers. Keeping the Eligible for SWR box ticked will ensure that the leaver s data will be included in the census file. If a member of staff has left and is outside of the leavers date range in the census they will automatically be excluded even though the Eligible for SWR box is still ticked. 5

6 Checking Establishment Details The establishment details should be checked to ensure that they are complete and accurate before running the School Workforce Census. Select Focus School School Details to display the School Details page. Check that the details displayed in the Establishment panel are correct. Ensure that the School Name and School Type have been entered correctly. Information for Academies: Academies should ensure that the following information is recorded, if applicable: The School Type and School Governance. Select Academies from both drop- down lists. The school s Previous Name and Date Name Changed. The Previous Estab Number and Date Number Changed. If the DfE establishment number has changed for sponsor- led Academies, the academy should record the previous establishment number and the date the number changed. The Previous URN Number and Date Number Changed. 6

7 NOTE: These data items must be entered for all academies, because the date the URN changed is interpreted as the date the academy opened. If this date is not entered, some of the historical information from before that date will be included in the School Workforce Census incorrectly, e.g. a member of staff who left before the academy opened. Click the Save button to save any changes, if applicable. Checking School Address, Telephone and Information The following school contact details are collected for the return and therefore need to be checked to ensure that they are up- to- date and correctly recorded in SIMS: School Current Address Details information (including Post Code) School Address School Telephone Number. Click the Address hyperlink to display the Address panel. Ensure that the school address is correct and complete. If necessary, click the Modify Address button then make the required changes. A Building Name or Building Number should be included in the address to avoid errors. If appropriate, Main Office can be entered in the Building Name field. Ensure that a Post Code is entered. Click the Contact Details hyperlink to display the Contact Details panel. Ensure that a Telephone number has been recorded (including the STD code). Ensure that the school s official communications address has been recorded correctly (it must include character together with a minimum of one full stop). The address must be the account used on a regular basis. It must also be accessible to the Head Teacher as it might be used for future DfE correspondence. Click the Save button, if changes have been made. 7

8 Preparing for the Return Person Records Before beginning the School Workforce Census please ensure that all current staff are recorded in SIMS and that the information is up- to- date and accurate. Ensure that: new staff have been added. any leavers have been recorded as such. any duplicated or unwanted staff records have been amended. part- time details have been checked/updated for all applicable members of staff. Please check that: new staff have been added and the Eligible for SWR box is ticked as appropriate leavers have been recorded and the Eligible for SWR box is ticked as appropriate (if they left before the date range of the workforce census they will automatically be excluded from the return) any unwanted staff records (e.g. Extended Schools staff) have been amended so that the Eligible for SWR box is not ticked We advise you to complete a dry- run of the census as soon as possible to check your current data. Ensure that you are on the latest version of SIMS (7.164) and have imported the latest fileset please check at for further information. Import the Checking Report Import the report Staff Checking Sheet for Partial SWC and run it to print out a checking sheet for each member of staff. The sheet shows the required data fields for the partial return and will identify any gaps in your data. Go to the report definition on the Osmis website at Checking- Sheet- for- Partilal- SWC.RptDef - and save it to a location on your network. In SIMS.net, go to Reports Import, click on Open and navigate to the location where you saved the report definition. Highlight the report definition and click on Open. Now click on Import and the Status of the report will change from Pending to Imported. Close the Import reports screen. Now go to Reports Run Report, click on the plus sign next to the Focus folder and then click on the Staff folder. The Staff Checking Sheet for Partial SWC report will be included in the list of reports. Double click on the report to run it. Checking / Editing Personal Details Staff records can then be updated as follows: Selected Focus Person Staff to display the Employee Details browser. 8

9 Search for and highlight the required person then click the Open button to display the Employee Details page. Select the Personal Details tab to display the Basic Details panel. Ensure that the Legal Forename and Legal Surname are up- to- date and accurate. Ensure that the correct Gender is selected from the drop- down list. Indicate whether the staff member should be included in the Schools Workforce Census Return by selecting or deselecting the Eligible for SWR check box. If Previous Name is applicable to this member of staff, ensure that the details are entered correctly. Click the New button to create a new Previous Name record. Alternatively, highlight an existing record then click the Open button adjacent to the Previous Name table to display the Edit Previous Name dialog. Edit the details, as required. Click OK to return to the Personal Details tab. Ensure that the Date of Birth is correct. To edit, enter date or click the Calendar button then select a date. 9

