Spring Census Update 2019: Important Changes and Key Dates

1. Introductions Elaine Smith – Pennine Education Jonathan Howells – Pennine Education

2. Housekeeping • Toilets • Fire Alarm • Non Smoking Building

3. AGENDA • Statutory Returns - Jonathan Howells • GDPR Update – Jonathan Howells • SIMS Software Update – Elaine Smith • Performance Summary \ Customer Satisfaction – Elaine Smith • Support Renewal – Elaine Smith

4. Statutory Returns 2019 Jonathan Howells

5. SIMS Version • Before you can start the Spring Census Census you will need to have upgraded to the SIMS Autumn release Version 7.184 • If you are not sure if SIMS has been upgraded - in SIMS Select Help\About SIMS.Net

6. Changes to the Spring Census There are no significant changes to the Spring Census for 2019

7. Changes to the Spring Census New \ Changed Data Items • Early Years Pupil Premium is collecting the Receipt not Eligibility of EYPP

8. Changes to the Spring Census Although the Heading has not changed the Look ups have to reflect Receipt rather than Eligibility

9. School Census Collection Dates Spring 2019

10. Collection Dates The Census Reference Date is set to 17/01/2019

11. Attendance Data – Primary \ Special \PRU Attendance is collected for the previous term for all School Phases

12. Exclusions Data Exclusions are collected for two Terms previous

13. Free School Meal Data Eligibility for FSM is collected for the day after the previous Census up to and including the day of the current Census

14. Selected Time Primary and High Schools Only:- When the School Census is generated, the class information returned in Panel 9 should represent a ‘snapshot’ of the class activities at the selected period on Census day. The selected period is based on the last digit of your DfE establishment number.

15. Selected Time Selected Times, based on the last digit of your schools DfE number for the January 2019 Census are:-

16. Infant Class Activities • Primary schools with infant classes are asked to ensure that the selected period is one in which their infant classes are engaged in an ordinary teaching session. An ordinary teaching session does not include school assembly or any other school activity usually conducted with large groups of children such as:- PE \ games \ music \ singing \ drama\ watching television \ listening to the radio Source : DfE School Census 2018-2019 Guide V1.6 p45

17. Infant Class Activities • If, at the time of the count, infant class children would be involved in such an activity the count is deferred to the next ordinary teaching session. This change of selected time is enacted for all classes in the school, not just the infant classes • Error 1235 – For key Stage 1 or Reception Classes class activity must reflect an “Academic Activity” will be generated if a non-academic activity is assigned to a Reception or Key Stage 1

18. Special Schools \ PRU For the PRU and Special Schools there is NO selected time, or a requirement to record class activitiesThe PRU are required to record:- • Unit Contact Time – The Total Hours a pupil is expected to spend with the PRU in Census week

19. Special Schools \ PRU • Provider Status – This Is No Longer collected via a Provider Status Census Panel, as a Pupil’s Provider Status is denoted by the Pupil’s Enrolment status. This is changed via Routines \ Student \ Change Enrolment Status

20. DfE Validation Files • A Base version of the Fileset, used for validation and the creation of the Census Summary files, has NOT been provided by the DfE in time for inclusion in the SIMS 7.184 release • An updated Fileset has now been provided, Fileset 1101, but will need to be imported manually into SIMS.

21. DfE Validation Files • If you run Create and Validate or try and produce the Census Summary report before importing the Fileset, you will receive the following messages respectively: Error F 1000000 The DfE Has Not Provided the XSLT File to Generate the validation file Summary We will provide the DfE Summary Report as soon as possible after the point where the DfE provide the XSL file to us

22. DfE Validation Files The Error will generate and display within the validation panel

23. DfE Validation Files • The current Fileset is 1101This is now available to download from our website www.pennineeducation.co.ukunder the Documentation\Files tab THERE WILL BE AN UPATED FILESET AS THERE ARE ERRORS STILL BEING GENERATD, BUT THIS IS NOT EXPECTED UNTIL NEXT WEEK

24. Dry Run • We would like to encourage all schools to complete a Dry Run as soon as possible, so that any Issues or Errors can be resolved in advance of the Census • Fileset1101 is now available to download from our website with instructions on how to import into SIMS • Census Notes will be available to download from our website tomorrow • Password to download files from the website is: Spring2019

25. Pupil Premium Reminder Jonathan Howells

26. Pupil Premium 2019/20 Pupil Premium Information for Financial Year 2019/20 is collected from the January 2019 CensusFSM (Plus FSM Ever 6)Service Children (Plus Service Children Ever 6)Post Looked After Pupils

27. Pupil Premium It is important that ALL pupils eligible for FSM are marked accordingly in SIMS, including any pupils receiving Universal Free School Meals who are eligible for FSM based on economic criteria Pupils must have a valid entry in the Eligible FSM panel in SIMS (Panel 6, Dietary) for it to be picked up by the Census

28. Pupil Premium The Census DOES NOT look at Pupil Premium Indicator on the pupil record. This is only for use in school

29. Pupil Premium A Final Pupil Premium Download file was made available on the Key To Success website on 20th December.This can be downloaded and imported into SIMS and will update the Pupil Premium Indicator “tick”

30. General Data Protection Regulations- GDPR Jonathan Howells

31. General Data Protection RegulationsGDPR To continue to assist schools in being GDPR compliant, it is now possible for a school to bulk delete pupil data in line with its data retention policies. In addition to the functionality already provided, the following data areas can now be deleted: • AD Provisioning • Communication • Interventions

32. GDPRData Deletion With the removal of the following data items from the school Census: • Nationality • Country of Birth Schools must no longer request this information from parents, or retain the data within their system, for purpose of transmitting to the DfE via the school census

33. GDPR • Proficiency in EnglishSchools are therefore no longer required to assess a child’s proficiency in English for purpose of transmitting to the department via the school census.

34. GDPR If schools wish to retain \ continue collecting these data items, they must have their own Business case\Consent for doing so, as for GDPR purposes you are no longer covered by the DfE statutory obligation of the School Census as your justification for holding\collecting these data itemsIn order to facilitate this, SIMS have released three patches:-

35. GDPR • Patch 24423 – Deletes all records for Proficiency in English information for all past, present and future students. Where a student has multiple proficiency entries, the patch will remove all instances of this. • Patch 24433 - Deletes the National Identity for all past, present and future students.

36. GDPR • Patch 24372 - Deletes the Country of Birth and where present the Nationality (actually called Nation inside the expanded Nationality and Passport Details record, only where passport details are blank) for all past, present and future students

37. GDPR We will NOT automatically release these patches to all schools, but ask you to confirm that you require them, as once the patches are applied the data is permanently deletedWe will Email you a link to our website where you will be asked to confirm you wish\do not wish each of the patches to be released

38. GDPR • Subject Access RequestsContacts have now been added to the Subject Access Requests routine, so it is now possible to produce Subject Access Requests for:-StudentsStaff Contacts

39. GDPR \ Data Security When Staff leave, as part of the leaving process Schools should ensure that their MIS Accounts are disabled, for both :-SIMS& FMSIt is also good practice to review Access levels for all staff on a regular basis

40. GDPR \ Data Security Old CTF FilesWhen CTF’s are generated or downloaded from the S2S\DfE Secure Website, they are stored on your local server in either the CTF In or CTF Out Directories in SIMS e.g. S:\SIMS\STAR\CTFIn or CTFOut These files contain sensitive pupil and Contact data and should be deleted once imported or exported. There is no reason the keep them

41. GDPR \ Data Security Old Census FilesMany Schools will be saving many years of historical Census files within their SIMS directories e.g. S:\SIMS\STAR\School Census Schools should ensure that only authorised staff have access to the folder, as the Census filescontain highly sensitive personal data.

42. GDPR \ Data Security Privacy NoticesIn October the DfE have released updated Privacy Notice templates which are available from the following link:-https://www.gov.uk/government/publications/data-protection-and-privacy-privacy-notices?utm_source=ccdc5d02-9202-432d-bfc0-fa5a2ff8a881&utm_medium=email&utm_campaign=govuk-notifications&utm_content=immediate

43. SIMS and FMS Software Update V 7.184 Elaine Smith

44. Sims Upgrade 7.184 SIMS • Software update – grounds for removal – Only in conjunction with CME • CTF - Additional Import location option for guest pupils • Catholic Education Services (CES) 2019 Return on 18.1.2018 for Catholic schools in England Only. Patch 24483 to correct mistakes relavent to enrolment status and to classification of Polish ethnicity. Pupil with an ethnicity of Polish should be recorded as “White Other” • Additional Home Page Widget for users of My Concerns software. • For Users of My Concerns it is now possible to add information to a report • Addition of Person Data Output Report • Addition of the Destination Institution Field to the Leavers Routine

45. FMS Upgrade 6.184 There has been an issue with the latest upgrade for FMS with the display. We have therefore withdrawn the upgrade release and will release the next upgrade to schools ready for the CFR Report for maintained schools. If schools would like the latest upgrade please contact the support desk. FMS • Anonymising Staff Data in FMS Tools | Setups | School Options To assist schools in being GDPR compliant and to retain the integrity of the salary related financial data held in FMS, where Personnel Links are in use and the option to exclude staff leavers from the salary extract has been selected in SIMS, excluded staff data will be substituted for anonymised data in FMS. • External Payment System Journal Posting Focus | General Ledger | Journal Review When synchronising between an external payment system (e.g. SIMS Agora) and FMS, journal posting has changed from the lowest open period to the period by transaction date.

46. Training Schedule • The Spring Training Schedule is now available on the website. • To book a place on any of the course being held please submit a form on the training page. • Please email us with any specific requests for training for individuals or cluster training.

47. Performance Summery • Helpdesk Statistics from 1.9.2018 to 31.12.2018 • No. of Calls Logged = 1329 • No. of Calls Logged Resolved within SLA Agreement = 100% • No. of Calls Resolved on First Contact = 97.75% • We hope you are happy with the service you are receiving. If you have any comments, or you think we can do something better please email: • esmith@pennineeducation.co.uk.

48. How to log calls • There are a number of ways schools can log calls with the helpdesk • By telephone on 0333 999 7185 • By email to support@pennineeducation.co.uk • On the www.pennineeducation.co.uk website by clicking on the log a call button • For Oldham Schools – In the Pennine portal by clicking on the Log a call button • Please can we ask that schools do not email individual team members as you may miss your point in our queueing system.

49. Helpdesk Calls • Did You know?In the E mails you get from Freshdesk, our Helpdesk software, there are links to your call details. By clicking on the link you can see all details of the call, including any updates and comments.

50. Support Renewal • Renewals for April 2019 • An email was sent last term to request up to date pupil numbers via an online submission form. • Please can schools who have not completed this form please do so as soon as possible • The Renewal Agreement must be signed and returned by 31.1.2019 • If schools sign up for 3 years a discount will be offered • Invoices will be raised at the beginning of March 2019 for payment before 1st April 2019 • Please can we ask you to share your experience with schools you know are with other Service Providers.