10 Check that the National Insurance Number (NI Number) is entered in the correct format, e.g. MW C. Ensure that the staff member's Ethnicity is selected from the drop- down list. Select the correct description from the Are day to day activities substantially affected by physical or mental impairment drop- down list. An entry is required in this field for all members of staff. If the description of Disabled has been selected, go to the Impairments panel. Click the New button adjacent to the Impairments table to create a new record. Alternatively, highlight an existing Impairment record then click the Open button to display the Edit Impairment dialog. 10

11 Ensure that the Impairment description is correct and that the correct Category is selected from the drop- down list. Check the other details and use the Notepad to add or edit additional information, if required. Click the OK button to return to the Personal Information panel. Checking/Editing Professional Details Open the Professional Details tab to display the Professional panel. If the staff member has acquired Higher Level Teaching Assistant status, ensure that the HLTA Status check box is selected. (Required for contracted teachers and contracted teaching assistants and other contracted support staff who are aged 18 or over.) Enter the date that the HLTA status was achieved in the HLTA Dates field or click the Calendar buttons and select the correct dates. If the member of staff is a Teaching Assistant, ensure that the TA Status check box is selected. 11

12 If the staff member has Qualified Teacher Status, ensure that appropriate route is selected from the QTS Route drop- down list, e.g. Graduate Teacher Programme, Flexible routes, etc. (Mandatory for all teachers, including those working towards QTS.) Ensure that the Qualifications record is correct and up- to- date. Click the New button, adjacent to the Qualifications field, to create a new qualification record. Alternatively, highlight an existing qualification then click the Open button to display the Edit Qualifications dialog. Edit the Qualification description, if incorrect. Ensure that the applicable Class of Degree, e.g. First class honours, is selected from the drop- down list. NOTE: Class of Degree is collected for new teachers where their employment start date is 1 August onwards. Ensure that the correct First Subject Qualified and the Second Subject Qualified are selected from the drop- down lists. If the qualification has been verified, e.g. the paper certificate has been checked, select the Verified check box. Click the OK button to return to the Professional panel. 12

13 Checking/Editing Employment Details Open the Employment Details tab to display the Employment Details panel. If the staff member is employed primarily in a teaching capacity, select the Teaching Staff check box. A Teacher Number should be entered, if available, using the correct format, e.g. 12/ (Mandatory for all members of staff, including non- teachers, if applicable.) Select the Teacher Category from the drop- down list. (Required for all teachers and teaching assistants, if applicable.) Select a Qualified Teacher Status from the drop- down list, if appropriate. This is mandatory if a Teacher Number is entered. Editing Employment Dates The employment dates must be checked for all teachers, contracted teaching assistants and other contracted support staff. Click the New button adjacent to the Employment Dates table to create a new employment history record. 13

14 Alternatively, highlight an existing Employment Dates record then click the Open button to display the Edit Employment History dialog. Ensure that the Employment Start Date in entered in the correct format (dd/mm/yyyy). Check all other details for accuracy. Click the OK button to return to the Employment Details panel. Mapping Subjects to DfE Subject Codes - Applicable to Secondary phase schools only In the School Workforce Census, curriculum information is collected on the subjects taught by teachers in Secondary schools. This information is usually entered into SIMS via Academic Management or into Nova then transferred over into SIMS. To enable curriculum information to be recorded accurately, it is necessary to map all the subjects taught in school to DfE subject codes. NOTE: One curriculum record will be generated when more than one Nova subject is mapped to the same DfE subject. Select Tools Setups Subjects to display the Find Subject browser - A combination of subject Title, Year Taught In and Active status can be used to refine the search for the required subject. Alternatively, the fields can be left blank to list all subjects. Click the Search button to display a list of subjects that match the search criteria. Highlight the required subject then click the Open button to display the Subject Detail page. 14

15 Ensure that the applicable DfE Subject Code is selected from the drop- down list. Check the other details displayed to ensure that they are correct. Click the Save button. NOTE: When subject codes are exported to Nova, it will recognise that changes have been made and will seek confirmation from the Nova user that the corresponding Nova Subject Code should also be updated. 15

16 Producing the Return Configuring the Return Go to Tools Statutory Returns Tools School Workforce Census Settings. A selected check box indicates that the associated data item is collected. If producing a partial return, you should deselect the Contract Details, Service Agreement Details and Absences items only. Producing the Return Go to Routines Statutory Returns School Workforce Census. The School Workforce Census Details and School Workforce Census Settings panel displays the reference dates used by the census and a list of data items to be collected in the return. The School Information panel displays Establishment Details to be included. To make any changes to this panel, click on the School Detail button, edit as necessary and Save the changes. 16

17 Vacancies on Census Day The Vacancies on Census Day panel enables you to add any current job vacancies that exist in your school. This information is not stored in SIMS, so it must be added manually. Click on New on the right hand side of the panel and enter the appropriate details. Each qualified teacher post (QTS) (permanent or a contract of one or more terms) that is vacant or temporarily filled on census day must be recorded. A vacant or temporarily filled post is defined as one that fulfils any of the following criteria: The vacant post is not covered. The post is covered temporarily by other staff within the school. The post is covered by a teacher on a contract of less than one term. The post is covered by a teacher on a contract of between one and three terms (except if the incumbent is on recognised long term absence, such as maternity leave). The following posts should be included: Posts that the school has tried to fill but were not filled on census day. Posts where an appointment has been made but was not in post on census day. Posts for all types of qualified teachers, from classroom teachers to head teachers. Editing Occasional Teachers Information The Occasional Teachers on Census Day panel requires a number to be entered against the appropriate category. An example of an Occasional Teacher is a supply teacher who is in school on census day but is not in regular service (i.e. less than 28 days). 17

18 Click in the cell under the Count column to enter a number against the following categories: Number of Occasional Teachers With QTS Number of Occasional Teachers Without QTS Number of Occasional Teachers Where QTS is Not Known. Recording Agency / Third Party Support Staff The Agency / Third Party support staff panel enables you to record the number of positions in your school that are filled by agency/third party support staff on census day. Click on New on the right hand side of the panel and select the appropriate roles from the table displayed and click on Update. Then click in the cell under the Count column to enter the number of staff for each role. Schools are required to provide the number of occasional support staff who are not directly employed by the school/la on census day. These members of staff are likely to be employed through an agency/third party company, for example food services staff working for a catering company or occasional staff who work for an agency. Validating the School Workforce Census A School Workforce Census Return must be validated and authorised before it can be uploaded to the DfE COLLECT data collection website or sent to your LA, depending on the instructions you have been given. Validating the return creates an unauthorised School Workforce Census Return file, which is then validated against a set of DfE rules. Once the validation is complete, a list of errors and queries is displayed. An error is caused by either missing or inaccurate data, whilst a query highlights data that is unusual or not as expected, e.g. staff member's age falling outside the expected range. When the return has been validated, detail reports can be produced as an aid to resolving any issues. Click the Create & Validate button. 18

19 After creating the return file and validating the data, any errors and queries found are listed in the Validation Errors Summary panel at the bottom of the School Workforce Census Details page. Errors are displayed in red with an F in the Type column and must be cleared before authorising and submitting the return. Authorising the School Workforce Census A School Workforce Census must be authorised before it can be uploaded to the DfE COLLECT data collection website or sent to your LA, depending on the instructions you have been given. Before authorising the return, you should ensure that all the information displayed on the School Workforce Census Details page is correct and does not require further editing. This is best achieved by reviewing the Summary and Detail reports. Click the Authorise button at the top of the Schools Workforce Census Details page. A message advising you that the return cannot be edited once it is authorised is displayed. Click the Yes button to continue or the No button to return to SIMS where edits can be made. 19

20 If you choose to continue, the Head teacher authorisation dialog is displayed. Enter any additional text to be displayed on the authorisation report e.g. to explain the reason for any validation failures that cannot be cleared. Select the confirmation check box to confirm that the Head Teacher is satisfied that the Summary and Detail reports have been checked and that the return file is ready to upload to the DfE or sent to the LA. When the confirmation check box is selected, the Continue button is activated, enabling the authorisation process to be completed. Click the Continue button to authorise the return. The Summary report, Authorisation report and Validation Errors Summary report are generated automatically and displayed in your web browser, from where they can be printed, if required. The return file extension changes automatically from UNA (unauthorised) to XML (authorised). The authorised file will contain your DfE number and SWC (e.g _SWC_823LL15_001_XML) All details, i.e. the reports and the XML file, are saved in the School Workforce Census Folder, which was specified previously in the Census Return. When a return has been authorised, it is no longer possible to edit the details displayed on the School Workforce Census Details page. If you authorise a return and subsequently need to make amendments, you must make a copy of the return then edit the copy, or create a new return. 20